Food Service Provider RFP Addendum 1 - Notice of Change and Questions Dated 8 13 2025.pdf

Carissa M. Knapp, County Administrator Carissa.knapp@alleganyco.gov

County Administrator’s Office County Office Building, Room 213 7 Court Street Belmont, New York 14813 Phone: 585-268-9217

Date: August 13, 2025

Addendum 1: Notification of Changes to Allegany County’s RFP for Food Service Providers For Inmate Meals at the Allegany County Jail and Publication of Questions and Answers Received to Date

This is Addendum 1 to the RFP for Food Service Providers for Inmate Meals at the Allegany County Jail and addresses changes and questions received. The Offeror shall indicate receipt of this Addendum and any subsequently issued Addenda by signing the form(s) for inclusion with the proposal submission.

Changes and responses are in red.

CHANGES:

1.Reference: Page 21, the meal counts and population ranges were corrected to match the range and scale included on page 11 of RFP.

BID SLIDING SCALE PER RANGE

INCARCERATED INDIVIDUALS RANGE: SCALE COST PER MEAL:

0 - 50 $

50 - 75 $

75 - 100 $

100 - And over $

2.Reference: Page 8, Section XIX(a), “see an eligibility criteria section in the RFP” was removed as there is no separate section.

XIX. Evaluation Process:

a) After determining that a proposal satisfies the mandatory requirements stated in the RFP, the comparative assessment of the relative benefits and deficiencies of the proposal in relationship to the published evaluation criteria shall be made by using subjective judgment. The award of a contract resulting from this RFP shall be based on the best value of the proposals received, which optimizes quality, cost, and efficiency, among responsive and responsible offerors. Evaluation criteria shall reflect objective and quantifiable analysis and will include the following criteria:…

3.Reference: Page 14, 12, the average daily calorie count for the desired menu was corrected to 3,100 calories.

12. The Contractor shall provide for menus that satisfy the recommended dietary allowances of the Food and Nutrition Board of the National Academy of Sciences, National Research Council, and will provide an average of 3,100 calories per day in addition to all required nutrients… Continued…

Allegany County RFP for Food Service Providers for Inmates - Addendum 1, Page 2

Carissa.knapp@alleganyco.gov

4.Reference: Page 18, Section 44 g., the requested weeks of sample menus requested was corrected to 4 weeks.

g. Sample menus (at least 4 weeks) as stated herein. (Include recipes).

QUESTIONS & ANSWERS:

1. Concerning clarification on pricing structure page 11 outlines three food service options requiring a sliding scale price per meal based on population ranges. However, page 21 presents a different format, asking for both fixed meal prices (for breakfast, lunch, and dinner) and a sliding scale using different population tiers. Concerning clarification on pricing structure, should vendors complete both formats, and if so, how will each be used in evaluation?

Change Number 1, detailed above, addresses this question. Page 21 of the RFP document should match the meal counts based on population range listed on page 11.

2. Concerning clarification on pricing structure, which version of the sliding scale (page 11 or page 21) is to be submitted?

Change Number 1, detailed above, addresses this question. Page 21 of the RFP document should match the meal counts based on population range listed on page 11. Vendors should submit the page 21 bid sheet to match meal counts based on population range listed on page 11.

3. Concerning clarification on pricing structure, are the fixed prices per meal type on page 21 expected to align with the sliding scale, or do they serve a different purpose?

For this RFP, fixed meal pricing is requested based on meal count ranges provided for budgeting purposes.

4. Concerning eligibility criteria on page 8 Section XIX(a) references an “eligibility criteria” section as part of the evaluation process, but we did not find a section labeled as such.

Change Number 2, detailed above, addresses this question. Page 8, Section XIX (a) of the RFP document was amended omitting, “(see the section regarding eligibility criteria).” Vendors should rely on the qualifications and proposal submission requirements described throughout the RFP.

5. Concerning eligibility criteria, is there a specific section in the RFP that outlines formal eligibility requirements?

Change Number 2, detailed above, addresses this question. Vendors should rely on the qualifications and proposal submission requirements described throughout the RFP.

6. Concerning eligibility criteria, should vendors rely on the qualifications and proposal submission requirements described throughout the RFP (e.g., pages 2, 6–8, 10–11)?

Yes, vendors should rely on the qualifications and proposal submission requirements described throughout the RFP.

7. Concerning request for facility walkthrough, the RFP does not mention a pre-proposal site visit. Would the County consider offering vendors the opportunity to schedule a walkthrough of the jail’s kitchen and food service facilities?

Yes, vendors requesting a pre-proposal site visit opportunity were emailed contact information to arrange for a site visit prior to close of business on August 18, 2025.

mailto:Carissa.knapp@alleganyco.gov

Allegany County RFP for Food Service Providers for Inmates - Addendum 1, Page 3

Carissa.knapp@alleganyco.gov

8. If a tour is permitted, could you kindly provide available dates, contact information for scheduling, and any requirements for security clearance or identification?

Vendors requesting a pre-proposal site visit opportunity were emailed contact information to arrange for a site visit prior to close of business on August 18, 2025.

9. Can Trinity Services Group be granted a site visit at the Allegany County Jail to see the kitchen facilities?

Vendors requesting a pre-proposal site visit opportunity were emailed contact information to arrange for a site visit prior to close of business on August 18, 2025.

10. Can the County please clarify the average daily calorie count for the desired menu? Page 11 states 3,100 calories and page 14 states 2,900 calories.

Change Number 3, detailed above, addresses this question. Page 14 of the RFP document was amended to reflect the correct average daily calories count as listed on page 11 (3,100 calories).

11. Can the County please clarify the desired sliding scale the bid will be evaluated on? Pg 11 displays scale increments of 0-50, 50-75, 75-100, 100 and the Bid Sheet on pg. 21 displays 50-100, 100-150, and 150+.

Change Number 1, detailed above, addresses this question. Page 21 of the RFP document was amended to include the same meal counts based on population ranges listed on page 11 of the RFP document. The bid sheet was amended to match the population ranges and meal counts listed on page 11 of the RFP document.

12. How many incarcerated laborers are assigned to work in the kitchen on each day, per shift?

The number of incarcerated laborers assigned to work in the kitchen varies depending on the incarcerated population and the availability of civilian kitchen staff. Typically, incarcerated workers are not assigned to duties directly related to meal preparation but do assist with taking tray carts from the kitchen to the housing units and returning tray carts from the housing units to the kitchen. They also assist with special tasks as needed, such as with unloading large supply deliveries.

13. Can the County clarify which types of religious meals are currently offered and how many incarcerated individuals receive each type of meal per day?

Types of religious meals that are offered varies depending on the inmate population. Historically, less than 12 inmates request a religious meal each year. Past religious meals served include Halal, Rastafarian, and Kosher meals. The jail houses Immigration and Custom Enforcement detainees and occasionally serves inmates with other religions.

14. Page 15 #25 states that disposable cutlery will be provided by the contractor. Will the county consider reusable cutlery, in lieu of disposable?

The jail provides incarcerated individuals with reusable “sporks” that can be cleaned and sanitized through the dishwasher. Generally, disposable cutlery is reserved for functions outside of the secure detention area for meetings, trainings, etc. when refreshments are served.

Allegany County RFP for Food Service Providers for Inmates - Addendum 1, Page 4

Carissa.knapp@alleganyco.gov

15. Page 15 #32 states “the contractor shall be responsible for preventative and routine maintenance of major food preparation equipment.” Does the county currently maintain a preventative and routine maintenance schedule? If so, can records be provided for the past 1 year of preventative and routine maintenance along with a list of specific equipment that will fall under this program?

The Allegany County jail purchased new ovens, a dishwasher, and an upright cold hold unit within the last 18 months. Most of the jail kitchen equipment requires minimal routine and preventative service work. Typically, county employees perform general equipment maintenance, cleaning, and sanitation according to daily, weekly, and monthly sanitation checklists. Any equipment repair work and maintenance is completed by an outside vendor Hobart.

16. Pages 15 and 16 #33 states “the contractor shall be responsible for maintaining an adequate supply of serving trays.” How many serving trays are currently available and does the county maintain an overstock of serving trays that can be used in circulation? If so, how many serving trays in total are available for the foodservice operation?

The jail currently has enough incarcerated meal service trays for the facility’s full capacity (164 inmates) and a few extra meal serving trays for use if needed.

17. Page 16, Section 34.b. can the County please clarify who is responsible for cleaning the hood, pursuant to the following statement? The contractor will be responsible for cleaning of the hood vents that can be accessed within the kitchen with reasonable effort and the county will be responsible for cleaning the hood vent system that cannot be easily accessed or that may fall outside of the confines of the kitchen area.

Currently, county employees clean the oven hood. As the RFP states, the contractor will be responsible for cleaning of the hood vents that can be accessed within the kitchen. Routine oven hood exhaust system inspection and maintenance is performed by an outside vendor.

18. Page 18, section 43.b. can the County please clarify that internet access will be provided and paid for by the county?

The County will provide a computer workstation inside the kitchen office area with network and internet access paid for by the County. There is also guest Wi-Fi service at the jail available to vendors at no cost.

19. The RFP states that responses to questions will be posted on the County website. Can the County please state where they will be located, specifically, or provide the exact link? The link that is included in the RFP goes to the County's home page only.

The updated RFP/Addendum with questions and answers will posted to the County’s website. Go to Allegany County’s website www.alleganyco.gov homepage, scroll down to the Quick Links section, under Notices, select Food Service Providers RFP/Addendum. Questions & Answers will be posted as soon as possible but no later than August 22, 2025, as stated in the RFP.

20. Page 18 states that the County would like vendors to submit an 8-week sample menu, while other sections say 4 -week. Can the County clarify which sample menus are required?

Change Number 4, detailed above, addresses this question. A 4-week sample menu is requested for the purposes of the RFP.

Continued… http://www.alleganyco.gov/

Allegany County RFP for Food Service Providers for Inmates - Addendum 1, Page 5

Carissa.knapp@alleganyco.gov

21. Page 2 states "Pricing shall be expressed as a price per each individual meal served based on the average daily population specified herein as well as a sliding scale to be evaluated." However, the pricing sheet on pg. 21 asks vendors to submit both a single price per meal and a pricing scale. Can the County please clarify what type of pricing they want to receive?

Page 21 of the RFP document was amended to include the same meal counts based on population ranges listed on page 11 of the RFP document. The bid sheet was amended to match the population ranges and meal counts listed on page 11 of the RFP document. Fixed meal pricing is requested based on meal count for budgeting purposes for the RFP.

22. The County’s guidance on whether to submit both formats and which sliding scale will be used directly impacts vendors’ financial submissions. Receiving this clarification in the August 22 addendum would leave only three business days (until August 27) to finalize and mail proposals to ensure they arrive by the August 29 deadline. Given the potential impact on cost formulation and the limited turnaround time, would the County consider issuing a response to this specific pricing structure question prior to August 22 so vendors can finalize their financial proposals earlier; or extend the proposal submission deadline by one week to allow adequate time for vendors to incorporate the County’s guidance on pricing into their proposals?

Questions and answers will be emailed directly to vendors submitting questions as soon as possible providing adequate time for proposal preparation within the requested timeframe. The RFP/Addendum with questions and answers will be posted on the county’s website by August 22, 2025.

Submitted by: Carissa M. Knapp, County Administrator

Offeror’s Signature indicating receipt of this Addendum:

*Please sign this form and include it with the proposal submission.

Allegany County in accordance with the provisions of Title VI of the Civil Rights Act of 1964 and New York State Labor Law; Article 8 - Public Work, Section 220e hereby notifies all contractors that it will affirmatively ensure that any contracts awarded as a result of this proposal solicitation will be awarded without discrimination on the grounds of race, color, sex, or national origin.