Christian County Sheriff's Office Detention Center Food Service

ADDENDUM NUMBER 02 March 21, 2024 The Contract and Amendment for Trinity Food Services, and Christian County's Contract for Services Agreement Draft are uploaded in the ATTACHMENTS TAB. All else remains the same. ******************************************************************************************* ADDENDUM NUMBER 01 REQUEST FOR PROPOSAL #2024-2 CHRISTIAN COUNTY SHERIFF’S OFFICE DETENTION CENTER FOOD SERVICE March 21, 2024 Addendum 01 is issued under the ATTACHMENTS TAB. All questions submitted under the QUESTIONS TAB are provided responses in this Addendum 01. All else remains the same. ****************************************************************************** REQUEST FOR PROPOSAL #2024-2 INTRODUCTION: Christian County Sheriff’s Office is accepting proposals for Request for Proposal #2024 - 2 Christian County Sheriff's Office Detention Center Food Service in accordance with the requirements stated herein. The purpose of this request for proposal is to enter into an agreement

with a qualified food service management vendor to provide all necessary food, labor, and supplies for the Christian County Detention Facility, located at 110 W. Elm Street Room 70, Ozark, MO 65721. This proposal is for a high quality and a cost-effective food service system. The successful bidder will be responsible for food procurement, food preparation, maintain supply inventory, preparing, cooking, cleaning, stocking, and staffing for all administrative and operational functions described herein. The successful vendor will be able to provide food services for an average daily population of 130 inmates and staff at the Christian County Detention Facility, three meals each day of the year. The vendor will provide two options for meals. We are requesting three meals daily. There are two meal options we would like for you to bid on. Option 1: 1 cold meal and 2 hot meals. Option 2: 2 cold meals and 1 hot meal. It is also necessary for a menu to be provided, see the ATTRIBUTES Tab for more information. The vendor will also make provisions for inmates requiring “special needs” regarding religious or medical needs. Inmate meals and staff meals should be billed as one, but separated in the invoice. These specifications are designed to provide interested vendors with sufficient basic information to submit a proposal meeting minimum requirements, but it is not intended to limit proposals content or exclude any relevant or essential data. Vendors are free to provide additional information about your products and services on a separate sheet of paper. The Christian County Detention Center is a multi-level facility located in Ozark, Missouri. The building operates 24/7/365. The maximum capacity of the Detention center can reach as high as 150 inmates. The population fluctuates, but usually is around 130 inmates. We invite qualified companies to submit your proposal. Our goal is to obtain the best products and services while maintaining cost-effectiveness. TERMS: Christian County seeks an initial contract term for a period of a one (1) years, with a planned delivery of food service beginning on or about May 01, 2024 and ending on April 30, 2025. The County reserves the right to renew the contract for two (2) additional one-year periods. QUESTIONS: Please submit questions online through the Christian County Electronic Bidding portal before March 15, 2024 at 10:00 a.m. Christian County Sheriff Brad Cole will review all questions submitted and an Addendum will be issued with those answers, when applicable. ADDENDUMS: If it becomes necessary to revise any portion of this RFP package, or if additional information is necessary to clarify any provision or respond to questions, the revision and/or additional information will be provided through the bidding portal. PREPROPOSAL/SITE VISIT CONFERENCE: A preproposal conference will be held on March 19, 2024 at 9:30 a.m. The meeting will be held at: Christian County Employee Services Building Purchasing Conference Room 202 W. Elm Street Ozark, Missouri 65721 The Sheriff's Office will provide a site tour of the facility after the pre-proposal conference. During the site visit you will have opportunity review the equipment onsite. Vendors are not required to attend, but are highly encouraged to attend the conference. Please email Captain Darren Whisnant at dwhisnant@christiancountysheriff.net to register by March 14 , 2024 before 5:00 p.m. In the email you are required to provide the Company Name and Representatives that will be attending. Only vendors in the referenced business will be allowed to participate in this conference. ONLINE REGISTRATION: Christian County requires online bid submittals as it helps to expedite the bidding process and to alleviate errors. Click on the following link: https://christiancountymo.ionwave.net/Login.aspx and follow the directions to register. No faxed or emailed submittals will be accepted. Christian County maintains a list of vendors in our online vendor registration database. It is the vendor’s responsibility to update contact information. The Christian County Commission office is not obligated to send invitations to vendors. Christian County fulfills its legal requirements by posting a notice in the local paper. Christian County will send out Addendums through the online portal, it will be the bidders responsibility to verify in the portal any addendums that are issued. RFP OPENING: Proposals will be unsealed publicly at 10:00 a.m. on April 5, 2024. Only the names of the offerors will be read aloud at the proposal opening. Evaluations of proposal(s) will be made available upon award of contract. BACKGROUND: The Christian County Sheriff's Office provides food services to inmates in the Detention Center. The Detention Center is located at 110 W. Elm Street in Ozark, Missouri and is a 24/7 365 days per year operation. The inmate population ranges approximately 130-140 per day. It will be the responsibility of the vendor to provide the food service to the inmate population. The current food service provider is Trinity Services Group, Incorporated. See Bid and Technical Specifications under the ATTACHMENTS tab. Christian County is a first-class County without a charter form of government. The governing body of Christian County is the County Commission. The Commission consists of a Presiding Commissioner, a Western Commissioner, and an Eastern Commissioner. It's County seat is in Ozark, Missouri. The County was organized in 1859 and continues to be one of the fastest-growing counties in the state. Cities in Christian County include Billings, Clever, Fremont Hills, Highlandville, Nixa, Ozark, Sparta, and Village of Saddlebrooke. TERMS AND CONDITIONS: View under ATTACHMENTS tab. PROPOSAL RESPONSE: See the ATTRBUTES TAB for proposal response format. EVALUATION AND SELECTION PROCESS: The proposal evaluation and selection process will be conducted under this Request for Proposal (RFP) based on competitive negotiated procurement procedures. Interviews, discussions, negotiations, vendors may be short listed, and a Best and Final offer (BAFO)) may be held only with selected firms from those firms who meet Christian County’s requirements and fall within the competitive ranges as determined by Christian County. Christian County reserves the right to award a contract to a firm solely on the basis of this initial proposal submitted and without any further interview, discussions and negotiation. Each Proposers must comply with the requirements contained in the RFP. Christian County will evaluate each proposal to determine which is the lowest and best (i.e., Best Value). If Christian County determines that a proposal has failed to meet an acceptable level on any factor listed below, the County may reject that proposal. EVALUATION CRITERIA: In evaluating the proposals, Christian County will use the following evaluation factors to determine the lowest and best proposal. Deviation from the requirements will be evaluated, but may, in the discretion of the Purchasing Agent, result in rejection of a proposal. 70% Total Cost 30% Adherence to RFP requirements, including but not limited to: Firm Qualifications, Declaration Page, Answers to Questions in the Attributes tab, Exceptions to our T&C's and References. Note: A poor/negative reference may result in disqualification. Bidders should consider these factors when preparing their proposals and should provide a specific response to each of the evaluation factors . Based on the evaluation process described, the Evaluation Committee comprised of Christian County employees, will review the proposals. CONTRACT DOCUMENTS: Provide a Sample of your firms Contract. Attach under RESPONSE ATTACHMENTS tab. PROPRIETARY INFORMATION: Christian County is a governmental agency and practices open government. All records belonging to the County Commission are open records and available to all members of the public, with the exception of attorney/client documents. Therefore, any document you provide to the Commission will be considered an open record and available to anyone wanting a copy of it. AWARD OF THE CONTRACT: The Commission will award the RFP to the lowest and best bidder. The best vendor may not be the one that provides the lowest price. Christian County Purchasing Agent reserves the right to reject in whole, or in part any and all proposals, to waive any formalities, and to accept the proposal determined to be in the best interest of the county. This solicitation may also be canceled in whole or in part if determined to be in the best interest of the county. INSURANCE AND BONDING REQUIREMENTS: See insurance requirements attached in ATTACHMENTS tab. DECLARATION PAGE FORM: A DECLARATION PAGE FORM is provided under the ATTACHMENTS tab. The vendor hereby declares understanding, agreement, and certification of compliance to provide the items and/or services, at the prices quoted, in accordance with all terms and conditions, requirements, and specifications of this original invitation to bid. The Declaration Page must be signed in ink and include the full business address of the bidder. Proposals by partnerships must be signed in the partnership name by one or more of the general partners. Proposals by a corporation must be signed by an officer of the corporation or other person authorized to bind the corporations to the proposal. The names and titles of all the persons signing shall be typed or printed below their signatures. The vendor further agrees that upon receipt of an authorized purchase order from the Christian County Commission or when a Notice of Award is signed and issued by the Commission, a binding contract shall exist between the vendor and Christian County. NOTE: FAILURE TO UPLOAD A COMPLETED DECLARATION PAGE FORM MAY BE CAUSE FOR REJECTION OF YOUR PROPOSAL. END OF SECTION Concat Info:- Name Kim Hopkins Purchasing Manager Address 202 West Elm Street Ozark, MO 65721 USA Phone Fax Email khopkins@christiancountymo.gov