RFP W. Glen Campbell Detention Center Food Services FY26 Fillable.pdf

DARLINGTON COUNTY

PROCUREMENT

W. GLENN CAMPBELL

DETENTION CENTER FOOD

SERVICE

RFP 03-09-12-2025

Darlington County Procurement Office

Barry Odom Procurement Analyst 1 Public Square, RM 210; Darlington, SC 29532

Telephone: 843-944-8275, Email: bodom@darcosc.net mailto:bodom@darcosc.net

W. Glenn Campbell Food Services

SCOPE OF WORK/ TECHNICAL SPECIFICATIONS

I. INTRODUCTION

Darlington County, South Carolina, is inviting qualified contractors to submit Requests for Proposal (RFP) to provide food services at the W. Glenn Campbell Detention Center for inmates and staff. The CONTRACTOR, acting as the exclusive agent for Darlington County, SC, will manage the procurement, preparation, and delivery of all food, food products, and beverages at the facility located at 2349 Rogers Road, Darlington, SC. This authorization should include, but is not limited to, the authority to supply meals and other related food services.

Site inspection of the W. Glenn Campbell Detention Center is voluntary and available by appointment only, Monday through Friday from 9:00 AM to 11:00 AM and from 2:00 PM to 3:00 PM until September 3, 2025. Individual offerors should contact Major Mitch Stanley at (843) 773-1508 or email the Major at mstanley@darlingtonsheriff.org to schedule an appointment. Please allow at least two days before your preferred visit date to arrange an inspection of the detention center kitchen facilities.

The contractor shall furnish all labor, materials, and supplies necessary to provide three

(3) meals daily for approximately 130-200 inmates (average daily population) and approximately 54 staff members per shift. This will include Styrofoam™ trays for officers who are unable to leave their post. The inmate total may vary due to changes in population.

Food service will be required 365 days per year, to include hot meals three times per day.

The menu should be, at a minimum, 3,000 calories per day for inmates’ meals. The meals shall meet all applicable ACA and National Commission on Correctional Health Care (NCCHC) standards. The nutritional values, variety, quality, and appearance of meals shall be consistent with the RDA, ACA Standards, and South Carolina Standards for Adult Detention Facilities.

II. CONTRACT TERM, RENEWAL AND TERMINATION

Should the County of Darlington, for any reason, close the W. Glenn Campbell Detention Center, the contract between Darlington County and the food service contractor shall become null and void.

The contract agreement shall be for a base period of one (1) year, subject to annual appropriations by the governmental body, with automatic renewal at the anniversary date mailto:mstanley@darlingtonsheriff.org of the contract for up to two (2) additional one (1) year terms if mutually agreed by both parties. The contract may be terminated with sixty days’ written notice by either party.

The annual increase at the time of contract renewal will be based on the Consumer Price Index.

In the event the CONTRACTOR fails to maintain and keep in force the insurance coverage (including Worker's Compensation) required herein, the COUNTY shall have the right immediately to terminate any contract resulting from this RFP.

Upon termination of the Agreement, COUNTY shall conduct a physical inventory of all expendable and capital equipment and inspect the premises. At that time, the CONTRACTOR shall surrender the buildings and expendable and capital equipment to the COUNTY in as good condition as at the start of this Agreement, except ordinary wear and tear and loss or damage by fire and other perils covered by the COUNTY's fire and extended coverage policy, force majeure, theft by persons other than employees of the CONTRACTOR without negligence on the part of it or its employees. During each fiscal year, authorized representatives of the parties will jointly conduct a physical inventory and certify that all capital equipment is in place and in good condition except for ordinary wear and tear. Upon termination of this Agreement, the CONTRACTOR will be reimbursed for all food and food products on hand, which have not previously been accounted for.

III. OPERATION/PERFORMANCE STANDARDS

Special meals will be provided for inmates with medical, dietary, and religious needs.

The average number of inmates requiring special meals is about 20 per month.

The CONTRACTOR will have and utilize a standard recipe file. Cooks and bakers will be required to follow standardized recipes for all production items. A copy of that recipe file will be made available to the COUNTY when requested.

Leftovers will be used to supplement, not to replace, any menu items. Leftovers will be used within 48 hours or discarded. Fish leftovers will be used within 24 hours or discarded.

Beverages to be available for meals shall include whole, 2%, skim & chocolate milk, sweet & unsweetened iced tea, regular & decaffeinated coffee, hot tea, vitamin C fruit beverages, and water.

The CONTRACTOR will not dispose of COUNTY property without prior written consent or make modifications to equipment/structure without prior consent of the

COUNTY.

The CONTRACTOR is required to repair or replace, at the option of the COUNTY, any equipment that is worn, damaged or malfunctioning due to the negligence of the

CONTRACTOR, or its employees. Unauthorized expenses will be the responsibility of the CONTRACTOR. It is the responsibility of the CONTRACTOR to inform its employees of this policy.

The COUNTY shall provide an adequate initial inventory of service wares (inmate serving trays, tumblers, flatware), small expendable equipment (pots, pans, kitchen utensils), and linens (towels and potholders). At the start of operations, the CONTRACTOR and the COUNTY shall jointly perform an opening inventory, and the CONTRACTOR shall maintain this inventory at the direct cost of operation. The CONTRACTOR shall take reasonable measures to protect such inventories against loss through theft or damage.

The CONTRACTOR will provide bag lunches for outside inmate workers to include 3 sandwiches, 1 fruit, 1 chip, and a drink (Gatorade) for approximately 24 inmates. The amounts may vary.

Holidays - The Contractor shall prepare special menus for inmate and officer meals to be served on three major holidays to be determined by the Facility, but which will most likely be Thanksgiving, Christmas, and Easter. Such menus shall be submitted in writing for approval no less than thirty days prior to the Holiday on which they are to be served.

The price for these meals shall be the same price per meal as a general population cycle meal.

For inmate holiday meals, the Contractor shall provide traditional holiday items with slightly larger portions than usual. The inmate meals are to be served on the same schedule.

During holidays, the contractor shall provide staff with lunch for the day shift and dinner for the evening shift. These meals will be served on trays and placed in the break room.

Officers will pick them up during their breaks.

Staff Dining - The Contractor shall be responsible for providing food services for staff and officers. These meals shall meet American Correctional Association, hereinafter ACA, standards. The staff dining facility should be open twenty-four (24) hours a day, seven (7) days a week. While food service does not need to be offered continuously, beverages including coffee and tea shall be available in the staff break room at all times. Coffee and supplies such as coffee, filters, sugar, sweeteners, milk, creamers, stirrers, and cups shall also be supplied to the staff break room and any additional areas as needed. Sample staff menus for breakfast, lunch, and dinner, for a twenty-eight (28) day cycle, shall be included in the Offeror’s proposal.

Since most of the staff are essential employees, they are unable to leave the facility during their shift for meal breaks. Staff working the day shift will consequently eat lunch in the break room. Breakfast will be served to the officers in the break room. The County encourages Offerors to pursue innovative and creative ways to provide a healthy, varied, appetizing, and palatable menu for the staff. Sometimes, staff may need to take meals “to-go” because they do not have time to eat off-site, so the Contractor shall be expected to keep a supply of disposable food trays.

Special Diets – The contractor shall prepare special medical diet meals consistent with the general population cycle menu, where such diets are ordered by the W. Glenn Campbell Detention Center’s physician or with the approval of the W. Glenn Campbell Detention Center. Special medical diets shall conform to the medical criteria provided to the Contractor and shall be served as ordered, at the same cost per meal as a standard general population meal. Special medical diets shall have the same nutritional and calorie content as general population meals unless specific notations from the medical authority deem it otherwise necessary. Diabetic snacks, if deemed necessary by the medical authority, are to be included with delivery of the dinner meal at no additional charge to the County. Diabetic snacks are to be individually packaged for consumption between the dinner meal and breakfast meal.

The contractor shall prepare special religious meals, as necessary. Darlington County strives to treat inmates of diverse religious backgrounds fairly and in doing so attempts to accommodate all reasonable religious practices requested. To that end religious diets necessary for the Contractor to prepare may include, but are not limited to, Kosher diets and Ramadan fasting and feasts.

Special Functions - The W. Glenn Campbell Detention Center Director may, from time to time, require special meals for guests, meetings, or special functions. The Contractor shall provide meal planning and food services for such events when requested. The cost for such services shall always be negotiated by the Director prior to agreement for said services and delivery shall not be made without written approval.

Sample Tray Retention - For each meal served to the inmate population, a sample tray containing all items that are prepared, mixed, cooked, or baked is to be retained in a frozen state in the kitchen in which it was prepared for no less than seventy-two (72) hours after service of the meal. Each sample tray must contain at least two (2) ounces of each item served for that meal. Each sample tray must be covered with clean plastic wrap or aluminum foil and clearly labeled with the date, time of day, menu cycle, and meal number. The preparer of the sample tray must be a contractor employee and not an inmate worker; the preparer must initial the corresponding data for each sample tray.

Meal Orders - The Detention Center will be responsible for placing orders three times a day for inmate meals, one hour before the meal is served. The Contractor shall base billing on the number of meals actually served.

The current process for placing meal orders involves each unit's Officer conducting a count one hour before the meal, noting the number of regular, medical diet, and religious meals needed. Then, each Officer contacts the kitchen to report the count.

The Detention Center aims to implement a more efficient system soon. Offerors are encouraged to include descriptions of any electronic ordering systems they may have in their proposals meantime.

Meal Delivery -The current method of meal delivery for the Inmate Meals is placing meals on plastic stacking trays, placing the trays on carts to be delivered, and delivering the carts to the individual housing units. Once the food carts have been delivered to the housing units, then the distribution of trays within the unit will be managed by unit workers and detention officers. The timely, consistent, and efficient delivery of the food to the housing unit shall be the responsibility of the Contractor. Offerors wishing to deviate from the current delivery system may do so in their proposals. However, the method must be convenient for the Detention Center and shall require prior approval for implementation.

IV. PERSONNEL

CONTRACTOR'S personnel shall strictly adhere to COUNTY and Darlington County Sheriff’s Office regulations regarding personnel behavior and safety.

CONTRACTOR assumes full responsibility for payment of all State and Federal taxes for unemployment insurance, old age pensions or any other Social Security legislation for all its employees engaged in the performance of any contract resulting from this RFP and further agrees to meet all requirements that may be specified in regulations now or hereafter promulgated by the COUNTY's administrative officials. Those costs shall be a direct cost of operation.

Neither the COUNTY nor the CONTRACTOR hires each other's employees without written permission during the term of this contract plus six months.

The CONTRACTOR must pay a Minimum Wage as defined by the State of South Carolina, or higher wages. Inmate labor is paid ($40.00) forty dollars per month, and inmate workers should receive double portions.

The CONTRACTOR shall have all of its employees and inmate labor assigned as food handlers at the COUNTY to submit to periodic health examinations given at least as frequently and as stringently as required by law and to submit satisfactory evidence of compliance with all health regulations to the COUNTY upon request. The CONTRACTOR shall further visually inspect inmate labor to ensure compliance with established hygienic practices.

The CONTRACTOR will maintain adequate supervisory staff at COUNTY facilities and provide such expertise as needed (e.g., administrative, dietetic, design, purchasing and equipment consultation).

The CONTRACTOR will be assigned for duty at the COUNTY only if the COUNTY's employees are acceptable to the CONTRACTOR. Assignments of management personnel must be approved by the COUNTY, and no changes in management personnel will be made without prior consultation and consent from the COUNTY.

The CONTRACTOR must provide sufficient service personnel to ensure adequate service and must have adequately trained relief inmate workers to substitute for absent inmate workers.

COUNTY reserves the right to require the replacement of any individual whose actions or omissions are determined by the COUNTY to be detrimental to the COUNTY.

The CONTRACTOR will not discriminate against any employee or applicant for employment because of race, creed, color, age, sex, or national origin, and will make a diligent and continuing effort to ensure they are afforded equal employment without discrimination. Diligent and continuing efforts will also be made to employ disabled persons whenever possible. Such action shall be taken with reference to, but not limited to, recruitment, employment, job assignment, promotion, upgrading, demotion, transfer, layoff or termination, rates of pay or other forms of compensation, and selection for training. All solicitations or advertisements for employees placed by, or on behalf of, the offeror will state that all qualified applicants will be afforded equal employment opportunities without discrimination because of race, creed, color, age, sex, or national origin.

The CONTRACTOR must schedule and conduct an ongoing employee training program, which will ensure that all inmate employees perform their jobs with the highest standards of efficiency, courtesy, and sanitation. There must be an emphasis on safety and cleanliness in the workplace.

The current number of employees operating the foodservice operation varies with the population demand of the facility, but historically, there are an average of four (2) Officers, (2) Civilian employees, eight (6) inmate laborers, (2) two state inmates, and (4) four county inmates. However, should inmate labor not be available, the Contractor shall ensure that sufficient employees are present to provide all such services.

V. SANITATION

The utmost importance is placed on proper sanitation standards. The South Carolina

Department of Health and Environmental Control Regulations 61-25 and 61-26 for food service establishments are applicable and must be maintained. In addition, a health department Grade “A” rating must be maintained at all times. A copy of all health department inspection reports will be provided to the COUNTY immediately after an inspection takes place. Any grade less than an “A” may be grounds for termination of this contract.

The CONTRACTOR will have one manager certified in safe food handling by the

Education Foundation of the National Restaurant Association, or equivalent certification.

The CONTRACTOR shall visually inspect all food handlers daily, to ensure that they are following established hygiene practices in the handling of food:

a. Bathing daily

b. Wearing clean outer clothing

c. Keeping fingernails short and clean

d. Using hairnets or caps when hair is longer than six inches

(applies to both male and female employees)

e. Removing wristwatches and rings, except plain wedding bands, during the preparation and service of food.

f. Washing hands with warm water and soap when reporting for duty, after each restroom visit, and after handling raw meat, fish, or fowl.

g. Wearing rubber gloves when appropriate during the preparation and service of food.

h. Reporting symptoms of infectious diseases, including colds, to the supervisory manager.

The kitchen and storerooms will be kept clean and orderly. The floors will be kept free of boxes, trash, spills, and water. Nothing is to be left on top of refrigerators, ovens, range shelves, or dish tables. Each area will have quick and easy access to a mop and other necessary cleaning utensils and supplies.

The pot room and dish room will be clean and sanitized, with little or no excess water spilling on the floor. The trash cans in the kitchens will all be lined with plastic liners, none will be overflowing, and all will have covers on them.

Hand washing stations and restrooms in all food preparation locations will be kept in immaculate condition with documented inspections.

Walls, ceilings, windows, ducts, fan blades, and screens will be kept clean and free from dirt, dust, and grease.

Floors are to be kept clean from the accumulation of spills and debris. Spot wax and buff vinyl floors as necessary to maintain their appearance. At a minimum, strip and wax all vinyl floors twice annually.

Steam tables, coffee urns, griddles, condiment containers, and worktables. etc., will be cleaned constantly throughout the day.

Kitchen tables, meat slicers, utensils, cooking pots & pans, stock pots, etc., will be disassembled and cleaned after each use.

Dining tables, beverage counters, and salad bars will be constantly wiped and kept in spotless condition throughout each meal.

The receiving dock will be clean and free from debris and odor for a distance of approximately 20 feet beyond the entry door.

Soiled dish conveyors will be cleaned thoroughly each day, including floor under conveyor, drip pans and conveyor belt.

All food in the walk-in refrigerators and freezers will be covered with plastic wrap or aluminum foil, dated, and labeled.

Opened bags and boxes in dry storage will be stored according to DHEC regulation 61– 25.

VI. FINANCIAL AGREEMENTS

The CONTRACTOR shall keep full and accurate records and accounts in connection with food service operations. All such records shall be retained by the CONTRACTOR for a period of two (2) years and may be audited by COUNTY officials or their designated representatives at any time during regular working hours with, or without, prior notice.

The CONTRACTOR will remit to the South Carolina Tax Commission any required

South Carolina Sales Tax.

The CONTRACTOR will issue accurate weekly invoices to the Detention Center administration. The COUNTY will remit payment within thirty (30) days after receipt of invoice.

VII. RESPONSIBILITIES OF THE COUNTY

The COUNTY will provide facilities, equipment and maintenance of its facilities and equipment for food preparation and service, to be used by the CONTRACTOR, to include existing equipment:

ITEM MODEL PURCHASE DATE

A. Walk-in Freezer Cooler 1999 B. Dishwasher 1999 C. Industrial Stove (8 burner) 2016 D. Industrial Mixer E. Industrial Tilt Skillet F. Industrial Steamer G. Industrial Double Fryer H. Industrial Oven I. Industrial Ice Machine J. (2) Industrial Food Warmers

The COUNTY will be responsible for trash and garbage removal.

The COUNTY will provide insect and rodent control treatments.

All utilities (electricity, hot and cold water, steam, air conditioning, etc.) necessary for the food service operation will be provided by the COUNTY. The COUNTY will not guarantee, however, an uninterrupted supply of water, steam, electricity, air conditioning, etc., but it will be diligent in restoring service following an interruption. The COUNTY will not be liable for any product loss which may result from the interruption or failure of such utility service.

The COUNTY will provide fire and extended coverage insurance only for COUNTY-owned equipment and facilities.

The COUNTY will provide administrative office space adjacent to the kitchen preparation area.

The COUNTY will provide local and data telephone service. For any long-distance call, or other additional charges, the CONTRACTOR will be responsible for payment.

The COUNTY will dispose of all equipment declared surplus or determined to be without salvage value.

The COUNTY will provide accurate and timely orders for meals served to inmates, correctional officers, and staff.

The COUNTY will provide Security: control and limitation of inmates in, to and from the food service area.

The COUNTY will provide proper delivery of meals to inmates and staff.

The COUNTY will be responsible for repairs to kitchen equipment.

VIII. RESPONSIBILITIES OF THE CONTRACTOR

The CONTRACTOR will procure and pay for all food and food supplies utilized by the COUNTY under this agreement. In the course of such procurement, the CONTRACTOR will take advantage of all trade discounts, credits, and credit them against the purchase price. Preference will be given to local suppliers wherever practical. The COUNTY reserves the right to specify brands or product lines.

The CONTRACTOR will indemnify, hold harmless and defend the COUNTY, its Council and employees against all liability, claims and costs of whatever kind and nature for injury or death of any person or persons and from loss or damage to any property occurring in conjunction with, or in any way incident to, or arising out of the occupancy, use, service, operations, or work in conjunction with this agreement, resulting in whole or in part from the negligent acts or omissions of the offeror, its employees, agents, or representatives.

The CONTRACTOR shall furnish to the COUNTY, prior to the commencement of services and on the anniversary of an awarded contract thereafter, an insurance certificate evidencing that it maintains, in companies acceptable to the COUNTY, the coverage specified herein.

The CONTRACTOR will be responsible for all long-distance and all telephone charges other than local and data telephone service.

CONTRACTOR shall be responsible for the replacement of equipment/facilities that are damaged or lost due to CONTRACTOR'S negligence.

The CONTRACTOR will purchase all cleaning supplies to clean and sanitize the kitchen.

The CONTRACTOR will provide all cooking utensils, eating ware, and disposable inmate cutlery and serving trays, and these will be replaced as needed by the contractor.

The CONTRACTOR will provide to the COUNTY Detention Center Administrator a daily report and weekly summary on meals served.

The CONTRACTOR will ensure that a two-week emergency supply of food will be kept in stock during the hurricane season. This shall be adequate to supply the inmate, staff, and administrative personnel, in addition to emergency meals for up to 150 Public Services employees during disaster recovery periods.

Additionally, each offeror should include in its proposal a Contingency Plan for maintaining service during lockdowns, employee strikes, hurricanes, tornadoes, riots, fires, power outages, and other catastrophic events that could disrupt normal operations at the Detention Center. The Contingency Plans must detail the Contractor’s strategies for ensuring continuous food services, including but not limited to, designating off-site locations for food preparation; implementing alternative staffing plans; and other measures demonstrating the Contractor’s ability to respond to catastrophic situations. The plan submitted with the proposal will be finalized by the Contractor within thirty (30) days of starting the contract and submitted to the Detention Center for approval. The Contractor must also have on-site at least fourteen (14) days' worth of three (3) complete meals for emergency situations.

The CONTRACTOR will pay for all permits, licenses, and fees, as necessary.

The CONTRACTOR will provide preventative maintenance on kitchen equipment.

The CONTRACTOR will provide uniforms and name tags for all its personnel.

The CONTRACTOR will make the fullest use of the USDA donated commodity items when they are available, wholesome, and appropriate for menu purposes. The CONTRACTOR may reserve the right to refuse acceptance of any commodities which are contaminated or in excessive amounts.

IX. OFFER REQUIREMENTS

Offers will not be accepted for anything other than the entire RFP. The COUNTY seeks a "turnkey" operation, with ultimate responsibility for procurement, preparation and service of food and food products.

Each OFFEROR must provide information showing a minimum of three (3) references for satisfactory performance in food service management at correctional facilities of similar size, including name of facility, address, contact person, phone number and inmate count in the proposal.

Each OFFEROR must have a minimum of three (3) years’ correctional food service experience.

The contractor must provide a general history, description, and status of the company.

Pricing per meal shall be done on a sliding scale:

Inmate Population 100-125 126-150 151-175 176-200 201-225 226-250 251-Plus

Proposals for food service shall include:

a. Sample Purchasing specifications.

b. Procedures used in safety, sanitation, security, and training (inmate and/or civilian labor).

c. A 3000-calorie-per-day sample menu for a month.

d. Statement of quality control methods.

e. Statement of nutritional adequacy prepared by a registered dietician.

f. Sample contingency plan in case of any force majeure.

g. Sample weekly invoice for meals and Contractor’s billing procedures.

h. Description of training programs for management, staff, and inmate labor.

Instructions for Providers

Darlington County Detention Center Food Services

1. Submission

This solicitation does not obligate Darlington County to award a contract, cover any costs incurred in preparing the bid, or procure goods or services. It is each bidder's responsibility to ensure that the Darlington County Purchasing Office receives bids by the specified date and time for the bid opening. Bids received after that time will not be accepted. The County is not responsible for the delivery of mailed bids. Darlington County reserves the right to reject any or all bids and to waive any informalities or technicalities in the bid process.

All submissions must be received by 1:00 PM on September 12, 2025, and delivered to the Darlington County Procurement Analyst at 1 Public Square, Room 210, Darlington, S.C., or submitted electronically via BidNet Direct platform on the County's website (PREFERRED) https://www.bidnetdirect.com/south-carolina/darlingtoncounty. If a submission is late, the bid invitation will be rejected without exception. Responding bidders are responsible for all costs involved in preparing their submissions.

Responders to this Invitation for Bid must thoroughly review the specific requirements outlined here and in the attached Terms and Conditions, then submit one (1) original document to the address provided below. To ensure the bid is accepted, clearly display the Bid number (RFP 03-09-12-2025) in the lower left corner of the return envelope. Fax transmissions or offers made by telephone will not be accepted or considered.

Darlington County Barry Odom

Procurement Analyst Attn: Barry Odom

1 Public Sq Room 210 Darlington, SC 29532

All questions concerning this bid are to be submitted through Bidnet Direct platform on the County website no later than September 3, 2025, by 11:00 AM.

All inquiries and responses will be distributed to all vendors known to have received the Bid document. The County will not be responsible for or bound by any oral instructions made by any employee(s) of the County regarding this quote.

No bidder may submit more than one bid. Multiple bids from different manufacturers but submitted by the same firm will not be accepted. Bids directly from manufacturers must specify if a local dealer or representative will be involved.

https://www.bidnetdirect.com/south-carolina/darlingtoncounty

Definitions:

a) The terms “Proposer,” “Offeror,” or “Bidder” refer to those parties who are submitting sealed responses for the work set forth in this document to the OWNER, as distinct from a sub-bidder who provides a bid to the Bidder. The term “Contractor” refers to the successful Bidder.

b) The term “W. Glenn Campbell Detention Center Food Services” or “Service” refers to the complete set of services as specified in this document, in every aspect.

c) The terms “Owner” and “County” refer to the County of Darlington, South Carolina.

d) Where the words “shall” or “must” are used, it signifies an absolute minimum function or capacity that, if not satisfied, may result in disqualification.

e) Where the words “should,” “may,” or “is desirable” are used, it signifies desirable, but not mandatory functions or capacities. Bidders who are able to provide these functions or capacities may be evaluated more favorably than those who cannot.

Correction or Withdrawal of Bids; Cancellation of Awards

An offeror must submit in writing a request to either correct or withdraw a bid to the Procurement Officer. Each written request must document the fact that the offeror’s mistake is clearly an error that will cause him a substantial loss.

a) Correction of awards: An offeror shall not be permitted to correct a bid mistake after bid opening that would cause such offeror to have the low bid unless the mistake in the judgment of the Procurement Officer, is clearly evident from examining the bid document; for example, extension of unit prices or errors in addition.

b) Cancellation of awards prior to performance: When it is determined after an award has been issued, but before performance has begun, Darlington County’s requirements for the goods or services have changed or have not been met, the award or contract may be canceled and either rewarded or a new solicitation issued.

Faxed or emailed bids will not be accepted by Darlington County.

If you need any reasonable accommodation for any type of disability in order to participate in this procurement, please contact the purchasing office as soon as possible.

Any deviations from the specifications or modification of this bid and any extra or incidental work or reductions in work shall be set forth in writing and signed by both parties prior to making such change. Any increase or decrease in the bid price resulting from such a change shall be included in writing.

Exceptions: The bidder shall list on a separate sheet of paper any variations from, or exceptions to, the conditions and specifications of this bid. This sheet shall be labeled “Exception(s) to Bid Conditions and Specifications,” and shall be attached to the bid. When Proposers find instances where they must take exception with certain requirements or specifications of the bid, all exceptions shall be clearly identified. Written explanations shall include the scope of the exceptions, the ramifications of the exceptions for the County of Darlington, and a description of the advantages to be gained or disadvantages to be incurred by the County as a result of these exceptions.

The County reserves the right to reject any or all bids, waive any informality in bids and accept in whole or in part such bid, or bids as may be deemed in the best interest of the County. Darlington County reserves the right to reject any bid submitted, at sole option that the vendor may not be able to meet the service requirements of the bid.

Publicity releases: the contractor agrees not to refer to the award of any resulting contract in commercial advertising in such a manner as to state or imply that the products or services provided are endorsed or preferred by the user.

Material Safety Data Sheets: The County of Darlington will not receive any materials, products, or chemicals that may be hazardous to an employee's health unless accompanied by a Material Safety Data Sheet when received.

Ownership of Copyright: All rights, title, and interest in all copyrightable materials which the vendor shall create in the performance of its obligations hereunder shall be the property of the procurer. The vendor agrees to assign and hereby does assign any and all interest it has in and to such material to the procurer. The vendor agrees upon the request of the procurer to execute all papers and perform all other such acts necessary to assist the procurer to obtain and register copyrights on such materials. Where applicable, works of authorship created by the vendor in the performance of its obligations hereunder shall be considered “works for hire” as defined in the U.S. Copyright Act.

Ownership of Documents: Any reports, studies, photographs, negatives, or other documents prepared by the vendor in the performance of its obligations shall be the exclusive property of the procurer, and all such material shall be remitted to the procurer by the vendor upon completion, termination, or cancellation of this order. Vendor shall not use, willingly allow or cause to have such material used for any purpose other than performance of its obligations under this order without the prior written consent of the procurer.

Affirmative Action: The contractor will take affirmative action in complying with all Federal and State requirements concerning fair employment and employment of disabled people, and concerning the treatment of all employees, without regard to or discrimination by reason of age, race, color, religion, sex, national origin, or physical handicap. The following are incorporated herein by reference: 41 C.F.R. 60-1.4, 60-250.4, and 60-741.4.

All Construction Contracts Over $2,000:

a) Davis-Bacon Requirements. These contracts need to include a provision for compliance with the Davis-Bacon Act (40 USC 276a to a7) and the Department of Labor implementing regulations (29 CFR Part 5). Under this Act, Contractors are required to include the contract provisions in Section 5.5 (a) of 29 CFR Part 5 and to pay wages to laborers and mechanics at a rate not less than the minimum wages specified in the wage determination made by the Secretary of Labor. In addition, Contractors shall be required to pay wages not less than the minimum wages specified in the wage determination made by the Secretary of Labor. Additionally, contractors are required to pay wages at least once a week. The current wage determination for Darlington County, South Carolina, is available online at http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=Davis- Bacon&docid=SC20080033.

b) Contract Work Hours and Safety Standard Act Requirements. The contracts must include a provision for compliance with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 USC 327-330) as supplemented by the Department of Labor regulations (29 CFR Part 5). Under Section 103 of the Act, each Contractor shall be required to compute the wages of every mechanic and laborer on the basis of a standard workweek of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate not less than one time the basic rate of pay for all hours worked in excess of 40 hours in the workweek. Section 107 of the Act is applicable to construction work and provides that no laborer or mechanic shall be required to work in surroundings or under working conditions which are unsanitary, hazardous, or dangerous to health and safety as determined under construction, safety, and health standards promulgated by the Secretary of Labor. These requirements do not apply to the purchases of supplies, materials, or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.

c) Copeland “Anti-Kickback” Act Requirements. All construction contracts over $2,000.00 must include a provision for compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3). This act provides that each Contractor shall be prohibited from inducing, by any means, persons employed in the construction, completion, or repair of public work to give up any part of their compensation.

Bidders must clearly mark as "confidential" each part of their bid that they consider to be proprietary information that could be exempt from disclosure under section 30-4-40, Code of Laws of South Carolina 1976, as amended (Freedom of Information Act). If any part is designated as confidential, there must be attached to that part an explanation of how this information fits within one or more categories listed in section 30-4-40. The County reserves the right to determine whether this information should be exempt from disclosure, and no legal action may be brought against the County or its agents for its determination in this regard.

CERTIFICATION REGARDING DRUG-FREE WORKPLACE:

The contractor certifies that the vendor(s) will provide a “drug-free workplace” as that term is defined in Section 44-107-30 of the Code of Laws of South Carolina, 1976, as amended, by the complying with the requirements set forth in title 44, Chapter 107.

Nothing herein is intended to exclude any responsible vendor, his product or service or in any way restrain or restrict competition. On the contrary, all responsible vendors are encouraged to bid, and their bids are solicited.

http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=Davis-Bacon&docid=SC20080033 http://frwebgate.access.gpo.gov/cgi-bin/getdoc.cgi?dbname=Davis-Bacon&docid=SC20080033

Acknowledgement of Addenda

Each contractor must verify the total number of addenda issued before submitting their bid.

Failure to acknowledge all addenda will result in disqualification. All addenda are posted by the County on the website at https://www.bidnetdirect.com/south-carolina/darlingtoncounty without solicitations. It is the responsibility of each proposer to ensure they have received and acknowledged all addenda.

This Request for Proposal outlines the estimated requirements to provide food services for the Darlington County Inmate Detention Center at W. Glenn Campbell Detention Center.

The goal is to establish a fixed-term contract with firm pricing and delivery terms, allowing the department to place orders as needed. The department reserves the right to extend this contract to any County Department.

PRICE ESCALATION/DE-ESCALATION:

Prices will remain firm during the initial contract period. In later terms, the contractor can request, in writing, at least sixty (60) days before the contract end date, an increase or decrease. If the County chooses to exercise the option to renew the contract for additional year(s), the prices for those years shall not exceed the percentage change of the "Services" category of the CPI-W section of the Consumer Price Index from the United States Bureau of Labor Statistics for the most recent twelve-month period available. If a price change is approved and the County renews the contract, the purchase order will reflect the changes.

Bids must be made on Proposal or Bid Form furnished or will be rejected. Proposals shall be typewritten or written in ink on the form prepared by the County. The person signing the bid shall initial all corrections or measures.

Insurance

The successful bidder shall obtain, maintain, and provide proof of insurance coverage for injuries to people and/or property damage that may arise from or in connection with the work performed on behalf of the County by the bidder, his agents, representatives, or subcontractors. Proof of coverage must be submitted fifteen (15) days before the start of work, and such coverage shall be kept active by the bidder throughout the contract period for occurrence policies.

a. General Liability Coverage shall be as broad as: Comprehensive General Liability endorsed to include Broad Form, Commercial General Liability form, including Products/Completed Operations.

1. Minimum Limits General Liability:

$1,000,000 General Aggregate Limit $1,000,000 Products & Completed Operations $1,000,000 Personal and Advertising Injury $1,000,000 Each Occurrence Limit $50,000 Fire Damage Limit

$5,000 Medical Expense Limit

b. Automobile Liability Coverage sufficient to cover all vehicles owned, used, or hired by the bidder, his agents, representatives, employees, or subcontractors.

1. Minimum Limits Automobile Liability:

$1,000,000 Combined Single Limit $1,000,000 Each Occurrence Limit $5,000 Medical Expense Limit

c. Workers' Compensation Limits as required by the Workers' Compensation Act of SC. Employers Liability, $1,000,000.

d. Owners' & Contractors' Protective Liability Policy will be in the name of the County. Minimum limits required are $1,000,000.

e. Professional Liability The minimum limit is $1,000,000 per occurrence.

f. Coverage Provisions

1. All deductibles or self-insured retention shall appear on the certificate(s).

2. The County of Darlington, its officers/ officials, employees, agents, and volunteers shall be added as "additional insured" as their interests may appear. This provision does not apply to Professional Liability or Workers' Compensation/Employers' Liability.

3. The offeror's insurance shall be primary over any applicable insurance or self-insurance maintained by the County.

4. Shall provide 30 days written notice to the County before any cancellation, suspension, or void of coverage in whole or part, where such provision is reasonable.

5. All coverage for subcontractors of the bidder shall be subject to all of the requirements stated herein.

6. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by the County. At the option of the County, either; the insurer shall reduce or eliminate such deductible or self-insured retention; or the bidder shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

7. Failure to comply with any reporting provisions of the policy(s) shall not affect coverage provided by the County, its officers/officials, agents, employees, and volunteers.

8. The insurer shall agree to waive all rights of subrogation against the County, its' officers/officials, agents, employees or volunteers for any act, omission, or condition of premises which the parties may be held liable for by reason of negligence.

9. The bidder shall furnish the County certificates of insurance including endorsements affecting coverage. The certificates are to be signed by a person authorized by the insurance company(s) to bind coverage on their behalf, if executed by a broker, notarized copy of authorization to bind, or certify coverage must be attached.

10. All insurance shall be placed with insurers maintaining an A.M. Best rating of no less than an A: VII. If A.M. Best rating is less than A: VII, approval must be received from County's Risk Officer.

Workman’s Compensation Coverage Darlington County, SC will require each contractor and service provider to maintain on file with the purchasing officer, a current Certificate of Insurance showing limits as required by the Workers' Compensation Act of SC: Employers Liability, $1,000,000

The law also recognizes "statutory employees." These are employees who work for a subcontractor who may be working for a business or another contractor. Employers should inquire whether or not a subcontractor working for them has workers' compensation insurance, regardless of the number of employees employed by the subcontractor. If the subcontractor does not, the subcontractor's injured employees will be covered under the employer's workers' compensation insurance. If the subcontractor does not carry workers' compensation insurance, then the owner or the principal contractor would be liable just as if the subcontractor's employee were one of their employees.

For answers to additional questions, visit the SC Worker’s Compensation Commission website at: http://www.wcc.state.sc.us/Frequently%20Asked%20Questions/FAQ.htm

Hold Harmless Clause

The Contractor shall, during the term of the contract including any warranty period, indemnify, defend, and hold harmless the County, its officials, employees, agents, and representatives thereof from all suits, actions, or claims of any kind, including attorney's fees, brought on account of any personal injuries, damages, or violations of rights, sustained by any person or property in consequence of any neglect in safeguarding contract work or on account of any act or omission by the contractor or his employees, or from any claims or amounts arising from violation of any law, bylaw, ordinance, regulation or decree. The vendor agrees that this clause shall include claims involving infringement of a patent or copyright.

Condition of Items All items shall be new, in first-class condition, including containers suitable for shipment and storage, unless otherwise indicated herein. Verbal agreements to the contrary will not be recognized.

Workmanship and Inspection

All work under this contract shall be performed in a skillful and efficient manner. The County may, in writing, require the Contractor to remove any employee from work that the County deems incompetent or careless.

Further, the County may, from time to time, make inspections of the work performed under this contract. Any inspection by the County does not relieve the Contractor of any responsibility regarding defects or other failures to meet the contract requirements.

Invoicing and Payment The firm shall submit invoices on a frequency to be determined, as agreed upon by the County, for each payment requested. Such an invoice shall also include a detailed breakdown of all charges. All such invoices will be paid within thirty (30) days unless any items thereon are questioned, in which event payment will be withheld pending verification of the amount claimed and the validity of the claim. The firm shall provide complete cooperation during any such investigation. All invoices shall be forwarded to the following address:

County of Darlington Accounts Payable 1 Public Sq. RM 210 Darlington, SC 29532

Individual contractors shall provide their social security numbers, proprietorships, partnerships, and corporations shall provide their federal employer identification number on the pricing form.

South Carolina Sales Tax

The County of Darlington, SC, is not exempt and pays the appropriate SC sales tax on all applicable purchases.

Assignment of Contract

This contract may not be assigned as a whole or in part without the written consent of the Purchasing Officer.

Termination

Subject to the provisions below, the contract may be terminated by the County upon thirty (30) days advance written notice to the other party; but if any work or service hereunder is in progress, but not completed as of the date of termination, then this contract may be extended upon written approval of the County until said work or services are completed and accepted.

a. Termination for Convenience In the event that this contract is terminated or canceled upon request and for the convenience of the County, without the required thirty (30) days' advance written notice, then the County shall negotiate reasonable termination costs, if applicable.

b. Termination for Cause Termination by the County of cause, default, or negligence on the part of the contractor shall be excluded from the foregoing provision; termination costs, if any, shall not apply. The thirty (30) days advance notice requirement is waived in the event of Termination for Cause.

c. Non-Appropriation:

It is understood and agreed by the parties that if funds are not appropriated in the current or any future fiscal years, this contract will become null and void, and the

County will only be responsible for paying for services that are completed to the County's satisfaction.

In case of default by the contractor, for any reason whatsoever, the County may procure the goods or services from another source and hold the contractor responsible for any resulting excess cost and may seek other remedies under law.

Severability

In the event that any provision shall be adjudged or decreed to be invalid, such ruling shall not invalidate the entire Agreement but shall pertain only to the provision in question, and the remaining provisions shall continue to be valid, binding, and in full force and effect.

Applicable Laws This Agreement shall be governed by and interpreted according to the laws of the State of South Carolina, U.S.A.

Claims and Disputes:

All claims, disputes, and other issues between the parties arising from or relating to this Agreement, including any breach, shall be resolved in the Circuit Court of the Fourth Judicial Circuit in Darlington County, South Carolina. By signing this Agreement, all parties explicitly agree to the jurisdiction and venue in Darlington County, South Carolina, and waive any rights to challenge the jurisdiction and venue in that Court.

Rights of the County

The County reserves the right to reject all or any part of any bid, waive informalities, and award the contract to the lowest responsive and responsible bidder that offers the best value to serve the interest. of the County.

Award of Bid

In determining the lowest…