RFP_Food_Services_Whitsitt_2025_-_05.19.25.docx__1_.pdf

STATE OF MARYLAND

KENT COUNTY HEALTH DEPARTMENT (KCHD)

REQUEST FOR PROPOSALS (RFP)

FOOD SERVICES FOR A.F. WHITSITT CENTER

RFP NUMBER

KCHD-202601

ISSUE DATE: MAY 21, 2025

NOTICE

A Prospective Offeror that has received this document from a source other than eMaryland Marketplace Advantage (eMMA) https://procurement.maryland.gov/ should register on eMMA. See Section 4.2.

https://procurement.maryland.gov/

RFP Document

VENDOR FEEDBACK FORM

To help us improve the quality of State solicitations, and to make our procurement process more responsive and business friendly, please provide comments and suggestions regarding this solicitation.

Please return your comments with your response. If you have chosen not to respond to this solicitation, please email or fax this completed form to the attention of the Procurement Officer (see Key Information Summary Sheet below for contact information).

Title: FOOD SERVICES FOR A.F. WHITSITT TREATMENT CENTER

1. If you have chosen not to respond to this solicitation, please indicate the reason(s) below:

• Other commitments preclude our participation at this time

• The subject of the solicitation is not something we ordinarily provide

• We are inexperienced in the work/commodities required

• Specifications are unclear, too restrictive, etc. (Explain in REMARKS section)

• The scope of work is beyond our present capacity

• Doing business with the State is simply too complicated. (Explain in REMARKS section)

• We cannot be competitive. (Explain in REMARKS section)

• Time allotted for completion of the Proposal is insufficient

• Start-up time is insufficient

• Bonding/Insurance requirements are restrictive (Explain in REMARKS section)

• Proposal requirements (other than specifications) are unreasonable or too risky (Explain in REMARKS section)

• MBE or VSBE requirements (Explain in REMARKS section)

• Prior State of Maryland contract experience was unprofitable or otherwise unsatisfactory. (Explain in REMARKS section)

• Payment schedule too slow

• Other: __________________________________________________________________

2. If you have submitted a response to this solicitation, but wish to offer suggestions or express concerns, please use the REMARKS section below. (Attach additional pages as needed.)

REMARKS:

Vendor Name: ________________________________ Date: _______________________

Contact Person: _________________________________ Phone (____) _____ - _____________

Address: ______________________________________________________________________

E-mail Address: ________________________________________________________________

RFP for Kent County Health Department Page 2 of 93

STATE OF MARYLAND

KENT COUNTY HEALTH DEPARTMENT (KCHD)

KEY INFORMATION SUMMARY SHEET

Request for Proposals Services – Food Services for A.F. Whitsitt Treatment Center

Solicitation Number: KCHD-202601

RFP Issue Date: May 21, 2025

RFP Issuing Office: Kent County Health Department (KCHD or the "Department")

Procurement Officer: Emily McCoy 125 S Lynchburg Street Chestertown, Maryland 21620 e-mail:

Office Phone:

Emily.McCoy@maryland.gov 410-778-7032

Proposals are to be sent to: Emily.McCoy@maryland.gov

Pre-Proposal Conference: Thursday, June 5, 2025 2pm-4pm

Questions Due Date and Time Thursday June 19, 2025 2:00 p.m. Local Time

Proposal Due (Closing) Date and Time:

July 3, 2025 2:00 p.m. Local Time

MBE Subcontracting Goal: 0%

VSBE Subcontracting Goal: 0%

Contract Type: Indefinite Quantity Contract (COMAR 21.06.03.06.A(2)) with Fixed Unit Prices (COMAR 21.06.03.06.A(2))

Contract Duration: Five (5) year base period

Primary Place of Performance:

Maryland Department of Health (MDH) campus location:

A.F. Whitsitt Treatment Center 300 Scheeler Road Chestertown, MD 21620

SBR Designation: No

Federal Funding: No

RFP for Kent County Health Department Page 3 of 93

TABLE OF CONTENTS – RFP

1 Minimum Qualifications 7

1.1 Offeror Minimum Qualifications 7

2 Contractor Requirements: Scope of Work 8

2.1 Summary Statement 8

2.2 Background and Purpose 8

2.3 Responsibilities and Tasks 8

2.4 Deliverables 20

3 Contractor Requirements: General 23

3.1 Contract Initiation Requirements 23

3.2 End of Contract Transition 23

3.3 Invoicing 24

3.4 Liquidated Damages 26

3.5 Insurance Requirements 26

3.6 Security Requirements 27

3.7 Problem Escalation Procedure (PEP) 29

3.8 SOC 2 Type 2 Audit Report 30

3.9 Experience and Personnel 30

3.11 Minority Business Enterprise (MBE) Reports 33

3.12 Veteran Small Business Enterprise (VSBE) Reports 33

3.13 Work Orders 33

4 Procurement Instructions 35

4.1 Pre-Proposal Conference 35

4.2 eMaryland Marketplace Advantage (eMMA) 35

4.3 Questions 35

4.4 Procurement Method 35

4.5 Proposal Due (Closing) Date and Time 36

4.6 Multiple or Alternate Proposals 36

4.7 Economy of Preparation 36

4.8 Public Information Act Notice 36

4.9 Award Basis 36

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4.10 Duration of Proposal 37

4.11 Revisions to the RFP 37

4.12 Cancellations 37

4.13 Incurred Expenses 37

4.14 Protest/Disputes 37

4.15 Offeror Responsibilities 38

4.16 Acceptance of Terms and Conditions 38

4.17 Proposal Affidavit 38

4.18 Contract Affidavit 38

4.19 Compliance with Laws/Arrearages 39

4.20 Verification of Registration and Tax Payment 39

4.21 False Statements 39

4.22 Payments by Electronic Funds Transfer 39

4.23 Prompt Payment Policy 40

4.24 Electronic Procurements Authorized 40

4.25 MBE Participation Goal 41

4.26 VSBE Goal 41

4.27 Living Wage Requirements 41

4.28 Federal Funding Acknowledgement 42

4.29 Conflict of Interest Affidavit and Disclosure 43

4.30 Non-Disclosure Agreement 43

4.31 HIPAA - Business Associate Agreement 43

4.32 Nonvisual Access 43

4.33 Mercury and Products That Contain Mercury 43

4.34 Location of the Performance of Services Disclosure 43

4.35 Department of Human Services (DHS) Hiring Agreement 44

4.36 Small Business Reserve (SBR) Procurement 44

5 Proposal Format 45

5.1 Two Part Submission 45

5.2 Proposal Delivery and Packaging 45

5.3 Volume I - Technical Proposal 46

5.4 Volume II – Financial Proposal 51

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6 Evaluation and Selection Process 53

6.1 Evaluation Committee 53

6.2 Technical Proposal Evaluation Criteria 53

6.3 Financial Proposal Evaluation Criteria 53

6.4 Reciprocal Preference 53

6.5 Selection Procedures 54

6.6 Documents Required upon Notice of Recommendation for Contract Award 55

7 RFP ATTACHMENTS AND APPENDICES 56

Attachment A. Pre-Proposal Conference Response Form 58

Attachment B. Financial Proposal Instructions & Form 59

Attachment C. Proposal Affidavit 60

Attachment D. Minority Business Enterprise (MBE) Forms 61

Attachment E. Veteran-Owned Small Business Enterprise (VSBE) Forms 62

Attachment F. Maryland Living Wage Affidavit of Agreement for Service Contracts 63

Attachment G. Federal Funds Attachments 65

Attachment H. Conflict of Interest Affidavit and Disclosure 66

Attachment I. Non-Disclosure Agreement (Contractor) 67

Attachment J. HIPAA Business Associate Agreement 68

Attachment K. Mercury Affidavit 69

Attachment L. Location of the Performance of Services Disclosure 70

Attachment M. Contract 71

Attachment N. Contract Affidavit 88

Attachment O. Not applicable 89

Attachment P. Policies and Procedures 90

Attachment Q. Not applicable. 91

Appendix 1. – Abbreviations and Definitions 92

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Appendix 2 – Offeror Information Sheet 94

Appendix 3 – USDA Requirements 95

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1 Minimum Qualifications

1.1 Offeror Minimum Qualifications

There are no Offeror Minimum Qualifications for this procurement.

THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK.

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2 Contractor Requirements: Scope of Work

2.1 Summary Statement

2.1.1 The Kent County Health Dept (KCHD or the Department) is issuing this Request for

Proposals (RFP) to procure food services at the A.F. Whitsitt Treatment Center (Whitsitt), located at 300 Scheeler Road, Chestertown, Maryland 21620 in Kent County. Whitsitt is a treatment center operated by the Kent County Health Department.

2.1.2 It is the Department’s intention to obtain goods and services, as specified in this RFP, from a Contract between the selected Offeror and the State. The anticipated duration of services to be provided under this Contract is five (5) years.

2.1.3 The Department intends to make a single award as a result of this RFP. See Section 4.9 Award Basis for more Contract award information.

2.1.4 An Offeror, either directly or through its subcontractor(s), must be able to provide all goods and services and meet all of the requirements requested in this solicitation and the successful Offeror (the Contractor) shall remain responsible for Contract performance regardless of subcontractor participation in the work.

2.2 Background and Purpose

The Department is issuing this solicitation for the purpose of procuring food services at one (1) facility on the Upper Eastern Shore area of Chestertown, Maryland in Kent County. Services will be provided at the A.F. Whitsitt Treatment Center (Whitsitt). The facility is located on Maryland Department of Health (MDH) property. The production kitchen to be utilized for providing this is on site at Whitsitt.

At full capacity, Whitsitt is a residential addiction treatment facility licensed for forty (40) beds and has an additional four (4) mental health crisis beds with an average population of thirty–five (35). There are twelve (12) crisis beds. There is the potential for facility expansion and the need to serve more clients.

The age range of the clients served is eighteen (18) years of age and older. This program is operated under the auspices of the Kent County Health Department and the MDH.

2.3 Responsibilities and Tasks

2.3.1 2.3.1 Referrals and Service Location

A. The Contractor shall provide food services to adults in services at Whitsitt with three (3) meals per day, seven (7) days per week using the production kitchen at Whitsitt. Plus one snack in the evening. The following are approximate hours for service:

2.3.1.1 Breakfast - 8:00 a.m. to 9:00 a.m.;

2.3.1.2 Lunch - 12:00 p.m. to 1:00 p.m.; and

2.3.1.3 Dinner - 5:00 p.m. to 6:00 p.m.

2.3.1.4 Times are approximate and the actual operational hours will be set by the Contract Monitor. The Contract Monitor will provide advance notification of schedule changes to accommodate the consumers housed in the facility. Holidays and service reduction days observed by the State that may impact service are: New Year’s Day, Martin Luther King Jr.’s Birthday, RFP for Kent County Health Department Page 9 of 93

Presidents’ Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veterans Day, Election Day (on applicable years), Thanksgiving Day, American Indian Heritage Day, and and Christmas Day. For listing of State holidays and service reduction days visit:

https://dbm.maryland.gov/employees/Pages/StateHolidays2025.aspx

2.3.1.1 Whitsitt Treatment Center:

A. Services to Whitsitt shall be cafeteria style service meals served by the Contractor’s employees in the cafeteria serving area adjoining the kitchen. Contractor will provide all plastic ware and paper products including serving bowls, plates, trays, and cups as approved by the Contract Monitor for Whitsitt for the duration of the Contract. The Contractor shall be responsible for cleaning and sanitation of all flatware. Flatware shall be maintained in an acceptable condition at all times, free of cracks, chipping, paint, stains, or other conditions unacceptable under State of Maryland Regulations COMAR 10.15.03 Food Service Facilities.

B. The Contractor shall be responsible for cleaning the service area and kitchen daily, as well as for cleaning and sanitizing of all pans, trays, plates, and utensils utilized by the food service operation and for removing of trash. The Contractor will monitor the contents in the refrigerator for outdated stored bag meals and milk to discard as needed.

2.3.2 Nutritional Requirements

2.3.2.1 Whitsitt Treatment Center:

See section 2.3.3

2.3.3 Operational Requirements

2.3.3.1 Whitsitt Treatment Center:

1. All menus shall be planned as to be nutritionally adequate for the patient/client population (3,000 – 3,300 calories per day). All menus shall conform to and be consistent with the meal plans for specified diets as outlined and approved in Therapeutic Diet Manual in use for Whitsitt. The diet menu shall contain all diet types required to accommodate the nutritional needs of the patients/clients.

Diets included shall be consistent with current generally accepted theories of dietetic practice and be based on the Recommended Dietary Allowances as defined by the Food and Nutrition Board, National Academy of Sciences, National Research Council adjusted to meet the specific needs of the patients/clients of Whitsitt.

RFP for Kent County Health Department Page 10 of 93 https://dbm.maryland.gov/employees/Pages/StateHolidays2025.aspx

2. A non-selective, seasonally appropriate, five (5) week cycle menu shall be used.

The Contractor shall prepare and utilize a minimum of two (2) menu cycles (Spring/Summer, Fall/Winter) for all diet types.

3. Regular menus shall be modified for patients/clients as required to comply with physician’s diet prescriptions. All modified menus and diet plans shall be developed and analyzed by the Contractor’s Registered Dietitian to ensure compliance with the Whitsitt’s approved Therapeutic Diet Manual.

4. A current copy of the patients/clients menu will be posted in the dining/serving area and given to Whitsitt’s Contract Monitor.

5. Evening snacks provided shall be planned to enhance the nutritional content of the daily menu for all patients/clients and not constitute a portion of their daily requirement, except where counter-indicated by diet prescription. A cycle menu for the evening snacks, with a minimum of five (5) weeks in length, will be developed by the Contractor’s Registered Dietitian to correspond to the two (2) regular menu cycles (Spring/Summer, Fall/Winter).

6. The initial menu cycle with analyses shall be submitted to Whitsitt’s Contract

Monitor at least two (2) weeks prior to the commencement of the Contract for review and approval. Each subsequent year, no later than March 1st, the Contractor shall submit for review and approval the Spring/Summer menu cycle and no later than September 1st, the Fall/Winter menu cycle to be utilized.

Requests for any menu cycle revisions by Whitsitt shall be accomplished within seven (7) days of receipt.

7. Bag lunches, picnics, etc. for patients/clients, requested and approved by

Whitsitt’s Contract Monitor, in lieu of a regularly planned meal, shall provide the same nutritional value and be comparable in cost to the meal for which they are substituted. The alternative meal is to include no less than the protein requirement normally served for the meal replaced, two (2) servings of vegetables and/or fruit, dessert, bread, butter and beverage.

8. Food requests for patient/client activities, not in lieu of a meal, require the approval of Whitsitt’s Contract Monitor who shall also approve the Contractor’s quoted cost. Charges for these activities shall be itemized and billed separately at the pre-established cost to the facility requesting services.

9. Standardized recipes shall be developed and utilized for the preparation of all menu items. The recipes shall be developed in a standard format which shall include State Hazard Analysis Critical Control Point elements (i.e., identification of Critical Control Points [CCP], CCP monitors and corrective action to be implemented if CCP is violated). Recipes shall comply with State

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Hazard Analysis Critical Control Point requirements of COMAR 10.15.03 Standard recipes for consistency modified menu items will be formulated to:

A. Identify the method of manipulation;

B. Define the type and quantity of fluids and/or food products added to achieve desired consistency;

C. Adjust the portion size of the manipulated food to equal the nutrient value of the regular diet portion; and D. Be consistent with the standardized recipe format.

All standardized recipes shall indicate the nutritional analysis for the stated portion size.

10. The Contractor’s Registered Dietitian shall perform a nutritional analysis for each cycle of menus to be used at Whitsitt. The analysis shall be based on the nutritional composition of the Contractor’s standardized recipes in use and the nutritional composition provided by the manufacturer for any purchased commercially prepared ready to use or any heat/cook serve products used to determine the menus adequacy for each reference group. A copy of the approved menus with the corresponding analyses and documentation of adequacy for Whitsitt’s population shall be maintained on file by the Contractor for review by licensing and accreditation surveyors upon request.

11. The Contractor shall not change, by deletion or substitution, items on any menu which have been approved except in such emergencies as:

1. An item cannot be served due to non-delivery or late delivery of the item itself and/or other items required for its correct preparation;

2. An item is not fit for human consumption due to spoilage;

3. An item does not meet the Contractor’s purchasing specifications or the standard of quality when delivered, and there is insufficient time available to allow for a redelivery; and

4. An item is unavailable when scheduled for delivery due to a condition or conditions beyond the control of the Contractor.

2.3.4 Food Quality

The Contractor must comply with the Buy American provision in accordance with 7 CFR 210.21(d) including the need and/or requirement for documentation that:

a. requests consideration on the use of alternative foods before approving an exception;

b. the use of a non-domestic food exception when competition reveals the cost of domestic is significantly higher than non-domestic food;

c. the use of a non-domestic alternative food due to the domestic food not produced or manufactured in sufficient and reasonable available quantities of a satisfactory quality.

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The quality and grade standards identified in this section and shall be wholesome and free of spoilage and decay. All food sources shall be approved by the Contract Monitor. Purveyors and distributors shall maintain all storage and distribution facilities in full compliance with the applicable State of Maryland sanitation regulations; COMAR 10.15.03, and those of their local jurisdiction.

A. Meats:

All solid cut meats shall be USDA grade or better and shall have been inspected and passed by the United States Department of Agriculture. Ground beef shall be purchased to include, at a maximum, 20% fat content. Grading certificate shall be provided where required. The latest revision of the USDA Institutional Meat Purchase Summary (IMPS) shall be used. All deliveries of potentially hazardous foods shall conform to the Maryland State Department of Health regulations governing temperature maintenance during transportation.

B. Fresh Fruits and Vegetables:

All fresh fruits and vegetables shall be top grade, depending on the specific fruit or vegetable and its use in preparation of finished products.

C. Frozen Foods:

All frozen foods shall be USDA Grade AA or A depending on the specific food and shall have been packed under continuous inspection of the USDA. All deliveries of frozen foods shall conform to the Maryland Department of Health regulations governing transportation of frozen foods and temperature maintenance during transportation.

D. Fresh Eggs:

Fresh shell eggs shall not be used except for hard cooked eggs and egg salad. All fresh liquid and frozen eggs shall be pasteurized and processed under continuous inspection of the USDA. All cans and packages shall bear the USDA seal showing the date of inspection. Once thawed, frozen eggs shall be used promptly and may not be refrozen. All deliveries of potentially hazardous foods shall conform to the Maryland Department of Health regulations governing temperature maintenance during transportation. No dried egg products shall be utilized.

E. Fresh Poultry:

All poultry, fresh or frozen, shall have been inspected and passed for wholesomeness by the USDA, and shall be Grade A or better.

F. Fresh and/or Frozen Seafood:

All seafood shall be of the best quality and fresh chilled or frozen, and shall conform to all standards and regulations of any Health Department or agency having jurisdiction over the processing, packing, sale, transportation, or distribution of seafood.

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G. Canned Foods:

All canned foods shall be USDA inspected and no less than Grade A, or extra standard; except that Grade B may be used for soups, stews, purees, and similar items.

H. Dairy Products:

All dairy products shall conform to Maryland Department of Health standards. Fluid milk shall contain a minimum of 400 IU of vitamin D and 2,000 IU of vitamin A per quart. All deliveries of potentially hazardous foods shall conform to the Maryland Department of Health regulations governing temperature maintenance during transportation.

2.3.5 Storage

2.3.5.1 Designated storage areas shall be provided to the Contractor at the facility. The

Contractor shall be responsible for the security and cleanliness of these areas.

2.3.5.2 The Contractor shall maintain adequate inventory of all food items to serve adult population and to provide for emergency menu requirements.

2.3.5.3 The Contractor shall maintain sufficient inventory of cleaning supplies, dishwashing compounds, glassware, china, utensils, pots and pans, office supplies, sanitation supplies, trashcan liners, and paper goods.

2.3.5.4 A monthly inventory of food and supplies shall be taken by the Contractor.

2.3.6 Sanitation

2.3.6.1 Operations under this Contract shall be conducted in conformance with regulations of any health department having jurisdiction, including those promulgated by the Maryland Department of Health entitled COMAR 10.15.03 Food Service Facilities, and in compliance with the requirements of Kent County. It shall be the Contractor’s responsibility to be familiar with and to comply with these regulations provided that the Contractor shall not be held responsible for structural deficiencies which are the responsibility of the State. The Contractor must apply for and receive a food service permit issued annually from the local Kent County Health Department.

2.3.6.2 The premises, furniture, fixtures, and equipment are to be kept in a clean, sanitary, and safe condition at all times according to all applicable regulations including HACCP-based SOPs. The Contractor shall be responsible for the sanitation of the following areas:

A. Kitchen – food preparation surfaces, equipment, floor drains, floors, light fixtures, vents, fans, walls, small equipment, utility carts, cutting boards, etc. The Contractor

RFP for Kent County Health Department Page 14 of 93 shall be responsible for the cleanliness and sanitation of the exhaust hoods and filters except for the exhaust ducts above the ceiling, which Whitsitt will service.

B. Dishwashing and Utensil Washing Areas – to include all equipment, floor drains, floors, walls, etc.

C. Whitsitt cafeteria area – walls, tables, and chairs will be cleaned after each meal;

floors will be swept after each meal and wet-mopped daily.

D. Storage Areas – those under control of the Contractor including walk-in refrigerators and freezers will be maintained in a clean and orderly manner at all times.

E. Office Areas – those assigned to the Contractor, including floors and walls, etc.

F. Janitors Closets and Employee Restrooms – those for the exclusive use of the

Contractor and that are within the production kitchen of Whitsitt.

G. Whitsitt pantry – cleaning and sanitation of the foods service area and removal of trash. Washing and sanitation of service utensils, pans, trays, plates, bowls, and tumblers used for the meal service.

2.3.6.3 The Contractor shall budget for and purchase all cleaning agents and chemicals, and be responsible for the storage and controlled usage of these products. All such compounds shall be non-phosphorus and of a type approved for use within food service areas.

2.3.6.4 Intentionally left blank.

2.3.6.5 The Contractor shall comply with all requirements of the “Access to Information About

Hazardous and Toxic Substances Law and Regulation” as established by the State of Maryland Department of Labor, Licensing and Regulation, Division of Labor and Industry. A copy of this document is available at the Division of Labor and Industry website at www.dllr.state.md.us/labor/pub.html.

2.3.6.6 The Contractor is responsible for moving all refuse to a designated location for pick-up and removal. The Contractor will not be responsible for the removal of refuse from the facility’s property.

2.3.6.7 The Contractor shall regularly indicate basic sanitation as part of the on-going in-service training program for all employees. This training shall be supplemented as necessary to reinforce specific sanitation problem areas. As a minimum, the Contractor’s Supervisory Level Personnel shall have completed a formal sanitation certification course acceptable to the Kent County Health Department.

2.3.6.8 The Contractor shall develop a sanitation manual to include procedures for the cleaning and sanitizing of all food service equipment for which it is responsible. Procedures shall identify, as a minimum, the cleaning equipment to be used, method of cleaning and sanitizing equipment, including instructions regarding dilutions and/or concentrations of specific chemical compounds and/or cleaning agents as well as necessary safety precautions. The manual shall be delivered via postal mail and electronically to the Contract Monitor for approval.

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2.3.6.9 The Contractor shall develop, implement, and monitor daily the cleaning and sanitation schedule for the Whitsitt kitchen. The schedule shall be submitted to the Contract Monitor for approval no less than two (2) weeks prior to the commencement of the Contract. Any changes required shall be made within seven (7) days of notification to the Contractor.

2.3.6.10 The Contractor shall develop, implement and monitor a schedule for the cleaning of

Whitsitt’s pantry consistent with the requirements specified in 2.3.6.2.G. Detailed procedures are to be developed for each task performed and the Contractor’s employees shall be trained to follow these procedures. The Contractor shall implement a verification procedure to assure that all cleaning is accomplished as scheduled.

2.3.6.11 MDH maintains a separate contract for pest control. The Contractor shall ensure that the Food Service Manager or shift supervisor is on duty when service is provided.

2.3.6.12 The Contractor shall develop, implement, and monitor a log for recording the temperatures of all refrigerators, freezers, and dishwasher machine at least two (2) times a day to assure appropriate temperatures are maintained.

2.3.6.13 The Contractor shall create, implement, and enforce guidelines and procedures to make sure that all kitchen equipment unnecessary for the maintenance and/or storage of food are turned off at the end of the Contractor’s work day.

2.3.6.14 The Contractor shall forward all manuals, schedules, and documents indicated to be submitted to the Contract Monitor for approval prior to the commencement of the Contract no less than two (2) weeks prior unless otherwise specified. Review and approval or requests for changes will be made to the Contractor within seven (7) days after materials are received. All requests for changes shall then be performed within seven (7) days of notice to the Contractor.

2.3.7 Expendable Inventory

2.3.7.1 The Contractor and Whitsitt’s Contract Monitor shall jointly inventory at the commencement of this Contract, all china, flatware, glassware, and all other equipment and supplies. A signed copy of the inventory shall be provided to both parties. The Contractor and Whitsitt’s Contract Monitor shall mutually agree to the adequacy of the inventory to meet daily usage requirements. The Contractor shall thereafter be responsible to maintain the agreed upon operating inventory level. The Contractor shall replenish inventory to the agreed upon operating level at the end of the Contract.

2.3.7.2 The Contractor’s employees shall sign for all other items provided and return them in good condition to Whitsitt at the completion of the contract. Normal wear and tear will be taken into consideration.

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2.3.8 Administration and Management

2.3.8.1 The Contractor's full-time Food Service Manager shall have at least the following qualifications:

a. Education:

Possess 15 years of experience in Dietetics, Foods, Nutrition, Food Service

Management, Food Service Administration, Hotel and Restaurant Administration, Hospitality Management, or a similar major with a curriculum that requires the completion of a variety of courses such as quantity food purchasing and food production, menu development, inventory management, food cost control, budgeting, sanitation and nutrition courses required to satisfactorily direct the functions of a complex dietetic department in the provision of quality nutrition care and food services.

b. Experience:

Four (4) years’ experience full-time in a management position of a Dietetic

Department, full-service menu restaurant or similar type food service operation with a minimum of two (2) years current, continuous employment with the Contractor during which one (1) year shall have been managing a complex food service operation. Additional experience supervising in a food service operation may be substituted on a year-to-year basis for up to four (4) years of the required education.

c. Certification:

Required to possess a ServSafe Certification for this position:

At the discretion of the Contract Monitor, an individual with lesser qualifications may be considered, provided the Contractor can satisfactorily substantiate the inability to recruit an acceptable candidate who meets all the qualifications for the full-time Food Service Manager.

The Contractor may not transfer the Food Service Manager prior to two (2) year tenure without the written consent of the Contract Monitor. If the Food Service Manager ceases to be employed by the Contractor, any replacement shall meet all the above stipulated requirements and also be acceptable to Whitsitt.

2.3.8.2 The Contractor shall have a registered dietitian/nutritionist licensed in the State of

Maryland who is registered with the Academy of Nutrition and Dietetics to consult and provide menu planning and nutritional analysis.

2.3.8.3 The Contractor shall have accessible at least one (1) person with supervisory responsibility available to report to be on duty seven (7) days per week whenever the

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Whitsitt’s kitchen is operational. A supervisor must be on duty when the first food service employee arrives in the morning, until the last food service employee departs in the evening.

2.3.8.4 The number of employees to be employed and their classifications shall be defined in the Contractor’s proposal and be authorized by the Contract Monitor prior to employment. For all employee classifications, the term “full-time” shall be defined as forty (40) hours per week. For employee classifications designated other than full-time, specify the number of hours. Background investigation requirements of all employees are identified in Section 3.6.2.

2.3.8.5 The Contractor shall provide job specifications for all authorized positions to the

Contract Monitor for review and approval no less than two (2) weeks prior to the commencement of this Contract. Any changes required shall be made within seven (7) days of notification to the Contractor. The Contractor shall review and revise job specifications annually no less than two (2) weeks prior to the anniversary date of the Contract and submit them to the Contract Monitor for review and approval.

2.3.8.6 A monthly employee time schedule shall be prepared and posted two (2) weeks prior to implementation. It shall include the work hours for all employees of the Contractor. A copy shall be submitted via email to the Contract Monitor.

2.3.8.7 The Contractor shall be responsible for the supervision of its employees at all times during meal preparation to ensure compliance, and that appropriate procedures are utilized to prohibit injury to the employees, public, or damage to the physical facility.

The Contractor shall be familiar with and enforce all regulations of O.S.H.A. and any other State or federal requirements pertaining to safety, fire, etc.

2.3.8.8 All Contractor’s employees shall attend an orientation program given by the Contractor during their first week of employment. Documentation of the employee’s attendance shall be maintained in their personnel files for review by the Contract Monitor and by licensure and accreditation surveyors. As appropriate to the employee’s level of responsibility, each employee shall receive instructions and demonstrate competence in:

fire safety procedures; client and staff courtesy; personal hygiene and infection control;

the proper inspection, handling, preparation, serving, and storing of food; portion control; comprehending modified diet menus; sanitation procedures; waste disposal;

safe operation of equipment; general safety; writing modified diets; giving diet instruction; developing, implementing and following nutritional care protocol;

employee supervision; and management, etc.

2.3.8.9 The Contractor shall provide relevant monthly in-service training/education programs for all food service employees on all shifts. The Contractor shall develop an annual schedule. The annual in-service training/education program shall include safety, RFP for Kent County Health Department Page 18 of 93 sanitation, and infection control each year and other subjects as required by licensure and accreditation agencies.

2.3.8.10 The Contractor shall develop a written plan to provide training prior to employment for new food service employees in Hazard Analysis Critical Control Point (HACCP) procedures and the handling of food if a critical control point is not under control due to employee error, equipment malfunction or power failure. This training is to be given annually thereafter.

2.3.8.11 Intentionally blank.

2.3.8.12 The Contractor shall require all employees to wear hair restraints when present in food service and/or production areas.

2.3.8.13 The Contractor shall require all Food Service Department employees to wear uniforms.

The cost of uniforms and laundering will be the sole responsibility of the Contractor.

The Contractor will develop and enforce a dress code. The Contractor and team should be dressed appropriately to conduct food service and also be in compliance with AFWC program specific dress code.

2.3.9 Records Keeping

2.3.9.1 Personnel Records

The Contractor's personnel files on each employee shall include at a minimum:

A. Name and social security number;

B. Address;

C. Date of birth;

D. Race and sex;

E. Application and resume;

F. References and documentation of reference checks;

G. Starting date of employment;

H. Evidence that educational and experiential requirements of the position have been met;

I. Documentation of training received; and J. Evidence of a request for a criminal background check and its results.

2.3.10 Equipment and Supplies

2.3.10.1 All equipment purchased with MDH funds will become the property of MDH upon end of the Contract. Property management forms shall be completed as required and submitted to Whitsitt’s Contract Monitor.

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2.3.10.2 The Contractor shall be responsible for implementing a system to ensure that all food service equipment used in the daily preparation/maintenance of food products have been turned off at the end of the business day and remain in sound working order. The Contractor is to report via email malfunctioning equipment to the MDH Maintenance Chief and facility Director.

2.3.10.3 Vending machines shall not be a part of this Contract.

2.3.11 Responsibilities of MDH

2.3.11.1 The MDH will provide the Contractor with general kitchen facilities, permanently installed food service equipment, and designated furnished office space, storage areas, locker area, restroom facilities. The Contractor will provide all utensils and tableware associated with the food service operation.

2.3.11.2 The Contractor will have availability to a DSL line and local telephone service within

Whitsitt. A subscription on behalf of the Contractor will be required in order to use the services..

2.3.11.3 The MDH maintenance chief will maintain and repair the building structure, including the maintenance of water, steam, sewer, and electrical lines, ventilation, electrical lighting fixtures, and space heating systems. The Contractor will bear the expense of repairs necessitated by its employees’ negligence or maliciousness. All requests for repair service or replacement of equipment shall be approved by MDH Contract Monitor. The MDH will assume responsibility for payment of all approved equipment repairs and replacements.

2.3.11.4 AFWC will provide refuse removal and all other housekeeping services not delegated to the Contractor. The MDH maintains a separate contract for pest control.

2.3.12 Emergency Service for Whitsitt

2.3.12.1 The Contractor shall develop separate Emergency Plans (EP) for Whitsitt to manage services in the event of but not limited to the following circumstances:

a. a communicable epidemic/pandemic;

b. power outage;

c. water contamination;

d. inclement weather;

e. fire;

f. lack of steam;

g. labor strike; and

h. staff shortages.

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2.3.12.2 The EP shall consist of a contact list of personnel and service providers, emergency menu for a minimum of three (3) weeks, and inventory list of food and supplies to maintain the emergency menu, and beverages. The EP must include the provision of meals for no less than three (3) weeks, based upon service of three (3) meals per day to Whitsitt. The Contractor shall develop and post menus, and train employees to ensure adequate and continued service during emergencies. The EP shall include detailed instructions for food preparation, distribution, transport, and a list of all emergency supplies (see Section 2.3.11.3). The Contractor shall maintain emergency food inventory on the premises for feeding patients/clients and employees. The emergency food and emergency supply inventories are to be identified as “emergency use only” and maintained separate from the regular inventory. The EP should identify the means of access to these items twenty-four (24) hours per day, seven (7) days per week. The Contractor’s policy related to the EP shall identify a routine food inventory rotation schedule. The Contractor shall submit the EP to the Contract Monitor at least two (2) weeks prior to the commencement of the contract for review and approval. The Contractor will make any required adjustments within seven (7) days of written notice.

The Contractor shall review and revise the plan annually no less than two (2) weeks prior to the contract anniversary date and submit it to the Whitsitt Contract Monitor for approval.

2.3.12.3 An example of emergency supplies will include:

A. canned juices;

B. canned fruits and vegetables;

C. canned cooked meats and entrees;

D. canned jelly;

E. dry cereal;

F. evaporated milk;

G. shelf stable milk;

H. cheese;

I. cookies;

J. snack crackers;

K. snack chips;

L. raisins;

M. graham crackers;

N. granola bars;

O. dry milk;

P. bread;

Q. bottled water;

R. Gatorade;

S. canned soups;

T. disposable plates;

U. disposable cups;

V. napkins;

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W. disposable spoons;

X. serving utensils;

Y. can opener; and Z. trash bags.

2.3.12.4 The Contractor shall develop a separate plan for responding to both an internal and an external disaster. It shall include the following as a minimum: evacuation plan for the Dietetic Department; location of fire-fighting equipment; a plan for the provision of food service following the loss of utilities; plan for contacting essential personnel;

instructions for utilizing volunteers; and a plan for providing a continuous source of uncontaminated food and supplies. Additionally, an integral part of the overall plan shall be a separately defined plan that ensures the availability of an adequate supply of food for Whitsitt in the event of a disaster (e.g., terrorist attack, etc.) and is of such a nature as to require an official declaration of a state of “Shelter in Place”. Under this condition, to prevent contamination, no one will be permitted to enter or leave the facility. A defined rotation schedule will be developed for this food inventory. The plan shall be submitted to the Contract Monitor at least two (2) weeks prior to the commencement of the contract for review and approval. The Contractor will make any required adjustments within seven (7) days of written notice. The Contractor shall review and revise the plan annually no less than two (2) weeks prior to the contract anniversary date and submit it for the Whitsitt Contract Monitor for approval.

2.3.12.6 The Contractor shall also provide to Whitsitt’s Contract Monitor a list of the

Contractor's employees, including their phone numbers, who should be notified in emergency situations by the staff. The Contractor’s Food Service Manager shall be responsible to assure the list is current.

2.3.12.7 In the event of evacuation of the building, Whitsitt shall reimburse the Contractor for reasonable expenses.

2.4 Deliverables

2.4.1 Deliverable Submission

See section 2.4.2

2.4.2 Deliverable Acceptance

A. A final deliverable shall satisfy the scope and requirements of this RFP for that deliverable, including the quality and acceptance criteria for a final deliverable as defined in Section 2.4.4 Deliverable Descriptions/Acceptance Criteria.

B. The Contract Monitor shall review a final deliverable to determine compliance with the acceptance criteria as defined for that deliverable. The Contract Monitor is responsible for coordinating comments and input from various team members and stakeholders. The Contract Monitor is responsible for providing clear guidance and

RFP for Kent County Health Department Page 22 of 93 direction to the Contractor in the event of divergent feedback from various team members.

A. The Contract Monitor will issue to the Contractor a notice of acceptance or rejection of the deliverable in the Deliverable Product Acceptance Form (DPAF)(see Section 7). Following the return of the DPAF indicating “Accepted” and signed by the Contract Monitor, the Contractor shall submit a proper invoice in accordance with the procedures in Section 3.3. The invoice must be accompanied by a copy of the executed DPAF or payment may be withheld.

B. In the event of rejection, the Contract Monitor will formally communicate in writing any deliverable deficiencies or non-conformities to the Contractor, describing in those deficiencies what shall be corrected prior to acceptance of the deliverable in sufficient detail for the Contractor to address the deficiencies. The Contractor shall correct deficiencies and resubmit the corrected deliverable for acceptance within the agreed-upon time period for correction.

2.4.3 Minimum Deliverable Quality

The Contractor shall subject each deliverable to its internal quality-control process prior to submitting the deliverable to the State.

Each deliverable shall meet the following minimum acceptance criteria:

A. Be presented in a format appropriate for the subject matter and depth of discussion.

B. Be organized in a manner that presents a logical flow of the deliverable’s content.

C. Represent factual information reasonably expected to have been known at the time of submittal.

D. In each section of the deliverable, include only information relevant to that section of the deliverable.

E. Contain content and presentation consistent with industry best practices in terms of deliverable completeness, clarity, and quality.

F. Meets the acceptance criteria applicable to that deliverable, including any State policies, functional or non-functional requirements, or industry standards.

G. Contains no structural errors such as poor grammar, misspellings, or incorrect punctuation.

H. Must contain the date, author, and page numbers. When applicable for a deliverable, a revision table must be included.

I. A draft written deliverable may contain limited structural errors such as incorrect punctuation, and shall represent a significant level of completeness toward the associated final written deliverable. The draft written deliverable shall otherwise comply with minimum deliverable quality criteria above.

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2.4.4 Deliverable Descriptions/Acceptance Criteria

In addition to the items identified in the table below, the Contractor may suggest other subtasks, artifacts, or deliverables to improve the quality and success of the assigned tasks.

Deliverables Summary Table*

ID # Deliverable Description

Acceptance Criteria Due Date / Frequency

Incident Report

Microsoft Word or PDF via email

Within twenty-four

(24) hours of occurrence

Visitor Report

Within one (1) week following visit

Performance Report

Quarterly

*The deliverables summary table may not list every contractually-required deliverable.

Offerors and Contractors should read the RFP thoroughly for all Contract requirements and deliverables.

2.4.5 Reports

The Contractor shall submit the following reports to Kent County Health Department’s Contract Manager and designee units:

A. Incident Reports – The Contractor shall report incidents pertaining to program to the Contract Monitor or designee in the form and format required by the Department and in keeping with the policy and procedures established by the Department (see Attachment P). The Contractor shall fax the completed incident form to the Department at a number that will be provided upon contract award.

Contact information to coordinate the training and the fax number to transmit the incident report shall be provided by the Department upon award to the selected Contractor.

Critical incidents are required to be reported immediately.

B. Visitor Reports – The Contractor shall ensure that a representative from the corporate management staff of the Contractor will visit Whitsitt at least quarterly.

Visits are to be coordinated to assure that the Contract Monitor is available. A written report of all visits shall be provided to the Contractor’s Food Service Manager and the Contract Monitor within one (1) week following the visit.

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C. Performance Reports – The Contractor’s Food Service Manager shall maintain performance records pertaining to specific services provided at Whitsitt. The summarized report will be submitted on a quarterly basis to the Contract Monitor.

THIS PAGE IS INTENTIONALLY LEFT BLANK.

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Contractor Requirements: General

2.5 Contract Initiation Requirements

This section is inapplicable to this RFP.

2.6 End of Contract Transition

2.6.1 The Contractor shall provide transition assistance as requested by the State to facilitate the orderly transfer of services to the State or a follow-on contractor, for a period up to sixty (60) days prior to Contract end date, or the termination thereof.

Such transition efforts shall consist, not by way of limitation, of:

A. Providing additional services and support as requested to successfully complete the transition;

B. Maintaining the services called for by the Contract at the required level of proficiency;

C. Providing updated System Documentation (see Appendix 1), as appropriate; and

D. Providing current operating procedures as appropriate.

2.6.2 The Contractor shall work toward a prompt and timely transition, proceeding in accordance with the directions of the Contract Monitor. The Contract Monitor may provide the Contractor with additional instructions to meet specific transition requirements prior to the end of the Contract.

2.6.3 The Contractor shall ensure that all necessary knowledge and materials for the tasks completed are transferred to the custody of State personnel or a third party, as directed by the Contract Monitor.

2.6.4 The Contractor shall support end-of-Contract transition efforts with technical and project support to include but not be limited to:

A. The Contractor shall provide a draft Transition-Out Plan one hundred twenty (120) Business Days in advance of Contract end date.

B. The Transition-Out Plan shall address at a minimum the following areas:

1) Any staffing concerns/issues related to the closeout of the Contract;

2) Communications and reporting process between the Contractor, the Department and the Contract Monitor;

3) Security and system access review and closeout;

4) Any hardware/software inventory or licensing including transfer of any point of contact for required software licenses to the Department or a designee;

5) Any final training/orientation of Department staff;

6) Connectivity services provided, activities and approximate timelines required for Transition-Out;

7) Knowledge transfer, to include:

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a) A working knowledge of the current system environments as well as the general business practices of the Department;

b) Review with the Department the procedures and practices that support the business process and current system environments;

c) Working knowledge of all technical and functional matters associated with the Solution, its architecture, data file structure, interfaces, any batch programs, and any hardware or software tools utilized in the performance of the Contract;

d) Documentation that lists and describes all hardware and software tools utilized in the performance of the Contract;

e) A working knowledge of various utilities and corollary…