Inmate Food Service

REQUEST FOR PROPOSALS FOR ROWAN COUNTY Inmate Food Service # 2024-036 ROWAN COUNTY 130 West Innes Street Salisbury, NC 28144 704-216-8178 jody.farrow-bennett@rowancountync.gov Date Issued: Sunday, April 14, 2024 Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Administered By: Jody Farrow-Bennett, Purchasing Director mailto:jody.farrow-bennett@rowancountync.gov Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 2 NOTICE TO CONTRACTORS REQUEST FOR PROPOSALS ROWAN COUNTY – INMATE FOOD SERVICE Rowan County is requesting proposals from qualified firms to provide a turn-key food service for the Rowan County Detention Centers. All proposals submitted for services must meet or exceed the time frame and the product/service specifications as outlined in this Request for Proposals (RFP).

Proposals for the Rowan County Inmate Food Service will be accepted until Tuesday, May 7, 2024, at 3:00 PM ET at the Rowan County Purchasing Department, 130 West Innes Street, Suite 31, Salisbury, North Carolina 28144. Request documents may be obtained by contacting the Rowan County Purchasing Director or from the County website at: Rowan County Purchasing Department Attn: Jody Farrow-Bennett, Purchasing Director 130 West Innes Street, Suite 31 Salisbury, NC 28144 704-216-8178 jody.farrow-bennett@rowancountync.gov https://www.rowancountync.gov/675/Purchasing Submission of any proposal signifies the Contractor’s agreement that their proposal and the content thereof, are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between Rowan County and the successful Contractor. All prices submitted with the proposal shall remain in effect for the ninety (90) day period. Insurance requirements are listed in the document and will be required only from the awarded vendor before entering into contract with Rowan County. Once the RFP is public all questions related to the RFP shall be directed to the Purchasing Director. Any contact related to the RFP with County Staff and/or Board of Commissioners will be prohibited and cause for rejection. Rowan County reserves the right to award and/or reject any and/or all proposals and waive any technicalities or irregularities. For complete details, consult the consult the RFP. This is the 14th day of April 2024. Rowan County By: Jody Farrow-Bennett Rowan County Director of Purchasing and Contract Administration mailto:jody.farrow-bennett@rowancountync.gov https://www.rowancountync.gov/675/Purchasing Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 3 Table of Contents Instructions to Bidders .................................................................................................................................... 4 1. Section 1: Introduction & General Instructions ........................................................................................................... 4 1.1. Intent of Request for Bids ..................................................................................................................................... 4 1.2. Important Dates ................................................................................................................................................... 4 1.2.1. Issue Date 1.2.2. Pre-Bid Meeting 1.2.3. Deadline for Written Questions 1.2.4. Deadline for Submitting Bids 1.3. Pre-Bid Meeting ................................................................................................................................................... 4 2. Section 2: Bid Submission ........................................................................................................................................... 4 2.1. Submission of Bids ................................................................................................................................................ 4 2.2. Request for Clarification ....................................................................................................................................... 5 2.3. Errors & Omissions ............................................................................................................................................... 5 2.4. Signed Bid Considered an Offer ............................................................................................................................ 5 2.5. Insurance Coverage .............................................................................................................................................. 5 2.5.1. Worker’s Compensation 2.5.2. Comprehensive General Liability 2.5.3. Comprehensive Automobile Liability 2.6. Conflict of Interest ................................................................................................................................................ 6 3. Section 3: Evaluation of Bids ....................................................................................................................................... 6 3.1. Evaluation Criteria ................................................................................................................................................ 6 3.2. Pricing .................................................................................................................................................................. 6 4. Section 4: Agreement & General Conditions ............................................................................................................... 7 4.1. Timeline to Execute Contract ................................................................................................................................ 7 4.2. Availability of Funds ............................................................................................................................................. 7 4.3. Non-Discrimination .............................................................................................................................................. 7 4.4. Collusive Bidding .................................................................................................................................................. 7 4.5. General Indemnity ................................................................................................................................................ 7 4.6. Assignment .......................................................................................................................................................... 8 4.7. References ........................................................................................................................................................... 8 4.8. Termination.......................................................................................................................................................... 8 Scope of Work .................................................................................................................................................. 9 Bidder Information Sheet .............................................................................................................................. 12 Proposal Response Form ............................................................................................................................... 13 Attachment A ................................................................................................................................................. 14 Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 4 1. Section 1: Introduction & General Instructions 1.1. Intent of Request for Bids The purpose and intent of this Request for Proposal (RFP) is to contract for Inmate Food Services for the two (2) Detention Center Locations. The following documents make up this Request for Bids: a. This Document b. Scope of Work c. Bidder Information Sheet d. Proposal Response Form e. Vendor Attachment A 1.2. Important Dates 1.2.1. Issue Date: Sunday, April 14, 2024 1.2.2. Pre-Bid Meeting Date: Thursday, April 25, 2024, at 10:30 AM ET 1.2.3. Deadline for written questions: Monday, April 29, 2024, at 5:00 PM ET 1.2.4. Deadline for Submitting Bids: Tuesday, May 7, 2024, at 3:00 PM ET 1.2.5. Anticipated Award Date: After BOC Meeting on Monday, May 20, 2024 1.2.6. Estimated Contract Start Date Monday, July 1, 2024, 1.3. Pre-Bid Meeting There is an optional pre-bid meeting for this project. The meeting will be held at the Rowan County Sheriff’s Office located at 232 N. Main St, Salisbury, NC 28144. Questions about the specifications and or bid documents should be addressed to Jody Farrow-Bennett the Rowan County Purchasing Director. A company representative is highly encouraged to be present at this meeting to offer a bid on the project. 2. Section 2: Bid Submission 2.1. Submission of Bids Bids must be presented on the Proposal Response Form attached to the specifications in a sealed envelope and mailed or delivered to: Rowan County Purchasing Department Attn: Purchasing Department 130 West Innes Street, Suite 31 Salisbury, NC 28144 The package shall be sealed and plainly marked “RFP 2024-036 Inmate Food Service”. Bidders must submit one original sealed bid. No responsibility shall be attached to Rowan County (the County) for the premature opening of any bid not properly addressed or identified. This will be a public bid opening. Once bid is awarded all bidders will receive notification. Sealed Bids are due on Tuesday, May 7, 2024, at 3:00 PM ET; opening will be held at the Rowan County Sheriff’s Office located at 232 N. Main St, Salisbury, NC 28144. Failure to submit a Bid by this deadline will disqualify the Bidder from consideration in this project. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 5 2.2. Request for Clarification The County will not be bound by or be responsible for any interpretations or conclusions drawn from this RFP. All questions or requests for clarification or additional information must be submitted in writing no later than 5:00 pm on Monday, April 29, 2024, at 5:00 PM ET. These written questions or requests must be submitted to Jody Farrow-Bennett, Purchasing Director, by mail or e-mail. Any questions the County feels are pertinent to all interested bidders will be delivered to all participating bidders as an addendum to this RFP. All addendums will be posted on the County website https://www.rowancountync.gov/675/Purchasing and it is the responsibility of the Bidder to check for any addendums. The addenda for clarification will be posted by 5pm Tuesday, April 30, 2024. In addition, the County assumes no responsibility for conclusions or interpretations derived from technical and background information presented in this RFP, or otherwise distributed or made available during this procurement process. The County will not be bound by or be responsible for any explanation, interpretation, or conclusions of this RFP or any documents provided by the County, other than those given in writing by the County, through the issuance of an addenda. It is the full responsibility of the Bidder to thoroughly investigate the needs/requirements of the County not necessarily assumed in this RFP. 2.3. Errors and Omissions The Bidder shall not take advantage of any errors or omissions in this RFP and shall promptly notify the County of any omissions or errors found in this document. 2.4. Signed Bid Considered an Offer Receipt of a signed bid shall be considered an offer on the part of the Bidder. The terms, conditions, and specifications of this RFP will become part of the contract if the bid shall be deemed approved and accepted by the County. In the event of a default on the part of the Bidder after acceptance by the County, the County may take such action as it deems appropriate, including legal action for damages or specific performance. 2.5. Insurance Coverage The Bidder shall not commence work under this contract until all insurance required under this section has been obtained. The Bidder shall not allow any subcontractor to commence on work that has been subcontracted until similar insurance has been obtained by the subcontractor. Also, the Bidder agrees that once awarded and during the term of this contract, the Bidder, at their sole cost and expense, shall provide commercial insurance of such type and with such terms and limits as may be reasonably associated with the contract. At a minimum, the Bidder shall provide and maintain the following coverage and limits: 2.5.1. WORKER’S COMPENSATION Worker’s compensation insurance as required by North Carolina law to cover all the Provider’s employees engaged in any work under the Agreement. Workers’ Compensation in the minimum amount of $500,000 employer’s liability. A Certificate of Insurance shall be issued confirming the above coverage. The Certificate must include a clause obligating the Insurer to give thirty (30) days prior notice in the event of cancellation of or major change in the insurance. 2.5.2. COMPREHENSIVE GENERAL LIABILITY The Contractor shall maintain Comprehensive General Liability coverage in amounts not less than $500,000 per occurrence / $1,000,000 aggregate. This Certificate must also include a clause obligating the insurer to give thirty (30) days prior notice in the event of cancellation of or major change in the insurance and name the County as an additional insured. This coverage must include: https://www.rowancountync.gov/675/Purchasing Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 6 1. Blanket contractual coverage for the liability assumed by the Contractor under the indemnity provision of the contract involved. Such Certificate must specifically state that the contractor is insured, and it must be signed by the insurance company, not the agent or broker. 2. Contractor's protective coverage for his subcontractors. 2.5.3. COMPREHENSIVE AUTOMOBILE LIABILITY The Contractor shall maintain Comprehensive Automobile Liability covering all owned, hired, and non- owned vehicles used in connection with this Agreement. The minimum combined single limit shall be $1,000,000 for bodily injury and property damage; and $1,000,000 uninsured/underinsured motorist coverage. A Certificate of Insurance shall be issued confirming this coverage. The Certificate must include a clause obligating the insurer to give thirty (30) days prior notice in the event of cancellation of or major change in the insurance. 2.5.4. BLANKET EMPLOYEE DISHONESTY BOND The Contractor shall maintain a bond to protect against dishonest acts committed by the Contractors employees. The minimum limit of this bond shall be $500,000 applicable to all loss caused by or involving one or more employees, whether the result of a single act or a series of acts. ROWAN COUNTY shall be added to the bond as an oblige. 2.5.5. THEFT, DISAPPEARANCE, AND DESTRUCTION CRIME INSURANCE The Contractor shall maintain coverage applicable to loss or damage to food stamps within any vault, or while inside or outside the Contractor premises, and in the Contractor care, custody, and control. The minimum limit of this policy shall be $500,000 inside the premises and $50,000 outside the premises. ROWAN COUNTY shall be included as an additional insured/loss payee. 2.6. Conflict of Interest All Bidders must disclose in writing with their bid the name of any owner, officer, director, or agent who is also an employee of the County. All Bidders must also disclose in writing with their bid the name of any employee of the County who owns, directly or indirectly, an interest of five percent (5%) or more in the Bidder’s firm or any of its branches or subsidiaries. By submitting a bid, the Bidder certifies that there is no relationship between the Bidder and any person or entity which is, or gives the appearance of, a conflict of interest related to this RFP or project. 3. Section 3: Evaluation of Bids 3.1. Evaluation Criteria Price will be a major consideration in the County’s evaluation criteria, but it will not be the only determining factor in our evaluation. The proposals will be evaluated on a “best overall value” basis including, but not limited to, pricing, experience, references, quality, performance, and the Contractor’s ability to adhere to all conditions and requirements of the specifications outlined in this RFP. The Contractor’s ability to provide a team of skilled, trained employees, maintenance costs, and the Contractor’s experience with similar projects will also be considered in the County’s evaluation of the proposals submitted. Evaluation criteria (1-5 scale) a. 20% Cost b. 15% Experience c. 40% Service, Reliability, & History d. 15% Financial Stability e. 10% References (Local/NC) Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 7 The contract term will be for three (3) years and be subject to renewal for two (2) additional one (1) year terms based on the County’s satisfaction of workmanship and responsiveness; up to five (5) consecutive year terms in total. The County procurement policy extends the option to reassess contracts every five (5) years to determine if the contract is still advantageous for the County. 3.2. Pricing Submission of any bid signifies the Bidder’s agreement that its bid and the contents thereof are valid for ninety (90) calendar days following the submission deadline and will become part of the contract that is negotiated between the County and the successful Bidder. All prices submitted with the bid shall remain in effect for the ninety (90) day period. 4. Section 4: Agreement & General Conditions 4.1. Timeline to Execute Contract As time is of the essence, the Bidder is required to begin and/or commence the work to be performed under this contract within the time specified. Failure by the Bidder to begin and/or complete the work within the contract time shall be assessed a penalty for each day of overrun. The Bidder hereby agrees to execute this contract and that said charges are considered a just and reasonable compensation to the County and said charges shall be deducted from payment. 4.2. Availability of Funds A contract for this project will be awarded and deemed binding only to the extent of appropriated funds for the purpose set forth in this RFP. 4.3. Non-Discrimination The Bidder shall not discriminate against any individuals and will take proactive measures to assure compliance with all Federal and State requirements concerning fair employment, employment of people with disabilities, and concerning the treatment of all employees without regard to discrimination based upon age, race, color, religion, sex, national origin, or disability. 4.4. Collusive Bidding The Bidder’s signature on the Bid Form is a guarantee the prices quoted have been arrived at without collusion with other eligible Bidder(s) and without effort to preclude the County from obtaining the lowest possible competitive price. 4.5. General Indemnity The Bidder shall save and hold harmless, protect, defend and indemnify the County (including the County Manager, the Board of Commissioners, as well as Rowan County officers, agents and employees) from and against any demand, claim, suit, loss, expense or damage which may be asserted against any of them in their official or individual capacities by reason of any alleged damage to property, or injury to, or death of, any person arising out of, or in any way related to, any action or inaction of the Bidder (including its officers, agents and employees) in the performance or intended performance of this contract, or the maintenance of any facility, or the operation of any program, which is the subject of, or is related to, the performance of this contract. The obligations of the Bidder pursuant to this paragraph shall not be limited in any way by any limitation in the amount or type of proceeds, damages, compensation or benefits payable under any policy of insurance or self-insurance maintained by, or for the use and benefit of, the Bidder. As an integral part of this contract, the Bidder agrees to purchase and maintain, during the life of this contract, contractual liability insurance in the amount required in the general liability insurance requirements and to furnish proper evidence thereof with the County named as an additional insured. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 8 4.6. Assignment The successful Bidder shall be the prime Contractor and shall be solely responsible for all contractual performance. The Bidder shall not assign, transfer, convey, sublet, or otherwise dispose of its agreements with the County, or its rights, title, 9or interests herein, or its power to execute such agreement, to any other person, company or corporation without the previous written consent and approval of the County. 4.7. References The Bidder shall provide references of “like” customers the date, product(s) and services provided each business reference. The Bidder shall include in the reference information name, address, contact person(s), telephone number(s), e-mail address and any other information that may be deemed important and that will assist the County personnel in contacting the Bidder’s references. The County may request additional evidence of the Bidder’s experience, qualifications, ability, products, service facilities and financial standing for which the Bidder shall be prepared to provide to the County, if required. 4.8. Termination 4.9.1 Termination For Cause The County reserves the right to terminate this contract at any time for cause. The violation of any provision or condition contained in this contract, or the refusal, failure, or inability to carry out any provisions of this contract shall constitute sufficient cause to terminate this contract for cause. Should the County elect to terminate this contract for cause, the County will notify the Contractor in writing and shall specify the cause for termination and the date that such termination shall be effective. Immediate dismissals may be executed if deemed necessary by the County. If the Contractor: 1. Fails to begin the work under the contract within the time specified. 2. Fails to perform the work with sufficient workers and equipment, or with sufficient materials to ensure the prompt completion of the work. 3. Performs the work unsuitably. 4. Discontinues the prosecution of the work. 5. Becomes insolvent, declares bankruptcy, commits any act of bankruptcy, allows any final judgment to stand against him unsatisfied for a period of forty-eight (48) hours, or shall make an assignment for the benefit of creditors. 6. Shall not carry on the work in an acceptable manner from any other cause whatsoever. The County shall give notice in writing to the Contractor of such delay, neglect, or default, specifying the same. If the Contractor, within a period of ten (10) days after such notice, shall not proceed in accordance therewith, then the County shall, upon written certification of the fact of such delay, neglect or default, and the Contractor’s failure to comply with such notice, have full power and authority, without violating the contract, to take the prosecution of the work out of the hands of the Contractor, to appropriate or use any or all materials and equipment on the grounds as may be suitable and acceptable, and may enter into an agreement for the completion of the contract according to the terms and provisions thereof, or use such other methods as, in its opinion, shall be required for the completion of this contract in an acceptable manner. All costs and charges incurred by the County, together with the costs of completing the work under the contract, shall be deducted from any monies due or which may become due to the Contractor. In case the expense so incurred by the County shall be less than the sum which would have been payable under the contract, if the contract had been completed by the Contractor, then the Contractor shall be entitled to receive the difference, and in case such expense shall exceed the sum which would have been payable under the contract, then the Contractor shall be liable and shall pay to the County the amount of said excess. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 9 4.9.2 Termination for Convenience If the County shall determine that it is in the County’s best interest, the County shall notify the Bidder to terminate the work within seven (7) days. In such event, the Bidder shall be entitled to compensation for all work properly executed and any expenses incurred in terminating the contract and vacating the County work site. No claim shall be made by the Bidder for any loss of anticipated profits because of any alteration, change or termination, or by reason of any variation between the approximate quantities and the quantity of work as done. 5. Section 5: Scope of Work 5.1. Locations The County has two Detentions Centers: • Main Detention Center (Site 1) is located at 115 West Liberty Street, Salisbury, NC 28144 and is a four-story facility that provides housing to male and female inmates both minor and adult within ROWAN COUNTY. The total capacity of the Main Detention Center (Site 1) is 210 inmate beds. • Jail Annex (Site 2) is located at 400 Grace Church Road, Salisbury, NC 28144 and is a one-story facility that provides housing to male adult inmates within ROWAN COUNTY. The total capacity of the Jail Annex (Site 2) is 160 inmate beds. 5.2. General Information Vendor shall be able to: • 1. Deliver high quality food service that can be audited against established nutritional and health standards. • 2. Operate and manage the food service program in conjunction with the Sheriff of Rowan County and his designee(s). • 3. Operate the food service program in a cost-effective manner with full reporting to the Sheriff of Rowan County or his designee(s). • 4. Maintain a working relationship with the Sheriff of Rowan County and the staff of the County Detention Center as well as other County offices. • 5. Maintain standards established by Rowan County, the State of North Carolina, and national standards. • 6. Offer a comprehensive program for continuing staff education/training for assigned food service employees. • 7. Operate the food service program in a professional manner with respect to the inmates’ court-established right to basic health and nutritional standards. 5.3. Background Rowan County is in the Piedmont area of North Carolina and has a population of approximately 149,645 residents, served by approximately 1200 regular full-time and part-time benefitted positions. The county has two Detention Centers: The Main Detention Center and the Jail Annex. The ROWAN County 2023 ADP for both centers were 290. It is estimated that, from July 1, 2024, til July 2025, food service will prepare and serve approximately 317,550 inmate meals (290 ADP X 3 Meals/Day X 365 Days/year = 317,550). The inmate count does not include medical and religious meals. It is estimated that, from July 1, 2025, til July 2026, food service will prepare and serve approximately 328,500 inmate meals (300 ADP X 3 Meals/Day X 365 Days/year = 328,500). The inmate count does not include medical and religious meals. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 10 It is estimated that, from July 1, 2026, til July 2027, food service will prepare and serve approximately 339,450 inmate meals (310 ADP X 3 Meals/Day X 365 Days/year = 339,450). The inmate count does not include medical and religious meals. It is estimated that, from July 1, 2027, til July 2028, food service will prepare and serve approximately 361,350 inmate meals (330 ADP X 3 Meals/Day X 365 Days/Year = 361,350).). The inmate count does not include medical and religious meals. It is estimated that, from July 1, 2028, til July 2029, food service will prepare and serve approximately 372,300 inmate meals (340 ADP X 3 Meals/Day X 365 Days/Year = 372,300). The inmate count does not include medical and religious meals. 5.4. Proposal Contents/Format The following sections/information will be considered integral to this solicitation. As such, please address each accordingly. It is the intent of the ROWAN COUNTY to award a Food Service contract for three (3) years beginning July 1, 2024, and ending June 30, 2025; with Option to extend two (2) additional one-year (1) terms, provided such extensions are in the best interests of the parties. Upon 30 day written request, the contractor may adjust his prices beginning July 1 of each New Year by an amount not to exceed the Consumer Price Index as reported in the June issue of American City and County magazine. The County procurement policy extends the option to reassess contracts every five (5) years to determine if the contract is still advantageous for the County. Vendors must submit a response in the form of a proposal as outlined. 5.4.1 Introduction A. Company Profile a. Date organized to provide food service management in institutional or correctional facilities. b. Corporate background and depth of support i. number of employees ii. number of years doing business c. Describe current contracts or business with other correctional food service facilities: i. Client ii. date of original contract iii. type d. Facilities currently accredited by State or Federal Accreditation Board i. name of facility ii. accrediting agency - list all B. Company achievements/awards in providing correctional food service management. C. Corporate office organization/business structure. D. References, with addresses, phone, and fax information. 5.4.2 Operational requirements - All proposals must clearly define: A. Procedures for meal delivery to the inmates and staff. B. Quality and inventory control methods and standards. C. Procedures for providing safe, sanitary, and secure food service management, including direction of staff. D. Procedures for dealing with inmate/staff complaints about food and minimizing the potential for inmate litigation. E. Specifications and procedures that will be adhered to for the safe and sanitary handling and provision of all food products. F. Any additional equipment necessary for efficient food service operation. G. All proposals must meet or exceed existing grades and quality of food service being provided in the jail. H. Procedures for weekly billing/meal cost analysis and weekly inventory of food supplies. Records must be maintained on site and available for inspection at all times. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 11 I. Vendor’s procedures to provide all food supplies for inmates and staff. J. Vendor’s operational procedures for handling food service should on-site kitchen facilities be rendered unusable through fire, etc. K. Insurance: Vendor shall provide types of insurance and limits as required by Rowan County. L. Policies and Procedures: The proposal shall include the method the vendor will follow in establishing and revising food service policies and procedures with the approval of the County. M. Provide procedures on training inmates to assist in the preparation of meals. 5.4.3 Scope of Work. Vendors will be expected to provide the following services as part of the food service program: A. The vendor shall provide three (3) meals per day, seven (7) days per week with a minimum of two (2) hot meals. These hot meals will be served at breakfast and lunch. Dinner will be served as a cold meal. The daily menu must meet American Correctional Association Nutritional and Calorie Requirements and all local, state, and federal guidelines. Vendor shall retain access to services of Registered Dietician as needed to comply with standard nutritional guidelines. B. No more than thirteen (14) hours shall pass between the dinner and breakfast meals. A meal schedule shall be mutually agreed upon between the vendor and the Rowan County Jail staff. C. The vendor must provide with their proposal a six-week menu, complete with nutritional analysis. No proposal will be considered that doesn’t provide the menu upon which the cost of service is calculated together with the “as served” portion sizes of each menu item. D. The vendor shall warrant that all meals will be served at appropriate temperatures and in a manner that makes them palatable (140F hot or 45F cold), and visibly pleasing, complete with condiments (dressing, sugar, salt, pepper, ketchup, or mustard where indicated). E. The vendor shall provide, at no additional cost, medical diets conforming to physician-ordered specifications. The vendor will submit with its proposal a sample of its Corrections Diet Handbook that is simple to read and includes realistic special/medical diets or a schedule of the two-week menu it proposes to serve inmates on medical diets. F. The vendor shall include in the proposal its policies for serving special meals on holidays for inmates and staff. Proposed menus shall be identified. All such meals will be provided at contract rates. Four (4) holiday meals shall be provided annually, including July 4th, Thanksgiving, Christmas, and New Year holidays. G. The “turnkey” operation proposed must include all food items, food service items and janitorial/cleaning supplies. H. Vendor will be required to prepare food on-site at the Main Detention Center (Site 1) - 115 West Liberty Street, Salisbury, NC 28144. Vendor will be required to transport meals from the Main Detention Center to the Jail Annex (Site 2) – 400 Grace Church Road, Salisbury, NC. I. Vendor must comply at all times with 10ANCAC14J.0901 FOOD SERVCE, 10ANCAC14J.090 MEAL SERVICE, 10ANCAC14J.0903 FOOD AND NUTRIENT REQUIREMENTS, 10ANCAC14J.0904 MENUS and 10ANCAC14J.0905 MODIFIED DIETS 5.4.4 Information Required for Submittal • Sample Menus • Include a detailed description of your contingency plan in case of power outages or other disruptions. • Number of employees assigned to the Rowan County Jail, pay scale for each position assigned to the Rowan County Jail, staffing pattern including full-time, part-time and hours worked. • Amount of time after award of contract before starting up. • Fee structure (per meal pricing) • Each Proposal must include VENDOR ATTACHMENT A & VENDOR ATTACHMENT B completed. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 12 BIDDER INFORMATION SHEET 1. COMPANY NAME ________________________________________________________________________ 2. OWNER OF COMPANY ________________________________________________________________________ 3. NUMBER OF YEARS IN BUSINESS _____________________________________________________________ 4. NUMBER OF PERSONS EMPLOYED ON REGULAR BASIS _______________________________________________ 5. WHO WILL BE THE COUNTY’S CONTACT PERSON IN THE EVENT YOUR FIRM IS AWARED THE CONTRACT. CONTACT ________________________________________________________________________ TELEPHONE ________________________________________________________________________ EMAIL ________________________________________________________________________ 6. PLEASE LIST TWO (2) REFERENCES OF BUSINESSES (NOT HOMES) FOR WHICH YOU HAVE PROVIDED THIS KIND OF SERVICES. PREFER ONE FROM A MUNICIPALITY, COUNTY GOVERNMENT OR PUBLIC AGANCY, SUCH AS SOIL AND WATER CONSERVATION. REFERENCE NO. 1 NAME & TITLE: ________________________________________________________________________ AGENCY: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ TELEPHONE: ________________________________________________________________________ NATURE OF ASSOCIATION: ________________________________________________________________________ EMAIL: ________________________________________________________________________ REFERENCE NO. 2 NAME & TITLE: ________________________________________________________________________ AGENCY: ________________________________________________________________________ ADDRESS: ________________________________________________________________________ TELEPHONE: ________________________________________________________________________ NATURE OF ASSOCIATION: ________________________________________________________________________ EMAIL: ________________________________________________________________________ Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 13 PROPOSAL RESPONSE FORM The undersigned proposes and agrees that if this bid is accepted to contract with Rowan County, North Carolina for the furnishing of all equipment and labor necessary to complete the scope of work described in the Request for Bids documents in full and complete accordance with specifications and contract documents, and to the full and entire satisfaction of Rowan County, North Carolina for the prices provided below. Pursuant to the provisions of NC G.S. 143-54 under penalty of perjury, the signer of the bid certifies that this bid has not been arrived at collusively or otherwise in violation of Federal or North Carolina antitrust laws. The following addenda are acknowledged: __________________ dated _______________ ____________________ dated _________________ ____________________ dated _________________ ____________________________________ ____________________________________ COMPANY NAME FEDERAL ID# __________________________________________________________________________________________ STREET ADDRESS PO BOX CITY STATE ZIP ________________________ ________________________ TELEPHONE # FAX # ____________________________________ ____________________________________ SIGNATURE SIGNATORY’S NAME (printed) ____________________________________ SIGNATORY’S TITLE (printed) Rowan County is seeking a fixed cost for all items above to be invoiced Net30 terms. The contract period will be reassessed at the end of the third-year mark, where the County can choose to extend the renewal for two (2) additional one (1) year terms based on the County’s satisfaction of workmanship and responsiveness; up to five (5) consecutive year terms in total. The County procurement policy extends the option to reassess contracts every five (5) years to determine if the contract is still advantageous for the County. Rowan County Request for Proposals Date Due: Tuesday, May 7, 2024, at 3:00 PM ET Inmate Food Service Page 14 VENDOR ATTACHMENT A COST OF MEALS July 1, 2024, To June 30, 2025 2,700 Calorie 3,000 Calorie 3,200 Calorie Cost Per Meal: *Total Annual Cost: Alt. Soy Product Cost Per Meal: *Total Annual Cost: July 1, 2025, To June 30, 2026 2,700 Calorie 3,000 Calorie 3,200 Calorie Cost Per Meal: *Total Annual Cost: Alt. Soy Product Cost Per Meal: *Total Annual Cost: July 1, 2026, To June 30, 2027 2,700 Calorie 3,000 Calorie 3,200 Calorie Cost Per Meal: *Total Annual Cost: Alt. Soy Product Cost Per Meal: *Total Annual Cost: July 1, 2027, To June 30, 2028 2,700 Calorie 3,000 Calorie 3,200 Calorie Cost Per Meal: *Total Annual Cost: Alt. Soy Product Cost Per Meal: *Total Annual Cost: July 1, 2028, To June 30, 2029 2,700 Calorie 3,000 Calorie 3,200 Calorie Cost Per Meal: *Total Annual Cost: Alt. Soy Product Cost Per Meal: *Total Annual Cost: *Total Annual Cost to County: Serving 350 Meals; 3 x Day; 365 Days a Year Total of meals (Listed on page 10 under “Background” per year)