Bids • Inmate Food Service (2024)

Request for Qualifications with Price Proposals

RFQ/P#: 45-006

For the provision of

Inmate Food Service at the Hall County Jail

Hall County, Georgia, Board of Commissioners (Herein “County”) is soliciting bid responses from qualified companies specializing in Inmate Food Service (Herein “Services’) according to the Scope of Work as specified herein.

Schedule of Events:

Bid Post Date:04/25/2024

Bidders Questions Due Date: 05/09/2024

Answers to Questions Due Date: 05/14/2024

Bid Due Date:05/21/2024

Bidding Process:The County is now accepting sealed bid proposals from qualified Service providers (Herein “Bidder” or “Contractor”) for Inmate Food Service (herein ‘Services’). The County will accept Bids in the Purchasing Division located on the fourth (4th) floor of the Hall County Government Center, 2875 Browns Bridge Road, Gainesville, GA 30504, until 05/21/2024 at 2:00pm EST. All bid packets must be time and date stamped by the Hall County receptionist on the 4^th floor to be considered.

Public Reading: Bid openings are open to the public and bidders. Bidders are not required to attend but may do so. The Issuing Officer named herein will open and publicly read all proposer’s company names on the date, time and address above. Cost will not be read at this time, but published after the County has evaluated the qualifications of each bidder.

Addendums:If needed and in the best interest of the County, Purchasing may make any extension of the bidding period by a formal written addendum and publicly posted on the County website. All addendum must be signed by the bidder and returned with the bid packet.

Proposal Documents:Bidders may obtain all submittal documents at no cost via the County’s Website located under Related Documents athttps://www.hallcounty.org/Bids.aspx,then click the Inmate Food Service link and download the bid packet containing all required documents.

1. General Qualifications:

Bidders must be in the regular business of providing the Services as their principal core line of work.

The contractor shall be responsible for all work performed in support of this contract including all sub-contractors. All Sub-Bidders must disclose proposed Sub-Contractors in their bid response. Contractors must be pre-approved in writing by the County.

2. The County may refuse to pay for any work done outside of the Scope of Work or before the issuance of a Notice to Proceed.

3. Bidders shall provide copies of the following Licensing with their bid response:

1. Valid Business License
2. Required licenses and certifications

4. Mandatory/Optional Pre-Bid On-Site Meeting: Contractors shall be responsible for confirming and attending optional preliminary site visits by appointment with the County Project Manager.

Request for Clarification:The County reserves the right to request clarification of information submitted and to request additional information of one or more applicants. The County considers a bid response as an irrevocable offer, good for a period of one-hundred and twenty (120) days from submission.

Legally Binding Agreement:The County and the selected Service Provider shall enter into a formal agreement; substantially in the form of the attached EXHIBIT – A CONTRACT FOR SERVICESby counter signing the contract with an execution date. Contracts are only valid if they are countersigned. Bidders should sign the Contract and submit it with their bid response. All questions regarding the Scope of Work should be included in the response to the Proposal. If there are no written objections then the County will take this as an affirmative acceptance of the Scope of Work as it is presented.

The County reserves the right to reject all proposals, in full or partial, and to negotiate fees, conditions, or other terms with the respondent submitting the overall best scored proposal.

Proposal Information: In consideration of service fee proposal, assume some elevators are public and one is private.

Technical Qualifications Proposal Response:Bidders must answer all Mandatory Scored Questions contained herein. The County’s Evaluation Committee will weigh bidder’s answers with score point values. The total maximum points are set at 1,000. The County uses an 80/20 split for scoring points, with 80% (800) points available for the Technical Qualifications, and two-hundred (200) points available for the Cost Proposal. The bidder with the highest total point scores closest to 1,000 will be the apparent contract award winner.

Proposers are required to answer all the Mandatory Scored questions. The proposer’s response should limit answers directly to the questions asked.

Bidders may expand their answers to the questions onto separate pages if needed, with the question repeated at the top of each page, in addition to the space provided next to each Mandatory Scored Question Worksheet. Please do not submit bound bid responses. Provide one-side documents only. Do not include superfluous marketing materials.

All quantitative material should include complete assumptions and be supported by detailed schedules evidencing all calculations and results.

Responses to the questions should be clear and concise. Where appropriate, Bidder’s should show statistical information in a tabular chart format, and textual information in bullet form. If possible, summarize key information or points for each question at the beginning of answers.

Evaluation and Selection:The County will evaluate all submittals in accordance with the Official Code of Hall County, Georgia 3.10, and as further detailed herein. The County will evaluate proposals using a two-step process. The first is the ‘Technical Qualifications Proposal’ that outlines the bidding firm’s qualifications and experience and its approach to The Evaluation Committee will evaluate cost for such services to determine the best value in the interest of the County. The apparent award winner and may be asked to enter negotiations with the County.

During the evaluation process, the County reserve the right, when it may serve the County’s best interest, to request information for clarification from proposers and to allow corrections to errors or omissions.

Validation:Bidders mustsign and notarize their submittals. Digital signatures are acceptable. Hall County requires that bidders provide a cover letter with a signature by an officer of the firm with the submittal to ensure its originality. Please submit one (1) hard paper proposal marked “Original” with signature, along with three (3) copies and also provide the proposals (technical and separately cost) in a digital format on a USB drive.

The County reserves the right to retain all proposals submitted and use any idea(s) in a proposal regardless of contract award or not. The County shall have the right to waive any informality or irregularity of immaterial deviation in any bid received.

Bidders must complete and return all forms and documents entitled ‘Mandatory’ with the bid or the proposal. Failure to do so may deem the proposal non-responsive and the County may not evaluate it for award.

Award Process:The County reserves the option to reject any or all bids, in whole-or-in-part, or to select any bidder to complete the described Service. The County will not make an award of contract solely based on lowest bid, but also on approach, references, qualifications and other subjective criteria as the County may deem necessary and determine at its sole discretion.

Questions:Bidder’s must present all questions in writing and directed solely to the issuing officer at.

Non-Collusion:Bidders must have no contact of any nature with any other bidders, County staff members, its elected officials, nor Commissioners, during the evaluation process. The County may deem such as collusion, and thus render the submission in violation of the Official Code of Hall County and thus the County may render the proposal as non-responsive and not evaluate the proposal for an award.

Table of Contents

1.0 Introduction

2.0 Statement of Need

3.0 General Business Requirements

4.0 Scope of Services

5.0 Submission of Proposals

6.0 RFQ/P Response Preparation

7.0 Selection Process

8.0 Exhibits and Attachments

1.0. INTRODUCTION

Hall County, Georgia, desires Inmate Food Service and is soliciting submissions for this Request for Qualifications with Cost Proposal (herein ‘RFQ/P’) for the service.

2.0. STATEMENT OF NEED

The County seeks to award one (1) company for all the services. The County expects the awarded company to be prompt, attentive, and able to perform the work in a timely and scheduled manner and with personnel, including sub-contractors, to be professional in approach and uniform in production.

3.0 GENERAL BUSINESS REQUIREMENTS

3.1 Insurance Requirements.If awarded,The Contractor must maintain insurance policies at the Contractor's own expense and must furnish the County with a Certificate of Insurance (COI) providing evidence of coverage at least in the amounts indicated in EXHIBIT A – CONTRACT FOR SERVICES. The insurance certificate must list County as the certificate holder and as an additional insured under the commercial general, automobile and umbrella liability policies as follows: “Hall County, Georgia, its Board of Commissioners, officers, employees, servants and agents, 2875 Browns Bridge Rd, Gainesville, GA 30504”.

4.0 SCOPE OF WORK

4.1 Contractors shall provide all supervision, labor and materials necessary to perform the Services.

4.2 The contractor shall be responsible for all work performed in support of this contract. Sub-contractors shall perform no work unless pre-approved in writing by the County. Contractors must disclose any intended sub-contractors within the bid at the time of bid submissions. If the bidder intends to use a sub-contractor(s) to fulfill one entire segment of this contract, then the bidder should submit to the County professional references for the sub-contractor on jobs similar in size and scope. Once the County has awarded the contract, the contractor cannot change sub-contractors without seeking written pre-approval from the County. The County reserves the right to check all references and conduct background checks on any changes to sub-contractors or workers performing work under this contract. The contractor shall be wholly responsible for the quality of their sub-contractor’s work. The contractor shall disclose the percentage (%) of the work to be completed by each sub-contractor.

A. INTRODUCTION:

Hall County is issuing this Request for Proposal for the purpose of providing complete food service to inmates, staff, and visitors at the Hall County Jail for the Hall County Sheriff’s Office.

B. OVERVIEW AND BACKGROUND:

The Hall County Jail was opened in December 2007, and is a modern, state of the art facility utilizing the latest in technology and a well-planned, comprehensive design. The main jail facility consists of 1026 beds. Male and female Work Release houses 148 beds, and the house arrest program manages up to 60 inmates daily. The contract is for an average daily population of the current inmate population of approximately 550+ inmates. The number of staff and Food Service Provider meals is approximately 75-100 per day, excluding weekends and holidays. The facility operates continuously twenty-four hours per day, three hundred sixty-five days per year. Numbers are included for planning purposes only and are not warranted for accuracy.

C. GENERAL PROPOSAL INSTRUCTIONS:

1. All documentation submitted as part of or with the proposal becomes the property of Hall County and will not be returned.

2. The Food Service Provider shall respond to each requirement outlined in this RFQ/P and in the same format as the RFQ/P. In most instances, it shall be sufficient to affirmatively acknowledge agreement with the stated requirement. In the event the Food Service Provider’s proposal differs from the requirements, the difference shall be specifically noted and explained.

3. The Food Service Provider shall be required to comply with all applicable statutes regarding employment discrimination and will be required, as a part of the response, to clarify as follows:

a. The Food Service Provider will not discriminate against any employee or applicant for employment because of race, sex, age, color, religion, national origin, or handicap, except where it is a bonafide occupational qualification reasonably necessary to the normal operation of the Food Service Provider.

D. TERMINATION OF CONTRACT:

The contract, mutually agreed upon and entered into between the County and the selected Food Service Provider, may terminate upon any of the following conditions:

Should the governing authority responsible for the Jail cease operation of the institution for any reason, the contract shall become void at the option of the County.

The County may terminate the contract resulting from this solicitation at any time the Food Service Provider fails to carry out the contract provisions, or, if in the opinion of the Sheriff or designee, the performance of the contract is unreasonably delayed, or the Food Service Provider is violating the contract conditions. The County shall provide the Food Service Provider with notice of any conditions that are hindering Food Service Provider’s performance. If, after such notice, the Food Service Provider fails to remedy such conditions within a reasonable time, not to exceed three (3) consecutive days, the County may, in writing and at its option, terminate the contract without further notice to the Food Service Provider and order the Food Service Provider to stop work immediately and vacate the premises.

Meal cost may only be adjusted on the annual anniversary dates of the contract and adjustments shall be based upon the Consumer Price Index and particular line items titled “Food”, and “Food, Feed, & Beverage” of the Consumer Price Index (CPI) or similar indicator of inflation approved by the County. The amount of any proposed increase along with supporting data shall be submitted by the Food Service Provider, in writing, to the Jail by March 15th during the current term of this agreement and during any subsequent term for which it may be renewed. The County may accept, reject, or negotiate with the Food Service Provider. In the event that an acceptable agreement cannot be reached or if the County declines to approve the increase, the contract shall automatically terminate on the anniversary date of such term. This Agreement may be terminated at any time by mutual consent of the parties hereto, provided that such consent to terminate is in writing and is signed by all of the parties hereto.

In accordance with O.C.G.A. 36-60-13 (a) and Article 9, Section 5, Part I of the Georgia Constitution (1983), this contract shall terminate absolutely and without further obligation on the part of the County at the close of the initial term of this contract and at the close of each succeeding term for which it may be renewed.

In accordance with O.C.G.A. 36-60-13 (b) (1) this contract will terminate immediately and absolutely at such time as appropriated funds and otherwise unobligated funds are no longer available to satisfy the obligations of Hall County.

E. DEFAULT:

Should the Food Service Provider at any time, fail to comply with the conditions of the contract, fail to complete the required work, fail to furnish the required meals, or fail to supply the labor, materials, supervision and other things required of it in sufficient quantity and of required quality to perform the work with the conformity and diligence required, then in any such event, each of which shall constitute a default, Hall County shall have a right after providing Food Service Provider with notice of default, and allowing Food Service Provider the opportunity to cure such default within three (3) consecutive days to exercise any one or more of the following remedies if the Food Service Provider fails to satisfactorily remedy such default:

1. Within the time stipulated in the contract, to purchase in the open market and deduct additional costs associated therewith from any money due or to become due the Food Service Provider;

2. Complete or have completed the work, at the expense of the Food Service Provider;

3. Recover from the Food Service Provider all losses, damages, penalties and fines, and reasonable attorney’s fees incurred by the County by reason or result of the Food Service Provider’s default.

F. PROPOSAL FORMAT:

1. Cover Letter

Prepare and submit a cover letter of transmittal. Include the name, address, and telephone number of the primary representative to be contacted regarding your proposal.

2. Current Customers:

Provide a complete list of customers for whom food service is currently provided. This list shall contain a contact person’s name and phone number along with a brief description of the size and scope of services provided. If the account is a correctional facility, note whether or not the operation is National Commission on Correctional Health Care (NCCHC), or American Correctional Association (ACA) accredited.

3. References:

Provide a list of five (5) references (including company name, contact person, address, and current telephone number) for which the company has performed services that are similar in nature and scope to Hall County’s request. Specifically, the facility has 550 + inmates and staff dining of 75 persons daily.

4. Staffing Plan:

Submit a detailed staffing plan for the food service operation including a brief rationale. Specifically, this plan shall identify the number of positions, shifts, duties, and qualifications of the personnel who will be employed in each job classification. A suggested, but not required, minimum-staffing plan by position, duty, and schedule is provided as Recommended Minimum Staffing Requirements. Any proposed variations to the suggested plan shall be thoroughly explained and justified.

A. The staffing proposal submitted by the selected Food Service Provider will become part of the final contract and the Food Service Provider will be required to maintain said level of staffing. Failure to maintain the required staffing levels shall constitute a material breach of the Food Service Agreement. Failure to meet the accepted minimum staffing during the designated time periods shall constitute default on the part of the Food Service Provider.

B. The Hall County Jail will utilize inmate labor for the purpose of plating inmate meals, cleaning inmate food trays, and general cleaning of the kitchen. Inmates are forbidden from preparing food intended for staff consumption. A Jail employee will handle supervision of inmate labor for security purposes, but the Food Service Provider will be required to provide proper training as to appropriate food handling and cleaning methods and supervision in the performance of these duties.

5. Litigation/Violations:

Provide a listing of all litigation in which the company was a party during the last five (5) years and any judgments during the last three (3) years. Provide a list of any health and safety violations for which the company has been sited over the past five (5) years.

Provide a copy of the company’s two (2) most recent audited financial reports. Hall County will agree to a Non-Disclosure Agreement in regard to financial reports of vendor.

G. OPERATIONAL REQUIREMENTS:

1. Regulations:

The Food Service Provider shall agree to comply with all statutes, ordinances, regulations, and requirements of federal, state, and local governing bodies applicable to the management/operation of this food service contract. This shall include obtaining and paying for all applicable licenses.

2. Inspections by the County:

The Sheriff or designated representative shall make facility inspections when deemed necessary, with or without advance notice to the Food Service Provider. The facilities and equipment used in the contract shall not be used to prepare food for agencies or persons other than those designated under the proposal without advance written approval of the Sheriff or designee.

3. Inspections by Health Agencies:

The Food Service Provider shall maintain kitchen facilities in such a condition that inspections by County and State health agencies achieve an Environmental Health Rating of 90 or higher. The Sheriff or designee reserves the right to inspect the kitchen facility for cleanliness and operation. Such inspections shall result in a written documentation of any deficiencies and the Food Service Provider shall be provided a reasonable period for correcting said deficiencies. Fines may be imposed to the Food Service Provider at $1000 per day if the Environmental Health Rating is lower than 90.

4. Licenses and Permits:

The Food Service Provider will secure and pay for all federal, state, and local licenses, permits, and fees required for the operation of food service to include employment taxes, provided for hereunder. The Food Service Provider shall also be responsible for paying any sales/use taxes and/or personal property taxes on Food Service Provider equipment, which are imposed upon the operation.

5. Pricing/Invoicing for Meals:

The Food Service Provider will submit an invoice to the County on the first working day of each week, covering the preceding week, for meals ordered or served, whichever is greater. The price per meal charged to the County shall be described in the proposal and shall be guaranteed for one (1) year. The Food Service Provider shall provide, at the standard cost per meal, meals conforming to special religious requirements; physician ordered specifications or religious times/holidays. The price per meal agreed upon in subsequent renewal terms of the contract shall be guaranteed for one (1) year.

6. Food Service Supplies and Food Products:

The Food Service Provider shall provide all consumable supplies, paper, plastic, sacks, Styrofoam clamshell meal trays, reusable plastic cups, plastic spoons and food products that are required for the food service operation and delivery to the inmates. The type of meal tray used is at the discretion of the Jail Commander or designee. All such purchases shall be made in the Food Service Provider’s name. The County reserves the right to request that a sample of all or certain specific items be submitted prior to contract execution. All items must be approved by the Jail Commander. The Food Service Provider will be required to keep a record of non-consumable items provided by them and submit this list and any modifications to the Jail Commander within 72 hours prior to the proposed change.

7. Sanitation:

The Food Service Provider shall be responsible for cleanup of the kitchen, the staff dining area, and any other area within the detention facility in which food is provided by the Food Service Provider for special events. The Food Service Provider shall provide all supplies/materials needed for sanitation and cleanup in the kitchen. The Food Service Provider will be responsible for transporting all garbage and trash from the kitchen to the designated trash collection pickup area as determined by the Jail Commander. Garbage and trash will be deposited in the designated receptacle after each meal and not left in the kitchen areas, hallways, and loading dock area. The Hall County Jail elects to use inmate labor and such labor shall be provided to the Food Service Provider for the purpose of sanitation, food service area clean-up, trash disposal and the plating-up of meals. The Food Service Provider shall, however, be responsible for the cleaning of all small wares. Small wares are interpreted to mean any cutlery, silverware, serving utensils, and cooking utensils. The utilization of inmate labor does not, however, relieve the Food Service Provider from their responsibility to cleanup food service areas. It shall remain the responsibility of the Food Service Provider to meet all health standards and sanitation required in the food service operation. The Food Service Provider shall not utilize flammable cleaning products.

8. Health of Vender Staff:

The Food Service Provider will ensure that all employees assigned to duty at the Jail shall have appropriate health screening which must also include a Purified Protein Derivative (PPD - Tuberculosis) test prior to employment by the Food Service Provider with a copy of the results maintained on site. If the employee tested positive, the employee will not be allowed to enter the facility until treated and/or tested for tuberculosis.

9. Equipment:

The Food Service Provider shall return the food service premises and equipment to the County at the expiration of this contract. Both the premises and the equipment shall be in good working condition, except for that which may have been lost or damaged by fire, flood, or unavoidable occurrence and except to the extent that said equipment may have been stolen by persons other than employees of the Food Service Provider without negligence on the part of the Food Service Provider or its employees and providing that all damages and losses are reported to the County immediately upon discovery. A semi-annual inventory shall be submitted to the Jail Commander for all items covered by this paragraph. The County will pay for needed repairs caused by normal wear and tear. The County, at no charge to the Food Service Provider, will replace equipment which in the opinion of the County has exceeded its useful life. If it is determined by the Sheriff or designee that the equipment used by the Food Service Provider is found not to be in working order, due to other than fair wear and tear, the Food Service Provider will be liable for the maintenance or replacement cost of the applicable equipment. The decision as to the suitability of the replacement shall be determined by the Sheriff or designee after consultation with the Food Service Provider. The Food Service Provider shall provide an inventory of all kitchen equipment and utensils to the Jail Commander prior to taking over responsibility for the operation of the kitchen. The inventory shall note any discrepancies found in the equipment and will be signed and dated by the Food Service Manager. The Jail Commander may elect to have a designated individual accompany the Food Service Provider when the inventory and equipment evaluation is conducted.

10. Records:

The Food Service Provider will keep full and accurate records of sales, meal counts and all other records in connection with food services for a minimum of three (3) years. A copy of said records shall be supplied to the Jail Commander or designee on a monthly basis, on the first working day of the subsequent month or as required by the Jail Commander or designee. Records of substitutions shall include the items and portion sizes, the reason for the substitution and verification that a dietician has been consulted when appropriate. In addition, all records relating to the food service operation at the Hall County Jail shall be available for auditing by the County at any time during regular working hours.

11. Inventory:

For security purposes, the Food Service Provider shall carefully control and supervise the use of kitchen utensils. The Food Service Provider agrees that all knives and kitchen utensils shall be counted and locked for safe keeping in accordance with policy and procedures provided to the Food Service Provider by the Hall County. When out of locked storage, all knives will be attached to a cable secured to fixed kitchen furniture. Inventory shall be taken daily by the Food Service Provider with the absence of any knives, or other utensils immediately reported to the Jail Commander or designee.

12. Meal Service under unplanned circ*mstances:

The Food Service Provider will be required to provide food service in the event of lockdowns, riots, severe weather conditions, fire, power failure, labor strikes, ice storms, acts of God, or other events that would cripple the normal operations of its detention facilities, at no additional cost to the County. At a minimum, the Food Service Provider must maintain an on-premises inventory sufficient to prepare and serve fourteen (14) days of scheduled meals. The Food Service Provider will be required to submit a County approved contingency plan that will address this requirement within thirty (30) days of contract execution.

13. Keys:

The Food Service Provider is responsible for control of keys obtained from Hall County and the security of those areas for which the keys are given. The Food Service Provider shall be responsible for immediately reporting to the Jail Commander or designee, all facts relating to any loss of keys or losses incurred as a result of break-ins to those areas. No keys to any part of the facility may be duplicated. All keys will be provided by the Hall County and made available at the beginning of the shift and turned in at the end of the shift. No keys shall leave the facility.

14. Additional Services:

The Food Service Provider shall agree to provide any additional food services as mutually agreed upon between the County and the Food Service Provider.

H. FOOD REQUIREMENTS

1. Standards and Dietary Guidelines:

In compliance with the minimum standards for local jails established by the American Correctional Association (ACA) and the National Commission on Correctional Healthcare (NCCHC), a Registered Dietician shall approve all meals. All meals served shall be in compliance with minimum dietary guidelines set by the ACA and the NCCHC. A semi-annual review will be conducted by a registered dietician in respect to any changes in nutritional standards with suggestions made to the Jail Commander or designated representative as to what meal items need to be changed. The Food Service Provider will be required to submit a semi-annual review, conducted by a registered dietician for all approved meals served at this facility to the Jail Commander at a minimum of twice per year.

2. Meal Preparation:

The Food Service Provider shall warrant that all meals will be served in a manner that makes them nutritious, wholesome, palatable, and visibly pleasing. The Jail Commander or designee shall, in their sole discretion, determine the Food Service Provider’s compliance or non-compliance with this provision. If the Jail Commander or designated representative determines the meal does not meet the aforementioned requirements, then the meal shall be provided at no cost to the County. Such discretion shall not be unreasonably exercised. If exercised, the decision shall be reduced to writing and include a detailed description as to why the meal was rejected.

3. Meal Schedule:

No more than fourteen (14) hours shall pass between the dinner and breakfast meals. The meal schedule is at the discretion of the Jail Commander and is subject to change upon reasonable notice. Food Service Provider shall provide three full, nutritionally balanced meals each day at a regularly scheduled times as follows:

Breakfast (“HOT” MEAL) Start: 5:00 AM

Lunch (“HOT” MEAL) Start: 11:00 AM

Dinner (“SACK” MEAL) Start: 19:00 PM

Staff Meal are also provided seven days per weeks and twice daily.

Start 11:30-14:00

23:00-01:00

In addition, meals shall be made available for inmates who are not present at the facility when meals are scheduled to be service. This includes inmates assigned to work details, offsite for court, late “book-ins” or transport reasons or inmates received at the facility within two hours of the meal is scheduled to be served.

4. All meals are prepared in the facility’s equipped kitchen.

5. Raw Food:

a. The following are the minimum specifications for raw food; higher but not lower grades can be purchased. Food Service Provider will use commodities as much as possible.

b. Beef, Veal and Lamb shall be of at least USDA Choice.

c. Ground Beef-utility or better, not to exceed 25% fat.

d. Meat will not consist of mechanically separated meat or Textured Vegetable Protein (TVP or SOY)

e. Poultry shall be of at least USDA Grade A.

f. Canned fruits and vegetables shall be of at least USDA Grade C.

g. Frozen fruits and vegetables shall be of at least USDA Grade B.

h. Fresh produce shall be of at least USDA No. 2.

i. Dairy products shall be of at least USDA Grade A.

j. Eggs shall be of at least USDA Grade A Medium.

k. Frozen fish and seafood must be a nationally distributed brand, packed under continuous government inspection, USDA Grade A.

6. Commodities:

Food Service Provider agrees to assist the Hall County in securing surplus food items when minimum quality standards are satisfied and when costs of a given surplus item are less than that available to the Food Service Provider. If surplus food is used, the Food Service Provider agrees to fully utilize all appropriate surplus food commodities obtained by Hall County from the US Department of Agriculture. Commodities should not be used in calculating meal prices. The difference between the cost of the commodities received for each month and current market cost for such commodities shall be applied as a credit and applied to the next invoice to Hall County. Food Service Provider shall follow all record keeping requirements of the USDA for purchasing surplus food.

7. Meal Standards:

All Meals shall meet current Recommended Dietary Allowances (RDA) requirements. Menus shall provide a minimum of 2,800 calories per day. Food will be served fresh, in a reasonable variety and at appropriate temperatures. Portion sizes shall be specified on the proposed menus as serving (cooked) weight unless otherwise specified. A sample tray will be kept on every meal for Seventy-two hours. All meals should be of nutritional adequacy.

8. Food Inventory:

Food Service Provider shall be responsible for purchasing and receiving all food necessary for preparation of each meal in sufficient quantity to meet the needs of inmates and staff during the period of the contract. The Food Service Provider must maintain, at a minimum, a 14-day supply of foodstuffs on site. All inventories shall be rotated regularly, and the Food Service Provider shall ensure that the food items are not served after the manufacturer's expiration date. Food Service Provider shall remove and dispose of any food items that are beyond the manufacturer’s expiration date.

9. Meal Counts:

The Hall County Jail will order inmate meals, staff meals, special diet meals and sack meals. However, the Food Service Provider shall prepare sufficient additional meals in the event of newly arrived inmates.

10. Pre-plating:

Meals shall be portioned on trays in the kitchen and placed in a cart in the staging area. Inmate workers will deliver the carts with trays and beverages to the housing units. If the pre-plating is done by inmate workers, it shall be under the direct supervision of food service staff.

11. Jail Staff Meals:

The Food Service Provider will provide Staff meals that be cooked and prepared for lunch and late dinner. Inmates will not be allowed to prepare staff meals; however, Hall County will provide inmates Workers to assist in the setup and sanitation of the Staff Dining Area. Food Service Provider will provide coffee/beverages during staff meals. Coffee should be made available 24/7 and Food Service Provider will maintain machines. Staff Dining is made available for approximately 75-120 people per day. The late dinner typically averages about 35 persons. Staff Dining should be provided daily from 11:30 am to 2:00 pm and nightly from 11:30 pm to 1:00 am, hours may fluctuate based upon unforeseen circ*mstances within the facility.

12. Sack Meals:

Food Service Provider shall provide sack lunches as needed. Sack lunches can be ordered for staff and/or inmates that cannot eat during regular mealtimes anytime the kitchen is open. Sack lunches will consist of, at minimum, two sandwiches, chips or similar item, desert, and a beverage. Food Service Provider shall vary sack meal items to avoid repetition. Food Service Provider shall submit a sample one-week sack meal menu with the proposal. The average sack meals will be determined.

13. Menu Cycle:

The menu cycle will be four (4) weeks minimum and will be submitted for Hall County Jail approval at least 30 days in advance. Food Service Provider shall submit, as part of its proposal, the proposed menu cycles to be served. The contracting officer reserves the right to request that the order of the menu be rearranged, and that like or similar items be substituted if the need shall arise or if commodity is available. A dietician shall review the contents of all menus to ensure their proper nutritional balance. Each menu shall provide a daily per meal calories list of each item provided.

14. Recipes:

Where combination foods are on the menu, the Food Service Provider shall have a file containing the recipe that provides the list of ingredients and their quantities; also, the number of servings and the size of each serving. Recipes for the Menus shall be maintained on-site after the award of the contract.

15. Substitution:

Any substitution to the established menus shall be verified in advance with a dietician to determine the appropriateness of those substitutions.

16. Special Diets meals:

The Food Service Provider shall provide special medical, religious, prenatal and, vegetarian diets at no additional charge. Special medical diets will be provided at the prescription of the contracted medical provider for the facility. An Alternative Safety Diet will be provided upon prescription by medical. This diet shall be served two times a day for the time specified. Snacks provided with the meal are to be included in the price per meal. A dietician shall review the contents of such meals to ensure their proper nutritional balance.

17. Holiday/Spirit Lifter Meals:

The Food Service Provider is expected to provide, at no additional charge, a minimum of five (5) Holiday/Spirit Lifter Meals annually. These special meals will include Easter, Thanksgiving, Christmas, and New Year’s. The menu must be submitted to the Jail Commander at least five (5) days prior for approval. A copy of the proposed menus are to be included in the Proposal.

18. Special Event Meals:

The Food Service Provider shall provide catered meals for special events as designated by the Sheriff or his designee, with no less than seventy-two (72) hours’ notice. The Food Service Provider and the County shall mutually agree upon the cost per meal.

19. Quality of Meals:

Should the Food Service Provider supply a meal that is considered to be unsatisfactory by the below enumerated standards, the meal will be at no cost to the County. A meal will be considered to be unsatisfactory when it is not served at the proper temperature, the portion amount is not as agreed to in the contract, the service of the meal is unreasonably delayed due to actions or inaction by the Food Service Provider or their representatives, or any combination of these conditions. The determination of whether a meal is satisfactory is at the sole discretion of the Jail Commander or designee.

20. Quality of Food Products:

The Hall County Jail reserves the right to reject any food items which do not comply with the standards set forth in the RFQ/P and subsequent contract. No food will be prepared other than as stated in the contract unless otherwise approved, in advance and in writing, by the Jail Commander or designated representative. The Food Service Provider is required to furnish fresh coffee for the facility staff on a twenty-four (24) hour basis.

I. FOOD SERVICE PROVIDER STAFFING REQUIREMENTS:

All employees of the Food Service Provider who will work in the Jail must have background clearance by the Jail prior to beginning work in the facility. All employees of the Food Service Provider must comply with the Jail written policy and procedures relating to facility security/safety. In the event that the Food Service Provider becomes aware of an incident relating to an employee, that the Food Service Provider has a reasonable suspicion will affect the safety and security of the institution, the Food Service Provider has a duty to immediately inform the Jail Commander or designated representative.

1. The on-site Food Service Provider shall provide a full-time, properly trained Food Service Director with at least 12 months of experience in institutional food service management. The Food Service Provider shall submit a resume of the proposed Food Service Director prior to hiring. The Food Service Director proposed by the Food Service Provider shall be assigned to the Hall County Jail for the full term of the contract unless:

a. The Food Service Director is no longer employed by the Food Service Provider.

b. The Sheriff or the Jail Commander requests that the Food Service Provider remove the Food Service Director; or

c. It is mutually agreed that the Food Service Director shall be removed. In the event the Food Service Director is replaced, the Jail Commander must approve the replacement prior to their assuming the role.

2. The Food Service Provider shall assign a minimum of one Food Service Director and four Food Service Managers to oversee and supervise all aspects of the food service operation. Actual staffing shall be in accordance with the approved staffing plan in response to Recommended Minimum Staffing Requirements.

3. The Hall County Jail reserves the right to deny entrance to the Jail, to any food service personnel. Such approval shall not be unreasonably withheld.

4. Food service personnel will present a neat, clean, and appropriately groomed appearance. A clean uniform, consisting of a shirt, hat/hair net, and food service gloves shall be provided to all food service personnel by the Food Service Provider, and will be worn in the food preparation areas. Other appropriate non-uniform clothing is permitted as to pants, etc.

J. RECOMMENDED MINIMUM STAFFING REQUIREMENTS:

NOTE: If proposed staffing is less than this model suggests, the Food Service Provider must justify, in writing, why and how the lower staffing will meet the requirements of the contract.

1. FOOD SERVICE DIRECTOR (ONE):

a. The Food Services Director will have a minimum of twelve months’ experience in institutional food service management. The Food Service Director will work on-site a minimum of forty (40) hours per week or five (5) days per week.

b. The Food Service Director will oversee compliance with all requirements of the contract regarding meal preparation and handle the response to any and all inmate grievances related to food service within the time determined by the County. The Food Service Director will not function as a relief food service manager in this facility.

2. FOOD SERVICE MANAGER (FOUR):

a. The food service managers have a minimum of twelve months’ experience in a jail or correctional facility. The shift supervisors will each work a minimum of forty (40) hours per week.

b. There will be a minimum of one (1) food service manager on duty in the kitchen at all times when the kitchen is open. The manager coordinating the production, serving of the meal, ensuring that proper temperatures, portions, and weights are correct; that diet load sheets are followed; that the proper ingredients are used; the product has an acceptable taste and all other requirements of this RFQ/P regarding meal preparation and service.

SCHEDULE: FULL-TIME STAFF

K. ADDITIONAL INFORMATION:

The Food Service Provider may include any additional information in their proposal they deem important and pertinent to the RFQ/P. Any additional information should be clearly identified and may be included in an appendix.

L. RESPONSIBILITY OF THE COUNTY:

The Hall County Jail and/or County shall be responsible for and provide:

1. Accurate and timely counts for the number of meals to be served to inmates within two (2) hours of the time for meals to be served.

2. Adequate ingress and egress to all production areas.

3. Adequate heat, lights, ventilation, and all other utilities. The County shall provide a business telephone line to the Food Service Provider at no charge. This telephone shall be used only for business-related calls.

4. Extermination services and the removal of trash and garbage from the trash bin adjacent to the loading dock area or otherwise designated bin.

5. General maintenance to the building structure including, but not limited to, the maintenance of gas, water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, wall and ceiling surfaces and pest control.

6. Adequate preparation, storage, and holding equipment including maintenance for said equipment. The Food Service Provider shall be responsible for signing for the food received from the delivery truck and for accountability of food items received. The Food Service Provider shall be responsible for the food items, upon delivery to the kitchen dock area, for storage elsewhere in the facility.

7. Security, control, and limitation of inmate movement in, to, and from the food service area however; the Sheriff’s Office, Sheriff’s deputies, employees, or agents shall not be responsible for any injuries; damages; sickness; diseases; emotional stress or trauma; harassment; or loss of income to Food Service Providers property or personnel, agents, or Food Service Providers as a result of riots; escape attempts; escaped inmates; fights; jail takeovers; or criminal acts of inmates during the term of this Agreement and for a period of four (4) years immediately following the termination of this Agreement.

8. Maintenance of kitchen appliances and equipment, except for routine cleaning and maintenance required because of use by Food Service Provider outside normal wear and tear.

9. The transportation of trays within the facility shall be completed by the Hall County Sheriff’s Office security staff.

5.0 SUBMISSION OF PROPOSALS

5.1 The County request that Bidders submit proposals addressing all items listed below. Failure to include any of these mandatory documents may result in disqualification. All responses must be in writing. Bidders should submit one (1) copy of marked “Original” and three (3) marked “Copy” and all documents loaded onto one (1) USB flash drive in MS Word, Excel and PDF formats, depending on the document, with the technical response and cost proposal separated into two different file folders on the USB flash Drive.

5.2 Bidder’s must submit their sealed bid response packages with clearly marked with RFQ/P#: 45-006.

5.3 Follow these instructions carefully. Include in your bid response package two (2) separate, sealed envelopes. Mark one envelope with Technical Qualifications Response, and enclose these completed Exhibits:

Exhibit A – Contract for Services (Signed)

Exhibit B – Mandatory Bid Response Sheet (Signed)

Exhibit D – Mandatory Completed W-9 Form (Signed)

Exhibit E - Mandatory E-Verify Affidavit (Signed)

Exhibit F – Mandatory Ethics Affidavit (Signed)

Exhibit G – Mandatory Scored Questions

Copy of Business License

Certificate of Insurance

Copy of Professional Licenses or Certifications

In a separate sealed envelope from above, enclose a completed Exhibit C - Mandatory Proposal Cost Worksheet and clearly mark Cost Proposalon the envelope.

Do not enclose the Cost Proposal Worksheet in the Technical Response envelope. This may render your proposal as non-responsive and thus not evaluated for award.

5.4 The County will make all proposals submitted publicly available by a written Open Records Request.

Bidders may submit to the following address by the deadline date and time. All deliveries must be date and timed stamped. The County is not responsible for late bids due to mailing delays.

5.4.1 Hand Delivery/FedEx/UPS/USPS/Courier:

Hall County Government Center

Mike Hawkins, Issuing Officer

Purchasing Division - 4th Floor,

2875 Browns Bridge Road

Gainesville, Georgia 30504

6.0. RFQ/P RESPONSE PREPARATION

6.1 The Contractor bears all responsibility for all expenses incurred in responding to this RFQ/P such expenses to be borne exclusively by the proposer.

6.2 Cover Letter: Prepare and submit a cover letter for transmittal addressing General Qualifications. Provide the following information: Name of Proposer, Name and title of the persons who will manage the engagement, mailing address, physical address, telephone numbers, and email address of Proposer

6.3 Describe the organization of your firm, the location of offices, and your resources that are available to accomplish the work for the County.

6.4 Of the services listed in the Scope of Services, indicate which ones, if any, your firm would be unable to provide. If there is another service that your firm could provide instead, please elaborate.

6.5 The County will not accept Joint Proposals unless otherwise noted herein. An awarded Contractor may utilize subcontractors, as needed and pre-approved by the County. Bidders must submit all intended Sub-Contracts with their proposal. If plans to subcontract portions of the required services are included, please provide details on such plans.

7.0 SELECTION PROCESS

7.1 The evaluation process will include a pre-selected Evaluation Committee comprised of Hall County stakeholders and subject matter experts. The Committee will evaluate the technical qualifications. The highest scoring bidders may be asked for an interview, further negotiations, demonstrations, or a Best and Final Offer.

7.2 Each proposal should contain the Mandatory Cost Proposal Worksheet (in a separate envelope) as provided with the RFQ/P document.

7.3 The Evaluation Committee will review each proposal with regard to demonstrated breadth of service, experience, financial stability, personnel, rates, references, lead times and other related criteria.

7.4 The successful respondent will be required to submit acceptable evidence of compliance with professional liability insurance coverage requirements as outlined in the Contract document.

7.5 Respondents are encouraged to submit clear and concise responses and excessive length or extraneous information is discouraged. In an effort to ensure our ability to evaluate and choose a successful Contractor, respondents are encouraged to organize their proposal as follows:

Section 1 – Cover Letter and Executive Summary

Section 2 – Answer all Mandatory Scored Questions

Section 3 – Cost Proposals Submitted in a separate sealed envelope

7.6 Bidder’s must locate and complete all Exhibits to this RFQ/P and submit with the bid. Bidders failing to do so may result in the bid to be

Non-responsive and thus not evaluated.

7.7 If unable to reach an agreement with the highest scoring Contractor, the County retains the right to negotiate with the next highest scoring company and so on until reaching a satisfactory agreement or the County may terminate the process.

7.8 The County structured the evaluation process to secure highly competitive bidders who would be most effective in delivering the Services. The primary objective of the evaluation process is to select a firm that:

7.8.1 Clearly demonstrates a thorough understanding of the contract responsibilities; and,

7.8.2 That presents a compelling work plan that yields the desired contract services and deliverables; and,

7.8.3 Shows adequate resources to handle the project

7.8.4 Presents a focused effort to allocate those resources to the project

7.8.5 Demonstrates exceptional value for the cost of services proposed.

7.9 Steps to Award

The Evaluation Committee will recommend award of the contract to the highest scoring company(s). The County will follow with a Notice-of-Award, and finally by a Notice-to-Proceed.

Step 1: The Evaluation Committee will evaluate the bidder’s responses according to the criteria as described herein, and score and rank the proposals. The County reserves the right to request clarification of information provided and to request additional information required to assist in the evaluation process.

Step 2: Purchasing will then open the Cost Proposals and score the responses. Purchasing will combine these results with the results of scoring. After this scoring, Purchasing will rank the highest scoring proposers on Bid Tabulation Summary.

Step 3: The Evaluation Committee may schedule interviews with the bidders. All costs associated with the interview (if required) will be at the expense of the proposing Bidder.

Step 4: Based upon the results of the proposals, references, and the interviews, the Purchasing Division along with the Evaluation Committee may negotiate with the Contractor(s) ranked highest in an attempt to reach agreement. If negotiations with the highest ranked firm are unsuccessful, the County may negotiate with the second ranked Contractor, and so on until reaching a satisfactory agreement.

8.0 Exhibits and Attachments

Exhibit A - Contract for Services

Exhibit B - Mandatory Bid Response Sheet

Exhibit C – Mandatory Cost Proposal Worksheet

Exhibit D – Mandatory W-9 Form

Exhibit E - Mandatory E-Verify Affidavit

Exhibit F – Mandatory Ethics Affidavit

Exhibit G – Mandatory Scored Questions