INMATE_FOOD_AND_ASSOCIATED_NON-FOOD_SUPPLIED_FOR_DETENTION_CENTER.pdf

RFP #26106

Greenville County Issue Date: May 8, 2026

Procurement Services Division Opening Date: June 5, 2026

INMATE FOOD AND ASSOCIATED NON-

FOOD SUPPLIED FOR DETENTION

CENTER

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https:// procurement.opengov.com/portal/greenvillecounty/greenvillecounty https://secure.procurenow.com/portal/%7bproject.government.code%7d

Title: INMATE FOOD AND ASSOCIATED NON-FOOD SUPPLIED FOR DETENTION CENTER

Robert Brewer, NIGP-CPP, CPPO, CPPB

Procurement Services Division Director

Greenville County

INMATE FOOD AND ASSOCIATED NON-FOOD SUPPLIED FOR DETENTION

CENTER

I. Public Notice II. Introduction

III. Scope of Work IV. Instructions to Offerors V. General Information

VI. Insurance VII. Evaluation Phases

VIII. Terms and Conditions IX. Sample Contract X. Vendor Questionnaire

Attachments:

A - COG Sub W9

B - Sample Services Agreement

1. Public Notice

Greenville County is soliciting sealed proposals in response to INMATE FOOD AND ASSOCIATED NON-

FOOD SUPPLIED FOR DETENTION CENTER, subject to the conditions and all provisions set forth herein and attached. Sealed proposals will be received through the County’s online procurement portal located at https://procurement.opengov.com/portal/greenvillecounty until Friday, June 5, 2026, 3:00 pm, then publicly opened. The goods and/or services must be furnished as described and specified herein and submitted to Greenville County.

All inquiries regarding this proposal shall be submitted no later than Friday, May 22, 2026, 5:00 pm via the County’s online procurement Portal, located at https://procurement.opengov.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal. Offerors may also click “Follow” on this proposal to receive an email notification when answers are posted. It is the responsibility of the Offeror to check the website for answers to inquiries.

https://secure.procurenow.com/portal/greenvillecounty

2. Introduction

2.1. Summary

Greenville County, South Carolina (the “County”) is soliciting competitive sealed proposals from qualified food distributors and suppliers to provide food products and associated non-food supplies to the Greenville County Detention Center (“GCDC” or the “Facility”). All meal preparation, cooking, portioning, serving, and kitchen management are performed exclusively by GCDC staff. The Vendor’s sole responsibility is the reliable, compliant, and timely supply of approved food and associated non-food products in accordance with the specifications set forth in this RFP.

2.2. Timeline

Release Project Date May 8, 2026

Pre-Proposal Meeting (Mandatory) May 19, 2026, 10:00am

Detention Center

20 McGee St

Greenville, SC 29601

Question Submission Deadline May 22, 2026, 5:00pm

Proposal Submission Deadline June 5, 2026, 3:00pm

Review of Proposals June 5 - June 19, 2026

Tentative Date of Award June 19, 2026

Contract Negotiations June 19 - June 30, 2026

Issue Notice to Proceed June 30, 2026

3. Scope of Work

3.1. Facility Overview

Facility Name Greenville County Detention Center

Location Greenville, South Carolina

Facility Type County Adult Detention Facility

Average Daily Population 1,600 inmates

Average Inmate Meals Served Per Day 5,080 (three meals x ADP plus extra meals, double portions, etc.)

Estimated Annual Inmate Meals Approximately 1,854,200

Average Staff Meals Served Per Day 72

Estimated Annual Staff Meals 26,280

3.2. Division of Responsibility

Function Greenville County / GCDC Vendor

Menu planning and development Reviews, approves, and retains final authority over all menus Develops and submits seven-day rotating menu for County approval; provides nutritional analysis showing 2,500 kcal/day minimum

Food procurement and supply Approves menu, receives contracted supplies for ADP, and requests additional supplies as needed

Automatically ships all food and non-food supplies contracted weekly based on the approved menu

Food product quality and compliance Inspects and accepts deliveries Ensures all products meet specs and regulatory standards

Meal preparation and cooking GCDC kitchen staff only No role

Portioning and serving GCDC staff only No role

Kitchen staffing and management GCDC responsibility No role

Kitchen equipment GCDC owns and maintains No role

Food safety within the facility GCDC HACCP and sanitation program No role once products are accepted

Delivery to the facility receiving area Accepts and inspects Delivers per schedule

Product substitution Must approve in advance Must request approval before any substitution

Invoicing and billing Processes monthly invoices based on a flat weekly rate Submits accurate itemized invoices

3.3. Overview

The Vendor shall supply all food products and associated non-food supplies required to support preparation of three (3) daily meals for an average of 1,600 inmates, seven (7) days per week, 365 days per year. The Vendor is also responsible for developing and submitting a seven (7)-day rotating menu for

County approval. Once approved, the menu drives the Vendor’s automatic weekly food product and supply shipments to the Facility. The Vendor does not prepare meals, serve food, manage inventory or operate within the kitchen.

3.4. Food Product Categories

The Vendor shall be capable of supplying products across all of the following categories. Proposers shall indicate in their proposal their direct supply and/or distribution capabilities for each category:

• Proteins — fresh, frozen, and processed meats, poultry, fish, eggs, legumes, and meat alternatives

• Dairy — fluid milk, cheese, butter, yogurt, and shelf-stable dairy products

• Produce — fresh, frozen, and canned vegetables and fruits

• Grains and Starches — bread, rolls, pasta, rice, cereals, flour, and cornmeal

• Canned and Shelf-Stable Goods — soups, sauces, condiments, canned proteins, and dry mixes

• Beverages — juice, juice drinks, and powdered beverage mixes

• Fats and Oils — cooking oils, shortening, and margarine

• Seasonings and Condiments — spices, salt, sugar, sauces, dressings, and relishes

• Specialty and Therapeutic Diet Products — Kosher, Halal, gluten-free, low-sodium, and other diet-specific products as ordered

3.5. Non-Food Supplies

In addition to food products, the Vendor shall supply the following associated non-food consumable items as contracted or ordered by the Facility:

• Disposable meal trays, plates, and bowls

• Disposable utensils (forks, spoons, knives — security-grade as specified)

• Disposable cups and lids

• Napkins and paper towels

• Food-grade wrapping and bagging materials (for sack meals)

• Portion cups, lids, and serving containers

• Food-safe gloves and aprons (for GCDC kitchen staff use)

• Commercial cleaning and sanitizing supplies for food contact surfaces and kitchen areas

• Trash can liners (kitchen-grade)

• Chemicals used in the kitchen (degreasers, sanitizers, detergents, and other food-service-grade chemical products)

Note: Non-food supply items will be supplied and/or ordered separately from food products and appear on a single consolidated invoice. All non-food items must meet applicable federal and state food safety and environmental standards.

3.6. Product Specifications and Standards

All products supplied under this contract shall conform to the following baseline standards unless a

GCDC purchase order specifies otherwise:

• All food products shall be B-grade or better and meet or exceed USDA Grade standards applicable to the product category

• All products shall comply with current FDA Food Safety Modernization Act (FSMA) requirements, including supplier verification, traceability, and labeling

• All products shall be delivered with a minimum remaining shelf life of seventy-five percent (75%) of the total labeled shelf life at the time of delivery

• Frozen products shall be delivered at or below 0°F (-18°C) with no evidence of prior thawing or refreezing

• Refrigerated products shall be delivered at or below 41°F (5°C)

• All products shall be labeled in compliance with FDA labeling requirements, including net weight, ingredients, allergen declarations, and “use by” or “best by” dates

• Kosher products must bear a recognized kosher certification symbol

• Halal products must bear a recognized Halal certification

• No product shall be supplied that is subject to an active FDA or USDA recall at the time of delivery

3.7. Product Substitutions

The Vendor shall supply the exact product, brand, grade, and pack size agreed to in this contract.

Product substitutions are not permitted without prior written approval from the GCDC Facility

Administrator or designated purchasing authority. If an ordered product is unavailable, the Vendor shall:

• Notify the GCDC contact at least seventy-two (72) hours prior to the scheduled delivery, or as soon as the shortage is known

• Propose an equivalent substitute product with full specification details (brand, pack size, USDA grade, unit price)

• Await written approval before shipping any substituted product

• Clearly mark any approved substitute on the delivery invoice

Unauthorized substitutions may result in rejection of the delivered product at the Vendor’s expense and may constitute a performance deficiency.

3.8. Seven-Day Menu Development and Approval

The Vendor shall develop and submit a seven (7)-day rotating menu cycle as a core deliverable of this contract. The menu is not provided by GCDC; it is the Vendor’s responsibility to design a menu that meets the nutritional, variety, and regulatory requirements specified herein. The Vendor shall:

• Develop an initial seven (7)-day rotating menu and submit it to the Facility Administrator for review and written approval no later than thirty (30) calendar days prior to the contract start date

• Design the menu to provide a minimum of 2,500 Calories per inmate per day, distributed across three (3) meals

• Include a complete nutritional analysis with each menu submission, prepared using a recognized nutritional analysis software or USDA FoodData Central, documenting calories, protein, carbohydrates, fat, fiber, and key micronutrients (sodium, calcium, iron, Vitamin A, Vitamin C) per day

• Ensure the menu meets or exceeds the Dietary Reference Intakes (DRIs) established by the

National Academies of Sciences, Engineering, and Medicine for an adult population

• Provide sufficient variety to avoid repetition of the same entree within any seven (7)-day cycle

• Design the menu to accommodate common special diet needs (i.e., vegetarian, low-sodium variants, etc.)

• Review and update the menu no less than once every six (6) months, or more frequently if required by changes in product availability, population health directives, or County request

• Submit any proposed menu changes in writing to the Facility Administrator for approval at least fourteen (14) days prior to implementation

• Supply contracted amount of inventory of all products required to execute the approved menu without interruption

• Provide detailed recipes for the preparation of each meal on the approved menu, including ingredient quantities, preparation instructions, cooking methods, serving sizes, and yield per recipe, formatted for use by GCDC kitchen staff

The County retains the right to reject or require modification of any submitted menu. No menu shall be implemented without written approval from the Facility Administrator. Approved menus shall be incorporated into the contract and updated upon each approved revision.

3.9. Kitchen Equipment Leasing Options

The County is interested in evaluating kitchen equipment leasing arrangements as part of this contract.

Proposers may submit, as a separately identified optional component of their proposal, a kitchen equipment leasing plan that addresses the supply, installation, maintenance, and end-of-term options for commercial-grade kitchen equipment at the GCDC. The equipment leasing proposal is not a mandatory pass/fail requirement and would be scored as a value-added element. The Vendor’s base flat weekly rate shall not include any equipment lease cost; lease costs shall be proposed separately.

The equipment leasing proposal shall include, at minimum:

• An itemized list of all equipment proposed for lease, including manufacturer, model, specifications, and intended kitchen function (e.g., commercial range, convection oven, steam kettle, tilt skillet, reach-in refrigeration, walk-in cooler/freezer, dishwasher, food warmer, serving line equipment)

• A monthly lease rate for each item and an aggregate monthly lease total

• Lease term options (e.g., one-year, three-year, five-year) with corresponding monthly rates for each term

• Whether lease payments would be included in a separate line item on the monthly invoice or billed independently

• Maintenance and service provisions — identification of who is responsible for preventive maintenance, emergency repairs, and parts replacement under each lease option

• Equipment warranty terms and the process for replacement of failed leased equipment

• End-of-term options: purchase, return, or renewal, with associated costs

• Any minimum lease commitments or early termination penalties

Proposers that do not offer equipment leasing shall so state in their proposal. The County is not obligated to enter into any equipment lease under this contract and reserves the right to negotiate lease terms separately from the food supply contract.

3.10. Officer Dining Room — Supply, Menu, and Upgrade Proposal

The GCDC maintains a staff/officer dining room for use by detention officers, administrative personnel, and other authorized Facility staff. The officer dining room serves approximately 2,190 meals per month.

The Vendor shall include, as a required component of its proposal, a comprehensive plan for supplying meals for the officer dining room. The officer dining room proposal is not optional and shall be submitted by all Proposers. The officer's dining room will be awarded under the same contract as the inmate food supply, not separately.

The Vendor’s officer dining room proposal shall address the following elements:

• Menu Development — The Vendor shall develop a weekly officer dining room menu offering a selection of hot entrees, sandwiches, wraps, salads, soups, sides, snacks, and beverages. The menu shall be updated at a minimum quarterly

• Sample Officer Dining Menu — The Vendor shall include a complete sample weekly menu for the officer dining room as part of the proposal, covering all meal periods offered (breakfast, lunch, and/or dinner as applicable). The sample menu shall include representative dishes for each day and each meal period, presented in a clear, readable format

• Serving Model — The Vendor shall propose a serving model appropriate for a staff dining environment, which may include a cafeteria-style hot service line, a pre-packaged grab-and-go option, a vending-supplied model, or a combination. The Vendor’s role remains limited to supply; GCDC staff will operate the serving area

• Equipment and Furnishings — The Vendor may propose any equipment upgrades, serving line enhancements, refrigerated display cases, beverage stations, or dining room furnishings (tables, chairs, serving counters) that would improve the functionality of the officer dining room. All proposed equipment and furnishings shall be itemized with purchase prices and, where available, lease options

• Pricing Structure — The Vendor shall propose a pricing structure for officer dining room supply that may differ from the inmate flat weekly rate model. Acceptable models include a flat weekly or monthly supply rate, or a cost-plus model with an agreed markup. The proposed model and all rates shall be clearly identified on the Pricing Proposal Form

• Menu Maintenance Plan — The Vendor shall describe its approach to maintaining menu freshness, seasonal variety, and responsiveness to staff feedback over the contract term

3.11. Ordering Process

Because the Vendor develops and owns the approved seven (7)-day rotating menu and has full knowledge of the menu cycle, the County does not issue weekly purchase orders for standard inmate meals. Instead, the Vendor shall automatically calculate, stage, and deliver all food and non-food items necessary to support each week’s scheduled menu, based on the facility’s Average Daily Population

(ADP) of 1,600 inmates and three (3) meals per day, plus extra meals, double portions, etc. The ADP varies from day to day based on bookings, releases, and transfers; the stated ADP represents an average for planning purposes. The Vendor is responsible for accurate quantity planning derived from the approved menu and the stated ADP.

The automatic shipment model shall operate as follows:

• The Vendor shall maintain a delivery schedule, agreed upon at contract execution, for all product categories — including fresh/refrigerated items, frozen items, and dry/shelf-stable goods — sufficient to ensure uninterrupted meal production across the seven-day menu cycle

• Before each scheduled delivery, the Vendor shall provide the GCDC receiving contact with an advance shipping notice (ASN) identifying all items, quantities, and product specifications included in that delivery, at least twenty-four (24) hours before arrival

• For the officer dining room, the Vendor shall similarly auto-supply all food and non-food items required for the approved officer dining menu every week, based on the average number of officer meals served as reported by the Facility. The officer dining room supply shall be delivered on the same schedule as or concurrent with the inmate food supply, unless otherwise agreed

The County reserves the right to adjust delivery frequency, shipment volume, and specific items at any time based on population fluctuations, approved menu changes, emergencies, natural disasters, or other operational needs. The Vendor shall accommodate such adjustments with a minimum of forty-eight (48) hours’ notice where possible, and shall make best efforts to respond to emergency adjustments within twenty-four (24) hours.

3.12. Ten-Day Emergency Food Supply

The Vendor shall supply, and the County shall maintain on-site at all times a ten (10)-day emergency food supply sufficient to provide cold meals to the full inmate population in the event of an emergency, equipment failure, or natural disaster. The emergency supply is separate from the regular weekly inventory, and the inventory will not be drawn upon for routine meal production.

The emergency supply shall meet the following requirements:

• All items in the emergency supply shall be shelf-stable, requiring no cooking or refrigeration for safe consumption, and shall be suitable for service as cold meals

• The emergency supply shall provide a minimum of three (3) meals per day per inmate for ten

(10) days, based on the facility's ADP of 1,600 inmates, equating to a minimum of 48,000 individual meal equivalents. The Vendor proposal shall include a menu that is associated with the emergency meal plan.

• The Vendor shall propose the specific product composition of the emergency supply as part of its proposal, subject to County approval. Products may include shelf-stable entrees, ready-to-eat proteins, crackers, shelf-stable fruit, condiment packets, and similar items

• The Vendor shall replenish any portion of the emergency supply used within seventy-two (72) hours of notification by the Facility Administrator, or sooner if operationally required

• The County shall rotate emergency supply stock in accordance with product shelf life requirements to ensure all items remain within their labeled use-by dates at all times.

• The County shall provide adequate dry storage space for the emergency supply. The Vendor shall be responsible for the initial delivery and stocking of the emergency supply inventory

The cost of maintaining the ten (10)-day emergency supply — including initial delivery, restocking after use, and routine rotation — shall be proposed as a separate line item on the Pricing Proposal

3.13. Delivery Requirements

The Vendor shall deliver all orders to the GCDC’s designated receiving area. All deliveries are subject to the following requirements:

• Deliveries shall occur only during authorized receiving hours as specified on the cover page and in the contract, unless otherwise approved in writing by the Facility Administrator

• The Vendor’s delivery driver(s) must present a valid government-issued photo identification at the facility entrance and comply with all facility security protocols at all times

• Vendor personnel are restricted to the designated delivery/receiving area only and shall not enter the general facility without explicit authorization from the Facility Administrator

• All delivery vehicles used for refrigerated and frozen products must be equipped with functioning temperature monitoring equipment; temperature logs or printouts must accompany each cold and frozen delivery

• Deliveries must be accompanied by a packing list or invoice identifying each item, unit count, unit of measure, product code, and lot number

• Vendor shall provide a dedicated delivery contact name and phone number that is reachable during all scheduled delivery windows

3.14. Receiving and Inspection

All deliveries are subject to inspection and acceptance by authorized GCDC receiving staff. The inspection process shall include verification of:

• Product identity, brand, grade, and pack size against the Vendor’s advance shipping notice (ASN) and approved menu requirements

• Quantity and count accuracy

• Product temperatures for refrigerated and frozen items

• Physical condition — no damaged, dented, leaking, swollen, or compromised packaging

• Shelf life — minimum seventy-five percent (75%) of labeled shelf life remaining

• Recall status — no product under active FDA or USDA recall

GCDC reserves the right to reject any product that does not meet the specifications in this RFP or the approved delivery schedule. The Vendor shall remove rejected products at no cost to the County within twenty-four (24) hours of notification. Replacement of rejected products shall occur within forty-eight

(48) hours, or sooner if operationally required.

3.15. Short Shipments and Out-of-Stock Items

In the event the Vendor cannot fulfill all items on a scheduled delivery:

• The Vendor shall notify the GCDC receiving contact as soon as a shortage is identified, and no later than twenty-four (24) hours before the scheduled delivery

• The Vendor shall provide the expected availability date for any back-ordered items

• If a shortage will affect meal production, the Vendor shall prioritize emergency procurement of equivalent substitute products with GCDC approval

• Chronic or repeated short shipments may be treated as a performance deficiency.

3.16. Flat Weekly Rate Pricing Model

In the interest of simplified contract administration and budget predictability, the County requires a flat weekly rate pricing model based on the facility’s Average Daily Population (ADP) of 1600. The Vendor shall propose a flat weekly rate that represents the fully loaded cost of all food products and associated non-food supplies necessary to support three (3) daily meals for the full inmate population, based on the Vendor’s proposed seven-day menu cycle, which must meet the 2,500 kilocalorie-per-day minimum standard. The Vendor shall also provide the cost per meal for reference.

The flat weekly rate shall include:

• All food product costs (ingredients for all three daily meals across the seven-day cycle)

• All associated non-food supply costs (disposable trays, utensils, cups, napkins, packaging, kitchen consumables, and cleaning supplies)

• Vendor’s delivery, logistics, and transportation costs

• Vendor’s overhead, account management, and profit margin

The flat weekly rate does not include and shall not reflect any labor, staffing, management, equipment, or overhead costs associated with food preparation or kitchen operations, as those are the sole responsibility of GCDC.

3.17. Pricing Form

Proposers shall complete a Pricing Proposal according to the example provided. Pricing shall be proposed as a flat weekly rate based on the facility’s Average Daily Population (ADP). Proposers shall also include the cost per meal for reference. The table below is provided for reference and must be reproduced in full on the Pricing Proposal:

Component Basis Vendor’s Proposed

Price Notes

SECTION A — INMATE STANDARD MEALS

Cost Per Meal — General

Population Per meal, averaged over a 7-day cycle.

$__________ For reference, it includes food, non-food supplies, and delivery.

Flat Weekly Rate — Inmate

Meals Per week, based on ADP of 1,600 inmates x 3 meals/day x 7 days

$__________ All-inclusive weekly supply cost

Ten (10)-Day Emergency Supply

— Initial Stocking One-time cost at contract start $__________ Shelf-stable cold meal equivalents for 1,600 inmates x 10 days

Ten (10)-Day Emergency Supply

— Annual

Rotation/Replenishment

Estimated annual cost $__________ Ongoing rotation to maintain shelf life compliance

SECTION B — OFFICER DINING ROOM (Required)

Cost Per Meal — Officer Dining

Room Per meal $__________ For reference

Flat Weekly Rate — Officer

Dining Room Per week, based on average staff meals served

$__________ All-inclusive weekly supply cost

SECTION C — KITCHEN EQUIPMENT LEASING (Optional) (Main Kitchen and/or Staff Dining)

Monthly Lease Total — 1-Year

Term Per month, all proposed equipment $__________ See the itemized list in proposal.

Monthly Lease Total — 3-Year

Term Per month, all proposed equipment

Monthly Lease Total — 5-Year

Term Per month, all proposed equipment

Equipment and Furnishings —

Estimated Total One-time purchase or lease $__________ See the itemized list in the proposal.

3.18. Billing and Invoicing

The Vendor shall invoice the County every month using the flat weekly rate. Invoices shall be submitted no later than the tenth (10th) calendar day following the close of each billing month and shall include:

• The contract number and billing period

• Number of weeks covered in the billing period and the corresponding flat weekly rate(s)

• Total monthly amount due (flat weekly rate multiplied by the number of weeks in the billing period)

• Cost per meal for reference, with total meals served during the billing period broken down by day

• Separate line items for inmate meals and officer dining room, each at the applicable flat weekly rate

• Separate line item for any approved special/therapeutic diet meal upcharge, if applicable

• Itemized delivery summary (dates, order numbers, total product value delivered) available as a supporting schedule upon request

The County shall process payment within thirty (30) calendar days of receipt of a properly submitted and approved invoice.

The Vendor shall provide a sample invoice with their proposal for the Facility's review.

3.19. Price Escalation

The flat weekly rate shall remain firm for the initial twelve (12) months of the contract. Thereafter, the

Vendor may submit one (1) written price adjustment request per contract year, subject to the following:

• Requests must be submitted no later than ninety (90) days before the upcoming contract anniversary date

• Adjustments shall not exceed the lesser of: (a) the annual change in the USDA Food Price Index for the relevant food categories, or (b) the Bureau of Labor Statistics Consumer Price Index for

Food at Home

• The Vendor must provide documented cost justification for any requested increase

• The County reserves the right to reject any price adjustment request and, if rejected, may terminate the contract with sixty (60) days' written notice instead of accepting the adjusted price

3.20. Volume Adjustments

The flat weekly rate shall apply regardless of daily population fluctuations within a range of plus or minus twenty percent (20%) of the ADP of 1,600 inmates. Should the facility population change permanently by more than twenty percent (20%) above or below the ADP stated in this RFP, either party may request a pricing review in good faith. The County makes no guarantee of minimum purchase volume under this contract.

3.21. Minimum Qualifications

To be considered for the award, Proposers must demonstrate the following minimum qualifications:

• A minimum of three (3) years of experience as a food distributor or supplier to institutional customers such as correctional facilities, schools, hospitals, or military installations

• Current, active distribution operations capable of serving Greenville County, South Carolina, on a regular weekly delivery schedule

• The ability to supply a full range of product categories as listed in section 3.4, either directly or through a documented distribution network

• Registration with the FDA as a food facility under 21 CFR Part 1, Subpart H (FSMA Food Facility

Registration), if applicable

• No debarment, suspension, or exclusion from federal procurement programs

• No history of contract termination for cause on a food supply contract within the past five (5) years

3.22. Food Safety and Regulatory Compliance

The Vendor shall maintain and, upon request, provide documentation evidencing the following:

• A current, written Food Safety Plan compliant with the FDA’s Preventive Controls for Human

Food regulation (21 CFR Part 117)

• Current third-party food safety audit results (e.g., SQF, BRC, AIB, or equivalent) for all distribution facilities supplying the GCDC, if applicable

• Compliance with USDA Agricultural Marketing Act grading standards for all applicable product categories

• All applicable federal and South Carolina state licenses and permits for food distribution operations

• A documented recall response plan, including procedures for notifying the County within two (2) hours of becoming aware of any product recall affecting items delivered to the GCDC

3.23. Recall Response Protocol

In the event of an FDA or USDA product recall affecting any item delivered to the GCDC, the Vendor shall:

• Notify the GCDC Facility Administrator and the County’s Authorized Contact by phone within two (2) hours of becoming aware of the recall

• Follow up with written notification within four (4) hours, including the product name, lot number(s), delivery dates, and quantities delivered to the GCDC

• Coordinate the prompt removal and replacement of affected product at no cost to the County

• Provide full documentation of the recall and resolution to the County within five (5) business days

Failure to comply with this recall response protocol shall constitute a material breach of contract.

3.24. Proposed Seven-Day Menu and Nutritional Analysis

As a mandatory component of the technical proposal, the Vendor shall submit a proposed seven (7)-day rotating menu. This menu will serve as the basis for both the technical evaluation and the flat weekly rate proposal. The menu submission shall include:

• A complete listing of all three (3) meals for each of the seven (7) days, including all entrees, sides, starches, vegetables, fruit, bread, condiments, and beverages

• A photo representation of each proposed meal

• A full nutritional analysis for each day, prepared using USDA FoodData Central, a commercially recognized nutritional analysis software, or a Registered Dietitian’s certification, documenting:

total Calories, protein (g), carbohydrates (g), total fat (g), dietary fiber (g), sodium (mg), calcium

(mg), iron (mg), Vitamin A (mcg RAE), and Vitamin C (mg)

• A summary statement confirming that the proposed menu meets or exceeds 2,500 Calories per inmate per day across all seven days, and complies with applicable Dietary Reference Intakes

(DRIs) for an adult population

• Identification of which days include a no-pork variant, a vegetarian variant, and a low-sodium variant

• The proposed menu will, upon contract award and County approval, be incorporated into the contract, updated upon each approved revision, and serve as the basis for the Vendor’s automatic weekly shipments

Proposers are advised that the Selection Committee will evaluate the menu submitted with the proposal.

Menus that are nutritionally marginal, repetitive, or poorly varied will receive lower scores. The County encourages creative, cost-effective menus that go beyond the minimum caloric standard.

3.25. Officer Dining Room Proposal

All Proposers are required to include a dedicated Officer Dining Room section. Omission of the officer dining room proposal may result in the disqualification of the proposal. This section shall contain, unless otherwise specified:

• Sample Weekly Officer Dining Menu — A complete sample weekly menu covering all meal periods offered (breakfast, lunch, and/or dinner as applicable). The sample menu shall include representative dishes for each day and each meal period, presented in a clear, readable format

• Serving Model — A description of the proposed serving model (e.g., cafeteria-style hot line, grab-and-go, vending, or combination), noting that GCDC staff will operate the serving area and the Vendor’s role is limited to supply

• Equipment and Furnishings Upgrade Plan (optional) — An itemized list of all proposed equipment upgrades, serving line enhancements, refrigerated display cases, beverage stations, and dining room furnishings, with purchase prices and lease options for each item

• Pricing Structure — A clearly identified pricing model and all associated rates (flat weekly/monthly supply rate, or cost-plus with agreed markup), to be carried through to the

Pricing Proposal Form

• Menu Maintenance Plan — A description of the Vendor’s approach to maintaining menu freshness, seasonal variety, and responsiveness to staff feedback over the contract term

3.26. Kitchen Equipment Leasing Proposal (Optional)

Proposers that offer equipment leasing shall include a dedicated Kitchen Equipment Leasing section.

This section shall contain:

• A complete itemized equipment list with manufacturer, model, specifications, and proposed lease rate per item

• A summary table showing total monthly lease cost by term option (one, three, and five years)

• A description of maintenance, service, and warranty terms for all proposed leased equipment

• End-of-term options and any associated costs (buyout price, renewal rate, return logistics)

• Proposed lease payment structure — whether incorporated in the monthly food invoice or billed separately

• Any proposed phasing plan if the Vendor recommends a staged equipment replacement or upgrade schedule

Proposers that do not offer equipment leasing shall include a brief statement to that effect in their proposal. Omission of an equipment leasing proposal will not disqualify a Proposer from the base food supply contract.

3.27. Sample Product Catalog and Pricing

As part of the technical proposal, the Vendor shall submit a sample product catalog or product listing that demonstrates the breadth and depth of its supply capabilities. The sample catalog shall include, at a minimum:

• A representative product listing for each of the food categories identified in Section 3.4

• Product description, USDA grade (where applicable), pack size, and unit of measure

• Unit price (current, for reference only — pricing for contract purposes shall be submitted on the

Pricing Proposal Form)

• Product substitution or equivalent options available within each category

The County is not bound to purchase any specific product in the sample catalog. The catalog is evaluated solely as a demonstration of supply capability and product range.

3.28. Delivery Plan

The Vendor shall submit a proposed delivery plan that addresses:

• Proposed weekly delivery schedule (days and approximate times)

• Proposed delivery frequency for fresh produce and dairy versus dry and frozen goods

• Vehicle types and temperature-control equipment used for refrigerated and frozen deliveries

• Name and contact information for the dedicated account manager and delivery coordinator assigned to the GCDC account

• Backup delivery plan for holidays, inclement weather, and equipment breakdowns

• Confirmation that all delivery personnel will comply with GCDC security requirements

3.29. Performance Standards

The County shall monitor Vendor performance on an ongoing basis. The following performance standards shall apply throughout the contract term:

Performance Standard Measurement Target

On-time delivery Delivery within the scheduled window 98% or greater monthly

Order fill rate Contacted supplies delivered 97% or greater per order

Product temperature compliance Refrigerated and frozen temps at delivery 100% compliance

Shelf life compliance 75% or more of labeled life remaining 100% compliance

Unauthorized substitution rate Substitutions without prior approval Zero tolerance

Recall notification response time Phone notification within 2 hours 100% compliance

Invoice accuracy Invoices requiring correction Less than 1% per billing period

Invoice submission timeliness Submitted by the 10th of the following month 100% compliance

3.30. Liquidated Damages

Failure to meet performance standards may result in the following liquidated damages, which the parties agree represent a reasonable estimate of the County’s damages and are not intended as a penalty:

Performance Deficiency Liquidated Damages

Delivery more than two (2) hours outside the scheduled window without prior notice $250 per occurrence

Order fill rate below 95% on any single delivery $500 per delivery

Refrigerated or frozen product delivered out of the temperature range $500 per occurrence

Unauthorized product substitution $250 per item substituted

Failure to notify the County of the product recall within the required timeframe $1,000 per occurrence

Delivery of the recalled product without notification $2,500 per occurrence

Invoice submitted after the 10th of the month without prior approval $100 per calendar day late

3.31. Corrective Action

Upon identification of a performance deficiency, the County shall issue a written notice to the Vendor.

The Vendor shall submit a written corrective action plan within five (5) business days. Failure to submit a corrective action plan or failure to resolve the deficiency within thirty (30) calendar days may result in contract termination for cause.

3.32. Records and Audits

The Vendor shall maintain accurate records of all transactions under this contract, including purchase orders, delivery records, invoices, temperature logs, and product recall documentation, for a minimum of five (5) years. The County reserves the right to audit all records related to this contract upon reasonable notice. Pricing records shall be available for review to verify compliance with the flat weekly rate pricing model and any price escalation adjustments.

3.33. No Exclusive Supply Agreement

This contract does not grant the Vendor exclusive rights to supply any food or non-food category to the

GCDC. The County reserves the right to purchase specialty, emergency, or supplemental items from other sources when the Vendor cannot promptly supply an ordered item.

4. Instructions to Offerors

4.1. Pre-Proposal Meeting

A Mandatory Pre-Proposal meeting will be held at the date and time specified in the Timeline. A mandatory site visit will follow. Vendors are encouraged to RSVP for the meeting through the OpenGov portal. The RSVP link is in the header of the solicitation.

4.2. Pricing

Pricing must be based upon payment in thirty (30) days. Discounts for payment in less than thirty (30) days will not be considered in making award.

Discounts shall be stated in proposals as a percentage. Time in connection with discount offered will be computed from date of delivery of commodities to carrier, when inspecting and acceptance is at point of origin; or date of delivery at destination; or if laboratory inspection is made part of bid, from date of laboratory report.

Unit pricing will govern over extended pricing, unless stated otherwise. Pricing shall include packing.

Unless indicated by County, pricing must be firm.

All vendors must provide pricing on a Pricing Form as specified in Section 3.17.

4.3. Bonding

Bonding will not be required for this project.

4.4. Statement of Qualifications

Vendor shall include the following with their response:

A. An Introduction Letter including the following:

1. RFP subject and number.

2. Name of the firm including mailing address, e-mail address(es), telephone number(s), and contact name(s).

3. Overview of company background - Years in operation, institutional customer served, distribution coverage area, and warehouse/distribution facility locations.

4. Key contact including address, phone number, and email address for requesting additional information.

B. Organization and Personnel including the following:

1. List of present owner(s) and key management individuals.

2. Location of corporate headquarters and divisional offices specifying the office(s) managing the Project. Include names, address and phone numbers.

3. Organizational chart showing authority structure and qualifications.

4. Resumes of key staff, project manager, and other key personnel including respective office locations. Resumes shall highlight qualifications, and relevant experience, including certifications.

C. Experience and Past Performance

1. Description of Projects of similar scope:

a. Project Name

b. Project Location (City/State)

c. Contact Name and telephone number

D. References

1. Minimum of three (3) references; include name, role, telephone number, email and project name.

2. Current institutional food supply accounts with contact information (correctional, school, hospital, or military preferred)

E. Pricing Proposal

1. Submitted as a separate attachment per section 3.17.

F. Financial Stability:

1. Provide most recent two (2) years of audited financial statements or a CPA -issued letter of financial stability.

G. Other requested Information:

1. Product Capability Statement - Confirmation of supply capability for all product categories in

Section 3.4, with identification of any categories supplied through third-party distributors

2. Proposed Seven-Day Standard Menu with Nutritional Analysis-as specified in Sections 3.8 and 3.24.

3. Officer Dining Room Proposal - Required of all Proposers; includes sample weekly menu, equipment and furnishings upgrades, serving model, and pricing (see Section 3.10 and 3.25)

4. Kitchen Equipment Leasing Proposal - Itemized lease options as specified in Section 3.9 and

3.26 (optional but scored)

5. Sample Product Catalog and Pricing Schedule - Representative product listings across all required categories.

6. Food Safety and Compliance Documentation - Current food safety plan summary, audit results, FDA registration, and recall response plan.

7. Delivery Capabilities - Fleet description, temperature-control capabilities, delivery schedule proposal, and coverage confirmation for Greenville County, SC.

8. Exceptions and Deviations - Any proposed deviations from RFP requirements, clearly identified.

4.5. Submission Procedures and Requirements

A. All submissions must be received by Friday, June 5, 2026 at 3:00 pm. Submissions will not be accepted after the deadline. There will be no exceptions. Responders submitting proposals shall be responsible for all cost of preparing such proposals. Information requested and not received at the time of submission may disqualify the submitted proposal.

B. Responders to this solicitation shall closely examine the specific requirements noted herein and the attached Terms and Conditions. Facsimile transmittals, hard copies, emails or offers communicated by telephone will not be accepted or considered.

o Introduction Letter o Organization and personnel o Experience and past performance o References o Pricing Proposal o Financial Stability o Other requested information

4.6. Inquiries and Addenda

Offerors shall submit all inquiries regarding this RFP via the County’s online procurement Portal, located at https://procurement.opengov.com/portal/greenvillecounty. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County’s online procurement Portal. Offerors may also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries. The County will not be responsible for or bound by any oral instructions made by any employee(s) of the County in regard to this RFP.

Addenda Notification: This RFP represents the most definite statement Greenville County will make concerning information upon which proposals are to be based. Offerors are required to register for an account via the County’s online procurement Portal hosted by OpenGov. Once you have completed the registration, you will receive addenda notifications to your email by clicking “Follow” on this project.

Ultimately, it is sole responsibility of each proposer to periodically check the site for any addenda at https://procurement.opengov.com/portal/greenvillecounty. No addenda will be issued later than five

(5) working days prior to the date for receipt for proposals except an addendum which, if necessary, postpones the date for receipt of proposals or cancels this RFP. Vendors shall acknowledge receipt of all addenda.

5. General Information

A. Proprietary Information – The County of Greenville is a public body and governed by the South

Carolina Freedom of Information Act. Documents submitted to the County relating to this

Solicitation are subject to requirements of the Freedom of Information Act and may be deemed public records.

B. Errors and Omissions – The Responder will not be allowed to take advantage of any errors or omissions in the Request for Proposals. Where errors or omissions appear in the RFP, the

Responder shall promptly notify the County of Greenville in writing of such error or omission it discovers. Any significant error, omission and/or inconsistency in the specifications are to be reported as soon as possible but no later than five (5) days before such time the response is to be submitted.

C. Withdrawal of Proposal – An official representative of a Responder may withdraw a

Responder’s response at any time prior to the proposal submission deadline. Acceptable proof establishing that he/she is the representative of the Responder must be provided.

D. Non-Endorsement – If the County awards a contract, the successful Responder shall not issue any news release or other statement relating to the award or servicing of the agreement which state or imply the County of Greenville’s endorsement of the successful Responder’s services.

6. Insurance

6.1. Insurance Requirements

The contractor is responsible for and must have all required insurance listed below and shall not commence work under the associated contract until it has obtained all insurance required, and the

County has approved such insurance in writing, nor shall the Contractor allow any subcontractor to commence work on its subcontract until all similar insurance required of the subcontractor has been obtained. All insurance policies shall be maintained for the life of the contract.

A. THE COUNTY SHALL BE NAMED AS “ADDITIONAL INSURED” FOR ITS INTERESTon all policies of insurance except Worker’s Compensation, Automobile Liability, and Professional Errors and

Omissions, as regards ongoing operations, products and completed operations, and this shall be noted on the face of the Certificate of Insurance. As a part of the certificate of insurance requirement the contractor shall also include acknowledgement and acceptance of the wavier of subrogation provision granted to Greenville County. This acknowledgement and acceptance should be included in the same section of the Certificate of Insurance that evidences the

“Additional Insured” provision.

B. Certificates for all such policies of insurance shall be provided by the Contractor's insurance agent or broker to the County within 10 working days from the date of Notice of Award.

C. All Certificates of Insurance submitted shall provide on the face of the certificate reference to

County's RFP #RFP #26106.

D. Contractor will provide County a minimum of 30 days advance notice in the event the insurance policies (or an insurance policy) are canceled. Subcontractors approved to perform work on this project are subject to all of the requirements in this Section.

E. Contractor agrees to maintain and keep in force during the life of this Agreement, with a company or companies authorized to do business in South Carolina, the following insurance policies:

1. Comprehensive General Liability:

a. $1,000,000 per occurrence - combined single limit /

b. $2,000,000 general aggregate, to include products and completed operations.

2. Automobile Liability:

a. $1,000,000 per occurrence - combined single limit (Coverage shall include bodily injury and property damage and cover all vehicles including owned, non-owned and hired)

3. Statutory Worker's Compensation:

a. Coverage A - State of SC

b. Coverage B - Employers liability

i. $1,000,000 Each Accident

ii. $1,000,000 Disease, Per Employee

iii. $1,000,000 Disease, Policy Limit

4. Products/Completed Operations $1,000,000 per occurrence (including in CGL or separate)

5. Umbrella/Excess Liability $3,000,000 per occurrence

6. Policies shall contain a waiver of subrogation in favor of and/or that applies to Greenville

County, its departments, agencies, boards, employees, and commissions for losses from work performed by or on behalf of the contractor.

No deviation from this coverage’s will be accepted unless, in the County’s sole discretion, it is more advantageous to the County, i.e., $1,000,000 - a $2,000,000 or $5,000,000 limit would be acceptable.

7. Evaluation Phases

The proposals will be evaluated on the following criteria. Greenville County reserves the right to interview responders or have demonstrations to this RFP at its discretion. Greenville County will not be responsible for any costs associated with interviews of responders or demonstrations. If interviews or demonstrations are needed, a second phase of the evaluation process may be implemented at the

County's discretion. Point values are described below.

5 = High

4 = Medium High

3 = Average

2 = Medium Low

1 = Low

0 = Non-Responsive

No. Evaluation Criteria Scoring Method Weight (Points)

1. Vendor Qualifications and Institutional Supply

Experience 0-5 Points 5

(11.1% of Total)

2. Proposed Seven-Day…