Okaloosa County BOCC — May 4, 2013 — C12-1962-COR — reading text

keep the channels of communication open. Our District Managers call the Facility Director or designated liaison, at each of our accounts at least once a month or as needed to discuss the Food Service Program. ABL Management's Dietitian will work with the Facility Medical Staff, the Facility Administration and the Food Service Director to provide the medical and religious special diets required. ABL Management Staff will work with the Shift Officer in charge of Meal Delivery to ensure the Meal Counts and Special Diets are accurate. We will call the Officer in charge of Meal Delivery to let him/her know when the food trays are ready. Any menu changes will be submitted to the Okaloosa Correctional Facility for approval prior to implementation. We will work with the Facility Director and the Okaloosa Correctional Facility employees to develop a service program for the Officer's Dining Room that meets with the approval of the Facility Director and provides nutritional, appetizing meals, as well as a pleasant and enjoyable atmosphere. ABL Management's overall approach to working with the Okaloosa Correctional Facility employees is detailed throughout our Proposal and attachments. 93 i a ae Management, Inc. OPERATION ABL Management, Inc. has completed a survey of your facility. We have also reviewed your bid specifications, understand them completely and agree to comply with them. We are confident our knowledge of corrections and our past experience will aid ABL Management, Inc. in providing you with an outstanding food service. ABL Management, Inc. would like you to consider our proposal as part of our plan of operation. The management system that ABL Management, Inc. utilizes for our transition plan is an integral part of our plan of operation. ABL Management's Dietitian will work with facility medical staff and the Food Service Director to provide the special diets required. In addition, our Dietitian is on call for our Food Service Directors should they need any assistance. It is the policy of ABL Management, Inc. to follow American Correctional Association Accreditation Standards in all of our correctional food service programs. The food service provided by ABL Management, Inc. meets all applicable Federal, State and Local guidelines, laws and regulations. The Food Service Director will meet with the Facility Director (or appointed liaison) on a regular basis to discuss the food service operation. ABL Management, Inc. will respond in writing to all inmate complaints and/or grievances related to the Food Service. 94 pe Management, Inc. QUALITY ASSURANCE PROGRAM With the many years experience that ABL Management's owners, managers and personnel have in correctional and institutional food service, our total operation and way of conducting business has been established and designed to guarantee the delivery of the best possible quality program to our clients. We believe in total commitment and involvement from our Chairman at the top all the way down to our line employees. Our Vice President, Director of Operations, District Managers and/or our Director of Purchasing and Quality Control conduct an on-site quality check and review visit to each facility on a regularly scheduled basis. During these visits, every facet of the operation is reviewed and checked to determine the following: > Proper receiving procedures are being followed. > Proper rotation procedures of inventory in storage areas, coolers and freezer are being followed. — > Cleanliness and neat organization of storage areas, coolers and freezers are apparent. High theft items are secured and controlled. Proper care and maintenance of equipment is being done. Energy Star programs in place. Proper supervision of inmates is being strictly adhered to. Vv Vv VW WV WV Production records are being properly followed and maintained. Standard recipe file is being utilized. Grooming standards are being followed. Master menu is being followed. Special Diet production is closely supervised. Office and records are neat, well organized and secured. Vv Vv VW VW VW WV Training for staff and inmate workers is regularly scheduled. Vv Sample Tray procedure is being followed. > Purchasing Standards are being followed. 95 fe Management, a ™ QUALITY ASSURANCE PROGRAM (Continued) When one of our directors or a facility liaison brings a problem to our attention or when one of our regular on-site quality reviews show something is not up to standard, immediate action is taken. During our regular on-site quality reviews, we also meet with the facility liaison and appropriate staff to discuss the food service program and solicit comments. We also request that our Management Team be invited to attend your regularly scheduled management and staff meetings to discuss the food service program. ABL Management, Inc. realizes the importance of the daily schedule in a correctional facility and adherence to scheduled meal times is critical to maintaining this schedule. A Daily Schedule is designed for the kitchen. Meal times are posted as well as the times the serving line must be turned on set up and ready to begin. Our staff is trained to constantly monitor this schedule and communicate with the facility staff on distribution of meals, requests for early or late feedings, callbacks for more meals or special diet issues. Our staff is also required to note on the production sheet the start time and completion time for each meal served. Every quarter, the Chairman of ABL Management, Inc. sends a copy of our Food Service Report to the assigned facility liaison. We ask that the liaison complete the report form and return it directly to Mr. Appleton, as this is his way of assuring client satisfaction. This hands-on quality control and service for our clients and immediate response to any problems assure our clients that we are committed to providing the best quality service. 96 apm Management, Inc. QUALITY CONTROL SYSTEM AUDIT When ABL Management Inc. employees see the regularity that Quality Control System Audits are performed by our District Managers or our Director of Quality Control, they truly understand that Quality Control is very important. The many check points inspected during these audits include: > VV VV WV Vv VV VV VV Vv VV Proper Receiving Procedures being followed. Storage Areas neatly organized - products readily identifiable. Any Open Stock is covered, labeled and dated. Proper temperatures maintained in cold, frozen areas. Chemicals safely, securely segregated. High theft items under tight controls. Knife Control and Log being maintained. Procedures for providing Safe, Sanitary and Secure Food Service for work being followed. Proper Care and Maintenance of Equipment being followed. Production Records being maintained and followed. Standard Recipe File being utilized. Job Descriptions are posted and being followed. Proper Supervision of Inmates is being observed. Portion Control of product is consistently followed with detailed instructions being supplied. Security Measures are being strictly adhered to. Sanitation Standards are being observed - with Clean As You Go Practices at Work. Proper uniforms and head covering being worn. Grooming Standards are being followed. Special Diet Production is being closely supervised and properly carried out. Accurate Meal Counts are being taken. Office Records are organized, proper documentation noted and stored securely. The Food Service Director and Assistant Director are in clear leadership roles, active in management and out in the work areas supervising - unless otherwise occupied. Confinement Meals are properly checked and handled. 97 im Ao li, ae Management, a ™ QUALITY CONTROL SYSTEM AUDIT (Continued) VVVV WV Vv Vv > > Sack Lunches are produced, stored, handled and documented properly. Contingency Plans are visible and doable at all times. Proper Temperatures are maintained for serving. Key Controls are in evidence. The Master Menu is being followed. USDA Commodities are properly stored, utilized and accounted for. The Log of Staff and Inmate Labor Hours is accurate and up to date. Disciplinary Reports are completed and properly filed when indicated. Training for Staff and Inmates is scheduled and followed. Any new staff is taking the 40 Hour Training Course. Food Service Staff provides proper notification to Facility of needs and/or request. Sample Trays are utilized; Food Sampling of all menu items by staff is completed. Accurate Weekly Inventories are completed. Accurate Weighing/Measuring of all raw_ ingredients, cooked yield is completed. Serving Line Layouts are done correctly. Food Service Supervisors are at the Serving Line during all meal periods. Special Holiday Menu planning and production is carried out. Semi-Annual Reviews of all employees are conducted. Purchasing Standards are followed to the letter. This Quality Control System Audit is performed on every visit to a unit. This hands-on quality control and service for our clients and immediate response to any problems assure our clients that we are committed to providing the best quality service. 98 7 The ABL Management, Inc. Food Service Staff will monitor food Pale de | quality of each meal. We have taken the following steps to ensure a a quality product is served: ma Management, 1. Food specifications and competent vendors are pre- Inc. established to guarantee a quality product is delivered to the facility. 2. Managers are trained to correct any unusual problems with MONITORING the quality of delivered foods (example-produce). FOOD QUALITY 3. ABL Management, Inc. requires that our standardized Recipe Manual be used in the production of all menu items as well as specific production sheets for each meal. 4. All staff are trained to taste menu items at all critical production points and monitor/document temperatures as well. Perceived problems with taste are corrected prior to the item being served. In unusual circumstances, where corrective action is not effective, the item is either reproduced or an appropriate substitution is made. Finally, we monitor and investigate comments from the facility staff and inmate population regarding food quality. The Food Service Director will make adjustments as needed and approved, to @ improve recipes, geographic menu item preferences and menu variety. 99 iv 4 bs AD i> , Management, Inc. PROCEDURES FOR HANDLING COMPLAINTS All inmate complaints are investigated by the Food Service Director, who provides the inmate with a written response. In addition, we ask that the Food Service Director be invited to attend the Okaloosa Correctional Facility staff Meetings and the Facility Director Meetings so ABL Management, Inc. is aware of any concerns the staff members have regarding the food service for themselves and/or the inmates. We request that our Food Service Director be invited to attend your regularly scheduled management and staff meetings to discuss the food service program. In this way, we can respond to any concerns the staff members have regarding the food service for themselves and/or the inmates. In addition, our Food Service Director will respond in writing to any Inmate Requests or Grievances regarding the Food Service Program. Waste Analysis With the initial menu or anytime there is a menu change (approved by the Facility Director), ABL conducts a Waste Analysis for each meal to identify the particular food item(s) that a significant number of inmates are not eating, but are returning to the kitchen on their trays. We then take the results of this analysis and meet with the Facility Director. During this meeting, replacements for these food items not being eaten are agreed upon and the menu is adjusted accordingly. This Waste Analysis Procedure reduces the opportunity for inmate complaints, grievances and litigation, as well as the fact that the inmates are