RFP _2026_002 INMATE FOOD SERVICES.pdf

RFP 2026-002 INMATE FOOD SERVICES 1

LUMPKIN COUNTY BOARD OF COMMISSIONERS

REQUEST FOR PROPOSAL

INMATE FOOD SERVICES

PROJECT NUMBER 2026-002

SUBMISSIONS ARE DUE AT THE ADDRESS SHOWN BELOW NO LATER THAN

NOVEMBER 12, 2026 AT 2:00 PM

ELECTRONIC SUBMISSIONS VIA E-MAIL OR FAX WILL NOT BE ACCEPTED

LUMPKIN COUNTY BOARD OF COMMISSIONERS

ATTENTION: RYAN MCDUFFIE, PURCHASING AGENT

99 COURTHOUSE HILL, SUITE D

DAHLONEGA, GA 30533

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP ON OR BEFORE THE

STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF THE

OFFEROR.

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1.0 INTRODUCTION

1.1 Purpose of Procurement

The Lumpkin County Board of Commissioners is soliciting sealed proposals from qualified individuals/firms who specialize in inmate food services. Individuals/firms must provide all equipment, materials and labor to complete the scope of work. The detailed scope of work can be found in Section 2.0.

1.2 Proposal Certification

Pursuant to the provisions of the Official Code of Georgia Annotated § 50-5- 67(a), Lumpkin County certifies that the use of competitive sealed proposals will be practical or advantageous to the County in completing the acquisition described in this document.

The owner shall have the right to waive any informality, irregularity, or insufficiency in the proposal procedure and in any proposal or proposals received, and to accept the proposal which, in the Owner’s sole judgment, is in the Owner’s own best interest. The Owner shall have the right to accept any proposal.

1.3 Schedule of Events

The Request for Proposals shall be governed by the following schedule:

DATE ACTIVITY

October 14, 2026 Release of RFP October 29, 2026 11:00 AM Pre-proposal meeting

November 2, 2026 12:00PM Deadline for written questions to Purchasing Agent

November 3, 2026 5:00PM Answers to written questions and addenda posted to website

November 12, 2026 2:00 PM Proposals Due

1.4 Restrictions on Communications

From the issue date of this RFP until a vendor is selected and the award is announced, contractors are not allowed to communicate about this project with any County staff or elected officials except: 1) through the Purchasing Agent named herein, 2) at the Pre- Proposal Meeting (if applicable to project), or 3) as provided by existing work agreement(s). The County reserves the right to reject the submittal of any vendor violating this provision.

1.5 Pre-Proposal Conference

A pre-proposal conference will be held at 11:00 AM on October 29, 2026. The location of the conference will be in the First Floor Conference Room at the Lumpkin County Administration Building, 99 Courthouse Hill, Dahlonega, Georgia, 30533.

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1.6 Questions & Addenda

All questions concerning this RFP must be submitted in writing, (email is preferred but mail may also be used) to the Purchasing Agent no later than 12:00 PM, November 2, 2026.

Ryan McDuffie, Purchasing Agent Lumpkin County Board of Commissioners 99 Courthouse Hill, Suite D Dahlonega, GA 30533 ryan.mcduffie@lumpkincounty.gov

No response to inquiries, other than written, will be binding upon the County. Lumpkin County reserves the right to issue written addenda to any inquiries that alter the scope of the RFP. Addenda shall be posted to the county website, www.lumpkincounty.gov, under the Bids & Solicitations tab no later than 5:00 PM, November 3, 2026. A signed copy of any addenda shall accompany submitted proposals. Contractors are advised to check the website for addenda before submitting their proposals.

1.7 Contract Term

The initial contract term between the County and the contractor shall be from January 1, 2027 to December 31, 2027 and will be eligible for up to four (4) annual renewals.

Lumpkin County reserves the right to terminate the contract, with 30 days written notice, for any violations in the terms of this agreement or unreconciled issues arising as a result of this agreement. Vendor agrees to provide 30 days written notice and complete any ongoing activities if Vendor chooses to opt out of an agreement with the County.

1.8 Bonds

Proposal Bonds Not Required Payment Bonds Not Required Performance Bonds Not Required

1.9 Exception to RFP

Each contractor shall be deemed to agree to comply with all terms, conditions, specifications, and requirements of this RFP. An “exception” is defined as the Proposer’s inability or unwillingness to meet a term, condition, specification, or requirement in the manner specified in the proposal. All exceptions taken must be identified and explained in writing in your RFP and must specifically reference the relevant section(s) of this RFP. If the Proposer provides an alternate solution when taking an exception to the requirement, the benefits of this alternative solution and impact, if any, on any part of the remainder of the Proposer’s solution must be explained in detail.

The County welcomes innovative suggestions and recommendations from Proposers that will ensure a 100% successful service approach.

mailto:ryan.mcduffie@lumpkincounty.gov http://www.lumpkincounty.gov/

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2.0 SCOPE OF WORK

The goal of this Request for Proposal is to solicit proposals from qualified providers to operate the food services operation at the Lumpkin County detention center. The successful Proposer shall meet the following objectives:

• Deliver high quality food service in accordance with industry standards. Food and food service will meet all applicable federal, state, and local guidelines, laws, and regulations and will meet the guidelines as prescribed by the American Correctional Association (ACA).

• Operate the food service program using correction-experienced and professionally trained personnel.

• Operate the food service program in a cost-effective manner.

• Maintain an open, collaborative relationship with the administration and staff of the Lumpkin County Sheriff’s Office and other county offices.

• Offer a comprehensive program for continuing staff and inmate labor and training in food service for the detention center.

2.1 Food Requirements:

2.1.1 Three (3) hot meals per day, seven (7) days per week shall be served to the inmate population.

2.1.2 All menus and special diets must meet the standards for audit holding and detention facilities as established by the American Correctional Association (ACA). A registered dietitian will approve all menus, prior to service. All meals served will be in compliance with the National Academy of Sciences and Food Standards and will provide an average of 2,800 calories per day in addition to all required nutrients.

2.1.3. A four-week cycle menu is to be submitted in the proposal. Proposers are asked to use the same menu types. Sample menus provided with the RFP response shall be used in the submitted pricing structure.

2.1.4 The Contractor shall warrant that all meals will be served at appropriate temperatures and in a manner that makes them palatable (140° hot, 45° if cold), and visibly pleasing complete with condiments (dressing, sugar, salt, pepper, catsup, or mustard where indicated).

2.1.5 Religious and medical diets conforming to special religious or physician ordered specifications shall be provided at no additional cost to the County. Each Proposer will submit a sample of its corrections diet handbook or sample of the four-week menu it proposes to serve inmates on restricted diets.

2.1.6 The bidder shall provide, and include in its proposal, policies for serving special meals on holidays. Proposed menus for holidays shall be included in the proposal. All such meals will be provided at the standard contract rates. A

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minimum of five (5) holiday meals shall be provided annually, including Easter, Thanksgiving, Christmas, and New Year holiday periods and one (1) meal is to be scheduled at the discretion of the County.

2.1.7 The Proposer agrees to provide catered meals for special events as designated by the County with not less than seventy-two (72) hours notice. The cost per meal shall be mutually agreed upon by the Contractor and the County for each event.

2.2 Food Supplies

The Contractor shall provide all consumable supplies and food products that are required for the food service operation. Upon termination of the contract, for any reason, the County shall purchase, or cause the successor food service provider to purchase, all usable supplies and food products at the food service provider’s invoice cost

2.3 Cost Controls

2.3.1 The average daily population of the Lumpkin County detention center is approximately 150 inmates. This number is provided as a guideline for possible meals to be served and shall not be construed to mean that the Contractor shall serve that exact corresponding number of meals on a daily basis.

2.3.2 The prices per meal shall be guaranteed for a period of one year unless there is a change in the scope of services, at which time the parties shall negotiate mutually agreeable financial terms.

2.3.3 On the first day of each week, the Contractor shall submit to the County, an invoice for meals ordered or meals served, whichever is greater, for the preceding week.

2.3.4 The Contractor shall keep full and accurate records of sales and meal count records in connection with the food services. A copy of such record shall be supplied to the LCSO designee, on a monthly basis on the first working day of the subsequent month.

In addition, all such records shall be available for auditing by the County or its agents at any reasonable time during regular working hours at the location(s) within the state of Georgia where the records are normally kept.

2.4 Kitchen Facility & Equipment

2.4.1 The county shall retain title to current county owned equipment. The equipment will remain at the kitchen to be used by Contractor.

Contractor shall provide and maintain the following at its own expense:

All additional cooking pots and pans Cooking, serving and eating utensils Glassware and other beverage containers, and Equipment necessary to prepare food Equipment necessary to make food & beverages available for consumption within the detention center.

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Any additional equipment that is reasonably necessary to perform the food services at the Facility

2.4.3 The Contractor shall retain title to all such equipment including, but not limited to, pots, pans, cooking serving and eating utensils, chinaware, glassware, cell delivery equipment, trays and air void tables that is purchased by Contractor.

2.4.4 At the expiration or termination of the contract, the contractor shall return to the

County the food service premises and all equipment furnished by Lumpkin County in the condition in which it was received by the Contractor, excepting ordinary wear and tear.

2.4.5 Lumpkin County will assure that all necessary utilities work in the kitchen.

2.4.6 The successful bidder will service, repair and maintain all kitchen equipment.

2.4.7 In the event kitchen equipment becomes lost or damaged by fire, flood, or unavoidable occurrence, or stolen by persons other than employees of the bidder without negligence on the part of the bidder or its employees, and providing that all such damages and losses are reported to the LCSO designee for all items covered by this paragraph, the County will pay for needed repairs or replacements caused by normal wear and tear, theft, or otherwise.

2.5 Routine Maintenance & Cleaning of Kitchen

2.5.1 The Contractor shall be responsible for routine cleaning and housekeeping of food service preparation, service, and storage areas.

2.5.2 The Contractor must maintain standards of sanitation required by state or local regulations.

2.5.3 The contractor shall provide all cleaning supplies for the kitchen areas and equipment.

2.5.4 Facility inspections shall be made by the County when deemed necessary, with or without advance notice to the successful contractor, and such inspections shall not interfere with the food service operation.

2.5.5 Inspections of kitchen facilities by County/State health agencies must achieve a score of 90 or above. If such ratings fall below 90, the successful bidder must notify the County of areas to be improved and shall remedy the deficiency within fifteen (15) days of receipt of such scores.

2.5.6 The facilities and equipment used in the contract shall not be used to prepare food for agencies or persons other than those authorized by LCSO.

2.6 Fees & Licenses

2.6.1 The Contractor shall obtain and pay for all federal, state, and local licenses, permits, and fees required for the operation of the food services provided.

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2.6.2 During the period of the contract, if it is deemed by taxing authorities that all, or a portion, of the services provided are to be subject to a sales or similar tax that has not been collected by the Contractor the County agrees to pay such tax to the appropriate authority.

2.7 Staffing

2.7.1 The Contractor shall provide an organizational chart and job descriptions for all professional and inmate staff in its proposal. The Proposer shall specify the number of inmates required per shift at the following jail inmate populations.

75 to 100 Inmates 101 to 125 Inmates 126 to 150 Inmates

2.7.2 Inmate Labor

Inmates will be provided, as required of the contractor, by the Lumpkin County

Sheriff's Office. The inmates shall be selected using the classification process of the Lumpkin County detention center and the Detention Center Administrator.

The Contractor agrees that kitchen would remain operational in the event of a mass lock-down of inmates, for a given period of time.

Inmates shall be used for the preparation of food, delivery of meals, and general sanitation and cleaning of the kitchen.

Inmates are not permitted to supervise other inmates.

The Contractor agrees to train and supervise inmates only with respect to the food service tasks. Contractor training and supervision of inmates shall be subject to the overall control of the County. The proposal shall include the inmate-training program as part of the Contractor’s overall training program.

2.7.3 Professional Staff

Lumpkin County requires that the food service provider maintain a trained, professional, and competent staff for the kitchen facility.

All employees of the Contractor working in the kitchen must be screened and approved by the Lumpkin County Sheriff’s Office. Contractor’s employees must submit to criminal backgrounds checks and drug screening conducted by the

LCSO.

The Contractor’s employees must comply with the County's written policy and procedures relating to facility security.

All proposals must clearly detail the proposed roles of the food service manager, the contractor’s staff and inmates in the food service operation.

Proposal shall detail the method of supervision employed, performance review processes, and include job descriptions. A Contractor’s overall approach to working with LCSO employees shall also be defined in the proposal.

Contractor shall include a labor schedule, to include minimum rates of pay per

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position and the fringe benefit package to be offered to the provider's employees in the proposal.

The contractor shall provide training in food service delivery and management to both LCSO staff and inmates assigned to the kitchen. The proposal shall detail a training plan for these tasks as part of the Contractor’s overall training program for all kitchen personnel.

Contractor agrees that its employees assigned to duty at the detention center shall submit to periodic health examinations, at least as frequently and as stringently as required by law. Satisfactory evidence of compliance shall be provided to the County upon request.

As a part of the proposal, the proposer shall submit the resume of the administrator or executive to whom the highest-ranking, on-site manager reports.

This executive shall be the County’s contact person for operational issues, questions and contractual notifications.

2.8 Transition of Operations

Proposal shall include a detailed plan for transitions from the current provider, if awarded the contract.

Proposers must demonstrate a proven ability for a contract startup by February 1, 2019.

The County and the Contractor shall, within thirty (30) days of executing an agreement, set dates through the scheduled contract termination date for quarterly review meetings between the Sheriff's Office and the Contractor for the evaluation of the service in relation to the contract.

The Sheriff's Office and the successful proposer shall, within thirty (30) days of execution of a contract, formulate a monthly report form, which will establish the basis for the quarterly review sessions.

2.9 Additional Requirements

Proposers shall detail operational procedures for handling food services should the on-site kitchen be rendered unusable from fire or other unforeseen circumstances. The successful bidder must, within thirty (30) days of the start date, submit their detailed contingency / disaster plan to the Lumpkin County Detention Captain.

The Contractor shall provide additional food services as mutually agreed upon and at prices mutually agreed to by the parties.

2.10 The County shall provide:

2.10.1 Accurate and timely orders for the number of meals to be served to inmates within two (2) hours of the time scheduled for meals to be served.

2.10.2 Adequate ingress and egress to all food production and storage areas.

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2.10.3 Adequate heat, lights, ventilation, and all other utilities and business telephone service at no charge. The telephone shall be used only for local service and business-related calls. If the successful bidder desires local service for personal use, internet, and other non-business-related calls or long-distance calls, whether business or personal, then a separate telephone not connected to the county system shall be installed at the Contractor’s expense.

2.10.4 Extermination services and removal of trash and garbage from loading dock areas.

2.10.5 General maintenance to the building structure including, but not limited to, the maintenance of gas, water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, and wall and ceiling surfaces. The County's maintenance does not include day-to-day cleaning operations in the kitchen and food storage areas, which shall be provided by the Contractor. The County’s maintenance does not include repair of kitchen equipment.

2.10.6 Adequate preparation, storage, and holding equipment and maintenance for same.

2.10.7 Equipment that, in the opinion of the County, has exceeded its useful life, or that poses a threat of injury or harm to employees of the Contractor, or that no longer meets the standards established by OSHA, shall be replaced by the County as soon as practical.

3.0 MANDATORY PROPOSAL REQUIREMENTS

3.1 Overview: The proposer shall provide detailed information so as to demonstrate their understanding of the services requested.

3.2 Documents: Lumpkin County, Georgia is not interested in elaborate brochures. All documents will be typewritten on standard 8 ½” x 11” white paper and bound in two volumes (Volume 1-Qualifications Proposal and Volume II Cost Proposal).

Exceptions would be schematics, exhibits, photographs, or other information necessary to facilitate the County’s ability to accurately evaluate the proposal.

3.3 Submission: The Proposer shall package and seal its proposals so that they will not be damaged in mailing. Volumes I and II are to be packaged and sealed separately.

Proposers are reminded that under Georgia law, all opened documents fall under the open records act and are subject to inspection by the public. Proposers are reminded that documents and information in the possession of Lumpkin County will be treated as confidential/proprietary information only to the extent permitted by the Georgia Open Records Act and will be exempt from disclosure to a third party only to the extent permitted by the Georgia Open Records Act. Should you believe that your Proposal contains any trade secrets, you must submit an affidavit, along with the Proposal, that states that specific portions of the Proposal contain trade secrets as defined by Georgia law (Article 27 of Chapter 1 of Title 10 of the Official Code of Georgia). Furthermore, the affidavit must be detailed, citing specifically (citing paragraphs, articles, provisions, pages, etc.) the portions of the Proposal containing any trade secrets.

Accordingly, proprietary information and/or data cannot be withheld from public inspection. Proposals and supporting documents will be submitted in accordance with the Evaluation and Proposal Submission Section.

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A prospective service provider’s response shall include, at minimum, the following information. Please note that the proposal should address the requirements in a clear and concise manner in the order stated herein.

Proposals must be tabbed as follows and must include, in the applicable tab, the information/documents specified. Proposals that do not adhere to the following format or include the required information/documents may be considered incomplete and therefore non-responsive.

TAB 1- Company background and Structure

The Proposer will provide a general history and description of its company including, but not limited to the number of years in business and number of employees. Include the legal form of the business organization, the state in which incorporated (if a corporation), the types of business ventures in which the organization is involved, and the office location that will be the point of contact during the term of any resulting contract.

TAB 2 – Company Experience

The Proposer must be organized for the purpose of providing institutional and/or correctional food service. Proposer shall demonstrate five (5) years of previous correctional food service experience with proven effectiveness in administering correctional food service programs similar to the size and population of the Lumpkin County detention center. Proposer shall provide a narrative describing the services performed by the company that are most similar to those required in this RFP.

TAB 3 – Qualifications of Staff

Identify and include qualifications of key staff who would be assigned to work at the Lumpkin County detention center. Include an Organizational Chart that depicts how the staff would be structured to include inmate labor. Proposers must have qualified and trained staff with sufficient back-up personnel to successfully complete the contract requirements.

TAB 4 – Proposed Approach

Referencing the Scope of Work in Section 2.0, provide a detailed approach to fulfill the requirement of this RFP. At minimum, Proposals must address:

• Procedures of meal delivery to inmates

• Quality of food served and inventory control methods

• Procedures to insure safe, sanitary and secure food service management.

• Supervision of inmate labor and internal security of products and equipment

• Procedures for processing inmate and staff complaints regarding food service

• Additional equipment that may be necessary for food service operation

• Procedures for weekly billing and inventory of food supplies

• Operational procedures for handling food services should on-site kitchen be rendered unusable from fire etc.

The County welcomes innovative suggestions and recommendations from Contractors that will ensure a 100% successful service approach.

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TAB 5 – References

Proposers must submit at least five (5) references. Any contract within the state of Georgia or with a Georgia Sheriff’s Office must be included. The following information for each reference shall be listed:

1. Name of institution

2. Address

3. Contact person with title

4. Phone number of Contact Person

5. Dates of service

6. Range of services

Proposers must also list ALL Georgia Sheriff’s Office accounts lost in the last three (3) years. Disclose any services terminated and the reason(s) for termination.

TAB 6 – Financial Stability

Provide financial information that would allow proposal evaluators to ascertain the financial stability of the Proposer.

If a public company, include a recap of the most recent audited financial report.

If a private company provide a recap of the most recent internal financial statement; and a letter, on the financial institution’s letterhead, stating financial stability.

4.0 PROPOSAL EVALUATION FACTORS

It is the County’s intent to evaluate the proposals based on technical merit and price. It is the intent of the County to choose the Proposer whose proposal provides the highest value to the County. The County reserves the right to waive any irregularities, reject any and/or all proposals, in whole or in part, when, in the County’s opinion, such rejection is in the best interests of the County. The County reserves the right to seek additional/supplemental representation on specific issues as needed.

4.1 Technical Evaluation Method

Each proposal will be reviewed by a team of qualified individuals. Their proposal review and evaluation will be subjective; however, the weighting values are established to minimize that subjectivity. The following delineates the value attributed to each section.

SECTION WEIGHT

Company/Personnel Experience 30%

Project Understanding/Approach 38% Local Preference 2%

Technical Total: 70% Fee 30%

Total 100%

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Following the evaluation of the proposals, the Team may request the top-ranking firm(s) to make an oral presentation and/or be interviewed. If a determination is made that presentations are necessary, they will take place in Dahlonega, Georgia at a mutually acceptable date and time that will be promulgated by the Purchasing Agent.

5.0 COST PROPOSAL

Each Proposer is required to submit a cost proposal as part of its response (SEE PRICE PROPOSAL-APPENDIX B). The cost proposal will be evaluated and scored in accordance with scoring criteria. By submitting a response, the supplier agrees that it has read, understood, and will submit a Proposal by the following instructions/rules:

1. The submitted cost proposal must include all costs of performing pursuant to the resulting contract; and

2. Cost proposals containing a minimum order/ship quantity or dollar value, unless otherwise called for in the RFP, will be treated as non-responsive and may not be considered for award; and

3. In the event there is discrepancy between the Proposer’s unit price and extended price, the unit price shall govern;

4. In the event there is a discrepancy between (1) the Proposer’s pricing as quoted on the RFP’s provided cost worksheet and (2) the Proposer’s pricing as quoted by the Proposer in one or more additional documents, the former shall govern; and

5. The prices quoted and listed in the cost proposal shall be firm throughout the term of the resulting contract, unless otherwise noted in the RFP or contract.

5.1 Cost Structure and Additional Instructions

The County’s intent is to structure the cost format in order to facilitate comparison among all Proposers and foster competition to obtain the best market pricing. Consequently, the County requires that each Proposer’s cost be in the format outlined below. Additional alternative cost structures will not be considered. Each supplier is cautioned that failure to comply with the instructions listed below, submission of an incomplete offer, or submission of an offer in a different format than the one requested may result in the rejection of the supplier’s proposal.

Based on the total score of the Technical and Cost proposals, the Board of Commissioners may choose Proposers with whom to negotiate the final project methodology/scope, fees, and schedules with a view toward entering into a contractual agreement. This RFP Technical/Cost split will be 70/30.

NOTE: The BOC reserves the right to accept a proposal, as submitted, and enter directly into a contractual agreement with that selected Proposer. Accordingly, it is imperative that all Proposers present their best technical and cost offers in their initial submission.

6.0 RFP Amendments

The County reserves the right to amend the RFP prior to the proposal due date. All addenda and additional information will be posted to the County’s website www.lumpkincounty.gov under Bids & Solicitations project RFP 2026-002 INMATE FOOD SERVICES, prior to 5:00 pm, EST on November 3, 2026. It is the Proposer’s responsibility to check the website for addenda before submitting a proposal. All signed addenda shall be included with the proposal.

http://www.lumpkincounty.gov/

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6.1 Agreement and Project Forms

The agreement form shall be the Owner’s agreement form. The Owner’s payment, waiver of lien, and change order form(s) shall be used.

6.2 RFP Withdrawal

A submitted RFP may be withdrawn prior to the due date by a signed written request to the Purchasing Agent.

6.3 Costs for Preparing RFP

The cost for developing the RFP is the sole responsibility of the contractor. The County will not provide reimbursement for such cost.

6.4 Conflict of Interest

If a Proposer has any existing client relationship that involves Lumpkin County, the Proposer must disclose each relationship.

6.5 Contractor Selection

Lumpkin County anticipates making a single award; however, it reserves the right to make multiple awards should it deem in the best interest of the County. It is anticipated that such an award, if any, will be accomplished within sixty (60) days (unless otherwise agreed upon by the Proposer(s) and the County) from the proposal opening.

6.6 Negotiations and Apparent Winner

Prior to award, the apparent winning proposer will be required to enter into discussions with the County to resolve any contractual differences. These discussions are to be finalized within two (2) weeks of notification unless extending the time period is advantageous to the County. Failure to resolve differences will lead to rejection of the contractor’s RFP.

The County reserves the right to negotiate modifications and costs with the successful Proposer, provided that no such modifications affect the specifications set forth herein.

The contractor shall commence work only after the transmittal of a fully executed contract and a Notice to Proceed document is received from the County.

6.7 Taxes

Lumpkin County is exempt from sales taxes; however, the contractor shall pay all taxes required as stated by law. Lumpkin County cannot exempt others from tax.

6.8 Compliance with Laws

The contractor will comply with all State and Federal laws, rules, and regulations.

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6.9 Non-Collusive Bidding

Contractor shall not prevent or attempt to prevent competition in bidding or proposals by any means whatsoever. Contractor shall not prevent or endeavor to prevent anyone from making a bid or proposal by any means whatsoever, nor shall Contractor cause or induce another to withdraw a bid or proposal for the work. § 36-91-21.

If the contractor is a partnership, all of the partners and any officer, agent, or other person who may have represented or acted for them in bidding for or procuring the contract shall also make the oath. If the contractor is a corporation, all officers, agents, or other persons who may have acted for or represented the corporation in bidding for or procuring the contract shall make the oath. If such oath is false, the contract shall be void, and all sums paid by the governmental entity on the contract may be recovered by appropriate action.

6.10 Cancellation

If either party shall refuse, fail, or be unable to perform or observe any of the terms or conditions of the contract for any reason, then the party claiming such failure shall give the other party a written notice of such breach. If within thirty (30) days from such notice, the failure has not been corrected, the injured party may cancel the contract effective thirty

(30) days after notice of cancellation.

Lumpkin County reserves the right to terminate the contract immediately in the event that the contractor discontinues or abandons operations, is adjudged bankrupt or is reorganized under any bankruptcy law or fails to keep in force any required insurance policies or bonds.

Failure of the successful Proposer to comply with any section or part of the contract will be considered grounds for immediate termination of the contract by the County without penalty to Lumpkin County. Lumpkin County shall pay for services rendered up to the point of termination.

Notwithstanding anything to the contrary contained in the contract between the County and the successful contractor, the County may, without prejudice to any other rights it may have, terminate the contract for convenience and without cause, by giving thirty

(30) days written notice to the successful Proposer.

If the termination clause is used by the County, the successful contractor will be paid by the County for all scheduled work completed satisfactorily by the successful contractor up to the termination date set forth in the written termination notice.

6.11 Conditions of Materials

It is understood and agreed that materials delivered shall be new, of latest design, and in first quality condition.

6.12 Rejection of Submissions/Cancellation of Request for Proposal

Lumpkin County reserves the right to reject any or all RFPs, to waive any irregularity or informality in an RFP, and to accept or reject any item or combination of items, when

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to do so would be to the advantage of Lumpkin County. It is also within the rights of Lumpkin County to reject RFPs that do not contain all elements and information requested in this document. Lumpkin County reserves the right to cancel this request for proposal at any time. Lumpkin County will not be liable for any cost/losses incurred by the contractors throughout this process.

6.13 Non-discrimination

Lumpkin County does not discriminate on the basis of race, religion, color, sex, national origin, age, or disability.

6.14 Insurance

The contractor shall be responsible for his/her work and every part thereof and for all materials, tools, equipment, appliances, and properties of any and all description used in connection with this project. The contractor assumes all risks of direct and indirect damage or injury to the property of persons used or employed on or in connection with the work contracted for and of all damage or injury to any person or property wherever located, resulting from any action, omission, commission, or operation under the contract, or in connection in any way whatsoever with the contracted work. The contractor shall, during the continuance of all work under the contract, provide the following:

1. Maintain statutory Worker’s Compensation and Employer’s Liability insurance in an amount not less than $1,000,000.00 to protect the contractor from any liability or damages for any injuries (including death and disability) to any of its employees, volunteers, or sub-contractors, including any and all liability or damage which may arise by virtue or any statute or law in force within the State of Georgia, or which may be herein after enacted.

2. The Proposer agrees to maintain Comprehensive General Liability Insurance in an amount of not less than $1,000,000.00 per occurrence to protect the contractor, it’s sub-contractors, and the interest of the County against any and all injuries to third parties, including bodily injury and personal injury, wherever located, resulting from any action or operation under the contract or in connection with the contracted work. The General Liability Insurance shall also include the Broad Form Property Damage Liability endorsement, in addition to coverage for explosion, collapse, and underground hazards where required.

3. The contractor agrees to maintain Automobile Liability Insurance in an amount of not less than $500,000 per occurrence. Such insurance shall include coverage for owned, hired, and non-owned automobiles.

4. The contractor further agrees to protect, defend, indemnify, and hold harmless Lumpkin County, its commissioners, officers, agents, and employees from and against any and all liability incurred whatsoever as a result of the work performed pursuant to the terms of this proposal.

5. The contractor shall notify the County in writing sixty (60) days prior to change in insurance or cancellation date. The failure of the contractor to deliver a new certificate shall result in suspension of all payments until the new certificate is furnished.

Additionally, contract work may be suspended until the new certificate is furnished to the County.

6. Insurance coverage required in these specifications shall be in force throughout the contract term. Should the contractor fail to provide acceptable evidence of current insurance within five (5) days of written notice at any time during the contract term, the owner shall have the absolute right to terminate the contract without any further obligation to the contractor. Furthermore, the contractor shall be responsible for the cost

RFP 2026-002 INMATE FOOD SERVICES 16

of procuring the uncompleted portion of the contract at the time of termination.

7. Contractual and other liability insurance provided under the contract shall not contain a supervision, inspection, or engineering services exclusion that would preclude the County from supervising and/or inspecting the project as to the end result. The contractor shall assume all on the job responsibilities as to the control of persons under its direct employment and of the sub-contractors and any persons employed by the sub-contractors.

8. The contractor and all sub-contractors shall comply with the Occupational Safety and Health Act of 1970 and amendments as it may apply to this contract.

9. If the contractor does not meet the insurance requirements of the specifications, alternate insurance coverage satisfactory to the County may be considered. The contractor shall be responsible for the costs of any and all alternate insurance coverage so obtained.

6.15 Project Coordination

The contractor shall employ and assign only qualified and competent personnel to perform any service or task involved in this project. The contractor shall designate one such person as a Project Manager, and the Project Manager shall be deemed to be the contractor’s authorized representative, who shall be authorized to receive and accept any and all communication from the County.

The contractor hereby agrees to replace any personnel of sub-contractor, at no cost or penalty to the County, if the County reasonably determines that the performance or any sub-contractor or personnel is unsatisfactory.

6.16 Accuracy of Work

The contractor shall be responsible for the accuracy of work performed and shall promptly correct its errors and omissions without additional compensation. Acceptance of the work by the County will not relieve the contractor of the responsibility for subsequent correction of errors, the clarification of any ambiguities, or the costs associated with any additional work caused by negligent acts, errors, or omissions by the contractor or latent defects in the products sold by the contractor.

At any time during the execution of this project or during any phase of work performed by others based on data secured by the contractor under this agreement, the contractor shall confer with the County for the purpose of interpreting the information supplied by the contractor and to correct any errors or omissions. The above consultations, clarifications, and/or corrections shall be made without added compensation to the contractor.

The contractor shall give immediate attention to these changes so there will be minimum delay to others, the contractor shall be responsible for errors and omissions and hold harmless the County and its agents as provided in the agreement.

6.17 News Release by Contractor

As a matter of policy, the County does not endorse the products or services of a contractor.

News releases concerning any resultant contract from this solicitation shall not be made by a contractor without the proper written approval of the County. All proposed news releases shall be routed to the Lumpkin County Purchasing Agent for review and approval.

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6.18 Severability

It is understood and agreed by the parties hereto that if any part, term, or provision of this contract is held illegal or in conflict with any law of the State where made or having jurisdiction over any of the parties hereto, the validity of the remaining portions or provisions shall not be affected, and the rights and obligations of the parties shall be construed and enforced as if the contract did not contain the particular part term or provisions held to be invalid.

The County and the contractor agree to resolve through negotiation or mediation prior to filing any cause of action. The venue for any litigation arising from this contract shall be Lumpkin County, Georgia.

The County reserves the right to cancel the contract and discontinue the services with a thirty (30) day written notice as a result of the failure of the contractor to provide acceptable work and services as delineated in the response to this document or if determined that services can be better provided by in-house or other sources.

6.19 Drug Free Workplace

By submission of a proposal, the contractor certifies that the provisions of Code Sections 50-24- 1 through 50-24-6 of the Official Code of Georgia Annotated, relating to the “Drug Free Workplace Act,” have been complied with in full. The Proposer further certifies that:

1. A drug free workplace will be provided for the contractor’s employees during performance of the contract; and

2. Each contractor who hires a sub-contractor to work in a drug free work place shall secure from that sub-contractor the following written certification: as part of the sub-contracting agreement, Sub-Contractor certifies to the contractor that a drug free workplace will be provided for the subcontractor’s employees during the performance of this contract pursuant to paragraph (7) of sub-section (b) of Code Section 50-24-3.

3. The contractor further certifies that he will not engage in the unlawful manufacture, sale distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this contract.

6.20 Assignment of Contractual Rights

It is agreed that the contractor will not assign, transfer, convey, or otherwise dispose of a contract that may result from this proposal or his right, title, or interest in or to the same, or any part thereof without written consent of the County.

6.21 Indemnity

To the fullest extent permitted by law, the contractor will indemnify, defend, and hold Lumpkin County harmless from and against any and all claims, damages, losses, and expenses, including but not limited to, fees and charges of attorneys and court and arbitration costs, arising out of or resulting from negligent acts, negligent omissions, willful misconduct, or reckless misconduct of the Proposer or anyone for whom the contractor is responsible.

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6.22 Appropriation of Funds

The initial contract and any continuation contract(s) shall terminate immediately and absolutely at any such time as there are no appropriated and otherwise unencumbered funds available to satisfy the County’s obligation under said contract(s).

6.23 Documents Deemed Part of Contract

All contract documents issued by the owner and executed by both parties through the completion of the project shall be deemed part of the contract. No documentation or information provided by the contractor, as part of this proposal or otherwise, shall be deemed part of the contract unless and until incorporated into the contract documents issued by the owner.

6.24 Georgia Security and Immigration Compliance Act

Proposers submitting a response to this Request for Proposal must provide the following information in the package to indicate compliance with the Georgia Security and Immigration Compliance Act. The form is provided for completion.

6.25 Gratuities

Lumpkin County acknowledges that, particularly during the holiday season, it may be customary to provide gifts to employees or departments. However, the Lumpkin County Personnel Policy prevents the acceptance of such gifts. Your cooperation in respecting the policy is appreciated.

6.26 Contraband

Employees of the successful Proposer shall not enter County Buildings with goods or products that shall be considered contraband, i.e. drugs, drug paraphernalia, tobacco products smokeless or otherwise, etc.

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PROPOSER’S TECHNICAL CHECKLIST PROPOSAL SUBMITTAL PACKET

Company: _________________________________________________________________

Please indicate you have completed the following documentation and submit them in the following order:

□ Proposers Qualification Sheet

□ Tab 1- Company Background and Structure

□ Tab 2- Company Experience

□ Tab 3- Qualifications of Staff

□ Tab 4- Proposed Approach

□ Tab 5- References

□ Tab 6- Financial Stability

Authorized Signature Title

Print Name Date

THIS PAGE MUST BE COMPLETED AND SUBMITTED WITH PROPOSAL

RFP 2026-002 INMATE FOOD SERVICES 20

PROPOSER’S QUALIFICATION SHEET

All references must include information for whom your company has completed work similar to the Scope of Work in this Proposal. Attach additional page if necessary.

Company Name:

1. Company

Street Address

City, State & Zip

Contact Person Name Title

Phone FAX Email

Describe Scope of Work and dates of project/service:

2. Company

City, State & Zip

Contact Person Name Title

3. Company

City, State & Zip

Contact Person Name Title

RFP 2026-002 INMATE FOOD SERVICES 21

PROPOSER’S FINANCIAL CHECKLIST AND PROPOSAL SUBMITTAL PACKET

Company Name:

Please indicate you have completed the following documentation and submit them in the following order:

□ Proposer’s Information

□ Execution of Proposal

□ Proposal Fee Form (APPENDIX B)

□ Affidavit of Non-Collusion

□ Drug-Free Workplace

☐Addenda Acknowledgement

☐E-verify

☐Completed W9

☐Proof of Insurance

Authorized Signature Title

Print Name Date

RFP 2026-002 INMATE FOOD SERVICES 22

PROPOSER’S INFORMATION FORM

1. Legal Business Name

2. Street Address

3. City, State & Zip

4. Type of Business: State of Registration:

(Association, Corporation, Partnership, Limited Liability Company, etc.)

5. Name & Title of Authorized Signer:

6. Primary Contact:

7. Phone: Fax:

8. E-mail

9. Company Website

10. Has your company ever been debarred from doing business with any federal, state or local agency?

Yes No

If yes, please state the agency name, dates and reason for debarment.

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PROPOSER’S EXECUTION OF PROPOSAL FORM

DATE:

The potential Contractor certifies the following by placing an "X" in all blank spaces:

That this bid was signed by an authorized representative of the firm.

That the potential Contractor has determined the cost and availability of all materials and supplies associated with performing the services outlined herein.

That all labor costs associated with this project have been determined, including all direct and indirect costs.

That the potential Contractor agrees to the conditions as set forth in this Request for Proposal with no exceptions.

Therefore, in compliance with the foregoing proposal, and subject to all terms and conditions thereof, the undersigned offers and agrees, if this proposal is accepted within sixty (60) days from the date of the opening, to furnish the services for the prices quoted within the timeframe required.

Business Name

Authorized Signature Date

Typed Name & Title

THIS PAGE MUST BE COMPLETED AND SUBMITTED AS A PART OF YOUR PROPOSAL

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PROPOSAL FEE FORM

APPENDIX B

FINANCIAL PROPOSAL

INMATE FOOD SERVICES RFP

SLIDING SCALE

INMATE MEALS PRICE PER MEAL

I HEREBY CERTIFY THAT THIS FINANCIAL PROPOSAL IS MADE WITHOUT PRIOR UNDERSTANDING, AGREEMENT OR CONNECTION WITH ANY CORPORATION, FIRM OR PERSON SUBMITTING A PROPOSAL FOR THE SAME SERVICES AND IS IN ALL RESPECTS FAIR AND WITHOUT COLLUSION

OR FRAUD. I CERTIFY THAT I AM AUTHORIZED TO SIGN THIS FINANCIAL PROPOSAL.

COMPANY NAME_________________________________________

AUTHORIZED SIGNATURE_____________________________________

PRINT NAME _____________________________________________ DATE______________

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PROPOSER’S AFFIDAVIT OF NON-COLLUSION

I, , certify that this proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid/proposal for the same services and is in all respects fair and without collusion or fraud. I understand that collusive bidding is a violation of state and Federal law and can result in fines, prison sentences, and civil damages awards.

I certify that I did not prevent or attempt to prevent competition in bidding or proposals by any means whatsoever. I did not prevent or endeavor to prevent anyone from making a bid or proposal by any means whatever. I did not, nor will I, cause or induce another to withdraw a bid or proposal for the work.

I have not directly or indirectly violated subsection (d) of O.C.G.A § 36-91-21, nor has any officer, representative, agent or other person acting on behalf of my company.

If this oath is false, the contract shall be void, and all sums paid by Lumpkin County on the contract may be recovered by appropriate action.

COMPANY NAME:

Authorized Representative (Signature) Date

Authorized Representative/Title

(Print or Type)

This affidavit is given this day of , 2026.

Sworn to and subscribed before me this day of , 2026.

Notary Public Commission Expires

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DRUG FREE WORKPLACE FORM

I hereby certify that I am a principle and duly authorized representative of:

whose address is:

And it is also that:

1. The provisions of Section § 50.24.1 through § 50.24.6 of the Official Code of Georgia Annotated, relating to the "Drug Free Workplace Act" have been complied with in full; and,

2. A drug free workplace will be provided for the…