RFP_33501-264505_Amendment_1_QC.pdf
PDF 478 KB Posted
- Solicitation number
- RFP 33501-264505
- Issued by
- Benton County, Beech Bluff CDP, Tennessee
About this file
This Amendment #1 to Request for Proposals #33501-264505 issued by the State of Tennessee Department of Commerce and Insurance updates the RFP schedule and provides clarifications regarding food service operations for the Tennessee Fire Service and Codes Enforcement Academy (TFACA). The amended RFP solicits proposals for comprehensive food service including breakfast, lunch, dinner, special event meals, and box lunches served to academy staff and students. The RFP issued May 5, 2026, with a pre-response conference and site visit scheduled for May 13, 2026, a notice of intent to respond deadline of May 14, 2026, written questions due June 1, 2026, and a state response to questions on June 30, 2026. The proposal response deadline is July 14, 2026, with technical evaluations completed July 28, 2026, and cost proposal opening and scoring on July 29, 2026. Negotiations are scheduled for July 30 through August 5, 2026, with notice of intent to award released August 7, 2026, and the protest period ending August 14, 2026. The contractor signature deadline is August 20, 2026, for a 60-month contract term beginning October 25, 2026. Historical meal count data provided indicates annual volumes of approximately 53,524 breakfast meals, 77,101 lunch meals, and 38,973 dinner meals, with additional special events and box lunches, though meal counts vary significantly by week due to class schedules and holiday closures.
The amendment clarifies operational requirements through responses to 27 bidder questions and provides detailed historical meal count projections across all 52 weeks of the fiscal year. The State paid the current vendor $344,662.75 for FY25, establishing a pricing baseline for cost proposals. The contractor is responsible for providing all operational equipment including dishware, food warmers, and beverage dispensers, while the State provides existing kitchen facilities and major equipment. The contractor must maintain a minimum of two employees per meal service and provide commercial auto liability insurance for on-site vehicle use. Special dietary needs are handled case-by-case based on advance notice from attendees, and meal service operates Monday through Friday with regularly scheduled weekend classes. No mechanical scrubbers, laundry facilities, or inter-campus deliveries are required. The RFP includes mandatory qualifications requiring current food service licensure, ServSafe Certification for the person in charge, health department inspection grades above 90, and tuberculosis and hepatitis A testing for food preparation personnel. The solicitation contains no set-aside provisions and identifies no incumbent contractor in available documentation.
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| RFP_33501-264505_TFACA_Food%20Service.pdf | ||
| Solicitation%20Notice.pdf |
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Text version
09-20-18 RFP-AMEND
RFP # 33501-264505 – Amendment # 1 Page 1 of 5
STATE OF TENNESSEE
DEPARTMENT OF COMMERCE AND INSURANCE
REQUEST FOR PROPOSALS # 33501-264505
AMENDMENT # 1
FOR FOOD SERVICE FOR TENNESSEE FIRE
SERVICE AND CODES ENFORCEMENT ACADEMY
DATE: JUNE 30, 2026
RFP # 33501-264505 IS AMENDED AS FOLLOWS:
1. This RFP Schedule of Events updates and confirms scheduled RFP dates. Any event, time, or date containing revised or new text is highlighted.
EVENT
TIME
(Central time zone)
DATE
1. RFP Issued May 5, 2026
2. Disability Accommodation Request Deadline 2:00 p.m. May 8, 2026
3. Pre-response Conference and Site Visit 1:00 p.m. May 13, 2026
4. Notice of Intent to Respond Deadline 2:00 p.m. May 14, 2026
5. Written “Questions & Comments” Deadline 2:00 p.m. June 1, 2026
6. State Response to Written “Questions & Comments” June 30, 2026
7. Response Deadline 2:00 p.m. July 14, 2026
8. State Completion of Technical Response Evaluations July 28, 2026
9. State Opening & Scoring of Cost Proposals 2:00 p.m. July 29, 2026
10. Negotiations July 30 - August 5, 2026
11. State Notice of Intent to Award Released and RFP Files Opened for Public Inspection
August 7, 2026
12. End of Protest Period August 14, 2026
13. State sends contract to Contractor for signature August 18, 2026
RFP # 33501-264505 – Amendment # 1 Page 2 of 5
14. Contractor Signature Deadline 2:00 p.m. August 20, 2026
2. State responses to questions and comments in the table below amend and clarify this RFP.
Any restatement of RFP text in the Question/Comment column shall NOT be construed as a change in the actual wording of the RFP document.
RFP
SECTION
PAG
E
QUESTION /
COMMENT STATE RESPONSE
1. Please provide historical meal counts per meal per day for 2025.
See Attachment B.1.
2. Are there historical days with zero meal service beyond the scheduled holiday closures?
Yes, there have been days or an occasional week when the dining hall has been closed due to no or cancelled classes when there are no guests on campus. This is most commonly due to a holiday that restricts class hours.
3. Please provide current counts of special diets such as medically required or religious preferences.
Special dietary needs have been historically handled case by case. Groups or individual students will usually communicate what their dietary restrictions and needs are before they arrive on campus.
4. Is the cafeteria open between meal periods for snacks, refreshments or for attendees to refill beverages?
If so, are these paid out-of-pocket by the patron?
The Dining Hall isn’t typically open to attendees between mealtimes. No snacks or beverages will need to be served in between meals unless designated as a special event with advanced notice.
5. Who holds the contract with Pepsi?
The contract with Pepsi is held by the current vendor.
Pro Forma Contract Section A.7. f (6) requires various carbonated beverages without a specific vendor listed.
RFP # 33501-264505 – Amendment # 1 Page 3 of 5
RFP
SECTION
PAG
E
QUESTION /
COMMENT STATE RESPONSE
Is the new vendor able to bring their own fountain beverage system and preferred vendors?
6. Please provide frequency of special events and type of events. Are all special events served from the main dining room/ serving line or is catering equipment needed?
Frequency of special events is really varied. It may only be 3-4 times a year to several more times than that a year. Anything served in the dining room we do not usually consider a special event. No catering equipment was needed for any of the special events.
Mostly trays or pans are used. All events are held on campus and special event foods are picked up by the requestee and all pans etc. returned after. Boxed meals are also picked up by the requesting party.
7. Please clarify if dining services on weekends are at same volume as weekdays.
Weekend numbers are normally consistent due to the fact it is usually the same class with a limit on the number of students. This generally amounts to counts of approximately 50 give or take. There are and will be exceptions, however, they will be infrequent.
8. Will the state provide internet connectivity for the vendor’s computer/ office use?
Yes, Wi-Fi connectivity is available.
9. Is vendor responsible for providing a microwave?
Microwave Oven is on the list of provided Dining Hall equipment.
10. Is there access to laundry facilities for vendor to use to wash kitchen rags/ towels, etc.?
The only available laundry facilities on campus are coin operated and are not industrial.
RFP # 33501-264505 – Amendment # 1 Page 4 of 5
PAG
E
QUESTION /
COMMENT STATE RESPONSE
11. Is there any need for the food services vendor to have a vehicle for food transportatio n needs?
There are no events that require traveling off campus.
12. Please confirm, per section Attachment 6.6, A.7.c.vii, is the State responsible for all to-go containers?
The contractor provides the to-go containers. The State will provide advanced notice and counts as well as delivery of the to-go meals.
13. Will a list of attendees who attended the pre-response conference be provided?
This information will be available during the State Notice of Intent to Award Released and RFP Files Opened for Public Inspection.
RFP
section 5.2.1.3
14. Who will the proposal evaluation team be made up of?
The evaluators are State employees, their names are confidential.
RFP
section 5.2.2.
15. How is the cost proposal evaluation scored?
Please refer to RFP Section 5.2 and RFP Attachment 6.3.
A.10 (2) 16. Is the mechanical scrubber provided by the state?
No, mechanical scrubbers are not on the list of equipment provided by the state.
17. We would like to request a video walk through of the kitchen, service, and dining area please.
See attached video link.
https://share.icloud.com/photos/01558GQ7lZLvNuxx7i2 xuM_tw
18. Can the state explain the need for the Contractor to
No deliveries are needed. However, the contractor will be required to provide Food Services at an on-site location, which will necessitate the use of vehicles (see Section A (Scope) of the Pro Forma Contract). The https://share.icloud.com/photos/01558GQ7lZLvNuxx7i2xuM_tw https://share.icloud.com/photos/01558GQ7lZLvNuxx7i2xuM_tw
RFP # 33501-264505 – Amendment # 1 Page 5 of 5
PAG
E
QUESTION /
COMMENT STATE RESPONSE
provide a commercial auto insurance policy? Are there deliveries to be completed?
automobile liability insurance requirement in Section D.32.c. of the Pro Forma Contract is intended to protect against vehicle‑related third‑party risk.
RFP
Attachme nt 6.4
19. RFP
Attachment
6.4 notes that the individual providing a reference shall not be a current State employee. Is this in reference to Tennessee st ate employees only or ANY state employee of any other state also?
This reference requirement is for State of Tennessee employees.
20. Is meal service Monday - Friday typically? Or is it a 7 day a week operation?
Meal services are Monday-Friday with regularly scheduled weekend classes. Note that weekend classes are not held every weekend.
21. Can the State provide a sample estimated customer count that is sent to the contractor 5 business days prior to service?
See Attachment B.2.
22. Please provide estimated weekly meal counts for each meal for
See Attachment B.3.
RFP # 33501-264505 – Amendment # 1 Page 6 of 5
PAG
E
QUESTION /
COMMENT STATE RESPONSE
a calendar year.
Pro Forma contract section A.7.e.
23. A.7.e Menu for Breakfast notes Mandatory items include Attachment C which is the Salad bar. Is the salad bar expected to be set up for breakfast?
Salad bar is lunch and dinner only. During the breakfast period, the salad section of the bar is utilized to hold cold breakfast items such as juice, milk, and the seasonal fruit selection.
Pro Forma contract section A.7.g.
24. A.7.g Portion Sizes notes the entree to be no less than eight (8oz).
What is considered the entree for breakfast? If eggs or meat, and confirming breakfast entree should be 8 oz? If not, what is the portion size for eggs? What is the portion size for breakfast meats?
Portion sizes are just an estimate; most food is served buffet style.
25. Does this contract currently have a collective bargaining agreement?
At this time, the State has no knowledge of—and makes no representations regarding—the existence of any collective bargaining agreement covering the incumbent contractor’s employees. There are no RFP provisions (including the Pro Forma Contract) that require a labor agreement.
26. Other than minimum wage, is there a wage rate mandated by the State of
Tennessee law does not impose a minimum wage rate for food service establishments, or for any other sector.
RFP # 33501-264505 – Amendment # 1 Page 7 of 5
PAG
E
QUESTION /
COMMENT STATE RESPONSE
Tennessee fo r this contract?
27. What is the
FY2025 PO
amount?
The State paid the current vendor a total of $344,662.75 for FY25.
3. Add the following as an attachment to the pro forma contract as Attachment B.:
4. RFP Amendment Effective Date. The revisions set forth herein shall be effective upon release. All other terms and conditions of this RFP not expressly amended herein shall remain in full force and effect.
Week of 30 31 1 2 3 4 5 Jan 1-5 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Week of 6 7 8 9 10 11 12 Jan 6-12 B L D B L D B L D B L D B L D B L D B L D Counts 50 111 50 50 114 50 40 105 50 50 104 40 25 50 35 35 69 0 0 0 0
Week of 13 14 15 16 17 18 19 Jan 13-18 B L D B L D B L D B L D B L D B L D B L D Counts 40 121 50 50 151 50 35 156 52 36 137 40 35 106 15 15 35 0 0 0 0
Week of 20 21 22 23 24 25 26 Jan 20-26 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 30 0 0 0 33 0 0 41 0 0 30 0 0 0 0 0 0 0
Week of 27 28 29 30 31 1 2 Jan 27-31 B L D B L D B L D B L D B L D B L D B L D Counts 15 55 35 35 55 65 65 85 65 65 75 65 65 60 0 0 0 0 0 0 0
Week of 3 4 5 6 7 8 9 Feb 3-9 B L D B L D B L D B L D B L D B L D B L D Counts 35 54 35 35 99 35 35 100 30 30 36 30 30 0 0 15 19 15 15 19 0
Week of 10 11 12 13 14 15 16 Feb 10-16 B L D B L D B L D B L D B L D B L D B L D Counts 24 58 20 29 58 20 26 58 20 27 54 20 24 44 0 0 0 0 0 0 0
Week of 17 18 19 20 21 22 23 Feb 17-23 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 80 80 80 85 80 80 85 80 80 85 0 0 0 0 0 0 0
Week of 24 25 26 27 28 1 2 Feb 24 -Mar 2 B L D B L D B L D B L D B L D B L D B L D Counts 56 91 68 85 118 80 85 118 78 85 116 69 76 97 0 31 56 31 31 56 24
Week of 3 4 5 6 7 8 9 March 3-9 B L D B L D B L D B L D B L D B L D B L D Counts 98 144 91 98 144 91 98 144 91 98 144 56 63 74 0 45 48 48 35 45 0
Week of 10 11 12 13 14 15 16 March 10-16 B L D B L D B L D B L D B L D B L D B L D Counts 71 127 67 74 127 67 74 129 43 74 101 64 47 60 0 0 0 0 0 0 0
Week of 17 18 19 20 21 22 23 March 17-23 B L D B L D B L D B L D B L D B L D B L D Counts 80 124 73 80 126 73 80 126 73 80 126 48 55 75 0 0 0 0 0 0 0
Attachment B.1
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Week of 24 25 26 27 28 29 30 March 24-30 B L D B L D B L D B L D B L D B L D B L D Counts 50 72 43 50 87 43 50 62 43 50 62 43 50 62 20 15 20 0 0 0 0
Week of 31 1 2 3 4 5 6 Mar 31- Apr 6 B L D B L D B L D B L D B L D B L D B L D Counts 54 85 62 85 100 76 69 93 62 69 85 62 69 85 0 0 0 0 0 0 0
Week of 7 8 9 10 11 12 13 April 7-13 B L D B L D B L D B L D B L D B L D B L D Counts 45 79 44 51 79 44 51 79 44 51 79 44 51 75 27 30 46 42 32 39 0
Week of 14 15 16 17 18 19 20 April 14-20 B L D B L D B L D B L D B L D B L D B L D Counts 56 78 52 59 78 52 59 78 52 59 78 0 0 0 0 0 0 0 0 0 0
Week of 21 22 23 24 25 26 27 April 21-27 B L D B L D B L D B L D B L D B L D B L D Counts 45 57 38 45 57 38 45 57 38 45 55 38 45 55 0 0 0 0 0 0 0
Week of 28 29 30 1 2 3 4 Apr 28 - May 30 B L D B L D B L D B L D B L D B L D B L D Counts 45 71 41 48 71 41 48 71 41 48 71 41 48 24 0 25 48 48 30 40 0
Week of 5 6 7 8 9 10 11 May 5 -11 B L D B L D B L D B L D B L D B L D B L D Counts 46 147 51 54 147 51 51 147 51 51 133 48 48 85 0 0 0 0 0 0 0
Week of 12 13 14 15 16 17 18 May 12 - 18 B L D B L D B L D B L D B L D B L D B L D Counts 15 16 0 15 16 0 15 16 0 15 15 0 15 17 30 40 45 45 40 45 0
Week of 19 20 21 22 23 24 25 May 19 - 25 B L D B L D B L D B L D B L D B L D B L D Counts 29 50 30 31 50 30 32 50 30 32 50 23 27 45 0 0 0 0 0 0 0
Week of 26 27 28 29 30 31 1 May 26 - Jun 1 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 15 21 15 15 60 40 42 60 50 40 40 0 0 0 0 0 0 0
Week of 2 3 4 5 6 7 8 June 2 - 8 B L D B L D B L D B L D B L D B L D B L D Counts 55 92 40 40 78 58 47 81 40 40 78 40 40 75 0 0 0 0 0 0 0
Week of 9 10 11 12 13 14 15 June 9 - 15 B L D B L D B L D B L D B L D B L D B L D Counts 15 15 15 15 15 15 15 15 15 15 15 15 0 0 38 40 45 40 40 45 0
Week of 16 17 18 19 20 21 22 June 16 - 22 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
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Week of 23 24 25 26 27 28 29 June 23 - 29 B L D B L D B L D B L D B L D B L D B L D Counts 37 15 15 37 44 37 37 44 37 37 44 31 56 46 40 27 40 0 0 0 0
Week of 30 1 2 3 4 5 6 June 30 - Jul 6 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Week of 7 8 9 10 11 12 13 July 7 - 13 B L D B L D B L D B L D B L D B L D B L D Counts 15 30 0 15 30 0 15 30 0 15 30 0 15 20 0 0 0 0 0 0 0
Week of 14 15 16 17 18 19 20 July 14 - 20 B L D B L D B L D B L D B L D B L D B L D Counts 20 40 20 20 40 20 20 40 20 20 45 20 20 35 0 0 0 0 0 0 0
Week of 21 22 23 24 25 26 27 July 21 - 27 B L D B L D B L D B L D B L D B L D B L D Counts 15 20 15 15 23 15 15 23 15 15 23 0 15 20 0 0 0 0 0 0 0
Week of 28 29 30 31 1 2 3 July 28 -Aug 3 B L D B L D B L D B L D B L D B L D B L D Counts 45 84 49 54 84 49 54 90 54 54 88 25 27 46 18 18 22 0 0 0 0
Week of 4 5 6 7 8 9 10 Aug 4-10 B L D B L D B L D B L D B L D B L D B L D Counts 23 31 30 30 32 30 30 35 30 30 43 30 30 40 0 0 0 0 0 0 0
Week of 11 12 13 14 15 16 17 Aug 11 - 17 B L D B L D B L D B L D B L D B L D B L D Counts 52 83 58 66 83 58 66 83 58 66 98 58 66 98 0 0 0 0 0 0 0
Week of 18 19 20 21 22 23 24 Aug 18-24 B L D B L D B L D B L D B L D B L D B L D Counts 55 92 56 64 91 56 64 91 41 49 77 36 44 63 0 0 0 0 0 0 0
Week of 25 16 27 28 29 30 31 Aug 25-31 B L D B L D B L D B L D B L D B L D B L D Counts 45 73 50 58 78 50 58 72 35 43 73 35 43 70 0 0 0 0 0 0 0
Week of 1 2 3 4 5 6 7 Sept 1-7 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 26 29 18 26 30 20 26 33 18 26 32 0 23 42 42 23 40 0
Week of 8 9 10 11 12 13 14 Sept 8-14 B L D B L D B L D B L D B L D B L D B L D Counts 34 87 32 50 60 28 36 52 29 36 54 28 36 52 0 0 0 0 0 0 0
Week of 15 16 17 18 19 20 21 Sept 15-21 B L D B L D B L D B L D B L D B L D B L D Counts 48 132 70 93 150 85 77 120 69 77 117 60 68 88 0 29 60 44 32 60 0
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Week of 22 23 24 25 26 27 28 Sept 22-28 B L D B L D B L D B L D B L D B L D B L D Counts 26 53 20 26 55 20 26 47 20 26 47 20 26 47 0 0 0 0 0 0 0
Week of 29 30 1 2 3 4 5 Sept 29-Oct 5 B L D B L D B L D B L D B L D B L D B L D Counts 41 74 33 41 79 34 44 63 33 41 72 47 41 53 36 27 40 36 15 34 0
Week of 6 7 8 9 10 11 12 Oct 6- 12 B L D B L D B L D B L D B L D B L D B L D Counts 62 70 30 62 90 54 62 75 62 62 75 54 38 57 0 0 0 0 0 0 0
Week of 13 14 15 16 17 18 19 Oct 13-19 B L D B L D B L D B L D B L D B L D B L D Counts 74 114 66 74 110 66 74 110 66 74 94 56 64 45 0 0 0 0 0 0 0
Week of 20 21 22 23 24 25 26 Oct 20-26 B L D B L D B L D B L D B L D B L D B L D Counts 42 60 41 41 64 41 41 60 41 41 47 31 31 24 35 25 44 44 25 41 0
Week of 27 28 29 30 31 1 2 Oct 27-Nov 2 B L D B L D B L D B L D B L D B L D B L D Counts 48 64 48 56 84 58 58 84 48 48 58 32 32 26 0 0 0 0 0 0 0
Week of 3 4 5 6 7 8 9 Nov 3-9 B L D B L D B L D B L D B L D B L D B L D Counts 46 52 46 46 57 46 46 58 46 46 53 35 35 31 0 0 0 0 0 0 0
Week of 10 11 12 13 14 15 16 Nov 10-16 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 29 0 29 29 0 29 29 0 0 0 0 0 0 0 0
Week of 17 18 19 20 21 22 23 Nov 17-23 B L D B L D B L D B L D B L D B L D B L D Counts 50 75 50 50 75 21 21 46 21 21 46 15 15 30 0 0 0 0 0 0 0
Week of 24 25 26 27 28 29 30 Nov 24- 30 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Week of 1 2 3 4 5 6 7 Dec 1-7 B L D B L D B L D B L D B L D B L D B L D Counts 40 75 41 44 81 56 55 91 56 52 75 37 33 61 0 32 45 45 30 45 0
Week of 8 9 10 11 12 13 14 Dec 8 - 14 B L D B L D B L D B L D B L D B L D B L D Counts 39 68 43 39 75 43 39 75 43 40 64 28 32 30 0 0 0 0 0 0 0
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Week of 15 16 17 18 19 20 21 Dec 15-21 B L D B L D B L D B L D B L D B L D B L D Counts 26 46 30 28 50 30 26 46 30 26 140 15 15 22 0 45 60 45 45 60 0
Week of 22 23 24 25 26 27 28 Dec 22-28 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
Week of 29 30 31 1 2 3 4 Dec 29 -Jan 4 B L D B L D B L D B L D B L D B L D B L D Counts 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0
1807 3085 1748 2109 3435 1989 2134 3413 1941 2116 3296 1656 1770 2280 294 517 784 525 393 569 24
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TBI 30 30 30 30 30 30 30 30 30 30 30 30 30 30
Cond Live Fire 5 24 5 5 24 5 5 24 Leadership 45 Live Burn 45 55 45 45 55 Totals Forecasted:35 54 35 35 99 35 35 54 30 30 30 30 30 30 0 45 55 45 45 55 0 (Any changes:)
Inmates
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Actual # of meals:
Actual Meals Paid:
Attachment B.2
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0 0 0
Attachment B.3*
* There are more weeks showing because if a month ends in the middle of the week, those days are on one week and the the rest of the week, or beginnig days of the next month are on separate week as well.
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157 272 107
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