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

COMMISSIONERS OKALOOSA COUNTY Don R. Amunds Chairman pe se SSS SSS SESE Last Revised - 03/28/2012 Page 2 RFP #: SPECIFICATIONS COR 10-12 PROPOSAL ITEM: INMATE FOOD SERVICE INTENT - The intent of this solicitation is to invite priced proposals for the purpose of providing food services for inmates in custody of the Okaloosa County Department of Corrections in accordance with the special conditions and specifications contained in this Request for Proposals. Pricing shall be expressed as a price per each individual meal served based on the average daily population specified herein. GENERAL 1. The Okaloosa County Department of Corrections (Department) houses an average daily population of approximately 466 inmates. The yearly estimate of meals is 510,270. a. The meal quantities provided are approximate and represent the estimated requirements of the County for the contract period. b. Unit price and extended total prices shall be used only as a basis for evaluation of proposals. on Actual meal quantity necessary may be more or less than estimates listed in the specification document and the County shall be neither obligated nor limited to any specified amount. The current contractor employs three cooks and a site supervisor and the County employs one cook (which will be retained) that are supervised by the contractor and the County. SCOPE OF SERVICES 1 The Food Service provider (Contractor) shall provide for all aspects of the food service operation and meet minimum requirements of the Department of Health & Rehabilitative Services standard 64E-11 Florida Administrative Code, Florida Model Jail Standards, Florida Corrections Accreditation Commission, National Commission on Correctional Health Care Accreditation, and the National School Lunch & Breakfast Program, and other applicable local, state and federal regulations. The contractor must also comply with Attachment A (Contract Agreement Checklist). The contractor shall secure and pay all federal, state and local licenses, permits and fees that may pertain to the food service operation. The contractor shall insure that no employee or inmate shall work in any area of food service operations if he/she is known to have or suspected of having a communicable __———————————EEEEEEEE EEE EE EEE Eee EE—————————————————————————ooo———eEy7yyE_-_-E_yyy Last Revised - 03/28/2012 Page 3 disease, open wounds or sores, or respiratory infections. Clean outer garments will be worn, and all inmates working in food service or delivery will maintain a high degree of personal cleanliness. Documentation of inspections of inmates are required by Accreditation Standards and this documentation will be forward to Warehouse Supervisor monthly. Contractor provided staff _ The contractor shall insure that all food preparation will be by or supervised by an employee trained in culinary services, holding a Professional Food Manager certification as required by Chapter 64E-11.012, Florida Administrative Code, with a minimum of 3 years corrections food service experience, and food knowledge, experience, capabilities to manage and direct the total administrative requirements for a nutritionally sound food service operation, and represent the contractor having authority to act on the contractor's behalf. . The contractor shall provide sufficient, qualified staff fo maintain food service operations for three meals each day of the year. The contractor shall define employee hiring practices to include criminal background check procedures and physical exams as required by Accreditation Standards. No employee that has been banned from another facility will be allowed to work in the County’s facility. An affidavit attesting to the completion of background checks will be maintained on site for each employee. Inmate labor a. The County shall make available sentenced inmate crews of a reasonable number whenever possible to assist in the daily food service preparation, processing, cleaning, etc. b. Inmate labor will be provided by the County unless population levels decrease to the point where the labor force must be reduced. c. The contractor shall include a list of inmate worker needs along with their proposal. d. When inmate labor is provided, the contractor will train the inmate workers on routine tasks, maintenance and operation of food service equipment and other duties assigned by the contractor’s personnel and maintain records. Documentation of training of inmates is required by Accreditation Standards and this documentation will be forwarded to the Sergeant in charge of warehouse operations monthly. e. Training of inmates must include safety and sanitation guidelines and be closely followed. All injuries will reported in writing and reviewed for proper safety guidelines. Contractor will provide a plan of action to help reduce or prevent re-occurring injuries. f. The contractor will be responsible for full supervision of inmate labor while they are utilized in the food service operation. The contractor will be responsible for the monitoring for destruction of County property by inappropriate and/or misuse of rr Last Revised - 03/28/2012 Page 4 equipment and other property. The contractor shall be responsible for the repairs or } replacement of equipment as determined by the County. g. The County cannot guarantee the continuity of inmate labor during emergency situations and the contractor shall provide backup labor on occasion via outside personnel to perform the services normally rendered by inmate labor. 6. The contractor shall insure that inmates will be given three substantial, wholesome and nutritious meals daily. Meals must be presented in a clean, presentable style. Not more than 14 hours may lapse between the evening meal and the morning meal. Beverage serving is a powdered drink mix, prepackaged, and placed on the food tray, and the contractor will provide a disposable paper cup once a day. Hot meals shall be served at least once daily. Seasonal fruits and vegetables shall be included in menu planning. Special consideration must be taken when planning meals for juvenile inmates, pregnant inmates, as well as other special diets as determined by medical personnel. Juveniles must be provided one healthy snack daily, in addition to three nutritious meals. Meals will also be available to employees of the Okaloosa County Department of Corrections at regularly scheduled meal times. 7. The contractor shall provide a contingency plan for providing food service in the event of lockdowns, strikes, natural disaster, epidemics, riots, fire, power failure or other events that may impact normal operations. 8. The contractor shall provide for menus that satisfy the recommended dietary allowances @ of the National Research Council - National Academy of Sciences, and meet the requirements of the USDA and the National School Lunch Program. 9. The contractor shall provide for menus to be planned for not less than 28 days in advance and certified by a nutritionist. Only USDA inspected and approved meats poultry, eggs, and dairy may be used. Only seafood handled in accordance with HACCP standards may be used in meal preparation. Proposed 2700 calorie menus shall be compatible with the sample menu attached and shall be submitted as part of the response to this Request for Proposals. Said menus shall provide for special meals on Christmas, Thanksgiving, and Easter. 10. The contractor shall provide for modified diets to be prepared for inmates when ordered by a physician or designee. 11. The contractor shall retain records of meals served for three years plus the current year. 12. Food may not be withheld nor the standard menu varied, as a disciplinary sanction or as a reward for good behavior or work for an individual inmate. 13. The contractor must provide bag meals to inmates going to court and to offsite work crew inmates. If an inmate going to court or work is on a special diet, the bag meal must be made in consideration of the special dietary needs. 14, Meals will be provided to staff, officers, and other emergency personnel during emergency situations as requested by the Department of Corrections. a Last Revised - 03/28/2012 Page 5 15. The contractor shall provide special management meals meeting the minimum daily nutrition requirements and as approved by a physician or qualified medical staff member in place of regular meals in the event an inmate demonstrates disruptive behavior to include: throwing food, beverage, food utensils, food trays or any substance including human waste with food utensils or a food tray. Any menu substitution must be approved by a correctional sergeant or higher authority. 16. The contractor shall provide inmates additional caloric intake in excess of regular meals if approved by a nutritionist or similarly qualified person, as being reasonably necessary because of work or labor being performed by the inmate. 17. The contractor shall provide religious diets to inmates upon approval of the Chaplain and Food Service Manager. 18. The contractor shall permit inspections of the food service area by the Chief Correctional Officer of the Department of Corrections or his designee and make corrections on deficiencies found. Such inspections shall be conducted as often as deemed necessary by the Chief Correctional Officer of the Department of Corrections. 19. The contractor shall insure that food supplies not in preparation are stored in a locked, clean, well ventilated room, which is free from vermin. 20. The contractor shall insure that soaps, detergents, waxes, cleaning compounds, insect and rodent spray and other poisons be kept in a locked storage area separate from food supplies. 21. The contractor shall provide for the preparation of pre-plated meals for service on thermal insulated trays in quantities specified by Department staff and placed on carts. The trays for delivery will be clean and free of food on the outside. 22, Department staff shall insure that carts are returned to the food service area in a timely manner. Disposable cutlery will be provided by the contractor. 23, The contractor shall insure that all equipment and food service implements are kept clean when not in use, and cleaned promptly following each use. 24. The contractor shall notify Department maintenance or warehouse staff in writing when equipment, structures and fixtures are damaged or otherwise require repair. 25. The contractor shall maintain a procedure to keep an accurate accounting of all culinary equipment, specifically knives, sharps, etc. 26. The contractor shall maintain control of food service items such as mace, nutmeg and raisins, sugar, fruit etc. that might be used to manufacture contraband beverages. 27. The contractor shall insure that refrigerators are maintained at temperature levels consistent with 64E-11 Florida Administrative Code and are recorded. 28. The contractor shall develop a refrigerator checklist or other form to be used to document refrigerator temperatures and inspections daily. Ee Last Revised - 03/28/2012 Page 6 29. The contractor will provide to the County, on a date and in a form mutually acceptable to the contractor and the County, regular meetings with the District and Site Supervisor to discuss issues and concerns. This provision does not preclude any immediate action required to address problems which would require prompt action or resolutions. 30. The Okaloosa County Department of Corrections participates in the National School Lunch & Breakfast Program. Upon selection, the contractor shall participate in and adhere to all rules and regulations of the National School Lunch & Breakfast Program. The contractor must be qualified for approval by the State of Florida to participate in this program upon being awarded the contract. 31. The contractor must outline how USDA donated commodity foods will be used and stored and maintain eligibility to receive USDA donated