Food Service RFP 03042026.pdf

Whitfield County Sheriff’s Office: Food Management Services

Request for Proposal # SO2026-003

I. GENERAL INFORMATION

1. Submit one (1) original and six (4) copies of your proposal on company letterhead and have an authorized official sign documents. Submittal should be clearly marked on the outside as “RFP #SO2026-003 Food Management Services – Whitfield County Jail”.

2. Proposals must be received no later than 2:00PM, April 9, 2026, at the Whitfield County Finance Office, 201 S. Hamilton St., 4th Floor, Dalton, GA 30720 or P.O. Box 248, Dalton, GA 30722. Sealed responses may be hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED IN WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. The Whitfield County assumes no responsibility for submittals received after the advertised deadline or at any office or location other than that specified herein, whether due to mail delays, courier mistake, mishandling, or any other reason. If submittals are delivered by other than hand delivery, it is recommended that the respondent verify delivery. Any submittal received after the specified time and date will not be considered and will be returned unopened to the firm.

3. The contact person for this RFP is Brian McBrayer, bmcbrayer@whitfieldcountyga.com. Explanation(s) desired by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the Finance office, in writing, as is further described below. Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with Whitfield County personnel related to this RFP is permitted, except as authorized by the Procurement office. Any such unauthorized contact may result in the disqualification of the proposer’s submittal.

4. Requests for additional information or clarifications must be made in writing no later than the date specified in the RFP. The request must contain the proposer’s name, address, phone number, and facsimile number.

The Procurement Office will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Proposal Due Date. Proposers should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. It is the proposer's responsibility to be sure all addenda were received. The proposer should verify with the designated contact person prior to submitting a proposal that all addenda have been received. Proposers should acknowledge the number of addenda received as part of their proposals or sign a copy of the addenda and include it with the proposal submission.

5. Proposals received after the Proposal Due Date and time are late and will not be considered. The proposer may withdraw his/her submitted proposal by providing a written request to the Procurement Division before the stipulated closing date and time. Withdrawal of your proposal will not cause prejudice or interfere with the right of the proposer to submit a new proposal, provided the latter is received by the predetermined date and time provided herein. No proposal may be withdrawn for a period of thirty (30) days following the stipulated closing date.

6. Whitfield County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP.

7. All expenses involved with the preparation and submission of proposals to the County, or any work performed in connection therewith shall be borne by the proposer(s). No payment will be made for any responses received, or for any other effort required of or made by the proposer(s) prior to commencement of work as defined by a contract approved by the Whitfield County Board of Commissioners.

8. Proposers may be required to give oral presentations in support of their proposals or to exhibit or otherwise demonstrate the information contained therein.

9. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states where exceptions may not be taken. Should a proposer take exception where none is permitted, the proposal may be rejected as non-responsive. All exceptions taken must be specific, and the Proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate and rank proposals.

10. Where exceptions are permitted, the County shall determine the acceptability of the proposed exceptions and the proposals will be evaluated based on the proposals as submitted. The County, after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected, the County may request that the Proposer furnish the services or goods described herein, or negotiate an acceptable alternative.

11. No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in arrears to Whitfield County upon any debt, fee, tax or contract, or who is a defaulter, as surety or otherwise, upon any obligation to the County, or who is otherwise determined to be irresponsible or unreliable (fiscally, operationally, or otherwise) by Whitfield County or the Whitfield County Sheriff’s Office.

12. Whitfield County may award a contract on the basis of information received without the RFP moving through all three phases described in the Selection Process section of the RFP. Therefore, each proposal phase should contain a proposer’s best presentation of its position to serve. Selection Process Clause: A Proposal Analysis Group (PAG) will be convened by the Sheriff’s Office and will review all proposals submitted. Based upon the background information reported in the RFP, the PAG will determine whether the respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a firm.

The Proposal Analysis Group will rank the qualified firms based on the data submitted. The PAG may require each firm to make a formal presentation regarding its qualifications to perform the requested services. The top ranked firms will be selected for final negotiations.

13. The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, including those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all Federal, State and local laws, ordinances, codes and regulations that may in any way affect the services offered. No reimbursement will be made by Whitfield County for any costs incurred prior to a formal Notice To Proceed should an award of contract result from this solicitation.

14. Fees may be adjusted based upon the most recent publication of the Consumer Price Index, Southern B/C Issue, as of July 1st. Increase will become effective on January 1st of each Calendar year. Funding is dependent upon appropriation by the Whitfield County Board of Commissioners each fiscal year.

15. INDEMNIFICATION: Proposer assumes and agrees to be responsible for all claims for damages for injuries to persons or property arising out of the performance of its contract, whether due to its own default or negligence of its sub-contractors. The proposer agrees to indemnify Whitfield County on account of such claims and further agrees that it will indemnify Whitfield County fully against any damages, fines, penalties or forfeitures of any kind which may be imposed upon or levied against Whitfield County as the result of the proposer's violation or failure to comply with any valid law, ordinance or regulation of the United States, State of Georgia, or Whitfield County, including the Federal Occupational Safety and Health Act of 1970 as amended from time to time or any federal regulation adopted pursuant thereto. The proposer shall not be liable for any losses, damages, or expenses caused by negligent, willful or wanton acts, errors or omissions of Whitfield County, its officers, employees, agents or representatives.

16. To further assure the performance of the covenant, the proposer shall procure and maintain in force, at its expense, liability insurance including Automobile, General and Errors and Omissions of at least $1,000,000 per occurrence and an annual aggregate, where it applies, of at least $2,000,000. The proposer must also certify for Workers Compensation statutory coverage and Employers Liability of at least $1,000,000.

17. CONTRACT RENEWAL: Whitfield County seeks a one-year firm price contract with four (4) options to renew for additional one (1) year terms per GA Law 36-60-13 for multi-year purchases. In absence of a written notice of termination, the renewals will automatically continue. Either party to this contract may waive their option to exercise the one- year options to this contract by providing written notice to the other party sixty

(60) calendar days prior to the contract renewal date.

18. TERMINATION OF CONTRACT FOR CONVENIENCE: Either party shall have the right to terminate any contract to be made hereunder for their convenience by giving the proposer thirty (30) calendar days written notice of their election to do so and by specifying the effective date of such termination. The proposer shall be paid for its services through the effective date of such termination.

19. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail to fulfill any of its obligations hereunder, Whitfield County may terminate the agreement with said proposer for such default by giving written notice to the proposer at issue. If this agreement is so terminated, the proposer shall be paid only for work satisfactorily completed. Any termination that could occur would not happen without an opportunity to cure per the conditions outlined in the Contract between the successful proposer and the County.

20. Upon receipt of the proposals by Whitfield County, the proposal shall become property of the County without compensation to the proposers, for disposition or usage at discretion of Whitfield County.

21. Georgia Security and Immigration Compliance Act: The successful consultant will provide certification that they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the provisions of O.C.G.A § 36-60-13, Chapter 300-10-1, per the Georgia Department of Labor, if applicable, have been complied with in full. Pursuant to O.C.G.A § 36-60-13, all sub-consultants entering into a contract or agreement for hire on this Project must be registered and participate in the Federal Work Authorization Program, the E-verify Process, and any related federal or state regulations.

22. All vendors/respondents should provide information as detailed in this RFP and any other pertinent information which will assist the Evaluation Committee in selecting the most qualified vendor.

23. Pre-Proposal Conference: Jail Facility Staff will be available at the pre-proposal conference to answer questions and offer explanations as needed. Any reply resulting in a change in the Request For Proposal

(RFP) will be sent to all attendees. It is highly recommended that all interested proposers attend this conference. The site visit and tour will be held at The Whitfield County Sheriff’s Office, 805 Professional Blvd, Dalton, GA 30720. The meeting will be held on March 25th, 2006 at 10 am Eastern Time. Individuals interested in meeting must represent a qualified, reputable and established commercial vendor and must register prior to the event by contact Lt. Graham Williams at 706-278-1233. This will be the only site visit and tour.

24. The proposer shall provide satisfactory evidence of competency to perform the work presented in the RFP.

The minimum requirements are a permanent office, adequate work force and technical qualifications/experience, along with having a suitable financial status to meet obligations incidental to the work place. All submissions must contain satisfactory evidence to meet these requirements.

25. The proposer will give immediate notice to Whitfield County of any claims or suits made or filed against the vendor or its subcontractors on any matter pertaining to this contract. The vendor shall cooperate, assist, and consult with Whitfield County in any claim, suit, or action made or filed against Whitfield County as a result of or relating to the vendors obligation under this contract. Any cancellation or lapse of insurance affecting the operation of the Whitfield County Jail shall be deemed a material breach of contract and the Jail Administrator must be notified immediately.

26. EVALUATION CRITERIA:

a. Qualifications & Experience 25%

b. Operational Work Plan 25%

c. Fees (cost) 25%

d. Quality of Response 25%

The Award will be made to the responsible proposer whose proposal best meets the needs of Whitfield County as set forth herein. Proposers will be evaluated on the following criteria:

a. Experience/Qualifications: The County will consider the proposers financial stability, staff experience and quality, as well as the proposer’s performance on similar projects. Please provide four references with contact names and numbers.

b. Operational Work Plan: The County will evaluate the respondent’s understanding of the work to be performed and operation work plan. The vendor should address the overall concept in food preparation, equipment care, maintenance, sanitation, and inventory control. State ability to be flexible with the unexpected and describe an emergency plan. Vendor should state the estimated number of workers required and give a detailed staffing chart showing hours of employment. State the fringe benefit package offered to each employee in the chart as well as the location, title, and quantity of corporate support personnel available. Clearly state the objectives and policies and procedures utilized to operate the specified service in a humane manner with respect to the inmate’s right to a sound and nutritional food program, and the manner of providing an annual evaluation of contract compliance. Vendor should detail plans to insure that the Food Management Services provide high quality service, full staffing, utilize only certified and trained personnel in food services/catering, and open reporting to the Jail Administrator.

c. Fee Proposal: Vendor shall propose menus on a minimum of a four-week cycle. Menu should furnish two meals and a sack dinner. A registered dietitian must certify and approve submitted menus.

d. Quality of Response: Proposals submitted will be evaluated on completeness, organization, documentation required, signatures, correct number of proposals submitted, Etc.

II. SCOPE OF SERVICE AND SUPPLIES

OPERATIONAL REQUIREMENTS:

1. Regulations: The Food Service Provider shall agree to comply with all statutes, ordinances, regulations, and requirements of federal, state, and local governing bodies applicable to the management/operation of this food service contract. This shall include obtaining and paying for all applicable licenses.

2. Inspections by the County: The Sheriff or designated representative shall make facility inspections when deemed necessary, with or without advance notice to the Food Service Provider. The facilities and equipment used in the contract shall not be used to prepare food for agencies or people other than those designated under the proposal without advance written approval of the Sheriff or designee.

3. Inspections by Health Agencies: The Food Service Provider shall maintain kitchen facilities in such a condition that inspections by County and State health agencies achieve an Environmental Health Rating of 95 or higher. The Sheriff or designee reserves the right to inspect the kitchen facility for cleanliness and operation. Such inspections shall result in a written documentation of any deficiencies and the Food Service Provider shall be provided with a reasonable period for correcting said deficiencies.

4. Licenses and Permits: The Food Service Provider will secure and pay for all federal, state, and local licenses, permits, and fees required for the operation of food service to include employment taxes, provided for hereunder. The Food Service Provider shall also be responsible for paying any sales/use taxes and/or personal property taxes on Food Service Provider equipment, which are imposed upon the operation.

5. Pricing/Invoicing for Meals: The Food Service Provider will submit an invoice to the WCSO on the first working day of each week, covering the preceding week, for meals ordered or served, whichever is greater. The price per meal charged to the WCSO shall be described in the proposal and shall be guaranteed for one (1) year. The Food Service Provider shall provide, at the standard cost per meal, meals conforming to special religious requirements; physician ordered specifications or religious times/holidays. Provider should also provide cost for pre-packaged meals as well to accommodate religious and lifestyle meals.

6. Food Service Supplies and Food Products: The Food Service Provider shall provide all consumable supplies, paper, plastic, sacks, Styrofoam clamshell meal trays, reusable plastic cups, plastic spoons and food products that are required for the food service operation and delivery to the inmates. The type of meal tray used is at the discretion of the Chief Jailer or designee. All such purchases shall be made in the Food Service Provider’s name. The WCSO reserves the right to request that a sample of all or certain specific items be submitted prior to contract execution. All items must be approved by the Chief Jailer.

The Food Service Provider will be required to keep a record of non-consumable items provided by them and submit this list and any modifications to the Chief Jailer within 72 hours prior to the proposed change.

7. Sanitation: The Food Service Provider shall be responsible for the cleanup of the kitchen, and any other area within the detention facility in which food is provided by the Food Service Provider for special events. The Food Service Provider shall provide all supplies/materials needed for sanitation and cleanup in the kitchen. The Food Service Provider will be responsible for transporting all garbage and trash from the kitchen to the designated trash collection pickup area as determined by the Chief Jailer. Garbage and trash will be deposited in the designated receptacle after each meal and not left in the kitchen areas, hallways, and loading dock area. WCSO elects to use inmate labor and such labor shall be provided to the Food Service Provider for the purpose of sanitation, food service area cleanup, trash disposal and the plating-up of meals. The utilization of inmate labor does not, however, relieve the Food Service Provider from their responsibility to cleanup food service areas. It shall remain the responsibility of the Food Service Provider to meet all health standards and sanitation required in the food service operation. The Food Service Provider shall not utilize flammable cleaning products.

8. Health of Vendor Staff: The Food Service Provider will ensure that all employees assigned to duty at the WCSO shall have appropriate health screening which must also include a Purified Protein Derivative - Tuberculosis) test prior to employment by the Food Service Provider with a copy of the results maintained on site. If the employee tested positive, the employee will not be allowed to enter the facility until treated and/or tested for tuberculosis.

9. Security Clearance of Staff: All Food Service Provider employees must submit to background checks as required by WCSO. Facility access may be denied for failure to pass these checks at the sole discretion of WCSO. The Food Service Provider must have a written policy that any change to the criminal history (including arrests without conviction) of an employee, regardless of location of the offense, must be submitted to the facility for review prior to the return of the employee to facility.

10. Equipment: The Food Service Provider shall return the food service premises and equipment to the WCSO at the expiration of this contract. Both the premises and the equipment shall be in good working condition, except for that which may have been lost or damaged by fire, flood, or unavoidable occurrence and except to the extent that said equipment may have been stolen by persons other than employees of the Food Service Provider without negligence on the part of the Food Service Provider or its employees and providing that all damages and losses are reported to the WCSO immediately upon discovery. A semi-annual inventory shall be submitted to the Chief Jailer for all items covered by this paragraph. The WCSO will pay for the repairs needed caused by normal wear and tear. The WCSO, at no charge to the Food Service Provider, will replace equipment which in the opinion of the Jail has exceeded its useful life. If it is determined by the Sheriff or designee that the equipment used by the Food Service Provider is found not to be in working order, due to other than fair wear and tear, the Food Service Provider will be liable for the maintenance or replacement cost of the applicable equipment. The decision as to the suitability of the replacement shall be determined by the Sheriff or designee after consultation with the Food Service Provider. The Food Service Provider shall provide an inventory of all kitchen equipment and utensils to the Chief Jailer prior to taking over responsibility for the operation of the kitchen. The inventory shall note any discrepancies found in the equipment and will be signed and dated by the Food Service Manager. The Chief Jailer may elect to have a designated individual accompany the Food Service Provider when the inventory and equipment evaluation is conducted.

11. Records: The Food Service Provider will keep full and accurate records of sales; meal counts and all other records in connection with food services for a minimum of three (3) years. A copy of said records shall be supplied to the Chief Jailer or designee on a monthly basis, on the first working day of the subsequent month or as required by the Chief Jailer or designee. Records of substitutions shall include the items and 11 portion sizes, the reason for the substitution and verification that a dietician has been consulted when appropriate. In addition, all records relating to the food service operation at the WCSO shall be available for auditing by the WCSO officials at any time during regular working hours.

12. Inventory: For security purposes, the Food Service Provider shall carefully control and supervise the use of kitchen utensils. The Food Service Provider agrees that all knives and kitchen utensils shall be counted and locked for safe keeping in accordance with policy and procedures provided to the Food Service Provider by the WCSO. All issued knives and similar utensils will be signed out and logged in, immediately. When out of locked storage, all knives will be attached to a cable secured to fixed kitchen furniture. Inventory shall be taken daily by the Food Service Provider with the absence of any knives or other utensils immediately reported to the Chief Jailer or designee.

13. Meal Service under unplanned circumstances: The Food Service Provider will be required to provide food service in the event of lock downs, riots, severe weather conditions, fire, power failure, labor strikes, ice storms, acts of God, or other events that would cripple the normal operations of its detention facilities, at no additional cost to the WCSO. At a minimum, the Food Service Provider must maintain an on- premises inventory sufficient to prepare and serve fourteen (14) days of scheduled meals. The Food Service Provider will be required to submit an approved contingency plan that will address this requirement within (30) thirty days.

14. Keys: The Food Service Provider is responsible for control of keys obtained from WCSO and the security of those areas for which the keys are given. The Food Service Provider shall be responsible for immediately reporting to the Chief Jailer or designee all facts relating to any loss of keys or losses incurred because of break-ins to those areas. No keys to any part of the facility may be duplicated. All keys will be provided by the WCSO and made available at the beginning of the shift and turned in at the end of the shift. No keys shall leave the facility.

15. Additional Services: The Food Service Provider shall agree to provide any additional food services as mutually agreed upon between the WCSO and the Food Service Provider.

III. FOOD REQUIREMENTS

1. Standards and Dietary Guidelines: In compliance with the minimum standards for local jails established by the American Correctional Association (ACA) and the National Commission on Correctional Healthcare (NCCHC), a Registered Dietician shall approve all meals. All meals served shall follow minimum dietary guidelines set by the ACA and the NCCHC. A semi-annual review will be conducted by a registered dietician in respect to any changes in nutritional standards with suggestions made by the Chief Jailer or designated representative as to what meal items need to be changed. The Food Service Provider will be required to submit a semi-annual review, conducted by a registered dietician for all approved meals served at this facility to the Chief Jailer at a minimum twice per year.

2. Meal Preparation: The Food Service Provider shall warrant that all meals will be served in a manner that makes them nutritious, wholesome, palatable, and visibly pleasing. The Chief Jailer or designee shall, in their sole discretion, determine the Food Service Provider’s compliance or non-compliance with this provision. If the Chief Jailer or designated representative determines the meal does not meet the requirements, then the meal shall be provided at no cost to the WCSO. Such discretion shall not be unreasonably exercised. If exercised, the decision shall be reduced to writing and include a detailed description as to why the meal was rejected.

3. Meal Schedule: No more than fourteen (14) hours shall pass between the dinner and breakfast meals.

The meal schedule is at the discretion of the Jail Commander and is subject to change upon reasonable notice. Food Service Provider shall provide three full, nutritionally balanced meals each day at a regularly scheduled times as follows:

• Breakfast (“HOT” MEAL) Start: 6:00 AM

• Lunch (“HOT” MEAL) Start: 11:00 AM

• Dinner (“SACK” MEAL) Start: 6:00 PM

In addition, meals shall be made available for inmates who are not present at the facility when meals are scheduled to be serviced. This includes inmates assigned to work details, offsite for court, late “book-ins” or transport reasons or inmates received at the facility within two hours of the meal is scheduled to be served.

4. All meals are prepared in the facility’s equipped kitchen.

5. Raw Food: The following are the minimum specifications for raw food; higher but not lower grades can be purchased:

a) Beef, Veal and Lamb shall be of at least USDA Choice.

b) Ground Beef-utility or better, not to exceed 25% fat.

c) Meat will not consist of mechanically separated meat or Textured Vegetable Protein (TVP or

SOY).

d) Poultry shall be at least USDA Grade A.

e) Canned fruits and vegetables shall be at least USDA Grade C.

f) Frozen fruits and vegetables shall be at least USDA Grade B.

g) Fresh produce shall be at least USDA No. 2.

h) Dairy products shall be at least USDA Grade A.

i) Eggs shall be at least USDA Grade A Medium.

j) Frozen fish and seafood must be a nationally distributed brand, packed under continuous government inspection, USDA Grade A.

6. Commodities: Food Service Provider agrees to assist the WCSO in securing surplus food items when minimum quality standards are satisfied and when costs of a given surplus item are less than available to the Food Service Provider. If surplus food is used, the Food Service Provider agrees to fully utilize all appropriate surplus food commodities obtained by WCSO from the US Department of Agriculture.

Commodities should not be used in calculating meal prices. The difference between the cost of the commodities received for each month and the current market cost for such commodities shall be applied as credit and applied to the next invoice to WCSO. Food Service Provider shall follow all record keeping requirements of the USDA for purchasing surplus food.

7. Meal Standards: All Meals shall meet current Recommended Dietary Allowances (RDA) requirements.

Menus shall provide a minimum of 2,500 calories per day. Food will be served fresh, in a reasonable variety and at appropriate temperatures. Portion sizes shall be specified on the proposed menus as serving (cooked) weight unless otherwise specified. A sample tray will be kept on every meal for Seventy- two hours. All meals should be of nutritional adequacy.

8. Food Inventory: Food Service Provider shall be responsible for purchasing and receiving all food necessary for preparation of each meal in sufficient quantity to meet the needs of inmates and staff during the period of the contract. The Food Service Provider must maintain, at a minimum, a 5-day supply of regular menu foodstuffs on site. All inventories shall be rotated regularly, and the Food Service Provider shall ensure that the food items are not served after the manufacturer's expiration date. Food Service Provider shall remove and dispose of any food items that are beyond the manufacturer’s expiration date.

9. Meal Counts: WCSO will order inmate meals, staff meals, special diet meals and sack meals. However, the Food Service Provider shall prepare sufficient additional meals in the event of newly arrived inmates.

10. Pre-plating: Meals shall be portioned on trays in the kitchen and placed in a cart in the staging area.

Provider personnel shall supervise Inmate workers during meals deliveries and recoveries. f the pre-plating is done by inmate workers, it shall be under the direct supervision of food service staff.

11. Jail Staff Meals: WCSO does not desire information pertaining to staff feeding.

12. Sack Meals: Food Service Provider shall provide sack lunches as needed. Sack lunches can be ordered for staff and/or inmates that cannot eat during regular mealtimes anytime the kitchen is open. Sack lunches will consist of, at minimum, two sandwiches. Meat shall consist of at least 2 oz per sandwich. Chips or similar items, desert, and a beverage packet. The Food Service Provider shall vary sack meal items to avoid repetition.

13. Menu Cycle: The menu cycle will be four (4) weeks minimum and will be submitted for WCSO approval at least 30 days in advance. Food Service Provider shall submit, as part of its proposal, the proposed menu cycles to be served. The contracting officer reserves the right to request that the order of the menu be rearranged, and that like or similar items be substituted if the need shall arise or if commodities are available. A dietician shall review the contents of all menus to ensure their proper nutritional balance. Each menu shall provide a daily calories list of each item provided.

14. Substitution: Any substitution to the established menus shall be verified in advance with a dietician to determine the appropriateness of those substitutions.

15. Special Diets meals: The Food Service Provider shall provide special medical, religious, prenatal and, vegetarian diets at no additional charge. Special medical diets will be provided at the prescription of the contracted medical provider for the facility. An Alternative Safety Diet will be provided upon prescription by medical. This diet shall be served two times a day for the time specified. Snacks provided with the meal are to be included in the price per meal. A dietician shall review the contents of such meals to ensure their proper nutritional balance.

16. Holiday/Spirit Lifter Meals: The Food Service Provider is expected to provide, at no additional charge, a minimum of five (5) Holiday/Spirit Lifter Meals annually. These special meals will include Easter, Thanksgiving, Christmas, and New Year’s. The menu must be submitted to the Chief Jailer at least five

(5) days prior to approval. A copy of the proposed menus is to be included in the Proposal.

17. Special Event Meals: The Food Service Provider shall provide catered meals for special events as designated by the Chief Jailer or designee, with no less than seventy-two (72) hours’ notice. The Food Service Provider and the WCSO shall mutually agree upon the cost per meal.

18. Quality of Meals: Should the Food Service Provider supply a meal that is unsatisfactory by the below enumerated standards, the meal will be at no cost to the WCSO. A meal will be unsatisfactory when it is not served at the proper temperature, the portion amount is not as agreed to in the contract, the service of the meal is unreasonably delayed due to actions or action by the Food Service Provider or their representatives, or any combination of these conditions. The determination of whether a meal is satisfactory is at the sole discretion of the Chief Jailer or designee.

19. Average Daily Calories: Proposers shall submit a meal-by-meal caloric analysis aimed at ensuring that meals remain as consistent as possible from day to day. The WCSO wishes to avoid any excessive swings that will result in trays being overloaded one day and underloaded the next. Ideally, the daily average of calories should not differ more than 200 – 400 calories each day.

20. Quality of Food Products: WCSO reserves the right to reject any food items which do not comply with the standards set forth in the RFP and subsequent contract. No food will be prepared other than as stated in the contract unless otherwise approved, in advance and in writing, by the Chief Jailer or designated representative. The Food Service Provider is required to furnish fresh coffee for the facility staff on a twenty- four (24) hour basis.

IV. FOOD SERVICE PROVIDER STAFFING REQUIREMENTS:

1. All employees of the Food Service Provider who will work in the Jail must have background clearance by the Jail prior to beginning work in the facility. All employees of the Food Service Provider must comply with the WCSO written policy and procedures relating to facility conduct, communications, security and safety. If the Food Service Provider becomes aware of an incident relating to an employee, the Food Service Provider has a reasonable suspicion that will affect the safety, security or good order of the institution, the Food Service Provider has a duty to immediately inform the Chief Jailer or designated representative.

2. The on-site Food Service Provider shall provide a full-time, properly trained Food Service Director with at least 12 months of experience in institutional food service management. The Food Service Director proposed by the Food Service Provider shall be assigned to the WCSO for the full term of the contract unless:

(a) The Food Service Director is no longer employed by the Food Service Provider.

(b) The Sheriff or the Chief Jailer requests that the Food Service Provider remove the Food

Service Director.

(c) It is mutually agreed that the Food Service Director shall be removed. In the event the Food

Service Director is replaced, the Chief Jailer must approve the replacement prior to their assuming the role.

3. The Food Service Provider shall assign a minimum of one Food Service Director and one Food Service Assistant/ Supervisor to oversee and supervise all aspects of the food service operation at all times.

Actual staffing shall be in accordance with the approved staffing plan in response to the Recommended Minimum Staffing Requirements.

4. WCSO reserves the right to deny entrance to the Jail to any food service personnel.

5. Food service personnel must conduct themselves professionally and refrain from unprofessional conduct with, or around, inmates. All communications will be professional, incidents of misconduct immediately reported, and no personal information will be shared with, or accepted from, inmates in custody.

6. Food service personnel will present a neat, clean, and appropriately groomed appearance. A clean uniform, consisting of a shirt, hat/hair net, and food service gloves shall be provided to all food service personnel by the Food Service Provider, and will be worn in the food preparation areas. Other appropriate non-uniform clothing is permitted as to pants, etc.

7. RECOMMENDED MINIMUM STAFFING REQUIREMENTS:

NOTE: If the proposed staffing is less than this model suggests, the Food Service Provider must justify, in writing, why and how the lower staffing will meet the requirements of the contract.

a) FOOD SERVICE DIRECTOR (ONE): The Food Services Director will have a minimum of twelve months’ experience in institutional food service management. The Food Service Director will work on-site at a minimum of forty (40) hours per week or five (5) days per week.

The Food Service Director will oversee compliance with all requirements of the contract regarding meal preparation and handle the response to all inmate grievances related to food service within the time determined by the WCSO. The Food Service Director will not function as a relief food service supervisor in this facility.

b) FOOD SERVICE SUPERVISOR (THREE): The food service supervisors have a minimum of twelve months’ experience in a jail or correctional facility. The shift supervisors will each work a minimum of forty (40) hours per week.

There will always be a minimum of one (1) food service supervisor on duty in the kitchen when the kitchen is open. The supervisor coordinating the production, serving of the meal, ensuring that proper temperatures, portions, and weights are correct; that diet load sheets are followed;

that the proper ingredients are used; the product has an acceptable taste and all other requirements of this RFQ/P regarding meal preparation and service.

8. SCHEDULE: FULL-TIME STAFF

9. Minimum Starting Wages FOOD SERVICE DIRECTOR x 1 $55,000/ Year FOOD SERVICE SUPERVISORS x 3 $19/Hr. These amounts may be adjusted based on staffing requirements and requirements of the facility.

10. The Food Service Provider may include any additional information in their proposal they deem important and pertinent to the RFQ/P. Any additional information should be clearly identified and may be included in an appendix.

V. RESPONSIBILITY OF THE WCSO:

1. The WCSO shall be responsible for and provide: Accurate and timely counts for the number of meals to be served to inmates within two (2) hours of the time for meals to be served.

2. Adequate ingress and egress to all production areas.

3. Adequate heat, lights, ventilation, and all other utilities. The WCSO shall provide a business telephone line to the Food Service Provider at no charge. This telephone shall be used only for business- related calls.

4. Extermination services and the removal of trash and garbage from the trash bin adjacent to the loading dock area or otherwise designated bin.

5. General maintenance of the building structure includes, but not limited to, the maintenance of gas, water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, wall and ceiling surfaces and pest control.

6. Adequate preparation, storage, and holding equipment including maintenance for said equipment. The Food Service Provider shall be responsible for signing for the food received from the delivery truck and for accountability of food items received. The Food Service Provider shall be responsible for the food items, upon delivery to the kitchen dock area, for storage elsewhere in the facility.

7. Security, control, and limitation of inmate movement in, to, and from the foodservice area however;

the WCSO, employees, or officers shall not be responsible for any injuries; damages; sickness; diseases;

emotional stress or trauma; harassment; or loss of income to Food Service Providers property or personnel, agents, or Food Service Providers as a result of riots; escape attempts; escaped inmates;

fights; jail takeovers; or criminal acts of inmates during the term of this Agreement and for a period of four (4) years immediately following the termination of this Agreement.

8. Maintenance of kitchen appliances and equipment, except for routine cleaning and maintenance required because of use by Food Service Provider outside normal wear and tear.