RFP 25018 Food Services Jail.pdf

THE UNIFIED GOVERNMENT OF

ATHENS-CLARKE COUNTY(ACCGov)

DATE: September 20, 2024

TO: Food Services

SUBJECT: RFP #25018 FOOD SERVICES JAIL

You are invited to submit a proposal from qualified companies specializing in Inmate Food Services (Herein “Food Services’) according to the Scope of Work as specified herein

Inquiries regarding proposals should be made to Toro Holt, Senior Buyer, (706) 340-1742 or accbids@accgov.com. Technical questions may be directed to Beth Morton, Clarke County Sheriff’s Office, 762-400-8021, or email: Beth.Morton@accgov.com.

A MANDATORY pre-proposal conference to respond to all inquiries with regards to this project will be held at 9:00 A.M. ET, Thursday, October 10, 2024 in the Athens-Clarke County Jail located at 3015 Lexington Road in Athens, Georgia. Potential offerors are required to attend.

The estimated range of this project is between $800,000 and $950,000 annually.

Attached hereto is the Request for Proposal (RFP) instruction document. The written requirements contained in this RFP shall not be changed or superseded except by written addendum from the Unified Government of Athens-Clarke County Purchasing Division of the Finance Department. Failure to comply with the written requirements for this proposal may result in rejection of the proposal by the Unified Government of Athens- Clarke County.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing, Four (4) paper copies without pricing, and One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule must be submitted. Proposals are to be sealed, marked with the offeror's name and address and labeled, “RFP #25018 FOOD SERVICES JAIL” and delivered to:

The Unified Government of Athens-Clarke County Finance Department, Purchasing Division 375 Satula Avenue

Athens, Georgia 30601

Not later than 3:00 P.M. ET, Thursday, October 24, 2024.

A qualified interpreter for the hearing impaired is available upon request at least 10 (ten) days in advance of the proposal opening date. Please call (706) 613-3088 for more information. This service is in compliance with the Americans with Disabilities Act (ADA).

Hand delivered copies may be delivered to the above address ONLY between the hours of 8:00 a.m. and 5:00 p.m. E.T., Monday through Friday, excluding holidays observed by the Unified Government of Athens-Clarke County.

mailto:accbids@athensclarkecounty.com mailto:Beth.Morton@accgov.com

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The Unified Government of Athens-Clarke County reserves the right to reject any and all proposals, to waive any technicalities or irregularities, and to award the contract based on the highest and best interest of the Unified Government of Athens-Clarke County.

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TABLE OF CONTENTS

SECTION TITLE

I REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

II REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

III SCOPE OF SERVICES

A. INTRODUCTION AND PURPOSE

B. GENERAL REQUIREMENTS

C. ADDITIONAL REQUIREMENTS

D. DEFINITIONS

E. SPECIFIC TASKS

F. TERMINATION OF CONTRACT

G. MANDATORY PROPOSAL COMPONENTS

H. OPERATIONAL REQUIREMENTS

I. FOOD REQUIREMENTS

J. CONTRACTOR STAFFING REQUIREMENTS

K. RECOMMENDED MINIMUM STAFFING REQUIREMENTS

L. ADDITIONAL INFORMATION

M. RESPONSIBILITY OF THE CLARKE COUNTY SHERIFF’S OFFICE

IV SELECTION PROCESS AND EVALUATION CRITERIA

V MANDATORY PROPOSAL FORMS

A. PROPOSAL FORM

B. ADDENDA ACKNOWLEDGEMENT

C. GEORGIA SECURITY & IMMIGRATION COMPLIANCE (GSIC) AFFIDAVIT

CONTRACTOR AFFIDAVIT & AGREEMENT

D. PRICE PROPOSAL SCHEDULE

(Must be submitted in a separately sealed envelope)

VI DOCUMENTS CHECKLIST

ATTACHMENT A: WHAT YOUR BUSINESS NEEDS TO KNOW ABOUT GEORGIA’S E- VERIFY

REQUIREMENTS

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SECTION I - REQUEST FOR PROPOSAL SUBMISSION INSTRUCTIONS

ALL PROPOSALS RECEIVED WILL BECOME A PART OF THE OFFICIAL CONTRACT FILE AND

MAY BE SUBJECT TO DISCLOSURE.

A complete signed proposal must include the documents listed below:

PROPOSAL FORMAT: Offerors are expected to examine the specifications, price schedule, and all instructions. Failure to do so will be at the offeror’s risk. Each offeror shall furnish the information required by the solicitation. The proposal and price schedule must be signed by an officer of the company, who is legally authorized to enter into a contractual relationship in the name of the offeror.

All proposals received will become a part of the official contract file and may be subject to disclosure.

All proposals should include the information outlined below and in the following order:

1. Cover Letter: A brief cover letter of introduction and interest.

2. Table of Contents: Including all sections and subsections.

3. Business Information: State the full name and address of your organization and the branch office or subordinate element that will perform the services described in this proposal. Include a telephone number, the point of contact and official signature of an authorized company representative. Indicate whether you operate as a single proprietorship, partnership, or corporation. Include the state(s) in which you are incorporated and/or licensed to operate.

4. Qualifications and Experience: Include an organization chart and summary resumes of key personnel proposed for the project, including designations of the team leader, the consultant responsible for design, the project architect, the person responsible for all proposed communications with the owner and all proposed sub-consultants and a description of their roles.

a. Current Project Assignments: Identify the current project assignment(s) and the currently identified completion date(s) for projects currently being managed by the key individuals proposed for our project.

b. Understanding of the Project: Statement of the firm's understanding of the project and proposed approach for providing requested services.

c. Additional Services Required: Based on the firm's understanding of the project, identify any additional services that might be required for a successful program.

5. References: Include a minimum of three (3) references for contracts of a similar nature, preferably public sector references. Include the name, address, telephone number, point of contact and description of the contract for each reference. Examples of no more than three (3) "reference projects".

6. Contractor Provider Equipment: Provide a list of equipment and supplies needed to proform the Services.

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7. Other Relevant Information: Include any other relevant information concerning the project in this section.

8. MANDATORY PROPOSAL COMPONENTS: (Reference Section III, G, 1–7)

SUBMITTAL FORMAT: ALL proposal copies must be submitted in a sealed envelope or container with the OUTERMOST container stating the company name, address, telephone number, the RFP number and TITLE

(RFP #25018 FOOD SERVICES JAIL).

If you have an ACCGov Vendor Number please include it on the sealed envelope or container. If you do not know your vendor number, please email: vendors@accgov.com. If you do not have a vendor number but you are awarded this RFP, you will be invited to submit your vendor registration per the following instructions:

https://www.accgov.com/DocumentCenter/View/88465.

Please Note: The ACCGov Vendor Number is not required to submit a proposal, and new vendor registrations will not be processed for bidding/proposal purposes only.

One (1) USB Flash drive with a copy of the Proposal WITHOUT Pricing Four (4) paper copies of the signed proposal WITHOUT price One (1) Separately Sealed paper copy of section V-D Price Proposal Schedule

(Must be submitted separately in a sealed envelope)

Offerors are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope used by such service.

No responsibility shall attach to the Unified Government of Athens-Clarke County for the premature opening of a proposal not properly addressed and identified, and/or delivered to the proper or Improper address. Proposals via facsimile will NOT be considered.

ALL DOCUMENTS SUBMITTED ON USB FLASH

DRIVE MUST BE IN A SINGLE PDF FILE

mailto:vendors@accgov.com https://www.accgov.com/DocumentCenter/View/88465

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THE UNIFIED GOVERNMENT OF ATHENS-CLARKE COUNTY

REQUEST FOR PROPOSAL (RFP)

FOOD SERVICES JAIL

SHERIFF’S OFFICE

ATHENS, GEORGIA

SECTION II - REQUEST FOR PROPOSAL OVERVIEW AND PROCEDURES

INTRODUCTION

A. PURPOSE: The Unified Government of Athens-Clarke County and The Clarke County Sherriff’s Office

(CCSO) desires to solicit competitive proposals from responsible vendors to provide a design, implementation, and operations of a Food Services program for the Athens-Clarke County Jail (ACC Jail). The CCSO expects the awarded company to be prompt, attentive, and able to perform the work in a timely and scheduled manner and with personnel, including sub-contractors, who are professional in approach and uniform.

The contractor will provide services per the scope of services as indicated in Section III of this request for proposal (RFP).

B. RFP TIMETABLE: The anticipated schedule for the RFP and contract approval is as follows:

Proposal Documents Available ……………….Friday, September 20, 2024.

Pre-Proposal Conference .................................. 9:00 A.M. ET, Thursday, October 10, 2024

Deadline for submission of questions ................ Thursday, October 16, 2024 (minimum 4 days prior to bid opening)

Deadline for receipt of proposal ........................ 3:00 P.M. ET, Thursday, October 24, 2024 Proposals Valid Until ........................................ February 28, 2025

C. CONTACT PERSON: The contact person for this RFP is Toro Holt, Senior Buyer. Explanation(s) desired by the offeror(s) regarding the meaning or interpretation of this RFP must be requested from the contact person, in writing via email at accbids@accgov.com. Technical questions may be directed to Beth Morton, Clarke County Sheriff’s Office at 762-400-8021, or email: Beth.Morton@accgov.com.

Offerors are encouraged to contact only the contact persons stated above to clarify any part of this RFP.

Any such unauthorized contact shall not be used as a basis for responding to this RFP and also may result in the rejection of the offeror's submittal.

D. MINIMUM PROPOSAL ACCEPTANCE PERIOD: Proposals shall be valid and may not be withdrawn for a period of 120 days from the date specified for receipt of proposals.

E. ADDITIONAL INFORMATION/ADDENDA: The Unified Government of Athens-Clarke County will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Offerors should not rely on any representations, statements or explanations other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail.

Request for additional information or clarifications must be made in writing no later than the date specified in the RFP Timetable. The request must contain the offeror's name, address, phone number, and fax number, and email address.

mailto:Beth.Morton@accgov.com

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Offerors must acknowledge any issued addenda. Proposals which fail to acknowledge the offeror’s receipt of any addendum will result in the rejection of the proposal if the addendum contained information which substantively changed the Owner’s requirements

Offerors who obtain this Request for Proposal from Georgia Procurement Registry or Athens Clarke County/Purchasing (https://www.athensclarkecounty.com/Bids.aspx) or from other than the Purchasing Division are advised to re-visit the above websites to obtain any addenda which may be issued prior to the proposal closing date. The Unified Government of Athens-Clarke County assumes no responsibility for Offerors’ failure to acknowledge any addenda issued

F. LATE PROPOSALS, WITHDRAWALS, MODIFICATIONS AND REJECTIONS: Proposals shall not be modified, withdrawn, or canceled by the offeror for a period of 120 days following the time and date designated for the receipt of proposals, and each offeror so agrees in submitting his proposal. Negligence on the part of the Offeror in the preparation of his proposal shall not be grounds for the modification or withdrawal of a proposal after the time set for proposal closing. Proposals received after the proposal due date and time are late and will not be considered. Modifications received after the proposal due date are also late and will not be considered

G. PROPOSAL CLOSING: Proposal schedule prices will not be opened or read aloud publicly. A list of names of firms providing proposals may be obtained from Georgia Procurement Registry or Athens Clarke County Bids or via email request to E-Mail: accbids@accgov.com after the proposal due date and time stated herein. A tabulation of prices may be obtained upon award.

H. NON-COLLUSION AFFIDAVIT: By submitting a proposal, the offeror represents and warrants that such proposal is genuine and not sham or collusive or made in the interest or on behalf of any person not therein named and that the offeror has not directly or indirectly induced or solicited any other offeror to put in a sham proposal, or any other person, firm or corporation to refrain from proposing and that the offeror has not in any manner sought by collusion to secure to that offeror any advantage over any other offeror.

By submitting a proposal, the offeror represents and warrants that no official or employee of the Unified Government of Athens-Clarke County has, in any manner, an interest, directly or indirectly in the proposal or in the contract which may be made under it, or in any expected profits to arise therefrom.

I. GEORGIA SECURITY AND IMMIGRATION COMPLIANCE ACT AFFIDAVIT: By submitting a proposal and executing the attached Affidavits, the offeror verifies its compliance with O.C.G.A. §13- 10-91. The offeror further agrees to maintain records of such compliance and shall provide a copy of each such verification to Unified Government of Athens-Clarke County, at the time the subcontractor(s) is retained to perform such services.

J. COST INCURRED BY OFFERORS: All expenses involved with the preparation and submission of proposals to the Unified Government of Athens-Clarke County, or any work performed in connection therewith shall be borne by the offeror(s). No payment will be made for any responses received or for any other effort required of or made by the offeror(s) prior to the commencement of work as defined by a contract approved by the governing body of the Unified Government of Athens-Clarke County.

K. EQUAL OPPORTUNITY POLICY STATEMENT: It is the policy of the Athens-Clarke County government that no person or business shall be excluded from participation, denied the benefits of, or otherwise discriminated against in relation to the award and performance of any contract or subcontract on the grounds of race, color, creed, national origin, age, or sex.

http://ssl.doas.state.ga.us/PRSapp/PR_index.jsp http://www.athensclarkecounty.com/index.aspx?NID=375 http://www.athensclarkecounty.com/index.aspx?NID=375 https://www.athensclarkecounty.com/Bids.aspx http://ssl.doas.state.ga.us/PRSapp/PR_public_routing.jsp?route_code=nigp_list http://ga-athensclarkecounty.civicplus.com/Bids.aspx http://ga-athensclarkecounty.civicplus.com/Bids.aspx

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L. HOLD HARMLESS AND INDEMNIFICATION: The Offeror agrees, insofar as it legally may, to indemnify and hold harmless the Unified Government of Athens-Clarke County, its officers, employees and agents from and against all loss, costs, expenses, including attorneys' fees, claims, suits and judgments, whatsoever in connection with injury to or death of any person or persons or loss of or damage to property resulting from any and all operations performed by Offeror, its officers, employees, and agents under any of the terms of this contract.

M. SITE VISIT: Offerors are REQUIRED to inspect the site where services are to be performed and to satisfy themselves regarding all general and local conditions that may affect the cost of contract performance, to the extent that the information is reasonably obtainable. In no event, shall failure to inspect the site constitute grounds for a claim after contract award. Site visits will take place during the Pre-Proposal Conference on Thursday, October 10, 2024, at 9:00 A.M. ET.

N. AWARD OF CONTRACT: This is a past performance/technical/price trade-off source selection in which competing offeror’s past and present performance history and technical ability will be evaluated on a basis approximately equal to price. Award will be made to the responsible offeror whose proposal represents the best value after evaluation in accordance with the factors listed in Section IV herein. The Unified Government of Athens-Clarke County may reject any or all proposals if such action is in the Unified Government’s interest.

O. MULTIPLE AWARDS: The Unified Government of Athens-Clarke County reserves the right to make multiple awards or to award a contract by individual line items or alternatives, by a group of line items or alternatives, or to make an aggregate award, whichever is deemed most advantageous to the Unified Government. If the Unified Government determines that an aggregate award to one offeror is not in the Unified Government's best interest, "all or none" offers shall be rejected.

P. PLACE OF PERFORMANCE: The Unified Government of Athens-Clarke County will not contemplate traveling outside the City of Athens to the contractor’s facility for custom fitting or alterations. The offeror shall insert in the spaces provided in the price schedule the address of the plants or facilities location(s) that he intends to use.

Q. QUALIFICATION OF OFFERORS: The Unified Government of Athens-Clarke County may make such reasonable investigations as deemed proper and necessary to determine the ability of the offeror to perform the work and the offeror shall furnish to the Unified Government all such information and data for this purpose as may be requested. The Unified Government reserves the right to reject any proposal if the evidence submitted by, or investigations of, such offeror fails to satisfy the Unified Government that such offeror is properly qualified to carry out the obligations of the contract and to complete the work contemplated therein.

The Unified Government of Athens-Clarke County contractors/vendors must have a current Athens-

Clarke County business license if they are physically located in Athens-Clarke County or if they perform a service in Athens-Clarke County.

Proposals from any offeror that is in default on the payment of any taxes, license fees, or other monies due to the Unified Government will not be accepted.

R. ALTERNATE PROPOSALS: Alternate proposals or proposals that deviate from the requirements of this solicitation will not be considered. Offerors shall not insert in their proposal any written statement which will have the effect of making any material change or changes in the Scope of Services or in any contract between the parties covering subject matter thereof.

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S. OPEN RECORDS: In accordance with OCGA Section 50-18-72(a)(34) Any trade secrets obtained from a person or business entity that are required by law, regulation, bid, or request for proposal to be submitted to an agency. An entity submitting records containing trade secrets that wishes to keep such records confidential under this paragraph shall submit and attach to the records an affidavit affirmatively declaring that specific information in the records constitute trade secrets pursuant to Article 27 of Chapter 1 of Title 10. If such entity attaches such an affidavit, before producing such records in response to a request under this article, the agency shall notify the entity of its intention to produce such records as set forth in this paragraph. If the agency makes a determination that the specifically identified information does not in fact constitute a trade secret, it shall notify the entity submitting the affidavit of its intent to disclose the information within ten days unless prohibited from doing so by an appropriate court order. In the event the entity wishes to prevent disclosure of the requested records, the entity may file an action in superior court to obtain an order that the requested records are trade secrets exempt from disclosure. The entity filing such action shall serve the requestor with a copy of its court filing. If the agency makes a determination that the specifically identified information does constitute a trade secret, the agency shall withhold the records, and the requester may file an action in superior court to obtain an order that the requested records are not trade secrets and are subject to disclosure;

T. NON-DISCRIMINATION ORDINANCE: Contractor agrees to abide by and be bound by Chapter 6-

21 of the Code of Athens-Clarke County, Georgia, regarding Unlawful Discrimination and agrees to ensure that any and all subcontractors operating pursuant to this solicitation also agree to abide by and be bound by Chapter 6-21 of the Code of Athens-Clarke County, Georgia.”

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SECTION III - SCOPE OF SERVICES

The contractor shall provide all personnel, equipment, tools, materials, supervision, and other items and services necessary for food services as per the scope of services outlined below.

A. INTRODUCTION AND PURPOSE: The Unified Government of Athens-Clarke County (ACCGov) is a unified city/county government located in the northeast section of the state of Georgia and is approximately sixty (60) miles northeast of Atlanta, Georgia. The Unified Government of Athens-Clarke County (the government’s official name) was formed in 1991 by a referendum which required the combining of The City of Athens and Clarke County. ACCGov serves an area population of approximately 129,000 with annual growth projected at 1% per year. ACCGov provides a multitude of local and state-funded services, which includes, but is not limited to, Public Safety, Utility, Courts, Corrections, Tax and Fire Services. ACCGov employs approximately 2,200 people.

The Clarke County Sheriff’s Office (CCSO) is soliciting sealed proposals from qualified companies specializing in Inmate Food Services (Herein “Food Services’) according to the Scope of Work as specified herein.

B. GENERAL REQUIREMENTS

1. Access Control: Unless otherwise approved in writing by the Jail Commander, the Contractor’s Staff will enter and exit the Jail via the main entrance, in the front of the Jail. The CCSO reserves the right to deny any person access to the Jail under the jurisdiction of the CCSO. The Contractor’s staff will be required to use designated exits and entries.

Deliveries will be made to the loading dock at the side of the Jail. The address for deliveries is 2900 County Farm Road, Athens, GA 30605.

2. Hours Of Operation: The Jail facility operates continuously twenty-four hours per day, three hundred sixty-five days per year (24/365).

3. Ordering and Payment: Performance will be ordered by issuance of a purchase order for the period of performance. Payment for work performed shall be paid monthly upon receiving invoicing with an attached copy of each certificate of receipt of service for that month signed by Department Director or designee. The contractor shall ensure that all invoices clearly reflect the purchase order number. All original invoices must be mailed or hand-delivered to Athens-Clarke County Accounts Payable, P.O. Box 1748, Athens, GA 30603 or Athens-Clarke County Accounts Payable, 375 Satula Avenue, Room 175, Athens, GA 30601. A duplicate invoice may be submitted to the department. Failure to comply with this provision may result in delayed payments for services rendered.

a. The Contractor shall prepare and submit invoices to the Finance Office address specified on individual orders. If the invoice does not comply with these requirements, the Finance Office will return it with the reasons why it is not a proper invoice. A proper invoice must include the items listed below.

(i) Name and address of the Contractor.

(ii) Invoice date and invoice number. (The Contractor should date invoices as close as possible to the date of the mailing or transmission.)

(iii) Purchase order number for supplies delivered or services performed.

(iv) Description, quantity, unit of measure, unit price, and extended price of supplies delivered or services performed.

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(v) Shipping and payment terms (e.g., shipment number and date of shipment, discount for prompt payment terms).

(vi) Name and address to whom payment is to be sent.

(vii) Name (where practicable), title, phone number, and mailing address of the person to notify in the event of a defective invoice.

(viii) Any other information or documentation required by the contract (e.g., evidence of shipment).

b. In the event orders are made via monthly or period purchase orders, the contractor may provide a summary invoice for all deliveries made during a billing period, identifying the delivery tickets covered therein, stating their total dollar value. A summary invoice shall be supported by receipt copies of the delivery tickets. Delivery tickets or sales slips shall contain:

(i) Name of supplier

(ii) Purchase Order number

(iii) Ship to Department and Address

(iv) Description, Quantity, unit price, and extension of each item.

(v) Date of delivery or shipment.

C. ADDITIONAL REQUIREMENTS

1. Insurance and Bonding: Contractor shall procure and maintain insurance which shall protect the Contractor and ACCGov, including the CCSO, from any claims for bodily injury, property damage, or personal injury which may arise out of operations under the agreement. Contractor shall procure the insurance policies at the Contractor’s own expense and shall furnish ACCGov an insurance certificate listing ACCGov as certificate holder. The insurance certificate must document that the liability insurance coverage purchased by the Contractor includes contractual liability coverage to protect ACCGov, including the CCSO. The insurance certificate must provide the following information:

1) Name and address of authorized agent

2) Name and address of insured

3) Name of insurance company (licensed to operate in Georgia)

4) Description of coverage in standard terminology

5) Policy period

6) Limits of liability

7) Name and address of certificate holder (ACCGov)

8) Acknowledgement of notice of cancellation to ACCGov

9) Signature of authorized agent

10) Telephone number of authorized agent

11) Details of policy exclusions in comments section of insurance certificate

12) Additional Insured Endorsement

Note: It is the intent of ACCGov that certificates of insurance should comply with the pertinent Rules of the Commissioner of Insurance, which are found in Chapter 120-2-103 of the Official Compilation of the Rules and Regulations of the State of Georgia.

Each policy shall contain a provision that coverage afforded under the policies will not be canceled (or not renewed or allowed to lapse for any reason) until at least thirty (30) days after Owner has received notice thereof as evidenced by return receipt of registered letter. All policies must be issued by an insurance company licensed to do business in the State of Georgia, with a minimum AM Best rating of A-, and signed by an authorized agent.

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The Contractor must submit, along with insurance certificate(s), an additional insured endorsement for all coverages as allowed by statute naming the Unified Government of Athens Clarke County, and a notice of cancellation endorsement.

2. Coverages and Limits Required: Workers Compensation (WC): Workers Compensation

Insurance (per Occurrence) in the amounts of the statutory limits established by the General Assembly of the State of Georgia (a self-insurer must submit a certificate from the Georgia Board of Works Compensation stating that the supplier qualifies to pay its own workers compensation claims). In addition, the supplier shall require all subcontractors occupying the premises or performing work under the contract to obtain an insurance certificate showing proof of Workers Compensation Coverage with the following minimum coverage:

• Bodily injury by accident – per employee $100,000

• Bodily injury by disease – per employee $100,000

• Bodily injury by disease – policy limit $500,000

Commercial General Liability (CGL):

• Each Occurrence Limit $1,000,000

• Personal & Advertising Injury Limit $1,000,000

• General Aggregate Limit $2,000,000

• Products/Completed Ops. Aggregate Limit $2,000,000

Automobile Liability:

• Combined Single Limit $1,000,000

Fidelity Insurance: $50,000

Umbrella Liability: $2,000,000

Additional Insured: The vendor or contractor shall add “the Unified Government of Athens- Clarke County, its officers, employees, and agents” as an additional insured under the commercial general liability, automobile, fidelity, and umbrella liability policies. The additional insured endorsement must be provided.

A fidelity bond may be required in the event that vendors or contractors will be engaged in ACCGov work with little or no ACCGov supervision present and have easy access to ACCGov Property and/or monies. Examples: vendors who provide after-hours janitorial services, security services, or concessionaire contracts.

D. DEFINITIONS:

CALEA The Commission on Accreditation for Law Enforcement Agencies, Inc.

NCCHC The National Commission on Correctional Health Care O.C.G.A The Official Code of Georgia Annotated or OCGA is the compendium of all laws in the state of Georgia

E. SPECIFIC TASKS:

1. Overview and Background: The Athens-Clarke County Jail (ACC Jail) is a CALEA and NCCHC

Accredited, modern detention facility located at 3015 Lexington Road, Athens, Georgia 30605.

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The ACC Jail underwent a major expansion in 2017 to increase housing and services. The rated housing capacity is 846 inmates.

Although kitchen and staff dining areas were included in the expansion, those areas are only partially outfitted/equipped. (Reference: Section III, H, 10. Equipment)

The Average Daily Population (ADP) of the inmate population is approximately 440 – 500 inmates. The number of staff meals is estimated to be 25 to 40 per day. The ACC Jail facility operates continuously twenty-four hours per day, three hundred sixty-five days per year (24/365).

Numbers are included for planning purposes only and are not warranted for accuracy.

2. Scope of Work: The awarded contractor (Herein “Contractor’) shall provide all supervision, labor and materials necessary to perform the Food Services.

The Contractor shall be responsible for all work performed in support of this contract. Sub-contractors shall perform no work unless pre- approved in writing by the CCSO. The Contractor must disclose any intended sub-contractors within the bid at the time of bid submissions. Once the ACCGov/CCSO has awarded the contract, the Contractor cannot change sub-contractors without seeking written pre-approval from the CCSO. The CCSO reserves the right to check all references and conduct background checks on any changes to sub-contractors or workers performing work under this contract. The Contractor shall be wholly responsible for the quality of their sub-contractor’s work. The Contractor shall disclose the percentage (%) of work to be completed by each sub-contractor.

The Sheriff or Jail Commander may appoint a Project Manager to oversee Food Services and compliance with the Food Services Agreement. The Contractor must follow the Project Manager’s specifications and must allow the Project Manager to inspect all work.

The Food Services Agreement is to provide Food Services to the ACC Jail with a guaranteed bid price(s) for a 12-month period. The initial contract term will be 12 months with an option to renew four (4) additional one-year terms. The CCSO seeks cost proposals separated for each year of the contract and not as a lump compensation for the entire five (5) year term.

F. TERMINATION OF CONTRACT

a) This Agreement may be terminated at any time by mutual consent of the parties hereto, provided that such consent to terminate is in writing and is signed by all of the parties hereto.

b) The contract, mutually agreed upon and entered into between the ACCGov/CCSO and the

Contractor, may terminate upon any of the following conditions:

1. Suspension of Jail Operation: Should the governing authority responsible for the ACC Jail cease operation of the institution for any reason, the contract shall become void at the option of the CCSO.

2. Termination of Contract for Non-Performance: The CCSO may terminate the contract resulting from this solicitation at any time the Contractor fails to carry out the contract provisions, or, if in the opinion of the Sheriff or designee, the performance of the contract is unreasonably delayed, Page | 14 or the Contractor is violating the contract conditions. The CCSO shall provide the Contractor with notice of any conditions that are hindering performance. If, after such notice, the Contractor fails to remedy such conditions within a reasonable time, not to exceed three (3) consecutive days, the CCSO may, in writing and at its option, terminate the contract without further notice to the Contractor and order the Contractor to stop work immediately and vacate the premises.

3. Termination/Disagreement as to Cost: Meal cost may only be adjusted on the annual anniversary dates of the contract and adjustments shall be based upon the Consumer Price Index and particular line items titled “Food”, and “Food, Feed, & Beverage” of the Consumer Price Index (CPI) or similar indicator of inflation approved by the CCSO. The amount of any proposed increase along with supporting data shall be submitted by the Contractor, in writing, to the ACCGov/CCSO three

(3) months prior to contract year-end during the current term of this agreement and during any subsequent term for which it may be renewed. The ACCGov/CCSO may accept, reject, or negotiate with the Contractor. In the event that an acceptable agreement cannot be reached or if the ACCGov/CCSO declines to approve the increase, the contract shall automatically terminate on the anniversary date of such term.

4. Limitation of Local Debt: In accordance with O.C.G.A. 36-60-13 (a) and Article 9, Section 5, Part I of the Georgia Constitution (1983), this contract shall terminate absolutely and without further obligation on the part of the ACCGov/CCSO at the close of the initial term of this contract and at the close of each succeeding term for which it may be renewed.

5. Lack of Funding: In accordance with O.C.G.A. 36-60-13 (b) (1) this contract will terminate immediately and absolutely at such time as appropriated funds and otherwise unobligated funds are no longer available to satisfy the obligations of the CCSO.

6. Default: Should the Contractor at any time, fail to comply with the conditions of the contract, fail to complete the required work, fail to furnish the required meals, or fail to supply the labor, materials, supervision and other things required of it in sufficient quantity and of required quality to perform the work with the conformity and diligence required, then in any such event, each of which shall constitute a default, the CCSO shall have a right after providing Contractor with notice of default, and allowing Contractor the opportunity to cure such default within three (3) consecutive days to exercise any one or more of the following remedies if the Contractor fails to satisfactorily remedy such default:

a) Within the time stipulated in the contract, to purchase in the open market and deduct additional cost(s) associated therewith from any money due or to become due the Contractor;

b) Complete or have completed the work, at the expense of the Contractor;

c) Recover from the Contractor all losses, damages, penalties and fines, and reasonable attorney’s fees incurred by the County by reason or result of the Contractor’s default.

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G. MANDATORY PROPOSAL COMPONENTS

1. General Proposal Instructions: All documentation submitted as part of or with the proposal becomes the property of CCSO and will not be returned.

The Contractor shall respond to each requirement outlined in this RFP and in the same format as the RFP. In most instances, it shall be sufficient to affirmatively acknowledge agreement with the stated requirement. In the event the Contractor’s proposal differs from the requirements, the difference shall be specifically noted and explained.

The Contractor and all sub-contractors will not discriminate against any employee or applicant for employment because of race, sex, age, color, religion, national origin, or handicap, except where it is a bona fide occupational qualification reasonably necessary to the normal operation of the Contractor.

2. Cover Letter: Prepare and submit a cover letter of transmittal. Include the name, address, and telephone number of the primary representative to be contacted regarding your proposal.

3. Current Customers: Provide a complete list of customers for whom food service is currently provided within the state of Georgia. This list shall contain a contact person’s name and phone number along with a brief description of the size and scope of services provided.

4. References: Provide a list of three (3) references (including company name, contact person, address, and current telephone number) for which the company has performed services that are similar in nature and scope to the CCSO’s request.

Provide a list of all correctional institutions in Georgia that are clients or have been clients in the last 24 months. Indicate if the institution is active or cancelled, how long they have been or were clients, and the Average Daily Population (ADP) of inmates.

5. Staffing Plan: Submit a detailed staffing plan for the food service operation including a brief rationale. Specifically, this plan shall identify the number of positions, shifts, duties, and qualifications of the personnel who will be employed in each job classification. A suggested, but not required, minimum-staffing plan by position, duty, and schedule is provided (Reference:

Section III, K, 1–3 Recommended Minimum Staffing Requirements)

a) Any proposed variations to the suggested plan shall be thoroughly explained and justified.

b) The staffing proposal submitted by the Contractor will become part of the final contract and the Contractor will be required to maintain said level of staffing. Failure to maintain the required staffing levels shall constitute a material breach of the Food Service Agreement.

Failure to meet the accepted minimum staffing during the designated time periods shall constitute default on the part of the Contractor.

c) The ACC Jail will utilize inmate labor for the purpose of plating inmate meals, cleaning inmate food trays, and general cleaning of the kitchen. An ACC Jail employee will handle supervision of inmate labor for security purposes, but the Contractor will be required to

Page | 16 provide proper training as to appropriate food handling and cleaning methods and supervision in the performance of these duties.

d) Submit a staffing plan for inmate workers, indicating the number needed and expected duties.

6. Litigation/Violations: Provide a listing of all litigation in which the company was a party during the last five (5) years and any judgments during the last three (3) years. Provide a list of any health and safety violations for which the company has been cited over the past five (5) years.

7. Financial Stability: The Bidder will provide financial information to allow proposal evaluators to ascertain the financial stability of the firm. If the proposing firm is a Publicly Traded Company, or a subsidiary of a Publicly Traded Company then they must provide a copy of the company’s most recent audited financial reports.

If the Bidder is a private company, they will provide a letter from their financial institution, on the financial institution’s letterhead, stating the Bidder is in good standing with that financial institution.

H. OPERATIONAL REQUIREMENTS

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

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

3. Inspections by Health Agencies: The Contractor shall maintain kitchen facilities in such a condition that inspections by County and State health agencies achieve an Environmental Health Rating of 90 or higher. The Sheriff, Jail Commander, or designee reserves the right to inspect the kitchen facility for cleanliness and operation. Such inspections shall result in a written documentation of any deficiencies and the Contractor shall be provided a reasonable period for correcting said deficiencies.

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

5. Pricing/Invoicing for Meals: The Contractor will submit an invoice to the CCSO on the first working day of each week, covering the preceding week, for meals ordered or served, whichever is greater. The ACCGov issues invoice payments every two weeks.

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a) The price(s) per meal charged to the CCSO shall be described in the proposal and shall be guaranteed for one (1) year. The Contractor shall provide, at the standard cost(s) per meal, meals conforming to special religious requirements; physician ordered specifications or religious times/holidays. The price(s) per meal agreed upon in subsequent renewal terms of the contract shall be guaranteed for one (1) year.

6. Food Service Supplies and Food Products: The Contractor shall provide all consumable supplies, paper, plastic, sacks, clamshell meal trays, reusable plastic cups, plastic spoons and food products that are required for the food service operation and delivery to the inmates. The type of meal tray used is at the discretion of the Jail Commander or designee. All such purchases shall be made in the Contractor’s name. The CCSO reserves the right to request that a sample of all or certain specific items be submitted prior to contract execution. All items must be approved by the Sheriff, Jail Commander, or designee. The Contractor will be required to keep a record of non-consumable items provided by them and submit this list and any modifications to the Sheriff, Jail Commander, or designee within 72 hours prior to the proposed change.

a) The Contractor shall maintain non-consumable stock at 125% of the Average Daily

Population (ADP).

i. The contractor will purchase all initial small wares such as knives, spatulas, ladles, spoons, whips and related cooking utensils, as well as stainless steel coffee pots in accordance with Sheriff or Jail Commander approved par stock levels. Initial inventory will become the property of CCSO.

ii. Any subsequent purchases to maintain stock levels will be made by the CCSO and remain the property of CCSO. The Contractor will be responsible for notifying the Jail Commander or designee of such items in advance of depletion of stock levels.

7. Sanitation: The Contractor shall be responsible for cleanup of the kitchen, and any other area within the ACC Jail facility in which food is provided by the Contractor for special events. The Contractor shall provide all supplies/materials needed for sanitation and cleanup in the kitchen.

The Contractor will be responsible for transporting all garbage and trash from the kitchen to the designated trash collection pickup area as determined by the Sheriff, Jail Commander, or designee. Garbage and trash will be deposited in the designated receptacle after each meal and not left in the kitchen areas, hallways, and loading dock area. The ACC Jail elects to use inmate labor and such labor shall be provided to the Contractor for the purpose of sanitation, food service area clean- up, trash disposal and the plating-up of meals. The utilization of inmate labor does not, however, relieve the Contractor from their responsibility to cleanup food service areas. It shall remain the responsibility of the Contractor to meet all health standards and sanitation required in the food service operation. The Contractor shall not utilize flammable cleaning products.

8. Chemical Control: The Contractor shall establish a chemical control, use, and record-keeping system for all chemicals.

a) Grease will not be disposed of in drains.

b) Grease will be disposed of in accordance with local health codes.

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c) The Contractor shall be responsible for the storage and controlled usage of all cleaning products in accordance with institutional directives. All cleaning compounds shall be non-phosphorus and of a type approved for use within food service areas. The successful responder shall establish hazardous chemical logs and comply with all applicable CCSO rules, regulations and standards concerning the use, storage and handling of hazardous substances.

d) The Contractor shall provide supervision of inmates while using chemicals.

9. Health of Vendor Staff: The Contractor will ensure that all employees assigned to duty at the

ACC Jail shall have appropriate health screening which must also include a Purified Protein Derivative (PPD - Tuberculosis) test prior to employment by the Contractor with a copy of the results maintained on site. If the employee tested positive, the employee will not be allowed to enter the facility until treated and/or tested for tuberculosis.

10. Equipment: The ACC Jail has a designated kitchen area that is presently used for plating of meals only. Food Services are currently provided by an offsite supplier. The design, implementation, and operation of Food Services will require a capital investment to fully equip and outfit the kitchen for operational efficiency, which must be addressed in the RFP and include an itemized list of equipment to be acquired.

a) The Contractor shall return the food service premises and equipment to the CCSO at the expiration of this contract. Both the premises and the equipment shall be in good working condition, except for that which may have been lost or damaged by fire, flood, or unavoidable occurrence and except to the extent that said equipment may have been stolen by persons other than employees of the Contractor without negligence on the part of the Contractor or its employees and providing that all damages and losses are reported to the CCSO immediately upon discovery.

b) A semi-annual inventory shall be submitted to the Jail Commander for all items covered by this paragraph. The CCSO will pay for needed repairs caused by normal wear and tear. The CCSO, at no charge to the Contractor, will replace equipment which in the opinion of the CCSO has exceeded its useful life.

c) If it is determined by the Sheriff, Jail Commander, or designee that the equipment used by the Contractor is found not to be in working order, due to other than fair wear and tear, the Contractor will be liable for the maintenance or replacement cost(s) of the applicable equipment. The decision as to the suitability of the replacement shall be determined by the Sheriff, or Jail Commander after consultation with the Contractor.

d) The Contractor shall provide an inventory of all kitchen equipment and utensils to the

Sheriff, Jail Commander, or designee prior to taking over responsibility for the operation of the kitchen. The inventory shall note any discrepancies found in the equipment and will be signed and dated by the Food Service Manager. The Sheriff, Jail Commander, or designee may elect to have a designated individual accompany the Contractor when the inventory and equipment evaluation is conducted.

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11. Records: The Contractor will keep full and accurate records of sales, meal counts and all other records in connection with food services for a minimum of three (3) years. A copy of said records shall be supplied to the Sheriff, Jail Commander, or designee on a monthly basis, on the first working day of the subsequent month or as required by the Sheriff, Jail Commander, or designee.

Records of substitutions shall include the items and portion sizes, the reason for the substitution and verification that a dietician has been consulted when appropriate. In addition, all records relating to the food service operation at the ACC Jail shall be available for auditing by the CCSO at any time during regular working hours.

a) The Contractor shall, within one day of receiving an inspection report concerning the food service operation, give the Jail Commander or designee a full copy of each report.

12. Inventory: For security purposes, the Contractor shall carefully control and supervise the use of kitchen utensils. The Contractor agrees that all knives and kitchen utensils shall be counted and locked for safe keeping in accordance with policy and procedures provided to the Contractor by the ACC Jail. When out of locked storage, all knives will be attached to a cable secured to fixed kitchen furniture. Inventory shall be taken daily by the Contractor with the absence of any knives, or other utensils immediately reported to the Sheriff, Jail Commander, or designee.

a) The successful responder must propose and provide a tool control system that ensures the inventory and security of cooking implements and tools in compliance with CCSO policy and procedures.