COLQUITT COUNTY BOARD OF COMMISSIONERS 101 East Central Avenue

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1 COLQUITT COUNTY BOARD OF COMMISSIONERS 101 East Central Avenue TERRY R. CLARK Chairman BARBARA JELKS District 1 Commissioner CHRIS HUNNICUTT District 2 Commissioner MARC DEMOTT District 3 Commissioner AL WHITTINGTON District 4 Commissioner PAUL NAGY District 5 Commissioner JOHNNY HARDIN District 6 Commissioner Post Office Box 517 Moultrie, Georgia Phone Facsimile May 9, 2018 Invitation to Bid CHARLES H. CANNON, IV County Administrator MELISSA E. LAWSON County Clerk LESTER CASTELLOW County Attorney Post Office Box 190 Moultrie, Georgia RE: Food Management Services Colquitt County Board of Commissioners is accepting sealed bids for the Food Services Contract at the County Jail and Prison facilities. There will be a mandatory pre-bid meeting on Thursday, May 17 th at 9:30 a.m. We will sign in at 101 East Central Ave, Suite 261 and proceed from there. The Colquitt County Prison will be our first stop from there. The bid packet is available from the Purchasing Office at the Colquitt County Annex, 101 East Central Ave, Room 206 or can be accessed on the Colquitt County web site at and refer to the Bid and RFP List to download this bid packet. Sealed bids will be accepted in the office of the County Purchasing Agent, 101 E Central Ave., Room 206 Moultrie, GA or mailed to P.O. Box 517, Moultrie, GA until Thursday, May 31, 2018 at 2:00 P.M. at which time they will be publicly opened and read aloud. Bids must be in a sealed envelope, plainly marked in the lower left hand corner Inmate Food Service. It is the bidder s responsibility to have all bids turned in by the called time. No bids will be accepted after the called time. No bids may be withdrawn for a period of thirty (30) days after the called time. The Colquitt County Board of Commissioners reserves the right to accept or reject any or all bids and to waive any and all formalities. Any questions are to be directed to: Judy Bales, Purchasing Agent, or jbales@ccboc.com Thank you for your interest in doing business with Colquitt County Board of Commissioners. Sincerely, Judy Bales Purchasing Agent

2 REQUEST FOR SEALED BID Date: May 8, 2018 Bid Opening: May 31, :00 pm Pre-Bid Conference: May 17, :00 a.m. Room 261-C, Courthouse Annex, 101 East Central Ave., Moultrie, GA All bids must be received by Colquitt County by the above date and time or the bid will automatically be disqualified. REQUEST FOR SEALED BID FOOD SERVICE MANAGEMENT COLQUITT COUNTY, GEORGIA Contractors to provide all management, hourly employees, fringe benefits, food products and supplies necessary to provide food service for inmates, staff and visitors for the period from July 1, 2018 through June 30, Should you have any questions, please contact: Judy Bales, County Purchasing Agent, Room 206, 101 East Central Avenue, Post Office Box 517, Moultrie, Georgia or telephone at or All questions should be submitted in writing. Colquitt County reserves the right to reject any or all bids. Award of the contract will be made in the best interest of Colquitt County, Georgia. By: Vendor: Address: Title: Date: Phone: City: State: Zip:

3 FOOD SERVICE MANAGEMENT SPECIFICATIONS 1. The contract shall be for the right and privilege of operating a joint food service program for the Colquitt County Prison and the Colquitt County Jail. 2. The contractor shall carry public liability insurance in the amount of $3,000,000 and Worker s Compensation in the amount of $3,000,000 for each accident. Any cancellation or lapse of insurance affecting operations at the Colquitt County Prison or the Colquitt County Jail shall be deemed a material breech. The contractor shall deliver a certificate of insurance from carriers acceptable to the owner specifying such limits, with the County named as an additional insured. In addition, the insurer shall agree to provide Colquitt County thirty (30) days notice of its decision to cancel coverage. 3. Colquitt County reserves the right to investigate the background of all personnel to be used at this location by the successful bidder. 4. The vender will need to provide an original bid and two (2) exact copies. 5. Questions should be ed to Judy Bales at jbales@ccboc.com. 6. The mandatory pre-bid meeting and site visit will be May 17, 2018 at 9:30.

4 COLQUITT COUNTY, GEORGIA CONSULTANTS/FIRMS CERTIFICATION The Colquitt County Board of Commissioners requests, as a matter of policy, that any firm receiving a contract or award resulting from this request, shall execute the following certification, under oath, and the certification shall be a prerequisite to the award of the contract and payment thereof. I (We) do hereby certify that if the contract is awarded to our firm, partnership, or corporation, that no members of the elected governing body of Colquitt County or members of his/her immediate family, including spouse, parents, or children, or any pensions representing or purporting to represent any member or members of the elected governing body, has received, or has been promised, directly or indirectly, any financial benefit by way of fee, commission, finders fee, political contribution, or any similar form of remuneration on account of the act of awarding and/or executing this contract under a request for sealed bid. Handwritten Signature of Authorized Principal(s) Signature: Name: Title: Name of Firm/Partnership/Corporation Address: City: State: Zip Code: Telephone: Facsimile and Date:

5 SEALED BID REQUEST FOOD SERVICES CONTRACT NOTICE TO BIDDERS: Sealed requests for bids are being accepted until 2:00 p.m., Thursday, May 31, 2018 at the office of the Colquitt County Purchasing Agent located in the Colquitt County Courthouse Annex, Room 206, 101 East Central Avenue, Moultrie, Georgia for FOOD SERVICES CONTRACT for the Colquitt County Prison and the Colquitt County Jail facilities. Bids must be in a sealed envelope plainly marked Inmate Food Service. Bid documents may be obtained from Judy Bales, Purchasing Agent at afore mentioned address or by at jbales@ccboc.com. The bid packet is available on Colquitt County s web site. Please visit and refer to the Bid and RFP List to download this packet. All sealed bids must be received by the above stated date and time. The actual bid award will not be made until reviewed by the Colquitt County Board of Commissioners and voted on by the Commissioners. The Colquitt County Board of Commissioners reserves the right to accept or reject any or all bids or to take whatever action they deem is in the best interest of Colquitt County.

6 SPECIFICATION FOR FOOD SERVICE PROGRAM FOR 1. GENERAL: A. The Contractor shall furnish all labor, materials, and supplies necessary to provide food service for inmates and staff for an approximate current total of 430 meals. This figure may change daily due to the fluctuation in the inmate population beyond the control of Colquitt County. B. Food service will be required 365 days per year, three times per day, meeting all applicable, National Sheriff s Association, American Correctional Association, Federal, State, and local guidelines, laws, and regulations. C. The Contractor will provide additional food and/or beverage upon written or verbal request by the Warden or the Sheriff or their duly authorized representative. D. Should Colquitt County, for any reason, close the County Prison or the County Jail, this contract shall become null and void. 2. CONTRACTOR STATUS, RESOURCE, AND EXPERTISE: A. The Contractor will have a minimum of three (3) years Correctional Food Service expertise and experience as called for in this bid request full on-site operation. B. A complete list of current correctional accounts with the following: Name of facility, address, name of contact person, and their telephone number must be included in the proposal. C. The Contractor shall provide a general history, description, and status of the company. D. The Contractor will list all correctional accounts terminated in the last five (5) years, giving the name of the contact person, telephone number, and the reason each account was terminated which should also be included. E. The Contractor will provide corporate organizational charts, pertaining to the Colquitt County Prison and the Colquitt County Jail, along with a staffing schedule for facility employees. F. A list of inmate labor requirements for the kitchen. 3. THE PROPOSAL FOR FOOD SERVICE SHALL INCLUDE: Plan of Operation: A. Purchasing specifications. B. Procedures used in safety, sanitation, security, and training (inmate and/or civilian labor).

7 C. Sample menu a minimum of 3,600 calories per day, four week cycle and a sample holiday menu for five (5) holidays. D. Quality control methods and standards. E. Statement of nutritional adequacy prepared by a Georgia registered dietitian. F. Equipment and facility design needs or recommendations. G. A Contingency Plan in the case of power failure, fire, floods, or other acts of God. H. A copy of current weekly invoices for meals and any additional products required by the institutions. I. Contractor s billing procedures. 4. PERSONNEL AND MANAGEMENT STAFFING: A. A proposed organizational chart to be used in this facility. B. Name and address of corporate support, persons assigned to this facility, and area office, name, and telephone number. C. Describe training programs for management, staff, and inmate labor. 5. COLQUITT COUNTY SHALL BE RESPONSIBLE FOR AND PROVIDE: A. Accurate and timely orders for meals served to inmates, correctional officers and staff. B. Space, adequate ingress and egress, to all production and storage areas. All meals prepared for the Jail are to be served in the day room areas. C. Adequate heat, refrigeration, light ventilation, and all other utilities. D. Adequate preparation of kitchen facilities at the Colquitt County Prison, completely equipped and ready to operate. E. Furnish and maintain an adequate inventory of serviceware, glassware, pots, pans, and utensils. F. Trash removal. G. Extermination services. H. Security: control and limitation of inmates in, to, and from the food service area. 6. FINANCING: A. The price per meal quoted in the proposal must be for the first full year of the contract. B. Any additional one year contracts, if approved by both parties, will be negotiated with mutual consent using the Consumer Price Index. 7. CONTRACT TERMINATION: The contract shall be for one year subject to annual appropriations by the governing body, renewable at the anniversary date of the contract for up to four (4) additional one (1) year terms, if mutually agreed by both parties. Thirty (30) days written notice shall be given by both parties to terminate this contract.

8 REQUIREMENTS FOR PLACING BID FOR PREPARATION OF FOOD AT THE COLQUITT COUNTY PRISON KITCHEN FACILITY 1. Food service shall meet all current nutritional standards imposed by the U.S. Bureau of Prisons. 2. Bidder shall purchase and pay for all food products and supply inventory. 3. Bidder shall purchase and supply and be responsible for cleaning and housekeeping in the food preparation and food storage areas. All sanitary standards codes will be met. 4. Bidder shall provide expert administrative, dietetic, purchasing supervision to meet jail and prison medical food related requirements. All food service personnel will be employees of bidder. 5. Bidder shall cause its employees assigned to the Colquitt County Prison Kitchen facility to submit to periodic health examinations. Examination results will be submitted to the Colquitt County Administrator. 6. Bidder shall furnish its employees with worker s compensation insurance and liability insurance. 7. Bidder shall secure and pay all federal, state, and local license permits and fees required for the operation of the food services at the Colquitt County Prison and the Colquitt County Jail facilities. 8. Bidder shall provide a Food Service Manager and the hourly labor needed to operate the food service at the facility. The bidder shall pay all fringe benefits, payment of taxes, licenses, and insurance costs. Bidder shall provide uniforms and name tags for all employees of the Bidder. The bidder shall purchase all food products, prepare and serve wholesome food to inmates, staff, and visitors of the Colquitt County Prison and the Colquitt County Jail facilities. 9. Bidder shall make the fullest use of the U.S.D.A. donated commodities when they are available. 10. Bidder will make sure commodities received will be used solely for the benefit of those persons in the Colquitt County Prison and the Colquitt County Jail facilities. 11. Bidder shall give the Colquitt County Warden and the Colquitt County Sheriff an advanced 28-day menu approved by a certified dietician employed by the bidder. 12. Bidder will provide special diets for religious or medical reasons when required. 13. Bidder employees must pass a security clearance and submit to activity control of the Warden and the Sheriff of Colquitt County. No employee of the bidder will be permitted to work in the Prison or the Jail without divisional Criminal Justice State clearance. 14. Bidder shall provide 3 meals per day to inmates, 365 days a year. 15. Bidder shall have products liability up to three (3) million dollars insurance and shall provide the County Administrator current and updated certificates of said insurance. * * * * * * * * * * * * * * * * * * * * * * * * * * * * * * *

9 FOOD SERVICE CONTRACT FOR COLQUITT COUNTY, GEORGIA I, a duly authorized representative of the below named firm, do hereby submit the following sealed bid amount for the Colquitt County Food Service Contract and to provide the following for the price per meal as listed: 1. A Food Service Director and the hourly labor needed to operate the food service at the Colquitt County Jail and Colquitt County Sheriff s Office. 2. Payment of all fringe benefits for this company s employees. 3. Payment of all taxes, licenses and insurance costs. 4. Provision of uniforms and name tags for all employees. 5. Purchase of all food products and supplies required. 6. Preparation and serving of wholesome food to staff, inmates, and visitors of the Colquitt County Prison and Colquitt County Jail facilities. The price, per meal, utilizing inmate labor, to operate proposed food service: Inmate Population Price per Meal Plus Any additional costs associated with special requests (please describe): Submitted this day of May By: (Signature) Representing: (Name of Firm) Title: