REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL The Ware County Board of Commissioners is now accepting sealed proposals for the provision of Inmate Food Services at the Ware County Jail. The Ware County Board of Commissioners reserves the right to reject any or all proposals, with or without cause. Sealed proposals will be accepted until Monday, May 2, 2011 at 4:00 p.m. No late proposals will be accepted. Awarding of the contract will take place at the next regular meeting of the Ware County Board of Commissioners and will be based on the lowest and/or best bid. Should your firm be interested in submitting a proposal, please complete the attached forms, submit the sealed documents, marked RFP-Inmate Food Services, and mail or deliver to: Ware County Commission Elizabeth Hope 800 Church Street, Suite 223 Waycross, GA 31501

2 General Information and Instructions Proposals shall be submitted in the following format and include the following information: I. Introduction -Company Profile Date organized to provide food service management in institutional and correctional facilities -Corporate Background and depth of support Number of employees Number of years doing business Information regarding any litigation within the past five (5) years including the current status and/or disposition -Current contracts or business with other correctional facilities Client, date of original contract and type Facilities currently accredited by State or Federal Accreditation Board Name of Facility Accrediting Agency (list all) Company achievements in providing correctional food service management Corporate office organizational structure References with addresses and phone numbers II. Operational Standards -All proposals must clearly define: Procedures for meal delivery to inmates and staff Quality and inventory control methods and standards Procedures for providing safe, sanitary and secure food service management, including direction of staff Procedures for dealing with inmate/staff complaints about food and minimizing the potential for inmate litigation Specific procedures that will be adhered to for the safe and sanitary handling and provision of all food products Any additional equipment necessary for efficient food service operation All proposals must meet or exceed existing grades and quality of food service being provided in the jail Procedures for weekly billing/meal cost analysis and weekly inventory of food supplies Vendor s operational procedures for handling food service should onsite kitchen facilities be rendered unusable through fire, etc 2

3 III. Policies and Procedures Proposals shall include the method Vendor will follow in establishing and revising food service policies and procedures. Prior to the final selection, proposers may be required to submit additional information that Ware County deems necessary to further evaluate the proposer s qualifications. IV. Insurance The Vendor assumes all risks of direct and indirect damage or injury to the property of person used or employed on or in connection with the work contracted for, and all damage or injury to any person or property, wherever located, resulting from any action, omission, commission or operation under the contract, or in connection in any way with the contracted work. Vendor must maintain Worker s Compensation insurance in an amount not less than $1,000, Vendor must maintain Comprehensive General Liability Insurance in and amount not less than $1,000, per occurrence. Vendor must maintain automobile liability insurance in an amount of not less than $500, per occurrence. Vendor agrees to protect, defend, indemnify and hold harmless Ware County, its Commissioners, officers, agents and employees from and against any and all liability incurred as a result of the work performed pursuant to the terms of this RFP. Failure to maintain insurance coverage as required will be grounds for immediate termination of the contract. Prior to commencing work or services under this contract, the supplier must furnish Ware County with Certificates of Insurance as evidence that policies provide the required coverage. V. Copies An original proposal and two (2) copies of the proposal and supporting documents must be submitted in response to the RFP. 3

4 Right to Reject Lowest Fee Proposal Ware County is under no obligation to award this project to the proposer offering the lowest fee. Ware County is seeking a service solution, not a bid meeting rigid specifications. Ware County reserves the right to select the vendor and award the contract based on the proposal that best meets its needs. Right of Negotiation Ware County reserves the right to negotiate the exact terms and conditions of the contract with the selected proposer. Rights to Submitted Materials All responses, inquiries and correspondence in reference to this RFP submitted by proposers shall become property of Ware County when received. Questions regarding RFP If you have any questions concerning the submission of this proposal, you may call Elizabeth Hope at (912) All questions regarding the scope of the project should be directed to Captain Jim Stapleton, Jail Administrator at (912) Contract Period The contract will be for a three (3) year period, with an annual option to renew. The first contract period will run from July 1, 2011-June 30, Vendor must notify Captain Jim Stapleton, Jail Administrator, of any changes that occur during the contract period. Scope of Work/Services The Ware County Jail is located at 3487 Harris Road Waycross, GA The Ware County Jail spent approximately $518, during 2010 for Food Services. Purchase volumes can and do vary, past expenditures are not a guarantee of future purchases. 4

5 The inmate population currently averages 400, with a maximum capacity of 511. Vendor must deliver high quality food service in accordance with industry standards, meeting all applicable Federal, State and Local guidelines, laws, and regulations. Vendor must operate the food service program with professionally trained staff, experienced in corrections. Vendor will provide all management, employee fringe benefits, food products and supplies necessary to provide food service for inmates, staff and visitor feeding seven (7) days per week. Vendor must operate the food service program in a cost-effective manner. Vendor Qualifications To be considered for award of this contract, the Vendor must meet the following qualifications: Vendor must be organized for the purpose of providing institutional and/or volume food service, and must have three (3) years previous correctional feeding experience with proven effectiveness in administering large scale food service programs. Vendor must have proven ability for contract start-up by July 1, Vendor must have qualified and trained staff with sufficient back-up personnel to successfully complete the contract requirements. Personnel must include a full-time corrections-experienced Registered Dietitian available for menu development. Vendor must have the central office capability to supervise and monitor the program, ensuring satisfactory provision of services. In addition, the Vendor must have an alternate emergency preparation site within Ware County. Vendor must submit a certified copy of their company s current financial report. If the company is a subsidiary or division of a corporation, the relationship of the Vendor must be clearly delineated in the proposal. Vendor shall submit a list of five (5) references, including name of institution, address and phone number of contact person. All proposals must be accompanied by a guarantee given in the amount of 10% of the proposed first year s contact amount and may be given, at the option of the Vendor, by Certified Check, Cashier s Check or Bid Bond from a reputable insurance company authorized to post such bonds in the State of Georgia. Vendor shall submit a Performance Bond in the amount of 100% of the first year s total contract amount after award but prior to start up. However, all proposals must be 5

6 accompanied by an Agreement of Surety (Consent of Surety) for 100% of the awarded amount if the contract is awarded to its principal. The Consent of Surety must not contain any conditions or reservations, other than the condition that the contract be awarded to the Vendor. Failure to submit the Consent of Surety will result in immediate rejection of the Vendor s proposal. The current meal service schedule is as follows: Food Requirements Breakfast Lunch Dinner 05:00 a.m. to 06:15 a.m. 11:00 a.m. to 12:30 p.m. 04:00 p.m. to 05:30 p.m. Vendor must provide two (2) hot meals per day and one (1) cold meal, seven (7) days per week to the inmate population. No more than fourteen (14) hours between hot meals. Meals for Jail Staff should be made available as well. All menus and special diets must meet standards as established by the American Correctional Association (ACA). Vendor must serve all meals at appropriate temperatures and in a palatable manner. Meals should be visibly pleasing and include condiments were indicated. Physician ordered diets shall be provided at no additional cost to Ware County. Proposer shall submit a sample of the menu it plans to serve inmates on restricted diets. Proposal shall include menus for special holiday meals. All such meals will be provided at the standard contract rate. At least five (5) holiday meals shall be provided annually. These include Easter, Thanksgiving, Christmas, and the New Year holiday. One meal will be scheduled at the discretion of the Ware County Jail. Menu Specifications Menu Cycle Vendor shall submit a four (4) week cycle menu. Each week will include twenty one (21) meals and comply with ACA Standards. 6

7 No proposal will be considered that does not provide the menu upon which the cost of service is calculated together with the as served portion sizes of each menu item. Sample menus that may not be served after the contract is awarded will not be allowed. Menu Description Menus submitted in the proposal must include clearly defined descriptions of food items. All menu items must be listed in as served portions which clearly indicate weight or volume measurements. Entrée items, including casseroles, must include cooked weight measurements of meat or meat equivalent per portion. Condiments to be served must be noted. Balanced Menu Planning Requirements The menu shall be planned with products and recipes with proven inmate acceptability. A variety of food flavors, textures, temperatures and appearances shall be used. To avoid excessive fat calories and provide more stomach filling bulk, portions for margarine, butter, salad dressing and mayonnaise shall be restricted on the menu. A maximum of ½ oz shall be used as a margarine or salad dressing portion. Sandwich meals shall include appropriate mustard and catsup condiments and no unnecessary margarine. Nutritional Requirements Menus will provide an average of 3,000 calories per day, per person, in addition to all required nutrients. A Registered Dietitian shall certify the inmate menu in the proposal with a signed nutritional compliance statement for the age and sex of the population. A copy of the dietitian s ADA registration card shall be submitted with the proposal. A maximum average of 40% of calories as fat is required, as demonstrated by the nutritional analysis. Types of Meat Pork and pork-derived products are allowed on any menu in this facility. 7

8 An average of 4.5 ounces cooked weight meat or meat equivalent (cheese, eggs or peanut butter only) are to be provided daily. Whole muscle meat items (like chicken quarters) must be served at least one (1) time in the menu cycle. Ground meat items, like taco filling, meat sauce for spaghetti, etc. should be made with ground beef. The use of granular soy as a meat replacement or enhancement is not allowed. Court Sack Meals For approximately fifty (50) inmates, five (5) days per week, sack meals for court are to be provided. These meals are in place of regular inmate meals. Court sack meals are to consist of: One (1) sandwich, made with two (2) slices of bread and 3 oz meat and/or cheese. 2 condiments Fresh fruit Chips or dessert item Bulk beverage Sack meals are to be billed at regular inmate rates. Work Release Sack Meals For approximately fifteen (15) inmates, five (5) days per week, sack meals for work release are to be provided. The meals are in place of regular inmate meals and should consist of the same items as listed above for Court Sack Meals. Medical and Religious Diets The vendor shall provide, at no additional cost, religious and medical diets conforming to special religious or physician-ordered specifications. The average daily number of inmates receiving medical or religious diets has been approximately twenty (20) including an average of twenty (20) night snack meals to inmates for medically approved diets. The most common medical and religious diet orders are Low Sodium and No Pork. 8

9 Holiday Meals Vendor shall include in the proposals, their policies for serving special meals on holidays. At least five (5) holiday meals shall be provided annually. These include Easter, Thanksgiving, Christmas, and the New Year holiday. One meal will be scheduled at the discretion of the Ware County Jail. All such meals will be provided at the standard contract rates. Plan for Product Wholesomeness All meat products will be purchased from suppliers using HACCP programs. All food items will be purchased from facilities and manufacturers that meet all applicable Federal and State regulations for food safety and use only industry best practices to assure wholesomeness and maintain appropriate liability insurance on their products. Vendor will provide a written procedure for verification of food safety and quality of spot buys (items purchased at a discount, usually from a broker or distributor). Proposer will include in the proposal its specific plan for maintaining safe and wholesome food in the facilities operated by this jurisdiction. Documentation of Meals Served Vendor shall outline procedures used to assure all meals will be served at appropriate temperatures and in a manner that makes them palatable, neat and visibly pleasing. Standardized recipes with portion yield data for all items shall be available and utilized. Commodities Vendor agrees to make the fullest use of the USDA donated commodities when they are available, wholesome, and appropriate for menu purposes. Vendor reserves the right to refuse acceptance of any such commodities that are contaminated or in excessive amounts. The utilization/control of USDA donated commodities is subject to the following requirements: 9

10 Vendor will properly handle, store and prepare all commodities. Vendor shall take a weekly inventory of all commodities. Commodities will be used solely for the benefits of persons in the jail. Vendor shall credit the County s invoice, the Fair Market Value, as determined by the USDA published rate, for each commodity item used for the period, deducting there from, shipping and handling charges actually incurred. Staff Requirements Staffing Plan A minimum of one (1) employee per shift must be assigned to oversee and supervise all aspects of the food service operation. Inmates will be provided, as the vendor requires, subject to the approval of the Sheriff. Proposer will provide an organizational chart and job descriptions for all professional and inmate staff with their proposal, including number of inmates required per shift. Inmate personnel shall be used for the preparation of food, delivery of meals and general sanitation and cleaning. Vendor agrees to train and supervise inmate personnel, subject to the overall control of Ware County. Vendor is responsible for all wages, salary benefits and overtime payments to its staff. Credentials of Vendor Staff Proposer shall submit the resume of the District Manager as part of its proposal. Vendor will include a description of the qualifications of the Food Service Director they plan to place in the facility. Vendor will agree that its employees assigned to duty at the Jail shall submit to periodic health examinations at least as frequently and as stringently as required by law and agrees to submit satisfactory evidence of compliance with all health regulations to the County, upon request. 10

11 Clearance Requirements All employees of the contracting firm working in the Jail must be cleared by the Sheriff s Office. All employees must comply with the Department s written policy and procedures relating to facility security. Supervision of Inmates and Paid Staff The Vendor shall provide training in food service delivery and management. The proposal shall outline what the training will entail. Inmates are not permitted to supervise other inmates. Uniforms for Vendor Staff Uniforms must be professional, neat and distinguish the vendor s staff from the inmate population, employees and visitors. Complaints Complaints must be processed daily. Trained food service personnel shall act upon all complaints in a timely manner. Vendor Service Requirements Purchase and safely manage all consumable supplies and food products that are required for food service operation. These supplies and food products shall remain property of the Vendor. Vendor shall provide cleaning supplies for the kitchen area. Vendor will be responsible for routine cleaning and housekeeping of food service preparation, service and storage areas and will, on a continuing basis, maintain standards of sanitation required by State and/or Local regulations. The County will be responsible for removal of trash and garbage. Inspections of kitchen facilities by County and State health agencies must achieve satisfactory ratings. 11

12 Vendor shall keep full and accurate records of sales and meal counts. Records shall be available for auditing by the County at any time during regular working hours. Vendor shall return to the County, at the expiration or termination of the contract, the food service premises and all equipment furnished by Ware County in the condition in which it was received, except for ordinary wear and tear. Responsibilities of Ware County Ware County shall be responsible for and 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. Adequate ingress and egress to all production areas. Heat, light, ventilation and all other utilities. Local telephone service, for business related calls, will be provided to vendor at no charge. Extermination services and removal of garbage from loading dock areas. General maintenance to the building structure including, but not limited to, gas, water, sewer, lighting, air conditioning, duct work, and floor coverings. Day-to-day cleaning operations of the kitchen area are not included. Adequate preparation, storage and equipment holding areas. Adequate number of inmates for kitchen duties. Security, control, and limitation of inmate movement into and from the food service area, including physical security of employees, suppliers, and other authorized visitors. Maintain kitchen appliances and equipment owned by Ware County. 12

13 Pricing Proposed pricing should be shown on Attachment A. There must be no hidden charges. Price per meal shall be guaranteed for a period of one (1) year unless there is a change in the scope of services, at which time the parties must negotiate a mutually agreeable price increase. Invoice totals shall be determined by multiplying the actual meals served each day by the contract price for the number of meals. Licenses/Fees/Taxes Vendor shall secure and pay all Federal, State and Local licenses, permits and fees required for the operation of food services. During the period of this agreement, if it is deemed by the taxing authorities that all, or a portion of the services provided hereunder are to be subject to a sales or similar tax which has not been collected by the Vendor, the County agrees to pay such tax. Quantities Ware County shall not be required to purchase any minimum or maximum quantities during the contract period. Invoicing/Payment The amount due shall be paid within thirty (30) days of receipt of a correct invoice. Invoices should be submitted to: Ware County Jail Attn: Betty Boatwright 3487 Harris Road Waycross, GA Invoices should include the following information: -Description (Inmate Meals, Trustee Meals, etc) -Quantity of meals served -Unit/per meal price -Total Due 13

14 Contract Review Ware County and the food service provider shall, within 30 days of an executed agreement, set dates for quarterly review meetings between the Department and the food service provider personnel for the evaluation and amendment, if necessary, of the agreement. The Department and food service provider shall, within 30 days of an executed agreement, formulate a monthly report form that will establish the basis for the quarterly review sessions. Termination of Contract Termination for Cause-Ware County may terminate the contract at any time that the Vendor fails to carry out its provisions or to make substantial progress under the terms specified in the contract. Ware County shall provide the Vendor with sixty (60) days written notice of conditions endangering performance. If after sixty (60) days written notice the Vendor fails to remedy the condition contained in the notice, Ware County shall issue an Order to Stop Work immediately. Ware County shall be obligated to reimburse the Vendor only for those services rendered prior to the date of Order to Stop Work, less any liquidation damages that may be assessed for non-performance. Unilateral Right to Terminate-With the mutual agreement of the County and the Vendor, upon receipt of not less than ninety (90) days written notice, the contract may be terminated on an agreed date prior to the end of the contract period without penalty to either party. Lack of Funds-Not withstanding any other provisions of the contract, if the funds anticipated for the continued fulfillment of this contract are at any time not available, through the failure of Ware County to appropriate funds, discontinuance or material alteration of the program under which funds were provided, the Ware County Sheriff s Department shall have the right to terminate the contract without penalty by giving not less than ninety (90) days written notice documenting the lack of funding. 14

15 EXCEPTIONS Please include detailed information regarding any exceptions that apply. If no exceptions, leave blank. Service Requirements: Invoicing/Payment: Insurance coverage: Other: 15

16 ATTACHMENT A Pricing Cost per Meal Inmate Meals $ Staff Meals $ Additional Fees/Costs (If Any) $ *All charges must be included. No hidden charges* 16

17 AUTHORIZATION Sign below in ink in the space provided. Unsigned proposals will be considered incomplete and will be subject to rejection. IT IS AGREED BY THE UNDERSIGNED PROPOSER THAT THE SIGNING AND DELIVERY OF THIS PROPOSAL REPRESENTS THE PROPOSER S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE SPECIFICATIONS AND PROVISIONS, AND IF AWARDED THE CONTRACT, WILL PERFORM IN ACCORDANCE WITH THIS AGREEMENT. SUBMITTED BY: COMPANY NAME: ADDRESS: CITY, STATE, ZIP: TELEPHONE: FAX: SIGNATURE: PRINTED NAME: TITLE: DATE: 17

18 ADDITIONAL INFORMATION Is any owner or officer of the Proposer an employee of Ware County or related as close as third cousin to a Ware County Commissioner or other elected official? YES NO Local Vendors submitting a proposal from Waycross and Ware County MUST have valid City and/or County business license. Local Vendor: YES NO City License #: County License #: Date of Issue: Any bid not containing this information will NOT be considered 18