ITB007527_Contract_rev.pdf

STATE OF OHIO

DEPARTMENT OF ADMINISTRATIVE SERVICES

GENERAL SERVICES DIVISION

OFFICE OF PROCUREMENT SERVICES

4200 SURFACE ROAD, COLUMBUS, OH 43228-1395

MANDATORY USE CONTRACT FOR: FOOD SERVICE MANAGEMENT FOR THE OHIO STATE HIGHWAY PATROL

ACADEMY, COLUMBUS, OHIO

CONTRACT No.: ITB007527

CONTRACT ID: 7527-A4

EFFECTIVE DATES: 6/1/2022 to 3/31/2025

SUPPLIER: ACORN SERVICES, INC.

The Department of Administrative Services has accepted bids submitted in response to Invitation to Bid No. SRC0000002437. The evaluation of the bid response(s) has been completed. The bidder(s) listed herein have been determined to be the lowest responsive and responsible bidder(s) and have been awarded a contract for the items(s) listed. The respective bid response, including the Instructions to Bidders and Standard Terms and Conditions, special contract terms & conditions, any bid addenda, specifications, pricing schedules and any attachments incorporated by reference and accepted by DAS become a part of this Requirements Contract.

This Requirements Contract is effective beginning and ending on the dates noted above unless, prior to the expiration date, the Contract is renewed, terminated or cancelled in accordance with the Contract Terms and Conditions.

CONTRACT RENEWAL. This Contract may be renewed after the ending date of the Contract solely at the discretion of the Contracting Agency for a period of one month. Any further renewals will be by mutual agreement between the Contractor and the Contracting Agency for any number of times and for any period of time. The cumulative time of all mutual renewals may not exceed 36 months unless the Contracting Agency determines that additional renewal is necessary.

This Requirements Contract is available to the Department of Public Safety, as applicable.

Agencies are eligible to make purchases of the listed supplies and/or services in any amount and at any time as determined by the agency. The State makes no representation or guarantee that agencies will purchase the volume of supplies and/or services as advertised in the Invitation to Bid.

This Requirements Contract and any Amendments thereto are available from the Ohio|Buys public portal at the following address:

https://supplier-emarketplace.ohio.gov/page.aspx/en/usr/login?ReturnUrl=%2fpage.aspx%2fen%2fbuy%2fhomepage

Signed: _____________________________________________________________________

Kathleen C. Madden, Director Date

1 - SPECIFICATIONS AND REQUIREMENTS

1.1 - SCOPE: The Ohio State Highway Patrol (OSHP) training Academy located at 740 East 17th Avenue, Columbus, Ohio 43211, desires to obtain the services of a food management Contractor to provide the food products, food production, food services’ personnel, and the management services necessary to generate and manage a full-service cafeteria. The Contractor shall also provide meal breaks and cleanup times as required by the OSHP Training Academy. The cafeteria shall provide meal service(s) for students, administrative and Academy personnel participating or supporting the various academic courses of the OSHP Training Academy.

1.2 BACKGROUND:

The OSHP Training Academy provides a variety of daily (Monday through Friday) student training programs. The students are comprised of OSHP Academy Cadets who reside at the OSHP Training Academy for the duration of a specific instructional course, and other students that participate in various law enforcement training sessions. The OSHP Training Academy cafeteria provides three (3) main meals daily; breakfast, lunch and dinner (excluding dinner on Friday night) plus three (3) scheduled meal breaks daily. In addition, the OSHP Training Academy cafeteria serves the security staff during the Ohio State Fair and is the site of special event meals for authorized groups approved by the Academy Commandant.

In the event of an unforeseen State or Federal emergency, the OSHP Training Academy may assume the role of a primary Command Center. Should this occur, the food service requirement may also shift to a twenty-four (24) hour service requirement.

Additional information regarding this contingency is covered in Section 1.6.8.

1.3 DEFINITIONS

1.3.1 Bidder: One who submits a response to the solicitation.

1.3.2 Contractor: The successful awardee; who is responsible for performance of the contractual obligations after award of the contract.

1.3.3 Contractor’s Food Service Manager: The individual that is hired by the Contractor to manage the food service operation at the OSHP Training Academy.

1.3.4 Main Meals: Breakfast, lunch and dinner (excluding dinner on Friday night).

1.3.5 Meal Breaks: Consists of item examples outlined in Section 1.6.3.2.1.

1.3.6 Staff/Visitor: Staff or visitors of the OSHP Training Academy (Excludes cadets).

1.3.7 Office of Procurement Services: The administrator of the Contract.

1.3.8 Direct Expenses: Direct costs such as food, labor, and supplies specifically used as part of food service.

1.3.9 Student: Individual that is enrolled in a training program at the OSHP Training Academy.

1.3.10 Ohio State Fair: Begins in late July and runs through the first week of August. Dates are subject to change.

1.4 BIDDER QUALIFICATIONS

1.4.1 Bidders shall have a minimum of five (5) years’ experience in commercial food service contracts with the Education/Academy environment to qualify for bidding.

1.4.2 Bidders shall show proof of having successfully provided food services to at least three (3) companies for at least two

(2) consecutive years.

1.4.3 Bidders shall submit with the proposal, documented evidence it has the personnel, equipment, and internal procedures in place for successful performance of the contract requirements as stated below. Failure to include documentation with the bid response may result in the bidder being deemed not responsive. Documentation shall include, but not be limited to:

1.4.3.1 Bidder Profile: The bidders shall provide the previous five (5) years data describing the current organization, dollar volume, number of employees, home office location, and any other general company profile information.

The bidder will indicate if it financially self-reliant to fulfill the obligations of the proposed contract. In addition, the bidder’s most recent financial statement will be included in the proposal, quarterly, and as requested, by an accepted Certified Public Accountant (CPA).

1.4.3.2 Bidder Experience: The bidders shall provide a listing of all current clients and all accounts canceled in a facility of comparable size within the past three (3) years. This information shall include the facility name address, telephone number, email, and contact person (name/title/position), at each facility. References may be randomly selected from the list of clients for evaluation.

1.4.3.3 Site Locations: The bidder shall provide a list of facilities of current clients where a DAS/ODPS-OSHP committee can view current operations and discuss the project plan. A minimum of one (1) location shall be provided.

1.4.3.4 Resume: The bidders shall provide resumes for management personnel who will perform work for a proposed term of contract. The resume is to include pertinent training, education, and previous projects relevant to the specified work.

1.4.3.5 Emergency Contact: A twenty-four (24)-hour call number and contact name from the bidder shall be designated for response to emergency circumstances.

1.4.3.6 Staffing Plan: The OSHP Training Academy requires the bidder to have adequate staff assigned to each shift to cover all aspects of the specifications described in this proposal. The bidder shall include a proposed schedule of employees, number of positions, description of positions, and work schedule to cover “Hours of Operation” along with what position(s) will supervise staff during times when the on-site manager is off.

1.4.4 The OSHP Training Academy shall have no direct control over the employees of the Contractor. Any provisions for such control shall be exercised only through the Contractor or the person assigned as the Contractor's Food Service Manager; however, the Contractor shall comply with reasonable requests of the OSHP Training Academy to remove and replace employees objectionable to the OSHP Training Academy. The Contractor shall screen prospective employees to assure there are no felony convictions over the past five (5) years. Documentation of said record review through the Ohio Bureau of Criminal Investigation (BCI) will be forwarded to the Academy Commandant for all employees on a quarterly basis and upon request. All food service employees will be subject to the academy pre-employment, random and suspect drug testing.

1.4.5 The bidder’s proposal shall specify how the management personnel assigned to the OSHP Training Academy will operate organizationally at the local level. Organization charts shall be provided to the Academy Commandant and include the following:

1.4.5.1 Overall company management structure

1.4.5.2 Local management structure, include outside resource personnel.

1.5 FOOD SERVICE REQUIREMENTS

1.5.1 The Contractor shall supervise the food service operations on the OSHP Training Academy's premises, the furnishing, preparation and clean-up of food and food service utensils, equipment, including any special diet requirements requested by the OSHP Training Academy for OSHP Training Academy students, administration staff, and visitors. The Contractor will cater to the tastes of the students by conducting periodic food preference surveys at minimum once per year. Survey results will be provided the Academy Commandant or his/her designee. All operational costs for goods and services necessary to provide the required food service operation at the OSHP Training Academy shall be procured and paid for by the Contractor.

1.5.2 A written report, which includes an on-site inspection of the preparation site, as well as an exit briefing of the visit, shall be furnished to the Academy Commandant or his/her designee by the Director of Food Service upon completion of the visit. Visits are to occur at the request of the Academy. The written report shall contain information regarding the following: Personnel, Evaluation, Sanitation, Meal Service, Policy, Goal Accomplishment, Production Meetings, In-service Record and Procurement.

1.5.3 The Contractor shall provide main meals, and meal breaks, Monday through Friday, including some holidays. Meal breaks are typically served three (3) times per day.

1.5.4 On designated holidays, the Training Academy will not have any classes scheduled; therefore, no cafeteria services will be required.

1.5.4.1 State Holidays Observed:

January 1 New Year’s Day Third Monday in January Martin Luther King Day Third Monday in February President’s Day Last Monday in May Memorial Day June 19 Juneteenth July 4 Independence Day First Monday in September Labor Day Second Monday in October Columbus Day November 11 Veterans Day Fourth Thursday in November Thanksgiving Day December 25 Christmas

All holidays that occur on Saturday will be observed by the State of Ohio on the proceeding day (Friday). All holidays that occur on Sunday will be observed by the State of Ohio the following day (Monday).

1.5.5 Main Meals: Refer to Food Servies Times in Section 1.6.3.

1.5.6 Meal Breaks: Refer to Food Service Times in Section 1.6.3.

1.5.7 Main meals shall be prepared fresh for breakfast, lunch, and dinner.

Occasionally, the OSHP Training Academy will not have any classes scheduled; therefore, no cafeteria services will be required (i.e. the first week of December, first week of January, the day after Thanksgiving.) The OSHP Training Academy is typically closed two (2) to three (3) weeks on average per year. Unforeseen circumstances, such as a State of Federal emergency, may also require closing of the facility. An annual schedule, subject to change, will be provided to the Contractor.

The OSHP Training Academy will notify the contractor, when possible, at least one (1) week in advance of any closings or changes to the normal schedule. This may include additional requests, such as boxed meals.

The number of days requiring OSHP Training Academy food service is estimated to be two hundred fifty (250) days per year.

The average daily requirements are estimated to be:

MAIN MEALS MEAL BREAKS

Breakfast 150 Morning 100 Lunch 195 Afternoon 100 Dinner 175 Evening 150

The average daily requirements may increase to three hundred and fifty plus (350+) main meals periodically in the calendar year.

The estimated annual Ohio State Fair Staff Meal requirements are projected to be eight thousand (8,000) meals per year.

1.5.8 In addition to scheduled daily meals: Special event luncheons (Executive Meetings and Conferences) for authorized groups by the Academy Commandant or his/her designee, as required, shall be served. The proposal shall list pricing per meal on the Item Grid in OhioBuys for these special events. All meals must comply with portion sizing as detailed at http://www.choosemyplate.gov/. Off-site food service personnel shall not normally be required. However, the Contractor shall have the capability to fulfill all reasonable requests. The OSHP Training Academy will attempt to provide at least twenty-four (24) hours’ notice of the need for special event luncheons.

Emergency demands on the OSHP may necessitate the immediate preparation of meals for any number of affected officers and staff. The Contractor will be given adequate notification (which circumstance will dictate) if possible.

1.5.9 Standards, Laws, and Regulations

1.5.9.1 The Contractor shall conform to:

1.5.9.1.1 Ohio Department of Health as specified in the OAC - Chapter 3701-21 Food Service Operations, the Columbus City Health Code and all FDA rules and regulations as they apply to food service operations.

1.5.9.1.2 U.S. Department of Health, Education and Welfare laws, rules and regulations as they apply to food service operations as specified in Home | FoodSafety.gov

1.6 RESPONSIBILITIES OF THE CONTRACTOR

1.6.1 The Contractor shall provide a self-pay cafeteria for staff and visitors of the OSHP Training Academy. This cafeteria shall operate Monday through Friday except on State observed holidays. The normal hours of the self-pay cafeteria shall be the same as when there are students in session. Session schedules will be provided to the Contractor’s designee. When the OSHP Training Academy is open, but there are no students present, the cafeteria shall operate until the afternoon meal break time. The average revenue for recent years is estimated at $8,000.00.

1.6.2 The retail prices shall approximately cover the costs of food, labor, and supplies including direct expenses. The Contractor and the OSHP Training Academy shall agree on the retail prices in writing submitted to the Academy Commandant or his/her designee for approval on a quarterly basis.

http://www.choosemyplate.gov/ https://codes.ohio.gov/ohio-administrative-code/chapter-3701-21 http://procure.ohio.gov/pdf/ITB007527ColsCityHealthCode.pdf http://www.foodsafety.gov/

1.6.3 Food Service Times

1.6.3.1 Normal main mealtime periods for students shall be at the discretion of the OSHP Training Academy and they may ask for variable start and end meal periods due to training schedules with advanced notice. However, approximate times shall be: breakfast at 6:30 a.m. until 8:00 a.m., lunch at 11:30 a.m. until 1:00 p.m., and dinner at 4:30 p.m. until 6:00 p.m.

To accommodate training schedules or unforeseen emergencies, the OSHP Training Academy may also, with twenty-four (24) hour advance notice, require a boxed lunch.

The cost of staff service for each meal service shall be incorporated into the bidder’s meal pricing.

1.6.3.2 Meal Breaks: The Contractor shall also provide three (3) meal breaks per day consisting of coffee, tea, soft drinks, healthy fruit beverages, fresh fruit, protein bars, and any other items as requested by the OSHP Training Academy for the break periods. Additionally, popcorn shall be available for the afternoon meal break. The Contractor shall provide the popcorn machine and popcorn products for service.

1.6.3.2.1 The following is a non-exhaustive list of potential Grab & Go type items which may be included in the meal break section. Hot food selections shall not be provided. Meal break refreshments are to be available on a twenty-four (24) hour basis, seven (7) days per week. Staff does not need to be available for serving refreshments.

Potential Meal Break Items

Assorted Breads/Muffins Seasonal Fruit

Granola Cold Cereal

Peanut Butter and Jelly Sandwiches Snack Crackers

Oatmeal packets

Various meal break refreshments, including hot tea bags, coffee, creamer, fountain pop and fruit juice in provided dispensers are required to be available on a twenty-four (24) hour basis. Milk is required only at evening meal break. The Contractor is to provide the meal break refreshments only; staff does not need to be available for serving refreshments.

1.6.3.2.2 Meal Break Times:

Meal Break Times

Morning 9:45 a.m. to 10:15 a.m. Monday - Friday

Afternoon 2:45 p.m. to 3:15 p.m. Monday - Thursday

Evening (Only when cadets are in session) 9:30 p.m. to 9:45 p.m. Monday - Thursday

All scheduled times are approximate.

The cost of staff service for each of the three (3) scheduled meal breaks shall be incorporated into the meal break pricing.

1.6.3.2.3 All Contractor operational costs necessary to provide food service as described herein for each main meal and/or meal break service shall be incorporated into cost per meal type and/or meal break pricing. However, the cost of staff service, food and beverages, and a detailed miscellaneous operational cost shall be noted on the OhioBuys Questionnaire as percentages of the total cost per meal type and/or meal break pricing for any future economic adjustment request.

1.6.3.2.4 Meal Break items are priced as a bulk per student/per day. Meal Break Instances invoiced shall not exceed the number of lunches sold in any given day.

1.6.4 Uniforms: The Contractor will provide employees all appropriate uniform attire and include individualized name tags, a shirt/smock, apron, hair net and hand protection.

1.6.4 Policy and Procedure: Within ninety (90) days of award of the Contract, the Contractor shall develop and provide, a policy and procedure manual, with consistently applied principles of selection, training, evaluation of performance, corrective action and inventory control that are compatible with principles of the OSHP Training Academy and approved by the Academy Commandant or his/her designee. Ownership of the policy and procedure manual shall remain with the OSHP Training Academy at the termination of the contract.

1.6.6 The Ohio State Fair: The Contractor shall have the capacity (staff/personnel/resources) to provide food service during the Ohio State Fair and to operate a twenty-four (24) hour program for approximately a twelve (12) day period. The Contractor shall meet with the OSHP Training Academy four (4) weeks in advance of this event to discuss anticipated requirements and expectations. All three (3) main meals shall be available on a twenty-four (24) hour basis. The Contractor shall provide a meal service cost for the Ohio State Fair detail. The cost of the Ohio State Fair Operations held at the OSHP Training Academy, will be based on a food, labor, direct expense plus a markup percent, as indicated on the item grid in OhioBuys. The duration of the Ohio State Fair may change in future years. During the Ohio State Fair, the Contractor shall provide inventory invoicing three (3) times; beginning, middle, and ending to the Academy Commandant or his/her designee.

1.6.7 Emergency Contingency: In the event of an emergency, the OSHP Training Academy may assume the role of a primary Command Center. Should this occur, the food service requirement will also shift to a twenty-four (24) hour service requirement and last for the duration of the emergency.

1.6.8 Cleaning: The routine cleaning and housekeeping of food preparation areas and dining areas will be the responsibility of the Contractor. Cafeteria floors and tables are to be cleaned after each main meal and meal break. The OSHP Training Academy will be responsible for painting. The Contractor will coordinate with the Facilities Manager, to clean the movable equipment a minimum of twice per year or as required. Kitchen sanitation will meet the ORC Uniform Food Safety Code.

1.6.9 Procurement: The Contractor will have contractual agreements with suppliers to obtain the best price on quality products. The Contractor will procure from the least costly suppliers, except where local purchases are prudent for the purposes of freshness, quality and availability. The payment of procured products will be the responsibility of the Contractor.

1.6.10 Inventory

1.6.10.1 The Contractor shall maintain a sufficient supply of fresh food and food products on site. To avoid any interruption of food service, the Contractor will assure timely on-site usage by rotation of food. Please refer to Section 1.6.15.15.

1.6.10.2 The Contractor shall maintain a complete inventory of all food, supply items and equipment in all food service areas, and maintain appropriate records in accordance with an established records retention schedule. The retention records shall be developed and adopted by the OSHP and the Contractor. A summary report of inventory shall be furnished to the OSHP Training Academy at the end of every month. During the Ohio State Fair, the Contractor shall provide inventory invoicing three (3) times; initial, middle, and ending to the Academy Commandant or his/her designee.

http://codes.ohio.gov/orc/3717.05

1.6.10.3 Prior to the closure of operations under this contract, the Contractor and the OSHP Training Academy shall jointly inventory all food and supplies pertaining to the OSHP Training Academy's food service facilities that are provided by the Contractor. The overall dollar amount as agreed upon by the Contractor and the OSHP Training Academy shall be paid by the OSHP Training Academy upon receipt of the invoice.

1.6.10.4 Equipment Surrender: After the termination of this contract, the Contractor will surrender all the equipment of the OSHP Training Academy in the same condition as at the time of inception of the contract, less normal wear.

1.6.10.5 Extra Inventory: The OSHP Training Academy may request extra inventory items to be stocked at the OSHP Training Academy, the Ohio State Fair, or emergency locations. Extra inventory items may include, but not be limited to, cups, water, sports drink packets, and coffee flavoring packets. Pricing for these extra inventory items must be agreed upon in writing by the Contractor and the Academy Commandant or his/her designee at the OSHP Training Academy quarterly and upon request.

1.6.11 Checklists: The OSHP Training Academy and the Contractor shall jointly develop an evaluation checklist to monitor and evaluate mealtime delivery and food quality status. The Contractor will be responsible to complete four (4) checklists per week and report findings to the Academy Commandant or his/her designee. Other quality control checklists to monitor compliance with the standards set forth in the specifications shall be the responsibility of the Academy Commandant or his/her designee.

1.6.12 Personnel

1.6.12.1 Management Personnel/Hourly Personnel: The Contractor will furnish on-site competently trained and experienced food service management personnel available for all shifts and OSHP Training Academy staff as required to meet the terms and conditions of the proposed contract. Additionally, a staffing chart shall be submitted to the Agency for the employees assigned to the OSHP Training Academy. This staffing chart will be updated as needed and an updated copy shall be provided to the Academy Commandant or his/her designee.

1.6.12.2 Management Qualifications: The Academy Commandant or his/her designee reserves the right of reasonable refusal and dismissal at all times. The Contractor’s food service director will be responsible for the overall functioning of the on-site employees and for maintaining a current policy and procedure manual, with a copy to be furnished to the OSHP Training Academy Commandant or designee as indicated in Section 1.6.6 and upon request. The Contractor’s food service director will participate in meetings with the OHSP management regarding food service dietary need requests.

1.6.12.3 Training Personnel/Consultant to provide expertise in appropriate training and evaluation as needed.

Records of documentation shall be forwarded to the Academy Commandant or his/her designee quarterly and as requested.

1.6.12.4 The Contractor's dietician shall be available to consult with the OSHP Training Academy bi-weekly for evaluating individual dietetic needs.

1.6.12.5 The Food Service Manager must have the education and experience to meet all the requirements for successfully managing the food facilities and must also meet the approval of the Academy Commandant or his/her designee.

1.6.12.6 Background Checks: A background check, at the ODPS’ expense will be performed on the designated contact person for assignment to this Agreement. The designated contact person will be required to complete a “FACILITY ACCESS CARD REQUEST” Form DPS0166 furnished by the ODPS. Failure to pass the background check will result in immediate dismissal of the resource, whereupon the Offeror must submit a replacement resource with equal or better qualifications.

https://procure.ohio.gov/pdf/DPS0166-Facility-Access-Request.pdf

Background checks will be performed, also at ODPS’ expense, to determine if current or potential employees of the Contractor or subcontractor(s), have any types of convictions in the following areas:

1.6.12.6.1 Any record of violence, domestic or otherwise, drug-related convictions, theft, and other offenses deemed at risk to the facility or its populations. Those employees and potential employees of the Contractor and subcontractor(s) with felony convictions or other criminal records, unless specifically approved by ODPS, will not be permitted to be employed on this project.

1.6.12.7 The Contractor shall make available the following staff and services:

Food Service Director:

Minimum Qualifications

1. Completion of Bachelor’s degree in Business Administration, Dietetics or Food Services, or Associates

Degree in Applied Business (Food Service Major), or a Dietetic Assistant Certification with experience in food service management.

2. Twelve (12) months experience similar in type and complexity to professional experience in a large-scale food service program

Major Work Characteristics

1. Experience in developing policies, procedures, and staffing charts for the operation of a food service establishment

2. Ability to provide guidance to a Food Service Manager in the overall functions of a food service establishment

3. Experience in written reports such as food inventory/cost reports and on-site inspection reports

4. Ability in preparing detailed monthly invoicing

5. Ability to investigate and resolve complaints regarding food quality, service, or accommodations

Food Service Manager:

1. Completion of a two (2) year training program in food service preparation/hospitality management technology or two (2) years-experience in food service preparation

2. Twelve (12) months training or twelve (12) months experience in supervisory principles/techniques

3. Must have a valid Serv-Safe Food Manager Certificate.

Major Work Characteristics

1. Ability to manage and control inventories

2. Ability to schedule and receive food/beverage deliveries, checking delivery contents to verify product quality and quantity

3. Experience in developing and maintaining controls for overall food buying procedures; orders meats, staples, fresh food

4. Knowledge of safety regulations referenced in Sections 1.5.9.1.3 and 1.6.9.

5. Experience in training, managing and evaluating service personnel

6. Ability to arrange schedules to provide adequate coverage

7. Experience in managing all aspects of a dining room

8. Ability to assist in food preparation

9. Ability to plan and serve special functions https://www.servsafe.com/home

Dietitian:

1. Completion of Bachelor’s degree in Foods and Nutrition/Dietetics

2. Current licensure as dietitian as issued by Ohio Board of Dietetics per Section 4759.06 of the Ohio Revised

Code.

3. Twenty-four (24) months training or twenty-four (24) months experience in dietetics or nutrition

Major Work Characteristics

1. Ability to plan and prepare nutritional monthly menus

2. Ability to review menus for nutritional value

3. Ability to Interpret recipes for nutritional value

4. Ability to provide guidance in the preparation, portion sizes, and serving of meals

5. Knowledge of nutritional analysis and promoting healthy eating habits as referenced in Section 1.6.16.

6. Ability to make recommendations

7. Ability to conduct food preference surveys

Service Personnel:

1. Formal education in reading and speaking common English vocabulary

2. Formal education in arithmetic that includes addition and subtraction of whole numbers

3. Twelve (12) months training or twelve months’ experience in a food service environment

Major Work Characteristics

1. Operates standard cooking equipment such as mixing machines, steam cookers, scales, toasters, food choppers, and a variety of ovens and stoves; cares for and makes minor adjustments to equipment

2. Prepares salads, vegetables and other food items to assist in full meal preparation

3. Serves prepared meals, maintaining proper portion control as referenced in Section 1.6.16

4. Cleans and sanitizes work areas and equipment in order to maintain kitchen areas according to 1.6.9

5. Knowledge of foods and food preparation

6. Knowledge of operation and care of kitchen equipment

7. Ability to work effectively with fellow workers and others

8. Ability to lift and carry heavy objects

9. Ability to learn the use and care of equipment, materials, utensils, and methods used in food service

10. Ability to understand and follow written and oral instructions

11. Ability to work in cold storage room when necessary

1.6.13 Menu Requirements

1.6.13.1 Staff/Visitor Menus: All menus shall fulfill the specific requirements and schedule of the OSHP Training Academy. Any changes in the menu will be specified in advance and must be approved by the Academy Commandant or his/her designee.

1.6.13.2 Breakfast Menus: All menus shall fulfill the specific requirements of the OSHP Training Academy. The Contractor shall work in conjunction with the OSHP Commandant or his/her designee in meeting the needs of the OSHP Training Academy. Below is a sample menu of the Training Academy expectations.

Breakfast Menu Items Eggs and Egg Whites Bacon and Sausage Cold Cereal Wheat bread Choice of additional item (Potatoes, Oatmeal-not instant), Pancakes or Bagels) https://codes.ohio.gov/ohio-revised-code/section-4759.06 https://codes.ohio.gov/ohio-revised-code/section-4759.06

1.6.13.3 Lunch Menus: All menus shall fulfill the specific requirements of the OSHP Training Academy. The Contractor shall work in conjunction with the OSHP Commandant or his/her designee in meeting the needs of the OSHP Training Academy. Below is a sample menu of the Training Academy expectations.

LUNCH MENU

Choice of two (2) meats (85% lean cooked meat)

Choice of potatoes or carbohydrate

Choice of two (2) vegetables (at least one green)

Choice of salad and fruit

Choice of bread or rolls one shall be whole grain (two (2) servings)

Butter or margarine

Choice of two (2) desserts

Choice of beverage (8 oz.) (milk [white and chocolate] must be offered in addition to the beverage bar)

1.6.13.4 Dinner Menus: All menus shall fulfill the specific requirements of the OSHP Training Academy. The Contractor shall work in conjunction with the OSHP Commandant or his/her designee in meeting the needs of the OSHP Training Academy. Below is a sample menu of the OSHP menu expectations.

DINNER MENU

Choice of two (2) meats (85% lean cooked meat)

Choice of potatoes or carbohydrate

Choice of two (2) vegetables, at least one (1) green, may select both

Choice of two (2) desserts

Choice of bread or rolls, one (1) shall be whole grain (two

(2) servings)

Butter or margarine

Choice of beverage (milk [white and chocolate] must be offered in addition to one (1) other beverage) may select milk and one (1) other beverage plus refill.

1.6.13.5 Salad Bar: The following shall be available at all meal times, excluding breakfast.

1.6.14 Miscellaneous Food Items

1.6.14.1 Peanut Butter, smooth and crunchy, shall be U.S. Grade A or U.S. Fancy as referenced in the United States Standards for Grades of Peanut Butter and available at all main meals and meal breaks. Peanut Butter jars must be available on all cadet tables.

1.6.14.2 Other condiments are to be provided as required.

1.6.15 Food Quality Requirements: All foods will be fresh, frozen or canned. Fried foods are not acceptable.

1.6.15.1 Beef will be USDA Grade Choice, yield grade 2 or 3.

1.6.15.2 Pork will be USDA Grade Choice No. 1.

1.6.15.3 Veal will be USDA Grade Choice, yield 2 or 3.

1.6.15.4 Lamb will be USDA Grade Choice, yield 2 or 3.

1.6.15.5 Poultry will be US Grade A, USDA inspected.

1.6.15.6 Fish will be frozen US Grade A, USDA inspected.

1.6.15.7 Cured meats and sausages will be made according to Federal Laws referenced in the USDA Safe Food Handling and Preparation of Meat Fact Sheets.

1.6.15.8 Cheese will be US Grade A.

1.6.15.9 Eggs will be US Grade A.

1.6.15.10 Milk (white and chocolate) and milk products will be US Grade A. Skim, 2% butterfat, and whole milk will be made available.

1.6.15.11 Frozen foods will be US Grade A Fancy

SALAD BAR

Mixed greens or spinach Tomatoes Onions

Cucumbers Hard boiled eggs Carrots

Fresh in season fruit (two (2))/canned

Salad dressings (six (6) [four (4) regular and two

(2) low fat)

Dill pickles

Yogurt

Meat Salad (chicken, turkey, tuna, salmon) Grated cheese (two (2);

one (1) white, one (1) yellow)

Cottage cheese https://www.ams.usda.gov/sites/default/files/media/Peanut_Butter_Standard%5B1%5D.pdf https://www.ams.usda.gov/sites/default/files/media/Peanut_Butter_Standard%5B1%5D.pdf https://www.fsis.usda.gov/food-safety/safe-food-handling-and-preparation/meat https://www.fsis.usda.gov/food-safety/safe-food-handling-and-preparation/meat

1.6.15.12 Fruits and vegetables will be fresh US Grade A, US #1.

1.6.15.13 Grains and grain products will be wholesome, free of contamination, and purchased from a reputable supplier.

1.6.15.14 Beverages will include milk (white and chocolate), fresh brewed coffee (regular and decaffeinated), tea (regular and decaffeinated), fruit and vegetable juices (regular and low sodium), soft drinks (regular and diet).

1.6.15.15 All food items supplied must be within valid expiration dates. As referenced in the USDA Food Product Dating Guide and the ORC Section 3715.171 Date Labels for Perishable Foods.

1.6.16 Nutritional Analysis

1.6.16.1 The nutritional analysis of the approved menu is to be available upon request. Additionally, when there are changes to the menu, the nutrient analysis for the menu change is to be posted in the OSHP Training Academy. The emphasis of the menu is to be on “Heart Healthy, Healthy Choice” menu items with a de-emphasis on fried foods.

The OSHP Training Academy targets the guidelines found on myplate.gov to meet the Daily Recommend Intake (DRI) as referenced in 2020-2025 Dietary Guidelines for Americans, of the Academy’s students and staff.

1.6.16.2 To ensure that the DRI are met, the Contractors will offer a variety of foods since no single food can provide all the nutrients needed by the body. The variety of foods will ensure that all essential and non-essential nutrients are provided.

1.6.16.3 Main meals shall fulfill the specific daily requirements as outlined in Section 1.6.16.1.

1.6.16.4 The Contractor shall work in conjunction with the Academy Commandant or his/her designee to meet the food service needs of the Academy. All menus must be planned and coordinated to insure the nutritional requirements of active adults are equivalent to their daily physical activity level: i.e., a day of planned strenuous physical activity would require a hearty breakfast, a light lunch, and a high carbohydrate dinner. The Contractor shall provide a four

(4) week cycle menu projecting breakfast, lunch, and dinner meals. Any alterations or changes in meal contents shall be coordinated and approved with the Academy Commandant or his/her designee prior to implementation of any meal changes.

The Contractor shall develop a cycle menu consistent with the caloric and nutritional requirements of the projected seven (7) week training cycle, provided after award. The daily caloric intake shall mirror the intensity of the training day’s physical activity as outlined in the table below.

INTENSITY TRAINING LEVEL DAILY CALORIC INTAKE

Level 0 2,000 – 2,250 Kcal Level 1 2,000 – 2,250 Kcal Level 2 2,400 – 2,600 Kcal Level 3 2,800 – 3,000 Kcal

Recommended caloric split: Carbohydrates 50-55%, Fat 25-30%, Protein 15-25%.

Recommended caloric split <30% fat for the weekly average and <10% saturated fat.

1.6.17 Records Maintenance

1.6.17.1 Student Main Meals: The Contractor shall be required to maintain records to account for daily per main meal count for each student.

https://www.fsis.usda.gov/food-safety/safe-food-handling-and-preparation/food-safety-basics/food-product-dating https://www.fsis.usda.gov/food-safety/safe-food-handling-and-preparation/food-safety-basics/food-product-dating https://codes.ohio.gov/ohio-revised-code/section-3715.171 https://www.myplate.gov/ https://www.dietaryguidelines.gov/sites/default/files/2020-12/Dietary_Guidelines_for_Americans_2020-2025.pdf

1.6.17.2 Administration and Visiting Personnel: The Contractor shall be required to maintain records to account for daily per main meal count for administrative and visiting personnel participating at each service. The Contractor shall collect the appropriate amount of money, as outlined in the Item Grid in OhioBuys, from each person (non-student) that partakes of a particular main meal service (i.e. Breakfast, Lunch, Dinner, Meal Breaks). Administrative and visiting personnel, by approval of the Academy Commandant or his/her designee and required I.D. Badge, shall be permitted to partake in meals.

1.6.17.3 Main meal prices are to be consistent for visitors, staff, and students. The costs for visitor meals are to be paid by the consumer. Student/Administrative/Academy Personnel meal costs are to be paid by the OSHP Training Academy.

1.6.17.4 The Bureau of Workers Compensation (BWC) First Report of Injury, Occupational Disease or Death (FROI) shall be provided to the Academy Commandant to document all injuries to personnel and guests injured on site at the OSHP Training Academy Cafeteria. Immediate verbal notification is to be made to the OSHP Training Academy staff on all injuries to anyone while at the OSHP Training Academy.

1.6.17.5 Provide the sanitation inspection report that is received from Franklin County Public Health to the Academy Commandant or his/her designee.

1.7 FACILITIES, EQUIPMENT, AND UTILITIES

1.7.1 The OSHP Training Academy shall provide all presently on-site fixed and movable equipment, electricity, gas, water, heat, and light operations for the food service Contractor. No equipment may be moved into or out of the OSHP Training Academy without the prior written approval from the Academy Commandant or his/her designee. The Contractor should visit the site location and identify/clarify any concerns with the listed specifications as outlined in Section 5.5. The OSHP Training Academy will provide adequate initial inventory of glassware, china, silverware and small equipment (pots, pans).

Responsibility for maintaining the inventory of these items will be that of the OSHP Training Academy. However, records of inventory count and purchase requisitions will be that of the Contractor and will be made available at the request of the Academy Commandant or his/her designee.

1.7.2 Maintenance and Cleaning: The OSHP Training Academy shall be responsible for all equipment repairs and/or replacements. When repairs are required as a result of the willful act or negligent act on the part of the Contractor or its employees, cost of such repairs will be the responsibility of the Contractor as determined by the OSHP Training Academy.

The OSHP Training Academy will be immediately notified of any needed repairs or replacement of equipment. The OSHP Training Academy shall maintain all food service facilities except for the routine cleaning of the kitchen and dining room areas per the specifications of this contract. In addition, random unannounced inspections of the food service areas and cafeteria will be conducted by the Academy staff. The results to be documented and provided to the Contractor. The OSHP Training Academy's responsibilities include:

1.7.2.1 Cleaning of exhaust hood above stoves, on planned frequency, as prescribed in the preventive maintenance schedule;

1.7.2.2 Cleaning and maintenance of light fixtures;

1.7.2.3 Cleaning and replacement of windows;

1.7.2.4 Major cleaning of dining room and kitchen floors; following a planned program of stripping the floors; and application of correct finishes and maintaining the floor surface through periodic buffing. Refinishing of floor surfaces on a scheduled program will take into account the different use conditions, traffic, type of floors and activities in the kitchen and dining room area and;

https://www.bwc.ohio.gov/downloads/blankpdf/FROI-20020723.pdf https://myfcph.org/environmental-health/food-safety/

1.7.2.5 Wall cleaning on a scheduled frequency.

1.8 INVOICING

1.8.1 The Contractor shall prepare a monthly invoice in arrears in quadruplicate with appropriate documentation for amounts due to the Contractor for meals served to the OSHP Training Academy students. There is no guarantee of the number of meals to be served or sold. The Contractor must bill for the actual number of meals served, not the estimate. Self-pay sales to administration and visiting personnel will not be invoiced. The OSHP Training Academy requires an itemized monthly report of revenue generated by self-pay sales to non-students that are not billed to the OSHP Training Academy monthly in arrears.

1.8.2 Should any unscheduled or unforeseen OSHP Training Academy closings be caused by electrical, heat or water problems and/or weather conditions, unplanned circumstances, including unforeseen Federal or State emergencies, which would result in the closings of the OSHP Training Academy for more than one (1) day, the OSHP Training Academy shall advise the Contractor and make the necessary arrangements for the OSHP Training Academy closing until such scheduled conditions are normalized and scheduled classes are resumed. No service fees will be invoiced during emergency closures.

1.9 OPERATIONAL OBJECTIVES

1.9.1 Bidders are required to include their operational objectives for the food service department of the OSHP Training Academy with their bid response, as an attachment to the questionnaire in OhioBuys. The objectives must include the following:

1.9.1.1 Formulation of long-range goals and plans.

1.9.1.2 Specific overall organization objectives.

1.9.1.3 Individual job objectives: provide job descriptions for each employee category.

1.9.1.4 Provide a standardized recruitment policy that will provide the OSHP Training Academy with the best candidate possible from which employment selection may be made.

1.9.1.5 Provide an example of an employee handbook that would be used at the OSHP Training Academy.

1.9.1.6 Provide a taste testing procedure that would be instituted at the OSHP Training Academy to encourage safety/sanitation and validity of determination of the acceptability of products to purchase.

1.9.1.7 Provide a production control procedure that permits the coordinated execution of production according to identified quality, sanitation and safety parameters as referenced in Section 1.6.9.

1.9.1.8 Provide a policy for sanitation practices that is consistent with the Ohio Uniform Food Safety Code sanitation demands as referenced in Section 1.6.9.

1.9.1.9 Provide a food temperature and quality check procedure that will assure quality and safe temperature prior to service to all consumers as referenced in Section 1.5.9.1.3.

1.9.1.10 Provide a safety program that would guard against accidents and provide treatment when accidents occur.

1.10 BID SUBMITTALS

1.10.1 In addition to the previously requested information, each bidder must submit a four (4) week sample menu with portions, specifications and ingredients that will become part of a contract awarded in accordance with this bid. Deviation from this menu will be authorized only in writing by the Academy Commandant or his/her designee. Failure to provide such may deem your bid not responsive and further consideration for award may not be given.

1.10.2 All bids shall be accompanied by the latest published financial statement of the company making the bid and the most recent financial performance rating classification of said company as published by a nationally recognized, industry accepted source of such ratings.

1.10.3 Bidders shall also supply information in support of their ability to properly service the proposed contract: reference the requirements of the bid in Section 1.4.

1.10.4 Bids must include the name, title, business telephone number, and e-mail address of the bidder's representative primarily responsible as the point of contact for this bid.

1.10.5 Bids must include Operational Objectives as referenced in Section 1.9.1.

2 - STANDARD TERMS AND CONDITIONS

State of Ohio Standard Terms and Conditions (revised 9/8/21) will apply to this Contract.

3 - SPECIAL CONTRACT TERMS AND CONDITIONS

3.1 - AMENDMENT TO CONTRACT TERMS AND CONDITIONS

The following Amendments to the Contract Terms and Conditions do hereby become a part hereof. In the event that an amendment conflicts with the Contract Terms and Conditions, the Amendment will prevail.

3.2 - FIXED PRICE WITH ECONOMIC ADJUSTMENT

The contract prices(s) will remain firm for the first twelve (12) months duration of the contract. Thereafter, the Contractor may submit a request to increase their price(s) to be effective thirty (30) calendar days after acceptance by DAS. No price adjustment will be permitted prior to the effective date of the increase received by the Contractor from its suppliers, or on purchase orders that are already being processed, or on purchase orders that have been filled and are awaiting shipment. If the Contractor receives orders requiring quarterly delivery, the increase will apply to all deliveries made after the effective date of the price increase.

The price increase must be supported by a general price increase in the cost, due to increases in the cost of raw materials, labor, freight, Workers' Compensation and/or Unemployment Insurance, etc. Detailed documentation, to include a comparison list of the contract items and proposed price increases, must be submitted to support the requested increase. Supportive documentation should include, but is not limited to: copies of the old and the current price lists or similar documents which indicate the original base cost of the product to the Contractor and the corresponding increase, and/or copies of correspondence sent by the Contractor's supplier on the supplier's letterhead, which contain the above price information and explains the source of the increase in such areas as raw materials, freight, fuel or labor, etc.

Should there be a decrease in the cost of the finished product due to a general decline in the market or some other factor, the Contractor is responsible to notify DAS immediately. The price decrease adjustment will be incorporated into the contract and will be effective on all purchase orders issued after the effective date of the decrease. If the price decrease is a temporary decrease, such should be noted on the invoice. In the event that the temporary decrease is revoked, the contract pricing will be returned to the pricing in effect prior to the temporary decrease. For quarterly deliveries, any decrease will be applied to deliveries made after the effective date of the decrease. Failure to comply with this provision will be considered as a default and will be subject to the “Suspension/Termination” and the “Contract Remedies” sections of the “Standard Contract Terms and Conditions”.

https://procure.ohio.gov/pdf/Standard_t_c_090821.pdf

3.3 - DELIVERY

Services will be performed as set forth in the Contract. The location of performance will be noted on the purchase order issued by the participating agency.

3.4 – PROHIBITION OF THE EXPENDITURE OF PUBLIC FUNDS FOR OFFSHORE SERVICES

No State Cabinet Agency, Board or Commission will enter into any contract to purchase services provided outside of the United States or that allows State data to be sent, taken, accessed, tested, maintained, backed-up, stored, or made available remotely outside (located) of the United States, unless a duly signed waiver from the State has been attained. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid for services the Contractor performs outside of the United States for which it did not receive a waiver. The State does not waive any other rights and remedies provided to the State in the Contract.

Further, no State agency, board, commission, State educational institution, or pension fund will make any purchase from or investment in any Russian institution or company. Notwithstanding any other terms of this Contract, the State reserves the right to recover any funds paid to Contractor for purchases or investments in a Russian institution or company in violation of this paragraph. The provisions of this paragraph will expire when the applicable Executive Order is no longer effective.

The Contractor must complete the Contractor/Subcontractor Affirmation and Disclosure Form affirming the Contractor understands and will meet the requirements of the above prohibition.