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

commodity foods. Commodities received will be used for the benefit of those persons held by the Okaloosa County Department of Corrections. 32. The contractor shall be responsible for preventive and routine maintenance of major food preparation equipment. 33, The contractor shall be responsible for maintaining an adequate supply of small wares to include serving trays, eating utensils, cooking utensils and other food preparation and delivery supplies. 34. Sanitation of the kitchen facilities (ncluding County equipment and supplies provided for the execution of this contract) will be the responsibility of the contractor, including all financial obligation for cleaning agents and supplies (dishwashing chemicals and dispensing included). a. The County reserves the right to approve (or reject) all such cleaning agents and supplies prior to the contractor using them in the sanitation of the kitchen facilities. b. The County will assume the responsibility of inside cleaning of the ventilation hood system; contractor will provide sanitation of the outside and perimeter of the system. c. The contractor will maintain on-site MSDS records of all chemicals used in the County facilities (a copy of the MSDS records must be provided to the County). d, Dishwashing dispensing and chernicals will be the responsibility of the contractor. 35. The contractor shall provide all consumable supplies and food products required to operate the food service operation including paper and Styrofoam products, gloves, hairnets, and cleaning supplies. 36, The contractor must review existing facilities and include in the proposal a statement that the facilities meet their requirements. If the facilities do not meet their requirements, reasonable discrepancies must be noted and included in the proposal. 37. The contractor must also indicate in the proposal a provision for staff meals. ee Last Revised - 03/28/2012 Page 7 38, Tne contractor shall comply with all Okaloosa County Department of Corrections security requirements and will accept and comply with all County staff security directives. REFUSE SERVICE - The County will provide at no cost to the contractor adequate trash removal facilities and services as it deems necessary to maintain the highest standard of sanitation. The contractor will be responsible for removal of all trash and waste to the appropriate receptacle and cleaning of the receptacles. PEST CONTROL - The County shall provide all pest control services for the kitchen facility: however, the contractor’s assistance is requested in reporting any needed service promptly to the Support Services Lieutenant. Should sanitation deficiencies be the cause of or contributing factor in the pest control problem(s), the contractor shall be responsible for improving the sanitation for the effected situation immediately upon notification by the County or pest control provider. EQUIPMENT - The County will provide, install, maintain, repair and permit the contractor to utilize in the administration of this contract: capital equipment that the County deems necessary for food service and related activities. 1. Existing equipment includes: ovens, ranges, dishwasher, existing food processing and serving equipment, on-site refrigeration and storage area. 2. Damage incurred to the County’s physical plant and/or equipment/supplies as a result of the contractor’s negligence or intentional misuse/abuse (including inmate labor or unreported damage) shall be the responsibility of the contractor and shall be repaired or replaced at the contractor’s expense. This expense will be deducted from the contract payment during the next billing cycle following the damage. All damage shall be reported in writing. 3. Equipment provided by the County shall be replaced or repaired as the County deems necessary, taking into consideration the average life of the equipment as determined by the manufacturer and any extraordinary circumstances. 4. All property purchased by the County shall remain the property of the County. 5. If additional equipment is needed by the contractor for the performance of this agreement, the contractor shall be responsible for its purchase. 6. All property purchased by the contractor shall remain the property and responsibility of the contractor. LIQUIDATED DAMAGES - Failure to meet standards set forth in the contract for services will result in a penalty assessed on the contract payment on the billing cycle following the breach. A breach that relates to food quality, such as serving spoiled food, will result in a penalty of 10% of the invoice for the billing cycle the breach occurred. A breach that relates to safety, such as failure to follow tool control procedures, will result in a 10% penalty assessed for each billing cycle that the contractor remains out of compliance. PAYMENT - The successful contractor shall be paid monthly upon submission of invoices through the Department of Corrections to the Okaloosa County Board of County Commissioners Finance pe Last Revised - 03/28/2012 Page 8 Office, 302 N. Wilson St, #203 Crestview FL 32536-3502. All invoices must show the County contract number. PRICING STRUCTURE 1. The prices quoted in this request for proposal shall be firm for the first one (1) year, twelve (12) consecutive month period. An incremental pricing structure is acceptable as long as it is structured by inmate population. 2 Prices shall be submitted in the unit of measurement specified on the proposal form, and shall include all overhead costs, profit and any delivery charges. Credit for USDA Commodities and Farm Products will be promptly credited on submitted invoices and deducted from the contract payment during the following billing cycle. 3; In the event of a renewal of the contract, unit pricing shall be subject fo re- determination within the parameters outlined in this request for proposal. Subsequent annual price adjustments (applied to per meal prices only - all other fees remain the same) shall be made in proportion to the change (increase or decrease) in the Producer Price Index (PPI) and shall be submitted as a response to a County letter of inquiry regarding annual renewal of the contract. The contractor shall work with the Corrections Department in advance of renewal to assist staff in annual budgeting as needed. Any price adjustments will coincide with the County’s fiscal year. a. PPI information may be obtained on line at website www.bls.gov.ppi - under detailed statistics, utilize PCU20_# Food & Kindred. b. Documentation supporting any price increase shall be limited to once annually and must be submitted at the time of the contract renewal. Ci Any significant change to the scope of services requested by the County may require price adjustment negotiated to the mutual agreement of both parties. 4. Food service required by the County facilities outside the scope of this contract may be provided by the successful contractor upon written authorization by the County and at a mutually agreed upon price. CONTRACTOR'S STAFF ACCOMMODATIONS The County will provide for the contractor adequate office space, including basic office furnishings and use of a phone in the kitchen area. 1. The contractor will be required to provide any additional equipment they deem necessary, such as computer, computer table, fax, modem, etc. 2. The cost of a phone and/or data line(s) and all local expenses will be paid by the County. ge aN LED PTR PC HO ST EATS SSE EAC ES ——————— ———————————————— ——————— ——————_—_—_—COCOCOCOCOC—_—_-aa—aE Last Revised - 03/28/2012 Page 9 3. All long distance charges incurred by the contractor’s staff will be paid by the contractor. PROPOSER SUBMITTAL - Proposers shall submit information attesting to the qualifications of the company and its employees with its proposal submission form at the proposal opening date and time. Failure to submit this information may render the proposal non-responsive and the proposal may not be considered for award. Information to be submitted with the proposal form shall, at a minimum, inciude the following: 1. A list of references of at least three (3) commercial clients complete with contact name and telephone number. 2. A brief description of the work tasks and size of jobs performed for the commercial clients listed. 3. The name and resume/qualifications of the on-site Food Service Manager. 4, The name and resume/qualifications of the contractor’s Regional Manager. 5. Transition plan describing procedures to provide a smooth transition from the current contractor to your proposed program. 6. Meal quality and preference monitoring plan describing methods for monitoring inmate preferences and individual complaints from inmates (on an on-going basis) and methods for responding to concerns and negative evaluations by County staff. 7. Sample reports and billing statements. 8. Bid amount for the menu provided herein. 9. Sample menus and recipes for alternative options and varieties and the bids associated with those alternatives. 10. Plans for vocational training to blend with existing offender re-entry programs. 11. Staffing plan for the life of the contract. EVALUATION & AWARD 1. Committee Evaluation a. The committee may request documentation from proposers of any information provided in their proposal response or require the proposer to clarify or expand qualification statements. b. The committee may also require a site visit and/or verbal interview with the proposer and his/her company to clarify and expand upon the proposal response. 2. Award & Evaluation Criteria | Last Revised - 03/28/2012 Page 10 © Award will be made to the “lowest responsive” proposer. Responsiveness will be determined by the committee at the time proposals are evaluated using criteria that may include: a. References provided with the proposal response. b. The proposer’s ability to satisfactorily handle the type and volume of work being offered by the County, which includes general management's capability as evidenced in the written proposal, comments of references and site visits. Cc. Staff and program offered, variety of capacity, range of capacity and quality of past jobs performed. d, Proposer’s management, technical and supervisory personnel (including experience in training and supervising inmate labor) and experience in the type of work proposal. e. The quality and variety of the proposer’s sample menu and details on preparation and delivery of the meals requested. f. Ease of the liaison to communicate with the County Department/Divisions. g. Proposer’s internal management and ability to provide timely and accurate records, backup for emergency situations and accurate @ reporting, record keeping and billing of the meals prepared. h. Total program cost as it relates to the recommended service level for the County's facilities. i. Any or all bids or responses may be rejected when there are sound, documented business reasons that serve the best interest of the program sponsor or the department. a Last Revised - 03/28/2012 Page 11 GENERAL CONDITIONS EFFECTIVE DATE - The effective date of this contract would be effective upon signing a contract agreement by both parties and would run through September 30, 2013. This contract may be renewable for three 4) (3) additional 1-year periods upon agreement by both parties. INFORMATION - Questions of a technical nature should be directed to Lt. April McQueen, Okaloosa County Department of Corrections; 850-689-5690. Any other questions should be directed to Richard Brannon, Okaloosa County Purchasing Department; 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all bidders. Verbal information obtained otherwise will not be considered in awarding of bids. All bidders are required to conduct a site visit and become familiar with the scope of work before submitting a bid. INSURANCE