CLINTON COUNTY CORRECTIONAL FACILITY

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1 CLINTON COUNTY CORRECTIONAL FACILITY Correctional Food Service Proposal Clinton County Correctional Facility 58 Pine Mountain Road PO Box 419 McElhattan, PA Phone: / Fax: jrowley@clintoncountypa.com / 1

2 REQUEST FOR PROPOSALS (RFP) CLINTON COUNTY CORRECTIONAL FACILITY RFP Issue Date: December 12, 2016 Proposals Sent To: Jann Meyers, Chief Clerk 232 E. Main Street Lock Haven, PA Closing Date and Time: 11:59 p.m., February 1, 2017 Releasing Agency: Clinton County Prison Board PO Box 419 McElhattan, PA INDEX: I. Introduction Page 3 II. Objectives of RFP Page 3 III. Proposal Process Page 4 IV. Qualifications of Proposers Page 4 V. Selection Criteria Page 5 VI. Method of Award Page 6 VII. Proposal Package Page 7 VIII. Scope of Work Page 10 IX. Responsibility of County Page 20 X. Kitchen Renovation Page 21 XI. Contract Review Page 22 XII. Termination of Contract Page 22 XIII. Cost Summary Page 23 2

3 REQUEST FOR PROPOSALS FOR FOOD SERVICES AT THE CLINTON COUNTY CORRECTIONAL FACILITY I. Introduction Clinton County ( County ) is requesting proposals for the provision of food service to include inmate and staff feeding seven days a week and program support services for an approximate population of 250 inmates for a term of one (1) year that would be approximately March 15, 2017 through March 15, There will be three (3) additional one (1) year renewable options available upon approval of both parties. It is our objective to contract with a vendor to assist the correctional facility by providing professional management to our Food Service operation. Management is to include menu adherence, purchasing food and supplies, training and operational logistics. The Clinton County Correctional Facility ( Facility ) is located in Wayne Township, Clinton County. The facility address is: 58 Pine Mountain Road, McElhattan, PA Contact Person: Warden John A. Rowley II. Objectives of RFP To result in a contract between the successful proposer and Clinton County that will meet the following objectives: A. To deliver high quality food service that can be audited against established nutritional and health standards. B. To operate the food service program using experienced and professionally trained personnel. C. To operate the food service program in a cost effective manner with full reporting to Clinton County, meeting or exceeding all applicable food and nutritional standards. D. To implement a written food service plan with clear objectives, policies, procedures and annual evaluation of compliance. E. To maintain an open, collaborative relationship with the administration and staff of Clinton County Corrections. F. To operate the food service program in a humane manner with respect to inmates rights concerning basic health and nutrition. 3

4 III. Proposal Process The following is the schedule for the Request for Proposal ( RFP ): 12/8/16 Distribution of the RFP 1/13/17 Pre bid meeting and site visit deadline (Scheduled by vendor prior to this date) 1/18/17 Final Date for Submission of written questions 1/23/17 Provision of Question Responses 2/1/17 Proposal Submission Due Date 2/2/17 Public Opening of Proposals 2/8/17 Estimated Selection Date 3/15/17 Estimated Commencement of Services *Any questions not answered during the pre bid meeting and site visit should be submitted via , and answers will be provided to all proposers. Address questions to: Warden John Rowley at jrowley@clintoncountypa.com. A complete original and two exact duplicates of the proposal will be sent in a specially marked envelop labeled Food Service Proposal and submitted to: Jann Meyers, Chief Clerk 232 E. Main Street Lock Haven, PA Proposals must be received no later than 11:59 p.m., February 1, 2017 at the office set forth above. Proposals received after this date and time will not be considered. Questions regarding proposal specifications may be directed to the following individual: Warden John A. Rowley, at or jrowley@clintoncountypa.com All proposals must be accompanied by a guaranty given in the amount of 10% of the proposed annual contract amount, and may be given at the option of the proposer by Certified Check, Cashiers Check or Bid Bond from a reputable insurance company authorized to post such Bonds in the State of Pennsylvania. These will be returned after selection of a vendor. IV. Qualifications of Proposers To be considered for award of this contract, the vendor must meet the following minimum qualifications. A. The vendor must be organized for the purposes of providing institutional and/or volume food service, and must have three (3) years previous experience with proven 4

5 effectiveness in administering at least four (4) large scale food service programs, one of which must be a current contract. For purposes of these RFPs large scale food service program means provision of three (3) meals a day to all residents of a facility with a population averaging 250 residents, and may include prisons, juvenile detention or treatment facilities, or the like. B. The vendor must have a proven ability for a contract start up by approximately March C. The vendor must have qualified and trained staff to successfully complete the contract requirements. Personnel must include a full time, experienced Registered Dietitian available for menu development. D. The vendor must have the central office capability to supervise and monitor the program ensuring satisfactory provision of services. In addition, the vendor must demonstrate an ability to provide continued service during an emergency situation which prohibits the ability to utilize the current food service area. E. The vendor must submit a certified copy of a current financial report of the company. If the company is a subsidiary or division of a corporation, the relationship of the vendor must be clearly delineated in the proposal. F. The vendor shall submit a list of three (3) references from correctional or food service facilities for whom the proposer has provided food services, including name of institution, address, and contact person and phone number. This list must accompany the written proposal. G. The vendor must submit a list of any contracts that were terminated in the last five (5) years. H. The vendor shall submit a performance bond in the amount of 100% of the total annual contract price after award, but prior to start up. The performance bond shall ensure performance meets standards indicated in this document, and the contract. V. Selection Criteria Criteria for Evaluation Mandatory requirements include compliance with Bid instructions. The vendor will be selected based on the proposer s written proposal. The primary criteria used in making a section will be as follows: A. The vendor s demonstrated experience and expertise in providing food service in large scale facilities. Experience shall include current service in correctional facilities of similar 5

6 size and volume, as well as experience of staff, district manager, dietitian, transition team, and local and regional support network. B. The vendor s demonstrated ability to comply with the Pennsylvania Code Title 37, section , and incorporated standards, for meal service. C. Past history, references and satisfaction of current and former customers. Vendors shall include a listing of references with their proposals, indicating facility locations, name, and telephone number and name of facility contact person. This list should contain at least three (3) current references, preferably of a size and service complexity comparable to Clinton County. D. The vendor s financial stability and condition. E. Services and menu quality offered for price proposed, including nutritional quality, menu acceptability and state menu standards. F. The price per meal proposed. G. Proposed contract for meal services. Submitted proposals will be reviewed by Clinton County Prison Board. Vendors who are deemed fully qualified based on selection criteria and best suited among those submitting proposals may be requested to participate in discussions regarding their proposals. Discussions will cover cost, methods of operation, and all other relevant factors. At the conclusion of proposal reviews, the vendors will be ranked based on selection criteria, and final negotiations will be conducted with the vendor ranked first. If satisfactory agreement can be reached, the contract shall be awarded to the vendor; otherwise, negotiations will be conducted with each subsequent vendor until a satisfactory contract can be established or until the County determines that rejection of all proposals is in the best interest of Clinton County. VI. Method of Award The award will be made to the vendor whose proposal is determined to be professionally and technically complete and which provides the best value to the County. The selection process may, however, include a request for additional information or an oral presentation to support the written proposal; the price proposal will be considered firm and cannot be altered after receipt per the terms of this proposal, unless the County requests an additional financial proposal via a best and final offer. This does not imply a best and final offer opportunity will be available to the bidders. 6

7 The County reserves the right to award this contract not necessarily to the vendor with the lowest price, but to the bidder that demonstrates the best ability to fulfill the requirements of the RFP. The successful vendor shall commence work only after execution of a contract, and receipt of written notification to proceed from Clinton County. The successful bidder will perform all services indicated in the proposal in compliance with the negotiated contract. Clinton County reserves the right to reject any or all proposals for any reason, in whole or in part, received in response to this RFP. Clinton County will not pay for any information herein requested, nor is it liable for any costs incurred by the proposer. Vendors whose proposals do not meet the mandatory requirements will be considered non compliant. After the evaluation of the proposals and selection of the successful vendor, all vendors will be notified in writing of the selected firm. VII. Proposal Package Vendors must submit a response in the form of a proposal that includes the following sections: A. Transmittal Letter. This brief letter shall provide the following information: 1. Name and address of vendor; 2. Name, title and telephone number of the contact person for the vendor; 3. A statement that the proposal is in response to this RFP; and 4. The signature, typed name and title of the individual who is authorized to commit the vendor to the proposal. B. Technical Proposal. This shall accompany the letter, and must address each item listed below: 1. Introduction a) Company Profile (1) Date organized to provide food service management in institutional and correctional facilities. (2) Corporate background, including description of parent company, if any. (3) Number of employees. (4) Number of years doing business. b) Describe current contracts or business providing meals to correctional facilities. 7

8 (1) Client. (2) Date of original contract. (3) Type/Size. (4) Contract Information. c) Company achievements in providing correctional food service management. d) Corporate and regional office organizational structure. e) References, with addresses and phone contacts. f) Disclose any terminations of contracts in the last 5 years. C. Proposal requirements Submission of meal cost information: 1. All proposers must include in their proposal a completed Attachment A to this RFP, Clinton County Inmate Meal Cost Summary, noting the cost per meal per inmate based on an average of 2,800 calorie per day menu. County requests a sample menu offering inmate s coffee with breakfast. D. Proposed Contract. (1) All proposers must submit their bid based on the required bid menu (Attachment B). Proposers are encouraged to also submit their own recommended five (5) week menu cycle, complying with the nutrition requirements outlined in this RFP, Pennsylvania Department of Corrections regulations and listing in detail the amount of food provided per person with each meal. 1. Each submission will include a proposed contract, which will serve as a starting point for negotiation between the County and the vendor, if that entity is selected as the proposed vendor. 2. The contract will include a provision requiring mandatory quarterly meal surveys, which shall review calorie content, taste, variety, and appearance. Such surveys will be conducted at the County s preference. Failure to satisfactorily pass two successive quarterly surveys will be considered a breach. The vendor will be able to cure the breach by successfully passing two daily surveys in a one week period, after written notice is provided to the County of vendor s readiness for re evaluation. 8

9 E. Operational Standards All proposals must clearly define: 1. Procedures for meal delivery to the inmates and staff. 2. Quality and inventory control methods and standards. 3. Specific procedures for providing safe, sanitary, and secure food service management, including supervision and control of inmate labor and internal security of products and equipment available to inmates. 4. Procedures for dealing with inmate/staff complaints about food. 5. Procedures for monthly billing and weekly inventory of food and supplies. 6. Operational procedures for handling food service should on site kitchen facilities be rendered unusable through fire, natural disaster, or other occurrence. 7. The proposal shall include the vendors experience with managing a food service operation during a renovation period, including references. A proposed menu for a 60 day renovation time period shall be included. Details on the County s expected renovation is outlined in section X. 8. Insurance Vendor shall provide types of insurance and limits and provisions contained herein: TYPE COVERAGE FEATURES LIMITS Policy endorsed to show Clinton County as additional insured Commercial Automobile Liability Employer s Liability Coverage B $500,000 Commercial General Liability (Including bodily injury and property damage, personal injury and advertising injury, products and completed operations, and contractual liability coverage). Clinton County must be named as an additional insured under Commercial General Liability as their interest may appear relative to the contract, and so endorsed on the policy. $1,000,000 Combined Single Limit $1,000,000 each occurrence $2,000,000 annual aggregate 9. Policies and Procedures The proposal shall indicate the method the vendor will follow in establishing and revising food service policies and procedures. 9

10 VIII. Scope of Work A. Description of Current Operation 1. These services are to be provided at the Clinton County Correctional Facility, 58 Pine Mountain Road, McElhattan, PA 17748, Wayne Township, Clinton County. The facility currently serves meal through a County run program. 2. The average daily population varies. The anticipated number of inmates is adult male and female inmates. Additionally, the vendor shall expect to serve approximately 50 meals per day to staff. 3. The price per meal charged shall be determined by: Inmate meals: Based on the facilities 3:30 a.m. head count total times the contract price for that number of meals. Staff meals: During the initial 6 month period of the contract commencement, the vendor shall charge based on actual meals served each day times the contract price for that number of meals. After the initial 6 month period, the facility will consider permitting the vendor to bill based on average staff participation. a) Food is received, stored, prepared and served at the main facility at 58 Pine Mountain Road, McElhattan, PA. b) Inmate workers supervised by Correctional Officers deliver meals to each housing unit. Meals will be served on thermal trays. c) The current meal service schedule is as follows: Breakfast Lunch Dinner 6:15 a.m. to 7:00 a.m. 11:15 a.m. to 12:00 p.m. 4:15 p.m. 5:00 p.m. 4. Clinton County will be retaining four (4) Food Service Workers on the County s payroll. The vendor will be required to provide at their cost a full time on site Food Services Manager. The vendor will have the authority to supervise, train, recommend discipline and make recommendations to the facilities administration regarding the staff members. 5. A complete renovation of the kitchen, physical plant and equipment, is expected to commence mid 2017 for up to 60 days. 10

11 B. Vendor Service Requirements Vendors will be expected to provide the following services as part of the food service program: 1. Food & Supplies a) Purchase and safely manage all supplies and food products that are required for food service operation, excluding cleaning supplies. These supplies and food products shall remain the property of the County. b) All food items in storage at the time the contract commences will be inventoried and the County will be reimbursed for all items upon expiration of the contract. Reimbursement amount shall be the original purchase price as indicated by invoices paid. 2. Billing process and record keeping a) Vendor shall submit to the County on the first business day of each month, covering the preceding month, an invoice for meals ordered or served, whichever is greater. The price per meal charged to the County shall be described in the proposal in the Inmate Feeding Cost Summary (Attachment A). The County shall pay invoices on a monthly basis. b) Access and Records The vendor shall keep full and accurate records of sales and meal counts in connection with food services. A copy shall be supplied to the Warden or designee on a monthly basis, within first 10 working days, of the subsequent month. In addition, all such records shall be available for auditing by the County at any time during regular working hours. c) Licenses, Fees and Taxes Secure and pay all federal, state and local licenses, permits and fees required for food service, if any. During the period of this agreement, if it is deemed by taxing authorities that all, or a portion of the services provided hereunder are to be subject to a sales or similar tax which has not been collected by the vendor, the County agrees to pay such tax. 3. Operations Support a) The vendor shall provide a leading edge, proprietary food production system designated to ensure best practice consistency of quality, portion control, and kitchen safety. This program is to be based on the standards 11

12 of the ACA. It should include a detailed training compliance and documentation tool that ensures employees and inmate workers are correctly trained in food service processes. It should also include a best practices roadmap that features state of the art processes, systems and training programs to ensure consistency, quality, and inmate satisfaction. Every food service worker, including every inmate worker, should know their precise responsibility at every step of the process. b) The vendor shall submit a transition action plan to ensure a wellorganized transition. c) The vendor shall submit their proposed plan for the supervision of the food service operation. The plan should outline how they will supervise the day to day operations of the department. d) Food quality drives inmate acceptance, minimizing unrest, grievances and litigation. Operational consistency drives inventory efficiency, minimizing waste, controls portion size and ensures standards are met. This program should take into consideration: Meal Consistency Measurability In service Supervisor and Inmate Training Menu Integrity Communication and Involvement Performance Review by Support Management. 4. Customer Support for Food Service a) The vendor shall provide the following customer support to facility staff: (1) Telephone number and name of representative to respond to inquiries from facility during normal business hours to assist with routine problems related to ordering, shipment, and billing. (2) Emergency service (3) Acceptance of electronically and facsimile transmitted orders (4) Electronic Access Ordering System (5) Complaint Procedures Describe your procedure for handling routine complaints. 12

13 C. Menu Specifications 1. All proposals must clearly define: a) Purposed Menu(s) b) Item by item nutritional analysis. c) Registered dietitian certification of both the menu and nutritional analysis. d) Summary of any specifications that will be adhered to for food products that exceed local, state or federal regulations and standards. 2. Inmate Cycle Menu a) Menu Cycle (2) Each vendor shall submit their bid based on the attached required bid menu (Attachment B). Proposers are encouraged to also submit their own recommended five (5) week menu cycle, complying with the nutrition requirements outlined in this RFP, Pennsylvania Department of Corrections regulations and listing in detail the amount of food provided per person with each meal. (3) Each week will include 21 meals, which will meet or exceed Pennsylvania Code Title 37, section , and incorporated standards. (4) 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. Sample menus must reflect those items that will be served if this contract is awarded to that proposer. b) Menu Description Requirements (1) Menus submitted in the proposal must include clearly defined descriptions of food items. (2) All menu items must be listed in as served portions which clearly indicate weight or volume measurements (e.g., ½ c, 1/48 cut portion, 3 oz, wt., etc.). 13

14 (3) Entrée items including casseroles must include cooked weight measurement of meat or meat equivalent per portion. (4) Appropriate condiments to be served must be included. c) Balanced Menu Planning Requirements (1) The menu shall be planned with products and recipes with proven inmate acceptability. The vendor shall include in the proposal a method to monitor inmate preferences and to make acceptable adjustments. A sample meal quality assurance assessment form shall be submitted with the proposal. (2) A variety of food flavors, textures, temperatures, and appearances shall be used. (3) Fruit and Vegetable Requirements: i. To assure a minimum level of menu quality, at least five 1/2 cup fruit and vegetable equivalents are required each day on the menu. The USDA School Lunch Buying Guide, or equivalent, shall be used to determine qualifying equivalents. A minimum daily variety of four different fruits and vegetables shall be used to meet the requirement. As specified by the guide, items such as fruit drink, rice and noodles do not qualify. (4) Avoid excessive Fat Calories: i. To avoid excessive fat calories and provide more stomach filling bulk on the menu, portions for margarine, butter, salad dressing, and mayonnaise shall be restricted on the menu. A maximum of ½ oz shall be used as a margarine or salad dressing portion. Sandwich meals shall include appropriate mustard and ketchup condiments, not unnecessary margarine. ii. Percent of calories as fat shall not exceed 32%. d) Nutritional Requirements 14

15 (1) Menu will provide an average of 2,800 calories per day, in addition to all required nutrients. The choice of the amount of caloric content will be at the County s discretion, upon at least two (2) weeks notice. (2) Nutritional Analysis tied to actual recipes & products proposed i. An item by item computer nutritional analysis of the menu with a weekly summary indicating the percentage of compliance to the highest RDA values for the population shall be submitted with the proposal. ii. Each item on the menu shall have specific nutritional values based on recipes that will be used in the facility. For example, the specific calories, protein, fat, sodium, calcium, iron, and vitamins in the recipe that will be used for Beef, Macaroni, and Tomatoes and all other meal items shall be separately identified on the computer analysis. (3) Menu & Analysis Certified by Registered Dietitian i. A registered dietitian shall certify the inmate menu in the proposal with a signed nutritional compliance statement. A copy of the dietitian s ADA registration card shall be submitted with the proposal. ii. A registered dietitian will approve all menus prior to service and annually thereafter. All meals served will be in compliance with the most recently published Recommended Dietary Allowances and Dietary Reference Intakes for adult males and females as established by the National Academy of Sciences. e) Meal Pattern Requirements (1) To assure that meals are appealing, a minimum number of menu components are required for each meal. i. Casseroles cannot count as two items and must include cooked weight measurements of meat or meat equivalent per portion. 15

16 ii. Bread, condiments, and beverages do not count as components. (2) Lunch and Dinner Side Dish may include a variety of soups, starches, cooked vegetables, salads, and chips. f) Types of Meat Requirements (1) Pork and pork derived products are not allowed on any menu. (2) An average of 5 ounces cooked weight meat or meat equivalent (Cheese, eggs, or peanut butter only) are to be provided daily. (3) Whole muscle meat items (such as chicken quarters) must be served at least 4 times in the menu cycle. (4) Ground meat items like taco filling, meat sauce for spaghetti, etc. should be made with (ground turkey OR ground beef OR a mixture of ground beef and turkey). (5) The use of granular soy as a meat replacement or enhancement is not allowed. (6) Grade minimums for food items shall be as follows: Seafood U.S.D.A. Grade A or better Poultry U.S.D.A. Grade A or better Pork U.S.D.A. Grade A or better Vegetables (canned) Extra Standard or better Fruit (canned) Extra Standard or better Beef U.S.D.A. Good or better Eggs U.S.D.A. Grade A medium Fresh fruit & vegetables U.S.D.A. NO. 1 Dairy Products & Cheese U.S.D.A. Grade A Ground Beef U.S.D.A. Utility or better not to exceed 25% fat 3. Court and Outside Agency Transport Sack Meals *CCCF no longer operates a work release program. a) For approximately inmates, two (2) days per week, sack meals for court and outside agecny transports are to be provided. These meals are in place of regular inmate meals. 16

17 b) Court sack meals are to consist of: Two sandwiches made with 4 slices of bread and 3 oz. meat and/or cheese, or equivalent peanut butter and jelly sandwiches. 2 p.c. condiments Fresh fruit Chips or dessert item Bulk beverage c) Sack meals are to be billed at regular inmate rates. 4. Plan for Product Wholesomeness a) Vendor will guarantee that: (1) All meat products will be purchased from suppliers using HACCP (Hazard Analysis Critical Control Point) programs. (2) All food items will be purchased from facilities and manufacturers that meet all applicable federal and state regulations for food safety, use only industry best practices to assure wholesomeness, and maintain appropriate liability insurance on their products. b) Vendor will provide a written procedure for verification of food safety and quality of spot buys (these are items purchased at a discount usually from a broker or distributer). c) Vendor will include in the proposal its plan for maintaining safe and wholesome food. 5. Medical & Religious Diets a) The vendor shall provide products required for modified medical and religious diet needs as outlined in the Facility Policy. 6. Spirit Lifter / Holiday Meals a) Proposed menus and holidays shall be identified. A minimum of (5) spirit lifter meals shall be provided annually including Easter, Thanksgiving, Christmas and New Year holiday periods and (1) meal will be scheduled by the Warden s Office. 17

18 b) All such meals will be provided at contract rates. 7. Condiments a) Proposal shall indicate how condiments or dressings are packaged and distributed with the meal, such as individual packets vs. bulk. 8. Value Added Services a) Proposal shall include any value added services offered by the vendor such as programs allowing the inmate, family or friends to purchase higher quality meals from a separate menu. b) The commission rate must be included. 9. Staff Meals a) The vendor will provide meals to facility staff at the same prices as the inmate meal. On Monday Friday, approximately 50 staff work on a daily basis. On Saturday and Sunday, approximately 35 staff work on a daily basis. These staff members are eligible to receive one (1) meal per shift. During the initial 6 month period of the contract commencement, the vendor shall charge based on actual meals served each day times the contract price for that number of meals. After the initial 6 month period, the facility will consider permitting the vendor to bill based on average staff participation. b) The staff meal shall include, but not limited to, a salad bar, to include lettuce, a minimum of six (6) salad vegetable toppings, two (2) fruits, three (3) side items such as tuna or chicken salad, cottage cheese, a dessert item, etc. and a choice of four (4) salad dressings; and the inmate meal. 10. Documentation of Meals Served a) Served Menu records Substitution policy (1) All meals served including substitutions shall be documented. A plan for assuring nutritional compliance with substitutions shall be provided in the proposal. (2) The vendor shall outline procedures used to assure all meals will be served at appropriate temperatures and in a manner that makes them palatable, neat, and visibly pleasing. 18

19 D. Staff Requirements 1. Staffing b) Standardized Recipes (1) Standardized recipes with portion yield data for all items shall be available and utilized for meal preparation. a) Clinton County will be retaining four (4) Food Service Worker. The vendor will be required to provide at their cost a full time on site Food Service Manager. b) Six (6) Inmate workers are provided each shift. (4:00 am 12:30 am) and (1:30 pm 6:30 pm). c) The vendor will provide a proposed organizational chart and job descriptions for all professional and inmate staff with their proposal, including number of inmates required per shift. Inmate personnel shall be used for the preparation of food, delivery of meals and general sanitation and cleaning. 2. Credentials of Vendor Staff a) The vendor shall submit the resume of the District or Regional Manager as a part of its proposal. b) The vendor will include a description of the qualifications of the Food Service Director they plan to appoint for the oversight of the facilities food service operation. 3. Supervision and Training of Inmates a) The vendor shall provide training in food service delivery and management to the inmate workers assigned to the kitchen. The proposal shall include an outline of what this training will include, as well as any certification available to inmates, if any. b) Inmates are not permitted to supervise other inmates. 4. Supervision and Training of Clinton County Paid Staff 19

20 a) The vendor shall provide supervision and training for: i. Its food production, safety and sanitation, inventory control system, emergency preparedness program, quality assurance system, staff and inmate training programs. b) Training must be documented. c) The proposal shall outline what this training will include. 5. Responsibilities of Contractor s Staff a) All proposals must clearly detail the proposed use of inmates as part of the vendor s food service proposal. Included in this section shall be a detailed explanation of method of supervision and job descriptions. b) All proposals must also define the levels of contractor staffing, their responsibilities, job description, performance reviews and overall approach to working with County employees. IX. Responsibility of County A. Clinton County shall be responsible for and provide: 1. Accurate and timely orders for the number of meals to be served to inmates, Correctional Officers and staff within two (2) hours of the time for meals to be served. 2. Uniforms for Staff County will provide professional, neat uniforms that distinguish the Food Service Staff from the inmates and Correctional Officers. 3. The County shall ensure all employees successfully complete the ServSafe Program. 4. Internet access and connectivity will be available in the Food Service Manager s Office, to be used for management, ordering and communications. 5. Be responsible for routine cleaning and housekeeping of food preparation area and storage area and will, on a continuing basis, maintain standards of sanitation required by state or local regulations. 6. Be responsible for purchasing cleaning supplies and maintaining compliance with MSDS. 20

21 7. The County must achieve satisfactory ratings from all inspections of kitchen facilities by the Pennsylvania Department of Corrections, Office of County Prison Inspections and Homeland Security Standards. 8. Adequate ingress and egress to all production areas. 9. Adequate heat, lights, ventilation, and all other utilities. 10. Extermination services and removal of trash and garbage from loading dock areas. 11. General maintenance to the building structure including, but not limited to, the maintenance of gas, water, sewer, ventilation, lighting, air conditioning, refrigeration, duct work, floor coverings, wall and ceiling surfaces. The county s maintenance does not include day to day cleaning operations in the kitchen area, which are the responsibility of the vendor. 12. Adequate preparation, storage, and holding equipment and maintenance for same. 13. Adequate number of inmates for kitchen duties. 14. Security, control, and limitation of inmate movement in, to and from the food service area, including physical security of employees, suppliers, and other authorized visitors. 15. Maintenance of kitchen appliances and equipment in proper working order on and on going basis. X. Kitchen Renovation 1. It is anticipated that Clinton County will be renovating the Correctional Facility kitchen during the term of the first food services management contract period. Currently, it is anticipated that construction of said renovation will commence mid late 2017, however, this date is not guaranteed and it is provided for information purposes only. 2. The vendor will be responsible for providing three (3) meals per day during the construction period to staff and inmates housed at the Clinton County Correctional Facility. The county prefers the vendor prepare at least one (1) hot meal per day. 21

22 3. The proposal must include previous experience in managing food service operations during a renovation period as well as menus for a 60 day time period. 4. All other contractual requirements will remain in effect. 5. Vendor will develop an on site temporary food preparation area. 6. Vendors will be required to specify the price per meal for those meals prepared during the kitchen renovation. XI. Contract Review A. Clinton County and the successful vendor shall, within 30 days of execution of an Agreement, establish dates throughout the contract period for quarterly review meetings between the Warden or is or her designee and the vendor for the evaluation and amendment, if necessary, of the Agreement. More frequent meetings to discuss contract issues and provision of services may be requested by either the provider or the Facility Staff, as necessary. B. The Warden and the vendor shall, within 30 days of execution of an Agreement, formulate a monthly report form that will establish the basis for the quarterly review sessions. XII. Termination of Contract A. Termination for cause: Clinton County will include provisions in the Agreement to terminate the contract at any time that the vendor fails to fulfill obligations under the Agreement, or to make substantial progress to meet all terms in the Agreement. The Agreement will include thirty (30) day notice provisions for curing of breach, or other conditions, after which Clinton County may unilaterally terminate the Agreement. B. Notwithstanding any of the above, the County expects all matters of health, safety or security, as defined by the Warden, to be remedied immediately upon written notice. Failure to correct any such condition may result in a notice of termination within 72 hours. C. Clinton County shall be obligated to reimburse the Contractor only for those services rendered prior to the date of notice of termination, less any liquidated damages that may be assessed for non performance. D. Unilateral Right to Terminate: Either party upon receipt of not less than one hundred twenty (120) days written notice may terminate the contract on an agreed date prior to the end of the contract period, without penalty to either party. 22

23 E. Lack of Funds: Notwithstanding any other provisions of the contract, if the funds anticipated for the continued fulfillment of this Agreement are at any time not forthcoming, through the failure of the County government to appropriate funds, discontinuance or material alteration of the program under which funds were provided, Clinton County shall have the right to terminate the Agreement without penalty by giving not less than one hundred twenty (120) days written notice documenting the lack of funding. XIII. Cost Summary The cost per meal prepared shall be indicated on the proposal summary sheet (Attachment A ). 23

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