COUNTY OF ULSTER

REQUEST FOR PROPOSALS

RFP-UC26-033

FOOD SERVICE FOR ULSTER COUNTY JAIL

ULSTER COUNTY DEPARTMENT OF GENERAL SERVICES

EDWARD JORDAN

DIRECTOR OF GENERAL SERVICES

100 Development Court

KINGSTON, NY 12401

RECEIPT CONFIRMATION FORM

PLEASE COMPLETE AND RETURN THIS CONFIRMATION FORM WITHIN 5 WORKING DAYS

OF RECEIVING BID PACKAGE TO:

Ancolie Martelly; Principal Buyer Telephone: (845)340-3405

Ulster County Department of General Services

100 Development Court, Kingston, NY 12401

Fax: (845) 340-3434

Email: anma@ulstercountyny.gov

RFP-UC25-033: (FOOD SERVICE FOR ULSTER COUNTY JAIL)

Failure to return this form may result in no further communication or addenda regarding this Bid.

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Phone Number: ______________________________EXT:_____ Fax Number: ____________________

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COUNTY OF ULSTER – DEPARTMENT OF GENERAL SERVICES

100 DEVELOPMENT COURT, KINGSTON, NY 12401

PHONE: 845-340-3400 / FAX: 845-340-3434 / WEB: www.ulstercountyny.gov/Departments/General-Services

RFP NAME: FOOD SERVICE FOR ULSTER COUNTY JAIL RFP-UC26-033 - 3 -

REQUEST FOR PROPOSAL

DATE: June 25, 2026

NOTICE IS HEREBY GIVEN THAT SEALED PROPOSALS ARE SOUGHT AND REQUESTED FOR

THE FOLLOWING:

RFP NAME: FOOD SERVICE FOR ULSTER COUNTY JAIL

RFP NUMBER: RFP-UC26-033

MAIL PROPOSAL TO: Ulster County Department of General Services

Kingston, NY 12401

SUBMISSION DATE July 31, 2026 by 4:00 P.M.

Proposals received after the time specified will not be opened.

CONTACT PERSON: Ancolie Martelly; Principal Buyer

Ph: 845-340-3405 Email: anma@ulstercountyny.gov

PROPOSALS MUST BE SUBMITTED IN A SEALED ENVELOPE OR PACKAGE.

PRINT (ON THE FACE OF ENVELOPE): 1) NAME & ADDRESS OF COMPANY

2) RFP NAME & NUMBER

It is the responder’s responsibility to read the attached RFP Specifications.

By: Edward Jordan

Director of General Services

RFP NAME: FOOD SERVICE FOR ULSTER COUNTY JAIL RFP-UC26-033 - 4 -

REQUEST FOR PROPOSAL

1.0 PURPOSE

The purpose of this RFP is to obtain proposals for securing the service of an experienced, qualified firm to prepare and provide meals to the inmates in the Ulster County Jail. The program currently is a full-service operation working out of the Ulster County Jail kitchen providing three meals on a twenty-eight-day menu cycle. The facility has a maximum capacity of 457 inmates, with a current average daily population of approximately 200 inmates. Meals are also being served to the officers and staff. These meals vary from the inmate menu. Ulster County will continue the staff meal service for approximately 125 staff.

2.0 SCOPE OF WORK

2.1 This Scope of Work is based on the current operation and requirements for an Inmate Food Service Plan.

The Awarded Contractor (Contractor) shall provide food services for the inmates at the Ulster County Jail

Facilities. This is a full-service operation which entails working out of the Jail Kitchen and providing meals for all concerned and listed.

The Contractor shall serve from a twenty-eight (28) day cycle menu as per specifications, nutritious, wholesome, palatable meals, and special diets to the inmates, and designated staff at the Ulster County Jail in accordance with the terms of the agreement. The Contractor will provide meals and food service three (3) times per day, seven (7) days per week, at an estimated quantity of 333,975 inmate meals per year based on the current census of 180 inmates and 125 Staff. This number will vary based on inmate population.

Capacity of the jail is 454 inmates. The kitchen operating hours are from 5:00 a.m. – 6:00 p.m. Ulster

County does not and will not guarantee the number of meals required annually.

Meals shall meet or exceed all present local, county, state, and federal laws and ACA (American

Correctional Association), and other regulations relating to standards for food service in correctional facilities for New York. The Contractor must ensure compliance with New York State Correction Law in all aspects of the operations.

The Contractor will be responsible to prepare and supply meals to the staff. This menu will be different than the inmate meal. See Section 2.12 Staff Meals

The Contractor must provide a cost per meal using the County’s total of approximately 1,000 meals per day.

These meals will be prepared in the kitchen of the U.C. Jail facility. Ulster County currently employs an on-site manager and five cooks.

The Contractor shall submit pricing on a sliding scale based on total number of inmates and a flat number of staff meals as applicable, served per day.

All regular inmate meals served will be identical, regardless of the recipient with the exception of special diets listed later in the specification. Bag lunches may be required upon request. The Contractor will also offer separate pricing for meals for the U.C. Jail staff. The County reserves the right to negotiate prices with the successful Contractor if the number of meals estimated exceeds amounts shown on the proposal sheets.

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2.2. USE OF COUNTY’S FACILITY AND EQUIPMENT

The Ulster County Jail is located in the Ulster County Law Enforcement Center (UCLEC) at 380 Boulevard, Kingston, New York 12401. The well-equipped kitchen facilities at the Ulster County Jail, together with kitchen utensils and equipment located therein will be made available to the Contractor for use under the contract. However, such physical plant and equipment is only an accommodation to the Contractor and the

County makes no warranties, expressed or implied as to their availability in the event of force majeure. The

Contractor must have a contingency emergency plan acceptable to the County for such an emergency. (The

Contingency Plan is a required submittal). A joint inventory of County owned equipment would be conducted at the earliest possible date by the Contractor and the Jail staff to determine quantities and serviceability of equipment on hand. Repairs of County equipment will be at the expense of the County.

Equipment will remain the property of the County.

The Contractor shall properly and safely use and operate all electrical, gas and plumbing fixtures, equipment or appliances connected thereto.

The Contractor shall report to the County any equipment which is in need of repair or replacement and see that the Contractor’s employees exercise due care in the use of such equipment.

The Contractor is not permitted to make any alterations to, additions to, or removal of any walls, windows, floors, ceilings, doors, or fixtures, without prior written approval from the Sheriff. Windows and other openings will not be covered with any blinds or drapes without prior approval from the Sheriff.

2.3 PERSONNEL

The Contractor shall maintain a trained staff, which shall be on duty for all 21 meals served each week. The

Contractor shall provide efficient operation, expert administration, dietetic service, purchasing, accounting, supervision service, technical assistance, and planning to fulfill all aspects of the contract.

The Contractor must provide the required staffing level for the entire term of the contract at the Jail. The

Contractor shall provide a Food Service Manager and five (5) Food Service Supervisors/Cooks to be in attendance whenever the kitchens are in operation, ensuring full and adequate employee coverage during all employee vacations, sick days, etc. The Sheriff retains the right to approve or reject the Food Service

Manager and any Food Service Supervisor/Cook assigned to UCLEC Facilities.

A Regional Manager or Consultant responsible for the Ulster County Jail Food Service Contract must have no less than six (6) years Correctional Food Service experience. Resume of Regional Manager or

Consultant is to be submitted with proposal.

The County requires that the Food Service Manager possess a minimum of three (3) years’ experience, or formal training and experience equivalent to three (3) years’ experience, which has provided extensive knowledge of materials, methods, and equipment used in preparing food in an operation similar to Ulster

County’s.

Inmates will be provided as required by the Contractor subject to the approval of the Sheriff. The Contractor shall provide a list of the staffing positions, detailing labor descriptions. All staff shall be subject to review

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and approval by the Ulster County Sheriff’s Office, to include Criminal History Inquiries.

At the Contractor’s own expense, the Contractor shall require its employees to submit to annual health examinations at least as frequently and in accordance with federal, state or local laws and regulations and as mandated by A.C.A. Standards. Upon County request, the Contractor shall submit to the satisfaction of the

County evidence of compliance with all health laws and regulations.

At the Contractor’s own expense, the Contractor shall require and make available its employees to complete a forty (40) hour orientation Jail Training Program for Contract Employers that meet A.C.A. specifications.

The Contractor shall also, at its own expense, require and make available its employees for an additional forty (40) hours of jail related training each subsequent year, also meeting A.C.A. specifications. This must be done without any decrease in either the quality or quantity of the Food Service function. Training and instructors to be provided by the County for this requirement.

The Contractor shall be responsible for maintaining professional and support coverage based upon the final agreement. In the event the Contractor does not staff as per the agreement, the County shall be credited at the rate two (2) times the actual rate for that staff position. This shall include unfilled vacancies and/or positions uncovered due to sick or vacation time granted to regular staff. Work Schedules shall be submitted monthly to the special service Commander(s) for review.

Ulster County reserves the right to require all contractor employees to pass random drug and alcohol testing which will be administered by the medical staff of Emergency One located at 40 Hurley Ave, Kingston, NY.

When a vacancy occurs, the contractor agrees to fill the vacant position no later than two (2) weeks after the position becomes vacant. New employee(s) shall have the same qualifications as above.

At the beginning of the Contract, all potential Contractor employees not now employed at the Sheriff’s

Office will be required to attend a Sheriff’s orientation.

The Contractor will provide an organizational chart and job descriptions for all professional staff with their proposal including number of inmates required per shift. Such personnel (inmates) shall be used for the preparation of food, delivery of meals, and general sanitation and cleaning. The Contractor agrees to train and supervise such personnel, subject to the overall control of the County.

2.4 INCARCERATED INDIVIDUAL WORKFORCE DEVELOPMENT AND FOOD SERVICE

TRAINING PROGRAM

Purpose

The Contractor shall develop, administer, and maintain an incarcerated individual workforce development program designed to provide incarcerated individuals with marketable food service skills and industry-recognized credentials that support successful reentry and employment opportunities upon release.

Program Requirements

The Contractor shall establish and operate a structured food service training program for eligible incarcerated individuals assigned to work within the facility's food service operations.

At a minimum, the program shall:

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• Provide classroom and practical instruction in food service operations.

• Incorporate the National Restaurant Association's ServSafe® Food Handler and/or ServSafe® Food

Protection Manager curriculum, as approved by the Facility.

• Prepare eligible participants to successfully complete the applicable ServSafe certification examination.

• Provide all instructional materials, workbooks, testing fees, and related educational resources necessary for program participation.

• Maintain current authorization and qualified instructors necessary to administer the ServSafe curriculum and certification process.

Training Curriculum

The curriculum shall include, at a minimum:

• Basic food safety principles.

• Personal hygiene and workplace sanitation.

• Prevention of foodborne illnesses.

• Time and temperature controls for food safety.

• Cross-contamination prevention.

• Cleaning and sanitizing procedures.

• Safe food storage and handling.

• Workplace safety and accident prevention.

• Inventory control and food service operations.

• Professional workplace conduct and employability skills.

The Contractor may supplement the curriculum with additional food service, culinary, hospitality, or workforce readiness training designed to enhance participant employability.

On-the-Job Training

The Contractor shall provide supervised, hands-on training opportunities through the facility's food service operation. Participants shall receive practical experience in:

• Food preparation.

• Meal production.

• Food storage and inventory management.

• Kitchen sanitation.

• Equipment operation and maintenance.

• Meal service procedures.

• Compliance with food safety standards.

Training assignments shall progressively develop participant competencies and reinforce classroom instruction.

Certification Requirements

The Contractor shall:

• Offer participants the opportunity to obtain ServSafe certification upon successful completion of required training.

• Coordinate all examination scheduling, proctoring, and certification activities.

• Pay all costs associated with certification testing unless otherwise specified by the County.

• Provide participants with documentation of completed training and earned certifications.

• Maintain records of participant enrollment, attendance, completion rates, testing outcomes, and

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certifications earned.

Performance Measures

The Contractor shall track and report program performance metrics on a quarterly basis, including:

• Number of participants enrolled.

• Number of participants completing training.

• Number of ServSafe certifications earned.

• Certification pass rates.

• Number of instructional hours provided.

• Participant workforce readiness activities completed.

The County reserves the right to establish minimum annual participation and certification goals as part of the contract performance requirements.

Coordination and Security

All training activities shall be conducted in accordance with facility security procedures and incarcerated individual program regulations. The Contractor shall coordinate scheduling, participant eligibility, classroom space requirements, and operational considerations with designated Facility staff.

The Contractor shall ensure that all instructors, trainers, and program personnel meet facility security clearance requirements and comply with all institutional policies and procedures.

Food service complaints from inmates will be processed through the County’s Correctional

Intervention/Grievance program. Contractor’s food service manager shall act upon all complaints and determine the appropriate mechanism to be utilized for specific categories of complaints. Procedures for handling complaints should be included with proposal.

The Contractor will provide at their expense:

• All raw and cooked food necessary to provide meals

• All paper and plastic products used in the daily operating routine of the kitchen to include, but not limited to, paper bags and material to cover trays.

• All cleaning products necessary to keep all kitchen equipment and kitchen area clean.

• All hair nets, aprons and servicing gloves required by their staff, inmate help and persons serving food.

• All trash can liners for the kitchen

• All paper products used, but not limited to napkins

• All knives, forks and spoons

2.5 MEAL SERVICE

The Contractor shall manage both civilian and inmate kitchen staff responsible for preparing pre-plated meals for tray service. The County currently utilizes approximately 12 inmate workers on each of the three shifts. Inmate workers are compensated by the County and may receive unserved excess food as an incentive.

There is no inmate dining area at the Ulster County Jail. Trays are filled by the kitchen staff in an assembly line fashion. The trays are then loaded on to carts. The Correctional Officers will verify meal counts and

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supervise inmates who will distribute trays to inmates in a timely and sanitary manner in the living areas.

Upon completion of meals, Correctional Officers will supervise the timely return of all trays and carts to the

Kitchen. The Contractor will be responsible for sanitizing the food service equipment for re-entry into the food delivery cycle. Contractor should indicate how tray assembly will be accomplished and portions controlled equally, for all inmates.

2.6 CONTRACTOR SUPPLIED SERVICES

The Contractor shall provide all food items and will be responsible for the storage of all food and related stores in the dry storage room, walk-in cooler and walk-in freezer provided by the County on site. It is the

Contractor’s responsibility to assure the proper handling, storage and temperature of food products delivered to the jail dock. In addition, it is the Contractor’s responsibility for inside deliveries of products from the jail dock to its proper storage facility in the jail.

The Contractor will serve flavorful, visually appetizing, wholesome, nutritious, quality food at proper service temperatures, with correct portion sizes and at designated serving times as outlined in this Scope of

Work.

The Contractor shall provide a snack bar for staff 24 hours a day, 7 days a week that shall include, but not limited to soda, juice, water, chips, yogurt, candy, sandwiches, and other snacks in the Officers Dining

Room. Purchase/payment method to be determined by the vendor. Condiments and cups/utensils shall also be provided in accordance with applicable GreenNY sustainability requirements.

The Contractor shall provide all meal preparation, tray assembly, utensil and appliance cleanup, post meal cleaning of soiled trays, carts and related items as well as overall general kitchen cleanup and sanitation.

The Contractor will be responsible at all times during all phases of operations to ensure the proper security of equipment and the efficiency of the food services system. Following each meal, an inventory of trays, cups, utensils, and small wares will be made and reported to the Jail Watch Commander/Supervisor. Items destroyed or thrown away by employees or inmate workers will be the responsibility of the Contractor and must be replaced at no expense to the County. Equipment damaged by the Contractor or inmate workers through negligence or inattentive supervision will be the responsibility of the Contractor and must also be replaced at no expense to the County.

The Contractor shall be responsible for all labor related costs other than the one County employed cook and other expenses such as cleaning supplies, paper supplies, laundry and uniforms for Contractor’s employees, general liability and property insurance, long distance telephone expenses, bond premiums, office supplies, postage, taxes and licenses, and expenses for employee physicals. This is to include the permit issued through the Ulster County Health Department to operate food handling services in the jail. If the contractor fails to complete or comply with all permits, any additional costs incurred by the County due to the contractor’s failure to complete or comply with the permits will be the responsibility of the contractor.

The Contractor shall prepare and forward weekly certified statements to the County’s designated representative. The statements will reflect the preceding weeks’ food service detailing the exact number of meals serviced on a daily basis to accompany the weekly invoice.

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The Contractor will provide ongoing in-service training to cover such areas as safety, sanitation, and food handling. Jail staff, in cooperation with the contractor, will provide ongoing in-service training to cover such areas as security, jail policies and procedures. A statement outlining the training shall be sent with the weekly reports to the designated County Representative, indicating what training took place and by whom.

Inmate Training Program must be provided to all inmates working within the kitchen. A copy of the

Contractor’s Inmate Training Program is to be included as part of the proposal. The Contractor will provide an organizational chart and job descriptions for all professional staff with their proposal including number of inmates required per shift. Such personnel (inmates) shall be used for the preparation of food, delivery of meals, and general sanitation and cleaning. The Contractor agrees to train and supervise such personnel, subject to the overall control of the County.

Documentation of training shall be recorded and placed in the inmates’ file.

2.7 COUNTY SUPPLIED SERVICES

The County shall furnish and maintain an inventory of service ware, pots, pans and service utensils at the

Correctional Facility. No eating utensils (knives, forks and spoons) will be provided. The Contractor shall provide all eating utensils in accordance with applicable GreenNY sustainability requirements which can be found at the following link: https://ogs.ny.gov/greenny/food-service-ware.

The County will provide, install, maintain, repair, replace if necessary and permit the Contractor to use all food service equipment, except those repairs required as a result of misuse or abuse or negligence by

Contractor personnel. In the event repairs are required, Contractor shall immediately notify the appropriate staff personnel.

The County will provide adequate preparation, storage and holding equipment for perishables and maintenance for same.

The County will provide storage building for storage of dry goods necessary in the implementation of this contract.

The County will provide trash removal, pest control, office space, inmate uniforms, and utilities excluding long distance telephone service. Ulster County will provide a telephone capable of conversing within the confines of the Ulster County Jail (intercom phone).

The County will provide adequate security for all food service areas.

The County will provide a mutually negotiated level of inmate labor at the times and locations necessary to assure efficient food service operations. The Contractor will provide sufficient staff with which to supervise all inmate workers provided.

The County will provide accurate and timely orders for the number of meals to be served to inmates, correctional officers, and staff within two (2) hours of the time for meals to be served.

The County will provide at the Contractor’s expense, all outside telephone service necessary for the https://ogs.ny.gov/greenny/food-service-ware

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operation of its business. The Contractor is responsible for paying telephone bills related to work at the U.C.

Jail. These bills will be paid directly by Contractor with no responsibility being placed on the U.C. Jail.

2.8 COUNTY RESPONSIBILITIES

Provide adequate ingress and egress to all production areas.

Provide general maintenance to the building structure including, but not limited to, the maintenance of water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, and wall and ceiling surfaces.

Equipment, which in the opinion of the County has exceeded its useful life will be replaced by the County after consultation with the Contractor.

2.9 DAILY MEAL SCHEDULE

Meals will be provided three (3) times per day and are generally served at the following times:

• Breakfast: 5:00 to 6:00 a.m.

• Lunch: 11:00 a.m. to noon

• Dinner: 4:00 to 5:00 p.m.

No more than 14 hours is permitted between the evening meal and the following day’s breakfast meal. A meal schedule will be mutually agreed upon between the contractor and the Sheriff or his designee.

Coffee, tea, and hot chocolate will be provided continuously 24 hours a day for staff.

2.10 MENU

All respondents must submit 3 tier menus, a low, medium and high, with their proposals for inmate menus for the Jail detailing as a minimum a twenty-eight-day (28) meal plan to include specific portion sizes

(indicating cooked or raw weight when appropriate), caloric content and seasonal variations due to holidays based on the specifications in the scope of work.

2.11 MEALS

The Contractor shall provide three (3) meals per day with a beverage, seven (7) days per week. The menu must also include the average daily calories and the average percent of calories from fat with each menu proposed. The meals, per day, shall have a minimum caloric content of twenty-nine hundred (2900) calories and a minimum of seventy-five (75) grams of protein. At least one of the three daily meals served must be a hot meal.

Head counts:

Inmates 180

Staff 125

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These are the current counts. Should more meals be required, the Contractor will be responsible for providing these meals to either the inmate and/or the staff population. The full occupancy of the jail is 454.

Contractor will provide a minimum of four (4) holiday meals at Easter, Thanksgiving, Christmas, and New

Year’s and other events as requested. The Responder shall include in their Proposal their policies for serving special meals on holidays. Sample menus for these holidays shall be included.

In addition to the regular twenty-eight-day (28) day cycle meal plan, the contractor shall include a special menu of proposed meals for inmates on special, modified, medical and/or religious diets (i.e. Kosher meals, Ramadan, etc.). The contactor shall accommodate therapeutic diets upon medical authorization. Specific therapeutic diets shall be prepared and served to inmates in accordance with orders of the attending physician, dentist or responsible health authority. Medical diets shall be specific and complete and shall be furnished in a written form to the contractor.

Current daily special diet counts:

o Cardiac – 8 o Bland – 2 o Halal – 2 o Diabetic – 4 o Diabetic Snack - 15 o Gastric – 8 o Allergy – 15 o Kosher – 8 (more per day during Ramadan)

The contractor shall provide diets in compliance with applicable religious requirements of inmates as approved by the Jail Chaplain and/or administrative staff.

All menus and special diets must meet the standards for adult holding and detention facilities as established by the American Correctional Association. All menus will be approved prior to service by a registered dietitian. All meals served will be in compliance with the 1989 Recommended Daily Allowance for adult males as established by the National Academy of Sciences and will provide an average of 2,900 calories per day in addition to all required nutrients. Contractor will institute revisions to the program when updates are issued.

All meals, including the special, modified and/or religious shall be provided at the unit prices submitted on the Proposal-pricing page with no additional cost to the county.

The Contractor will submit with their proposal a sample of their diet handbook or a schedule of the four-week menu they propose to serve inmates on restricted diets.

Contractor will provide copies of all “special diet menus” to the Medical Department and

Administrative Office and diets will be retained by the aforementioned. Diets shall include calorie content and food served by type and portion amount. The special diets and copies thereof shall be provided to the Medical Department and Administrative offices by the startup date of the contract.

From time to time, the Contractor may be required to provide a diet of “finger foods” served with no utensils

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on a tray for inmates on special medical watches. A plan for assuring nutritional compliance with menu modifications shall be provided in the proposal. A plan of diet modification such as a diet manual will be acceptable.

Both regular and special inmate menus shall be reviewed annually and approved by a nutritionist or licensed registered dietitian, licensed in the state of New York, certified by the New York State Education

Department with a signed nutritional compliance statement for the age and sex of the inmate population to meet or exceed the applicable dietary standards for adult inmates for nutritional and caloric content as established by:

The Food and Nutritional Board of the National Academy of Science as prescribed for inmates, New York

Department of Corrections Law.

2.12 STAFF MEALS

Currently Ulster County provides meal services to the Corrections Officers and staff. A price to provide the staff meal differing from the inmate meal is to be included on the Pricing Sheet.

The staff meal program shall utilize products that are separate and distinct from those used for the standard inmate meal program. Officers staff the facility 24 hours a day on a three (3) shift rotation. Approximately a total of 125 officers and staff work on a daily basis on the three shifts and would be eligible to receive one

(1) meal on their shift. It is expected that an average of 125 staff meals will be required daily.

If requested, additional meals may be required for the staff. Additional costs must be approved by an authorized County representative.

The Contractor must submit a detailed twenty-eight (28) day staff menu with their Proposal. The menu shall include:

• One hot entrée and sides

• Each meal must include milk or juice.

• No soy products will be used for the Officer meals.

• A salad bar.

Salad Bar Menu Components:

At a minimum, the salad bar shall include a variety of fresh and regularly replenished items, including:

Fresh Greens and Base Ingredients:

• Romaine lettuce

• Iceberg lettuce

• Spring mix or mixed greens

• Spinach (when available)

Fresh Vegetables:

• Tomatoes

• Cucumbers

• Carrots

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• Bell peppers

• Red onions

• Broccoli

• Cauliflower

• Celery

• Mushrooms

• Seasonal vegetables

Protein Options:

• Grilled chicken

• Diced turkey

• Hard-boiled eggs

• Tuna salad or tuna packets

• Beans and legumes

• Other approved protein selections

Additional Toppings:

• Shredded cheese

• Cottage cheese

• Bacon bits

• Sunflower seeds

• Croutons

• Dried fruit

• Fresh fruit selections

• Pasta salad

• Bean salad

• Other approved salad accompaniments

Dressings and Condiments:

• Ranch

• Italian

• Balsamic vinaigrette

• Caesar

• Low-fat and reduced-calorie options

• Additional dressings as approved

The Contractor must provide coffee, tea, and hot chocolate service twenty-four (24) hours per day, seven (7) days per week in the Officers Dining Room (ODR). The Contractor shall supply the coffee, sugar, nondairy creamer and milk or cream, stirrers, etc, and prepare the coffee. In the event the awarded Contractor does not staff the kitchen twenty-four (24) hours, all supplies and coffee pots shall be provided so that staff can serve themselves. There shall be no additional charges for coffee service. Charges shall be incorporated into the unit pricing submitted for meal costs.

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2.13 FRESH FAVORITES SPECIALTY MEAL PROGRAM

Purpose

The Contractor shall develop, administer, and operate a specialty meal program ("Fresh Favorites

Program") that provides incarcerated individuals with the opportunity to purchase enhanced meal offerings in addition to the Facility's standard meal service. The program is intended to improve inmate morale, support family engagement, and generate funding for inmate programming, rehabilitation, wellness, and reentry initiatives.

Program Administration

The Contractor shall be responsible for all aspects of the Fresh Favorites Program, including menu development, ordering procedures, production, packaging, delivery, inventory control, accounting, customer service, and reporting.

The Contractor shall coordinate all program operations with Facility administration to ensure compliance with security, operational, and scheduling requirements.

Menu Development

• Develop and maintain a menu of specialty meal offerings available for purchase by eligible incarcerated individuals.

• Offer a variety of meal options that may include cultural, seasonal, holiday, celebratory, or enhanced food selections.

• Ensure all specialty meals are prepared using ingredients that meet applicable food safety and quality standards.

• Submit all proposed menus and menu changes for Facility review and approval prior to implementation.

• Clearly identify meal descriptions, ingredients, portion sizes, and pricing.

Ordering and Payment

The Contractor shall establish procedures that allow specialty meals to be purchased through:

• Inmate commissary accounts utilizing available inmate funds; and/or

• Approved family members, friends, or other authorized purchasers through a County-approved ordering platform or process.

All ordering procedures shall be subject to Facility approval and shall include appropriate safeguards to verify eligibility, payment processing, and order accuracy.

The Contractor shall ensure that no purchases are processed without sufficient funds or authorized payment.

Meal Preparation and Delivery

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• Prepare all Fresh Favorites meals on-site within the Facility kitchen.

• Ensure all meals are produced in accordance with applicable health codes, food safety regulations, and correctional food service standards.

• Package meals in a manner that maintains food quality, safety, and security.

• Deliver meals directly to eligible inmates according to a schedule approved by the Facility.

Unless otherwise approved by the County, specialty meals shall be offered and delivered on a weekly basis.

The Contractor shall maintain records of all meals prepared, sold, and delivered.

Quality Assurance

The Contractor shall establish quality control procedures to ensure:

• Accurate order fulfillment.

• Consistent food quality and portion sizes.

• Timely preparation and delivery.

• Compliance with all food safety requirements.

• Resolution of customer complaints and order discrepancies.

Revenue Sharing and Inmate Program Support

The Contractor shall provide a revenue-sharing component associated with the Fresh Favorites Program.

The proposal shall identify:

• The percentage of gross sales, net sales, or other agreed-upon revenue amount to be remitted to the County.

• The proposed methodology for calculating revenue-sharing payments.

• The frequency of payments and reporting.

Revenue-sharing payments shall be deposited into a County-designated incarcerated individual welfare, benefit, or other authorized account, as determined by the County.

Funds generated through the Fresh Favorites Program shall be used by the County to support incarcerated individual-related services and initiatives, including but not limited to:

• Educational programming.

• Vocational and workforce development programs.

• Substance abuse treatment and recovery services.

• Cognitive and behavioral programming.

• Reentry and transition services.

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• Recreational and wellness activities.

• Library and educational materials.

• Program supplies and equipment.

• Other inmate rehabilitation and well-being initiatives authorized by the County.

Financial Reporting

The Contractor shall provide monthly reports detailing:

• Total orders processed.

• Total meals sold.

• Gross sales revenue.

• Refunds and adjustments.

• Net sales revenue.

• Revenue-sharing calculations.

• Amounts remitted to the County.

The County reserves the right to audit all records related to the Fresh Favorites Program.

Marketing and Communication

The Contractor shall develop informational materials describing available meal options, ordering procedures, pricing, and delivery schedules.

All promotional materials shall be reviewed and approved by the County prior to distribution.

Performance Requirements

The Contractor shall maintain sufficient staffing, inventory, and operational capacity to ensure reliable delivery of the Fresh Favorites Program throughout the term of the contract.

Failure to provide specialty meal services as scheduled, maintain required food quality standards, or accurately remit revenue-sharing payments may constitute a performance deficiency subject to corrective action under the contract.

2.14 SACK (BAGGED) MEALS

Ulster County provides sack (bagged) meals for inmates and staff who would miss regular scheduled meal times at the Jail. An average of 10 sack meals are served daily. The inmate sack meals must be packaged in brown paper bags. Individual items may be packaged in plastic bags; however, Ziploc bags are prohibited.

Sack meals are to be provided at the same unit meal cost submitted on the Proposal pricing page.

At a minimum, sack lunches must be composed of the following:

4 slices of bread, 2 ounces of meat (e.g. turkey, turkey bologna, turkey-salami, etc.), 2 ounces of cheese, 1 serving of fruit (e.g. apple, orange, pear), beverage and packaged condiments (e.g. mustard, mayonnaise, etc

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but no pepper.)

Sacked lunches provided for staff may be packaged in paper bags.

2.15 COMPOSITION OF MEALS

All meat must be boneless with four (4) to six (6) ounces of actual cooked-weight meat portions per day.

Cheese, peanut butter, eggs and beans do not count towards the 6-oz. meat portion.

Five servings of fruit and vegetables per day including fruit or juice servings (100% juice, not fruit drinks or cocktails) for breakfast are required.

Condiments such as catsup, mustard, mayo-type dressing, margarine, salad dressing and syrup shall be provided in pre-packaged, portion control packages. Pepper is not allowed.

Examples of the jail inmate menu and a menu for the staff must be included with proposal. The County reserves the right to review and change the menu with the successful Contractor from time to time.

BEVERAGES

Beverages provided shall include coffee, tea (Decaffeinated, Caffeinated or both), fruit drink or 2% milk.

Milk shall be provided at a minimum of once per day five (5) days per week. Inmates under the age of 21 years shall be provided milk once per day seven (7) days per week.

MEAT PORTIONS

All meat portions shall be no less than 4-oz per day and no more than 6-oz cooked weight per day.

Where turkey appears on the menu, the turkey shall be of whole roasted or of cooked breast meat. Pressed, extruded or processed and formed turkey will not be permitted.

Only first quality foods, such as Grade A eggs, Grade A or B poultry, U.S. Choice Grades of Beef, Grade A or B fancy fresh or frozen vegetables and fruits, and Grade A or B canned goods shall be used. All foods served shall be wholesome and free from spoilage. Dented canned items are not acceptable.

Any item containing any pork product or pork derivative shall not be used. Ulster County may require manufacturer’s statement of ingredients for items used by Contractor. Gelatins with pork derivatives are not acceptable.

Ground turkey/chicken and ground turkey/chicken patties shall be provided with a minimum lean to fat ratio of 80/20. Ground beef can be included in the menu plan. Only USDA inspected meat is acceptable. During grinding, meat should remain below 40, but not less than 30. Meat should be double ground. Soy or other extenders are not acceptable.

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CEREAL

Cereal on menus designates one (1) cup. One cup to be either eight ounces by volume or one and one half (1

½) ounces by weight.

PORTIONS

Portions for all meals shall be equal.

BRAN FLAKES

This must be served a minimum of two times per week.

BREAD

At least three (3) times per week, the bread served with the meal will be whole wheat bread.

MENU OPTIONS

In order to allow flexibility in the menu, Respondent should include in their Fee Proposal options to the above outlined menu plan. Examples: a meat portion instead of a casserole, additional fresh fruit serving or applesauce replaced with fresh fruit; buns instead of bread with hamburger and hotdogs; increase or decrease of meat weight in sandwiches or casseroles.

The responder will include on a separate sheet a detailed list of Menu Options offered with their pricing in the Fee Proposal.

2.16 FOOD QUALITY

The Contractor shall use the following standards for purchase of raw food products:

All food and beverage products used in the performance of this Agreement must be served prior to the expiration date, when so dated.

All menus, menu changes and procedures are to be reviewed by a registered dietitian and are subject to approval of the Ulster County Sheriff or his designee.

The Contractor will provide, at their expense, natural fruit juice (may be reconstituted) for special diets. A stock of the aforementioned natural fruit juice will be kept in the Medical Office for their use during emergencies.

2.17 TEMPERATURE OF MEALS

The Contractor shall be required to maintain a temperature equal to or exceeding one hundred forty (140) degrees Fahrenheit for all food items on the heated serving line and a temperature not to exceed forty-one

(41) degrees for all food items on the chilled serving line. In addition, the Contractor shall meet or exceed

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all New York Department of Health Food Service Sanitation Guidelines, all American Correctional

Association Guidelines and all New York Department of Corrections, County Jail Standards.

2.18 SURPLUS COMMODITIES

The Ulster County Jail may qualify to receive Surplus Commodities from the U.S. Department of

Agriculture. There is no guarantee as to what, if any, commodities will be available during the life of the contract.

The awarded Contractor shall utilize U.S.D.A. commodities available to the County.

Federal regulations permit a contractor's use of Surplus Commodities in providing food service in prisons, jails and detention centers. However, the contractor shall assume all costs, both direct and indirect, in procuring such commodities and in complying with the rules and regulations of the U.S. Department of

Agriculture; specifically:

• Responder agrees that an USDA commodities received on behalf of the Ulster County Jail shall only benefit the Ulster County Jail and shall be utilized only in the performance of this contract.

Contractor shall maintain all financial and supporting documents, statistical records, and any other records pertinent to the use of the USDA surplus commodities program. The records and documents shall be available for the duration of this contract and for a minimum of six (6) years and ninety (90) days after the termination of this contract.

• Responder agrees that if any litigation, claim or audit involving these records begins before the above period expires, the contractor shall keep the records and documents for not less than six

(6) years and ninety (90) days and/or until litigation claims or findings are resolved. The case is considered resolved when there is a final order issued in litigation, or a written agreement is entered into.

All Surplus Commodity records shall be made available to representatives of the Ulster County Sheriff, Comptroller, Commissioner of Finance or their representative at any reasonable time and place for inspection and audit. Failure to comply shall be cause for termination of Contract.

Respondents are to quote prices without regard to availability of Surplus Commodity or foods. Any Surplus

Commodity or food provided for the Jail shall be credited to the next month's invoices. Credit shall be separately stated on the invoice and shall be calculated on the fair market value of the commodities received less shipping expenses.

2.19 ENERGY CONSERVATION & MATERIALS MANAGEMENT

The Contractor’s work force shall perform services in such a manner as to conserve electricity, gas, and water as part of the scope of operations.

The Contractor shall structure and implement a recycling plan.

The Contractor is expected to minimize the amount of organic waste disposed by diverting food waste whenever practicable. A food waste dehydrator is available in the kitchen and shall be utilized for both pre-

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consumer and post-consumer food waste to the maximum extent feasible.

2.20 SANITATION

The contractor will maintain high standards of sanitation that are acceptable to the New York State

Department of Health and the Correctional Medical Department and Administration.

The Contractor shall be responsible for cleaning and housekeeping in the food preparation, kitchens, and inmate/officer break rooms, washroom, and service and storage areas, and will keep such areas in a clean and sanitary condition, and in conformity with all applicable federal, state, and local regulations and requirements. The Contractor agrees to submit to inspection by the Ulster County Sheriff, the Ulster County

Health Department, NY State Health Department or other similar County, State or Federal agencies upon the request of the Sheriff or his designee.

The Contractor shall require all supervisory employees on all shifts to have Federal, State or County Food

Service Sanitation Certification when required by any such agency.

Contractor must successfully pass all required health and sanitation inspections whether by

County/State/Federal officials with a Grade “A” or “equivalent” numerical score by the Ulster County

Health Department. Any costs incurred by the County due to Contractor’s failure to pass any required health and sanitation inspections will be the responsibility of the Contractor.

The Contractor shall furnish all labor, supplies, materials, and supervision necessary to keep the areas assigned in a clean, sanitary, and orderly condition at all times and in compliance with the above listed standards. There shall be no additional charge for these supplies in excess of the pricing submitted for the per meal cost.

All chemicals and other materials required for the proper sanitation in this contract will be provided for and paid for by the Contractor. The Superintendent or Warden will approve any chemical prior to its use.

Sanitation will include all silverware, utensils and equipment needed to prepare and serve meals.

The Contractor shall collect and dispose of all rubbish, garbage, litter or other waste in accordance with

County policies.

The Contractor shall be responsible for proper collection and removal of trash and garbage from the facilities to receptacles located adjacent to the kitchen. This may include utilization and installation of paper recycling apparatus.

Ulster County will provide dumpsters and be responsible for pickup and disposal of contents. The Food

Service Supervisor will participate in periodic facility inspections with the Sheriff or his designee.

The Contractor shall establish hazardous chemical logs and comply with all applicable laws and standards concerning the use, storage and handling of hazardous substances/chemicals.

Grease shall not be disposed of in drains. Grease will be disposed of in accordance with local health codes and the collection and removal of grease shall be accomplished by an independent hauler at contractor’s

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expense.

2.21 REPORTS AND RECORDS

The Contractor shall provide a weekly report indicating the number of daily meals served to inmates and staff. This report shall be broken down into categories by the three meal times, by housing locations, regular meal (including special diets), sack meals and staff meals.

The Contractor shall provide training reports as required.

The Contractor shall maintain and submit employee time documents.

At the end of each quarter during the term of the Agreement, the Contractor shall send the Regional

Manager to the facility to meet with the Sheriff’s designee to discuss the following areas to include but not be limited to:

• Food portion sizes

• Menu compliance (amount and product, completeness)

• Food temperature and other health and safety issues.

Ulster County may also require the Contractor/Food Service Manager to conduct inmate surveys or meet with the inmates (with or without a County representative) to review the needs and desires regarding food services. Reports documenting the results of the quarterly observations shall be produced by the contractor and forwarded to the Sheriff or his designee.

The Contractor shall furnish all other reports as required by Ulster County during the course of the contract.

2.22 SECURITY

The Responder and County understand adequate security services are necessary for the safety of the agents, employees and subcontractors of the Contractor as well as for the security of inmates and facility staff. The

County will provide security services sufficient to enable the Contractor and its personnel safely to provide the food services required.

In consideration of the security responsibility of Ulster County and Sheriff’s Facilities, the Sheriff…