Food_Services_for_Pierce_County_Jail_and_Juvenile_Detention_Center.pdf

REQUEST FOR PROPOSAL

2026-RFP-069

FOOD SERVICES FOR PIERCE COUNTY JAIL AND JUVENILE

DETENTION CENTER

Pierce County

1501 Market St, Suite 420

Tacoma, WA 98402

RELEASE DATE: July 17, 2026

DEADLINE FOR QUESTIONS: September 23, 2026

RESPONSE DEADLINE: September 30, 2026, 1:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

Request For Proposal #2026-RFP-069 Title: Food Services for Pierce County Jail and Juvenile Detention Center https://procurement.opengov.com/portal/piercecountywa https://procurement.opengov.com/portal/%7bproject.government.code%7d

Pierce County

REQUEST FOR PROPOSAL

Food Services for Pierce County Jail and Juvenile Detention Center

1. Introduction

2. Pierce County's eProcurement System

3. Summary

4. Background

5. Scope of Work

6. Minimum Qualifications

7. Expected Term and Value

8. Definitions

9. ADA

10. General Information for Proposers

11. RFP Coordinator

12. Timeline

13. Procurement Documents and RFP Holder's List

14. Questions and Answers

15. Submission of Proposals

16. Public Records and Proprietary Material

17. Revisions to the RFP

18. Responsiveness

19. Contract and General Terms & Conditions

20. Costs to Prepare Proposal

21. No Obligation to Contract

22. Rejection of Proposals

23. Most Favorable Terms

24. Concern Resolution Process

25. Cooperative Purchasing

26. Title VI Compliance

27. RFP Questionnaire

28. Administrative, Organization, Threshold Review and Proposal Questions .

29. Evaluation and Contract Award

30. Evaluation Procedure

31. Proposal Scoring

32. Scoring Process

33. Debriefing of Unsuccessful Proposers

34. Protest Procedure

Attachments:

A - Pierce County Service Agreement Sample

B - Jail Entry Packet with Guidelines

C - Backgrounds and Badging Security Procedures

D - Background Check Authorization

1. Introduction

1.1. Pierce County's eProcurement System

Welcome to Pierce County's eProcurement System. This system is inclusive to the procurement process, including submission of any questions and/or clarifications, the release of any addenda/notices, and submission of proposals. It is strongly encouraged that organizations responding to any procurement first read the entire procurement, paying close attention to the timelines, scope of work, eligibility, submission requirements, and specifically to the questionnaire section, which may include required attachments (when applicable), and ask for any clarifications regarding content and instructions early in the process.

1.2. Summary

Pierce County (hereafter known as the "County") is seeking a full-service food program for the Pierce County

Jail and Juvenile Court (Remann Hall). The Pierce County Jail (PC Jail) serves meals to incarcerated adults and

Corrections Deputies. The Juvenile Court serves meals to detained youth, juvenile detention staff, students attending the Day Reporting School, and youth enrolled in the weekend alternative detention programs.

1.3. Background

The Pierce County Jail and Remann Hall facilities both have fully equipped functional kitchens. The successful Proposer will provide food service to both facilities using contracted staff only at Remann Hall and contract staff and inmate workers at the Jail, with food prepared in each facility to feed their respective populations.

Services will include, but are not limited to:

• Operating the food service program in an ethical and humane manner with respect to the rights of those provided food services.

• Providing daily food service to include breakfast, lunch, and dinner at both facilities.

• Developing and implementing a food service plan with clear objectives, policies, and procedures.

• Operating a kitchen using only properly licensed, certified, and permitted food service professionals.

• Maintaining an open and cooperative relationship with the administration and staff of both locations.

• Providing food for correctional staff by contractor staff in a separate kitchen

The Pierce County Jail and Remann Hall operate 24 hours a day/365 days a year.

1.4. Scope of Work

1.4.1. Description of Solicited Services

The Contractor will possess the managerial and administrative experience to operate the food service program. They will provide all food service to the facilities listed below. Providing meals for correctional staff is done using contracted staff only at Remann Hall. At the Pierce County Jail, meals for correctional staff are prepared by contracted staff, with food produced onsite at each location to serve its respective population.

Pierce County Jail

The PC Jail has a maximum capacity of 1296 (708 in the main high-security facility which runs at 100% capacity, and 588 in the open dorm, minimum-security jail). Inmates are served three meals per day that meet the National Commission on Correctional Healthcare (NCCHC) standards. Meals are also provided for Correction Staff.

Location: 910 Tacoma Ave S, Tacoma, WA 98402

Our Average Daily Population (ADP) is approximately 800.

In 2024 total inmate meals served 949,414 and staff meals served 116,917, 2025 total inmate meals 967,966 and staff meals 104,608 , and through May 2026 total inmate meals 397,416 and staff meals 46,725. Meals are served in two connected facilities (Main and New Jail). The kitchen is located in the New Jail.

Current day-to-day operations involve the preparation of approximately 2646 meals for inmates and 293 meals for staff.

Average bookings per day for PC Jail is 42, with a range of 22 to 97 bookings per day.

Juvenile Court

Remann Hall operates a detention facility with a maximum capacity of 101 rooms (107 stationary beds).

The average daily population was approximately 27 detainees for 2024 and approximately 25 for 2025.

It is located at 5501 6th Ave, Tacoma, WA 98406

The Remann Hall kitchen facility is located outside of secure detention areas. The Contractor is responsible for preparing meals for detained youth, Remann Hall staff, and Positive Youth Development

(sack lunches) programs , and its volunteers upon request.

Location: 5501 6th Ave, Tacoma, WA 98406

Pierce County Juvenile Court: In 2024 approximately 27,810 meals were served to detainees. In 2025, approximately 26,517 meals were served to detainees. Staff meal count per day is 30.

Current day-to-day operations involve the preparation of approximately 80 meals for detained youth and 30 meals for juvenile detention staff.

Average bookings per day for Remann Hall is 3.

1.4.2. Meal Preparation and Service

https://www.ncchc.org/

General Meal Requirements

• Contractor will provide separate Adult and Juvenile 21-day cycle menus that comply with state and federal regulations. Any changes to the menu require written approval by the County.

The Contractor will implement menu changes proposed by the County.

o Any vendor-requested variance involving substitutions to the County-approved menu— particularly substitutions that reduce food quality—must be fully justified and documented in writing.

o The Contractor shall maintain written documentation of all menu substitutions, including justification for any substitutions involving lower-quality food items, for the full records-retention period applicable to food production records. All such documentation must be made available to the County upon request.

o Contractor shall provide menu variety and quality product.

• Meals must not include any items that can be made into a weapon (i.e., bones, corn dogs with sticks, foil, etc.)

• Requests for dietary accommodations—including food allergies, medically prescribed special diets, and religious dietary requirements—must be honored for both adult and juvenile populations.

• Meals are served daily and serving times will be determined by the facility to allow for changes and emergencies.

• Holiday and monotony-breaker meals are optional.

o The County covers the cost for these special meals.

o In previous years, detainees received a hot lunch and sack dinner on holidays as the kitchen staff may end shifts early.

• Contractor is responsible for the following;

o Meal Planning o Ordering o Food preparation o Serving/plating o Clean up

Adult Population

Nutritional Requirements

• The adult population must be served three (3) meals per day, seven (7) days per week, with dinner provided as a hot meal except on the holiday meal, when the lunch meal may be the hot meal.

• The Contractor will provide high-quality food service in accordance with industry standards.

Food and food service will meet all applicable federal, state, and local guidelines, laws, and regulations.

• Meals served to the adult population must meet the nutritional requirements prescribed by the National Commission on Correctional Healthcare (NCCHC), along with the Contractor’s

Dietician and have a caloric daily count total of 2,600. Inclusion of the calorie count cannot include filler calories (butter, sugar, etc.).

• Religious and medical diets conforming to special religious or physician-ordered specifications shall be provided as requested.

Service Requirements

• Meals are prepared on-site by the vendor and distributed through the cook-and-serve method utilizing kitchen trays. Meals are then transported to and from the jail units by Contractor staff. Inmate workers can be used if necessary.

o Maximum-Security Facility 9 clusters o Minimum-Security Facility 8 units

Juvenile Population

• The juvenile population must be served three (3) meals, plus two (2) snacks, per day seven (7) days per week. Lunch and dinner must be served as a hot meal.

• Meals must be served at the same time each day. Breakfast must be served at 7:30AM, lunch must be served at 11:45AM, and dinner must be served at 4:30PM,

• Required documentation must be maintained, as juvenile court is subject to program audits.

• Meals served to the juvenile population must meet the nutritional requirements prescribed by the National Commission on Correctional Healthcare (NCCHC), along with the Contractor’s dietician. Inclusion of the calorie count cannot include filler calories (butter, sugar, etc.).

• These requirements and guidelines may change at any time.

• When requested, Contractor also provides sack lunches for several off-campus programs, generally including twelve (12) youth attendees and one (1) staff or volunteer.

Service Requirements

• Meals are served to the juvenile population using the following method:

https://www.google.com/url?sa=t&rct=j&q=&esrc=s&source=web&cd=&cad=rja&uact=8&ved=2ahUKEwjH8Mefv56CAxVfKDQIHXp-At0QFnoECBoQAQ&url=https%3A%2F%2Fwww.ncchc.org%2F&usg=AOvVaw0I224ax64wQHTyiguRXJiJ&opi=89978449 https://ncchc.org/ o Contracted staff prepare and distribute meals on covered warming trays then secure the trays on a large cart.

o The Juvenile Detention Supervisor is called when the meals are ready and a Juvenile

Detention Officer reports to the kitchen to retrieve the cart.

o Juvenile Detention Deputies walk through “sally port” security sliders entering and exiting the secured area and down a hallway toward the kitchen.

o Meal trays are moved from the large cart onto smaller carts that are then pulled into the individual units to serve to the detainees.

o Once the meal is complete, the Juvenile Detention Officer will return the used trays to the kitchen.

o Contracted kitchen staff unload the cart and wash and clean trays in preparation for the next meal.

Corrections Deputies

• Per the corrections deputies’ labor contracts, the adult detention deputies in the PC Jail are provided one meal per shift (days, swings, graveyard) while performing their normal County duties.

• Meals provided to Correction Deputies will not be prepared by inmates.

• Catering Services are occasionally requested by PC Jail and may include box lunches, beverage service, and/or snack service.

1.4.3. Quality and Safety Standards

Food Preparation

• Proposer must assure that safe and wholesome products are supplied.

o Preparation and/or delivery shall be in accordance with all applicable health and sanitary regulations. The proposer shall ensure health certification requirements are met and remain in good standing.

o The County will not pay for meals that arrive spoiled at time of delivery, do not meet specifications for the food and menu items specified by the nutritional guidelines for both

Adult and Juvenile populations, or do not otherwise fulfill the requirements of this RFP.

o Proposer shall warrant that all meals will be served at appropriate temperatures and in accordance with all health code rules and regulations. The food will be prepared in a matter that is palatable, and visibly pleasing, complete with condiments if indicated.

1.4.4. Food Service Plan

The proposer will provide and implement a written food service plan with clean objectives, policies, procedures and annual evaluation of compliance.

1.4.5. Staffing and Training

The Proposer will provide a staffing plan to ensure that appropriate coordination with correctional administration and staff is maintained and shall provide all on-site staff list for approval by the County.

• Contractor staff shall consist of qualified, trained personnel to manage and operate the food service program.

• Contractor staff should include a Food Service Director and Assistant Food Service Director to manage the program and shall be thoroughly trained in all aspects of food service management, including but not limited to:

o Development of Standard o Purchasing, Receiving and storage of product o Menu Development o Menu Presentation o Preparation and Production o Modified Diet Requirements o Delivery Systems o Sanitation o Personnel Management o Security o Planning and Budgeting

• Contractor staff will be required to facilitate communication, attend meetings, problem solve, and ensure the Contractor’s policies and procedures comply with County’s security rules and procedures.

• The Contractor shall operate the food services program at full staffing and use only professionally trained personnel who have passed a criminal-history background check conducted by the County.

• The Contractor shall manage adequate staffing levels for appropriate inmate supervision.

• The County will have final approval rights for all proposed hires. The County reserves the right to bar any Contractor employee from the facility at the sole discretion of the County.

• The County may prohibit entry to the County Facility, or remove therefrom, a contract employee who does not perform his/her duties in a professional manner, or who violates the County’s security rules and procedures.

• Proposer staff will not have direct contact with juvenile detainees at any time.

Proposer shall provide ongoing training in food safety, security awareness, and emergency response.

1.4.6. Facilities, Inventory, and Equipment

Facilities

• The County will provide facilities and equipment for the food service operation. Refrigerator/freezer storage at the facility shall be provided by the County for use by the Proposer.

• The County will provide inventory storage space currently assigned to food service at the kitchen. Additional needs may be accommodated if County facilities allow.

• The Contractor shall not use County facilities for other than County-approved business.

• Parking for Contractor staff at the PC Jail and Remann Hall facilities may be provided. Street parking is available at the PC Jail.

Inventory

• The Contractor and the County shall conduct a joint inventory count of all foods, supplies, and capital equipment owned by the County and presently located at various kitchens prior to initiation of the program.

o Inventories will continue to be the property of the County.

o Disposition and/or acquisition of capital equipment must be approved in advance by the

County.

• Procurement of supplies and equipment o Contractor will be responsible for purchasing and paying for all food supplies necessary to comply with this agreement, on a reimbursable basis.

o The purchases and prices charged to the County must be reasonable and necessary.

o If the Contractor receives any discount, rebate, allowance, or incentive from a supplier based on purchases made on behalf of the County, the Contractor must disclose it and return the full amount to the County within a mutually agreed-upon timeframe that is beneficial to the County.

• The Contractor must maintain inventory control and minimize food waste.

o Contractor shall assume full control, protection, replenishment, storage, and issuance of all foods and supplies contained in County’s inventory.

o Contractor shall have use of storage areas for inventory storage as deemed appropriate by the County.

o A sufficient stock of meals must be available at all times for unplanned changes to any proposed meal count for both facilities.

▪ It is expected that the Contractor will have sufficient supplies on hand to provide meals for up to 5 days in the event of any emergency.

▪ The kitchen is also expected to keep meals available for late bookings.

• The Contractor shall provide all consumable supplies and food products that are required for the food service operation.

• Upon termination of the contract, for any reason, the County shall purchase or cause the successor food service provider to purchase all usable supplies and food products at the food service provider’s invoice cost.

Equipment

• The proposer must maintain equipment in clean and operational condition

1.4.7. Reporting and Record Keeping

• Contractor must maintain daily meal counts and inventory records.

• Contractor must submit monthly reports including financial statements, meal counts, and incident logs.

1.4.8. Coordination with Pierce County Correction

Contractor agrees to work in coordination with Pierce County Correction Administrative team.

1.4.9. Start-up and Service Implementation

Proposer will have the capability to commence services on a date agreed upon by the parties. Proposer shall provide a start-up and implementation plan that includes a schedule with timelines for the initial delivery of food services and supplies, the hiring and training of staff, and the transition of

Food Services. Proposer must demonstrate how they will implement full Food Service delivery in the Jail and Remann Hall before or no later than November 21st, 2026

1.4.10. Continuity of Services

Continuity of Food Services is a requirement of these services. The County expects complete coordination between the incoming Contractor and the current contractor to facilitate a smooth transition.

1.4.11. Expenses

Contractor’s Responsibility

• All employees wage, taxes and benefits

• Inventory System

• All insurance required in this RFP

• All food handlers permit and licensing required

• Travel and Training expenses

• Dishwashing soap

• Floor Cleaner

• Kitchen Cleaning supplies

• Aprons

• Rubber Gloves

• Kitchen Rags

• Paper Sack Lunch Bags

• Hand Soap

• Any IT expenses required to set up, configure, and support (including but not limited to, County staff time, hardware, software, and internet connectivity)

• Other than normal wear and tear of equipment, the Contractor shall reimburse the County at the actual cost of the repair and a 5% penalty of the replacement value of the equipment for any damage to equipment due to the negligence or sabotage if these types of instances occur more than three times in a 90-day period.

1.4.12. Other Requirements

Proposer must provide documentation of standards that address successful completion of site inspections performed by the Tacoma/Pierce County Health Department. This would include:

• Food handlers permit (all staff must remain current)

• Controlling time and temperature

• Cooking potentially hazardous food

• Cooling potentially hazardous food

• Cleaning and sanitizing food contact surfaces

• Date marking ready-to-eat, potentially hazardous food

• Handling a food recall

• Employee Health Policy

• Personal Hygiene

• Preventing cross-contamination during storage and preparation

• Receiving Deliveries

• Storing and using poisonous or toxic chemicals

• Using and calibrating thermometers

• Using suitable utensils when handling ready-to-eat foods

• Holding hot and cold potentially hazardous foods

• Reheating potentially hazardous foods.

1.5. Minimum Qualifications

1.5.1. Proposer Eligibility

Proposers who do not meet these minimum qualifications will be considered non-responsive and their proposal will not be evaluated or scored.

• Must have not had a contract with the County terminated within the last 10 years.

• Food Handlers Permits

1.6. Expected Term and Value

1.6.1. Term

The period of performance of any contract resulting from this procurement is expected to be 48 months

(4 years) from the contract date of execution. Amendments extending the period of performance, if any, shall be at the sole discretion of the County. The County reserves the option to renew contracts for

2 additional 1-year terms. However, no Contractor will be guaranteed an extension. Decisions whether to extend a contract will be based on Pierce County’s assessment of the Contractor’s performance as evaluated by performance measure data as described in this solicitation, as well as any additional performance outcomes or deliverables negotiated in the final contract agreement.

1.6.2. Value

County anticipates awarding a single contract from this procurement. The County reserves the right to make fewer awards or no awards, based on the quality and scope of proposals received, available funding, and identified service needs.

The total funding available under this Request for Proposals (RFP) is limited and may be distributed among multiple providers. Proposers are encouraged to scale their funding requests proportionally to the scope and geographic reach of their proposed services. The County may negotiate budgets and service levels to ensure the most effective use of funds and equitable coverage across providers. The

County reserves the right to adjust award amounts at its sole discretion.

Additional federal, State, or local funds may become available during the contracting cycle and allocated through this solicitation. Funding may only be awarded for the same scope of services as described in this solicitation. It is important to note, any contract awarded as a result of this procurement is contingent upon the availability of funding. If at any time during the term of the contract the funding relied upon for the contract is reduced, modified, or eliminated, or if the funding terms are modified, Pierce County reserves the right to amend the contract as appropriate or to terminate the contract.

1.7. Definitions

• “Apparently Successful Proposer (ASP)” means a proposer selected as an entity to perform the anticipated services, subject to completion of contract negotiations and execution of a written contract.

• "Applicant," "Bidder," and "Proposer" mean an organization, agency or provider that submits a formal response to this procurement.

• "Application," "Bid," or "Proposal" mean a formal response to this solicitation.

• “CFR” means Code of Federal Regulations.

• “Client,” "Participant," "Household," or "Member" means an individual (or individuals) who receives services, or is eligible to receive services, under this procurement.

• “Contractor” means an individual or organization whose proposal has been accepted by the

County and has been awarded a fully executed, written contract.

• “Procurement” means the process by which the County obtains services.

• “Request for Proposal (RFP)” or "Solicitation" means this document and its attachments in which needed goods and/or services are identified and organizations are invited to provide information as to how they propose to meet the County's needs.

• “RCW” means Revised Code of Washington.

• “WAC” means Washington Administrative Code.

1.8. ADA

The County complies with the Americans with Disabilities Act (ADA). Bidders should contact the RFP

Coordinator to request an accommodation.

2. General Information for Proposers

2.1. RFP Coordinator

The RFP Coordinator is the sole point of contact in the County for this procurement. All communications between the Proposer and the County upon release of this RFP shall be with the RFP Coordinator.

Stephanie Browning

Procurement and Contract Specialist 2

Email: stephanie.browning@piercecountywa.gov

Phone: (253) 798-7796

Department:

Procurement and Contract Services

Any other communication will be considered unofficial and non-binding on the County. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

2.2. Timeline

Proposal Release Date: July 17, 2026

Pre-Proposal Walkthrough (Mandatory): September 16, 2026, 9:00am

Vendors are asked to participate in a mandatory site tour/kitchen walk through being held on

September 16, 2026 the following conditions must be met:

*Each vendor will be allowed to send a maximum of two staff for the tour.

*Company representatives should plan to bring, and provide government issued ID or Driver's license

*Clipboards, and note pads are acceptable items to bring and carry with you for information taking. Photograph, and audio recording are prohibited inside the facilities.

*No cell phones, briefcases, or handbags will be allowed in the jail. Safe storage will be provided for use during the tour.

*Representatives will go through metal detectors at both sites.

Site Address/Parking Information

Pierce County Jail Walkthrough 9am-10am

-Meet at Pierce County Jail: 910 Tacoma Ave

South -Meet in the Lobby on the 4th floor & have government-issued photo ID ready to present.

-Paid parking is available off of Yakima and

Nollmeyer Lane directly behind the County City building.

Remann Hall Walkthrough 11am-12pm

-Meet at 5501 6th Ave Tacoma, WA 98406

Administration Building (“B” Building), check in with receptionist & have government-issued photo ID ready to present.

-Parking is available in the lot adjacent to the meeting place. There is no fee to park.

Question Submission & Concern Resolution

Request Deadline:

September 23, 2026, 4:30pm

Proposal Submission Deadline: September 30, 2026, 1:00pm

The County reserves the right to revise the above timeline.

2.3. Procurement Documents and RFP Holder's List

PROPOSERS WHO REGISTER AND DOWNLOAD RFP DOCUMENTS will be automatically added to the

FOLLOWERS' list in the County's eProcurement Portal. Notifications for solicitation updates, addendum and other procurement information will be sent to all who register on the Pierce County eProcurement

Portal.

2.4. Questions and Answers

Proposers may submit questions through the County's eProcurement Portal, under the Question &

Answer Section, no later than 4:30 pm on the date set forth in Section 2.2. Proposers must be registered in the eProcurement Portal software to submit questions, receive addendums and notifications, and ultimately submit a proposal. Proposers may only rely on written statements issued by the County. Any oral communications are unofficial and are not binding on the County.

2.5. Submission of Proposals

2.5.1. Deadline

The proposal must be received by the time/date as indicated in Section 2.2.

2.5.2. Attachments

Follow instructions carefully - if attachments are provided under this solicitation, they are to be utilized as part of the proposal - do not replace or use the organization's own format, as the proposal may be deemed "non-responsive" or "not eligible."

2.5.3. Instructions

All proposals are evaluated on the completeness and quality of the content. Only those Proposers providing complete information as required will be considered for evaluation. The County will not contact the organization for correction of proposals and Proposers are strongly encouraged to carefully review their proposals for completeness and accuracy before submitting. For proposals to be considered responsive and move to the review process, the Proposer must, under Section 7, RFP Questionnaire:

• Acknowledge all required “confirmations.”

• Complete all required attachments, to include uploading any supplemental documents requested in attachments; and

• Submit the following materials as part of the proposal.

2.5.4. Additional Resources/Helps

This section provides a curated list of help articles addressing common questions and challenges proposers may encounter during the Request for Proposal process. The resources below are intended to offer clear guidance, practical solutions, and relevant information to support a smooth and successful submission. Proposers are encouraged to review these materials as needed to better understand requirements, resolve issues, and navigate the process with confidence.

• Vendor Registration

• Following a Project

• Getting Started with Subscriptions

• How to Submit a Question in OpenGov

• How to Submit a Proposal Response in OpenGov

• How to Edit or Withdraw a Proposal after Submission in OpenGov

2.5.5. Electronic Submissions Only

Only electronic submittal via the County's eProcurement Portal shall be accepted for this procurement.

No hard copies, emails, or fax submittals shall be accepted. The accepted forms of submitted materials are .pdf, png., jpeg., and MS Office formats such as docx. and xlsx.

2.5.6. Addenda & Notices

Applicants must acknowledge and confirm each addendum and notice issued under this solicitation. The system will not allow final submission unless all required confirmations are checked.

2.5.7. No Exceptions for Late Responses

Proposers should allow sufficient time to ensure timely receipt of the proposal by the County’s e-procurement System, OpenGov. Late responses will not be accepted and will be automatically disqualified. The County assumes no responsibility for delays caused by Proposer's technical related system errors.

2.5.8. County Property

All proposals and any accompanying documentation become the property of the County and will not be returned.

2.6. Public Records and Proprietary Material

• Organizations should be aware that any records they submit to the County or that are used by the County even if the organization possess the records, may be public records under the

Washington Public Records Act (RCW 42.56). The County must promptly disclose public records upon request unless a statute exempts them from disclosure. Organizations should also be aware that if even a portion of a record is exempt from disclosure, generally, the rest of the record must be disclosed. Exemptions are narrow and specific.

• Organizations should clearly mark any record they believe is exempt from disclosure.

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2.7. Revisions to the RFP

In the event it becomes necessary to revise any part of this RFP, addenda will be published in the

County's eProcurement Portal.

All amendments and notifications of cancellation shall be posted in the County's eProcurement Portal. If you did not receive this solicitation via the County’s eProcurement Portal, please register to receive further notifications.

The County also reserves the right to amend or add to, retract from, or cancel this Procurement at any time, in whole or in part, and without penalty.

In the event of a conflict between amendments or between an amendment and this Solicitation

Document, the document issued latest in time shall control.

2.8. Responsiveness

All proposals will be reviewed by the RFP Coordinator to determine compliance with administrative requirements and instructions specified in this solicitation. The Proposer is specifically notified that the

County may reject or withdraw a proposal at any time as nonresponsive for any of the following reasons:

• Incomplete proposal,

• Failure to comply with any part of this solicitation or any Attachments to this procurement,

• Submission of incorrect, misleading, or false information.

The County also reserves the right, however, at its sole discretion to waive minor administrative irregularities, which are defined as variances which do not provide an applicant an advantage or benefit over other applicants.

2.9. Contract and General Terms & Conditions

The ASP will be expected to enter into a contract which is substantially the same as the Sample Contract and its General Terms and Conditions attached as Exhibit C. In no event is a Proposer to submit its own standard contract terms and conditions in response to this solicitation. If a Proposer has a concern regarding a certain General Term & Condition, they can raise the issue per the Questions and Answers section of this solicitation.

2.10. Costs to Prepare Proposal

The County will not be liable for any costs incurred by the Proposer in preparation of a proposal submitted in response to this RFP, in conduct of a presentation or interview, or any other activities related to responding to this RFP.

2.11. No Obligation to Contract

This RFP does not obligate the County to contract for services specified herein.

2.12. Rejection of Proposals

The County reserves the right at its sole discretion to reject any and all proposals received without penalty and not to issue a contract as a result of this RFP.

2.13. Most Favorable Terms

The County reserves the right to make an award without further discussion of the proposal submitted. Therefore, the proposal should be submitted initially on the most favorable terms which the

Proposer can offer. There will be no best and final offer procedure.

The ASP should be prepared to accept this RFP for incorporation into a contract resulting from this

RFP. Contract negotiations may incorporate some or all of the Proposer’s proposal. It is understood that the proposal will become a part of the official procurement file on this matter without obligation to the County.

2.14. Concern Resolution Process

This procedure is available to potential Proposers who are contemplating submitting a proposal in response to this RFP. Only Concern Resolution submissions (Submissions) concerning the following subjects shall be considered:

• A claim that the solicitation unnecessarily restricts competition.

• A claim the solicitation evaluation or scoring process is unfair or flawed, or

• A claim the solicitation requirements are inadequate or insufficient to prepare a response.

Proposers submitting a concern about this procurement shall follow the procedures described below. Submissions that do not follow these procedures shall not be considered. If a Proposer registers a concern against this solicitation, the issue(s) cannot be raised again during the protest period.

All submissions must be in writing and signed by the submitting party or an authorized Agent. The submission must be sent to the AGENCY Procurement Coordinator, or designee, and needs to be received no later than 4:30 PM, local time, Tacoma, WA, per Section 2.2 Timeline, and must clearly articulate the basis for the submission. The Proposer submitting a concern must also include a proposed remedy.

Upon receipt of a submission, a submission review will be held by the County. The RFP coordinator will respond to submissions in writing and the Finance Department Director will be notified of all submissions and provided a copy of the County’s response. A copy of the response to the submission, including any changes to the solicitation, will also be posted in County's eProcurement Portal.

The concern resolution process does not include an appeal process.

2.15. Cooperative Purchasing

The Washington State Interlocal Cooperation Act, Ch. 39.34 RCW, authorizes public agencies to cooperatively purchase goods and services if all parties agree. By responding to this RFP, Consultants agree that other public agencies may purchase goods and services under this procurement or contract at their own cost and without Pierce County incurring any financial or legal liability for such purchases.

Pierce County agrees to allow other public agencies to purchase goods and services under this procurement or contract, provided that Pierce County is not held financially or legally liable for purchases and that any public agency purchasing under such procurement or contract file a copy of this invitation and such contract in accordance with RCW 39.34.040.

2.16. Title VI Compliance

Pierce County, in accordance with Title VI of the Civil Rights Act of 1964, 78 Stat. 252, 42 U.S.C. 2000d to

2000d-4 and Title 49, Code of Federal Regulations, Department of Transportation, subtitle A, Office of the Secretary, Part 21, nondiscrimination in federally assisted programs of the Department of

Transportation issued pursuant to such Act, hereby notifies all Proposers that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises as defined at 49 CFR Part 26 will be afforded full opportunity to submit proposals in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

3. RFP Questionnaire

3.1. Administrative, Organization, Threshold Review and Proposal Questions

1. Administrative Questions

1.1. Proposer Confirmation*

As an authorized representative of the Proposer, having carefully examined the Request for Proposals, propose to furnish services in accordance therewith as set forth in the attached proposal.

I further agree that this proposal will remain in effect for not less than sixty (60) calendar days from the date that proposals are due, and that this proposal may not be withdrawn or modified during that time.

I hereby certify that this proposal is genuine and not a false or collusive proposal, or made in the interests or on behalf of any person not therein named; and I have not directly or indirectly induced or solicited any Contractor or supplier on the above work to put in a false proposal or any person or corporation to refrain from submitting a proposal; and that I have not in any manner sought by collusion to secure to myself an advantage over any other contractor(s) or person(s).

In order to induce the County to consider this proposal, the Proposer irrevocably waives any existing rights which it may have, by contract or otherwise, to require another person or corporation to refrain from submitting a proposal to or performing work or providing supplies to Pierce County, and Proposer further promises that it will not in the future directly or indirectly induce or solicit any person or corporation to refrain from submitting a response or proposal to or from performing work or providing supplies to Pierce County.

☐ Please confirm

*Response required

1.2. Ownership and Copyright of Submitted Materials*

By submitting a proposal, I agree that all documents, reports, proposals, submittals, working papers, or other materials prepared by the Proposer pursuant to this proposal shall become the sole and exclusive property of the County, and the public domain, and not property of the Proposer. The Proposer shall not copyright, or cause to be copyrighted, any portion of items submitted to the County in response to this procurement.

☐ Please confirm

*Response required

1.3. Supplemental Attachment Confirmation*

I confirm I have reviewed the content of the following attachments included under this RFP: Sample

Agreement and any other documents as identified as "sample" in the Attachments section and acknowledge I understand and agree to these requirements should my organization receive a contract as a result of this proposal.

☐ Please confirm

*Response required

1.4. Insurance Requirements*

By submitting a proposal, I understand and agree that if awarded funding from this RFP, the organization must be able to meet all insurance requirements based on services being purchased, prior to contract execution, and types of insurances may include, but are not limited to:

• Commercial General Liability Insurance: Required on all contracts. Standard levels are $1M occurrence/$2M aggregate (may be higher/lower, depending on value of contract and type of service).

• Commercial Automobile Liability Insurance: Required when the Contractor uses owned, rented, or leased automobiles to complete the services as required per the contract. Higher coverages may be required for fleet/large passenger vehicles.

• Workers Compensation Insurance: As required by Washington State.

• Professional Liability or Errors and Omissions Insurance: If the Contractor provides services such as analysis, consulting, counseling, daycare, legal, medical, nursing, pastoral, medical, or other services that require professional licensing.

• Abuse and Molestation: If the Contractor will be working directly with youth under the age of

18, elderly, disabled or other vulnerable populations.

• Cyber/Privacy and Security Insurance: If the Contractor is doing work that could give the

Contractor access to personal or sensitive information from within the County's network or on the Contractor's personal computer, or lead to breaches of security, leading to a loss of privacy or identity theft.

• Crime/Employee Dishonesty Insurance: If the Contractor is in the custody or control of Pierce

County funds such as cash, credit cards, checks or physical property.

• Other insurance(s) applicable to services being purchased: Such as Excess or Umbrella Liability

Insurance if the contract is in excess of $500,000.

In addition:

• Pierce County shall be named as an "Additional Insured" which must be provided in the insurance endorsement; and

• Insurance requirements also apply to any subcontractors hired by the main Contractor to deliver services, where applicable.

Please see "Exhibit D" in the SAMPLE AGREEMENT under attachments to see full insurance requirements. If you have questions regarding insurance requirements, please submit them through the “Question & Answer” section of the RFP.

☐ Please confirm

1.5. Debarment Certification*

As an authorized representative of the Proposer, I certify to the best of my knowledge and belief that the organization and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity

(Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

D. Have not within a three-year period preceding this proposal had one or more public transactions

(Federal, State, or local) terminated for cause or default.

E. Does not employ any person nor contracts with any person or agency excluded from participation in federal health care programs under either 42 U.S.C. 1320a-7 (§§1128 or 1128A

Social Security Act) or debarred or suspended.

By checking the confirmation, I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of any award. In addition, under 18 USC Sec. 1001, a false statement may result in a fine of up to $10,000 or imprisonment for up to 5 years, or both.

☐ Please confirm

*Response required

2. Organization Information

2.1. Authorized Individual*

Please provide the name and title of the individual authorized to execute a contract on behalf of the organization.

*Response required

2.2. Organization Information*

Please provide the legal name, any d/b/a names, years in business, local address, billing address if different, email address, and phone number of the organization making the proposal.

*Response required

2.3. Organization Tax ID Number*

Please provide the Employee Identification Number (EIN).

2.4. Organization Contacts*

Please provide the name, phone, and email for:

• Executive Director/CEO/President

• Financial Manager/CFO

• Contract Manager

*Response required

2.5. Washington State Unified Business Identification (UBI) Number*

Please provide the organization's UBI number.

WARNING: Failure to provide a UBI number may be cause for the application to be disqualified from competition.

*Response required

3. Scored Proposal Questions

3.1. Management and Operations Capability (13 points)

1. Describe your managerial and administrative experience operating large scale food service programs.

2. Describe your company’s history providing correctional or institutional food service operations, including years in business and the size/scope of comparable contracts.

3. Explain how your company will ensure uninterrupted food service and your operational approach to providing all meals for:

a. Pierce County Jail (adult population and correctional staff)

b. Remann Hall Juvenile Detention (youth, staff, and Positive Youth Development programs)

4.Provide a transition and start up plan outlining key milestones ensuring full operational capability by or before November 21, 2026.

3.2. Meal Production and Menu Compliance (13 points)

1. Provide your proposed process for creating Adult and Juvenile 21-day cycle menus that meet all

NCCHC, state, and federal requirements. Include proof of registered dietitian on staff in submission.

2. Explain your procedures for documenting and obtaining approval for menu variations and substitutions. Include both inmate and staff menus upon the price point quoted in the RFP.

3. Describe the following;

a. how you will ensure calorie counts meet required standards without using filler calories

b. how religious, medical, and special dietary accommodations will be identified and documented

c. how you will fulfill your plan for providing holiday meals, monotony breakers, and sack lunches for approved programs.

4.Provide example 7-day menu.

3.3. Service Delivery Requirements (9 points)

1. Explain your approach to on-site cook-and-serve operations for the adult population, including transporting trays to both Main and New Jail units.

2. Describe your approach to the juvenile food service workflow, including preparation, cart/warming procedures, coordination with Juvenile Detention Officers, and tray return processes.

3.4. Quality, Safety and Compliance (9 points)

1. Describe your food safety and sanitation program, including compliance with Tacoma/Pierce County

Health Department requirements and ensure how meals are delivered at correct temperatures, in a palatable, visually acceptable conditions.

2. Provide your plan for record keeping, including daily meal counts, production records, and monthly reporting.

3. Provide plan to deliver and preparation of staff meals separate from inmate population to two separate locations and by contracted personnel only.

3.5. Staffing and Training (13 points)

1. Provide a detailed staffing plan for both facilities, including staffing levels, qualifications of proposed

Food Service Director, Assistant Food Service Director and all roles.

2. Describe your training program for your staff, including:

• Food safety

• Security awareness

• Emergency response

• Modified diet requirements

• Personnel and inmate worker supervision (adult only)

3. Describe your training to avoid inmate manipulation.

3.6. Inventory, Facilities, and Equipment (9 points)

1. Describe your process for maintaining accurate ongoing inventory, minimizing food waste and maintaining inventory control.

2. Explain your purchasing and reimbursement procedures for food supplies and consumables.

3.Describe how you will disclose and return to the County supplier rebates, incentives, or allowances

4. Provide your plan for maintaining a minimum five-day emergency food supply at all times.

3.7. Coordination and Communication (3 points)

1.Describe how your staff will coordinate with correctional and juvenile court administrative teams.

2. Provide examples of communication protocols, meeting schedules, problem solving approaches, and escalation procedures.

3.8. Financial and Cost Information (19 points)

1. Provide two detailed cost proposal including food, labor, supplies, administrative overhead, and all expenses required under the RFP.

a. Cost proposal using minimal inmate labor

b. Cost proposal entirely reliance contract labor

2. Describe your process for ensuring charges to the County remain reasonable and necessary. Include a sample invoice.

3.9. Continuity of Services and Emergency Preparedness (9 points)

1. Describe your plan for ensuring continuous food service during emergencies, staff shortages, or facility disruptions.

2. Explain how you will coordinate with the outgoing contractor to ensure a seamless transition.

3.10. Certification and Standards (3 points)

1. Describe how you will meet all standards in Section 1.4.13 of the scope, including requirements for storage, sanitation, chemical handling, personal hygiene, food safety practices, and other Tacoma–

Pierce County Health Department compliance measures.

4. Evaluation and Contract Award

4.1. Evaluation Procedure

An evaluation team will review the bidding documents and evaluate all responses received based upon the criteria listed herein. The County may request clarifications or additional information, if needed. The proposer determined to be most qualified through the initial evaluation phase may be interviewed and the final determination will also consider reference checks and interviews.

The County intends to select the most qualified for this pursuit/solicitation.

Selected Proposer will be invited to enter into contract negotiations with the County. Should the County and the selected proposer not reach a mutual agreement, the County will terminate negotiations and move to the next ranked proposer and proceed with negotiations.