REQUEST FOR PROPOSAL

2,076 views

Published on

Published in: Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
2,076
On SlideShare
0
From Embeds
0
Number of Embeds
1
Actions
Shares
0
Downloads
32
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

REQUEST FOR PROPOSAL

  1. 1. Food Service B200-05001 REQUEST FOR PROPOSAL FOR FOOD SERVICE B200-05001 Issued By: Clay County Sheriff’s Office 901 North Orange Avenue P.O. Box 548 Green Cove Springs, FL 32043 (904) 284-7575 Fax (904) 284-0710 Clay County Sheriff’s Office Page 1 of 128
  2. 2. Food Service B200-05001 Website: http://www.claysheriff.com Date of Issue: April 8, 2005 Due Date/Time for Receipt of Proposals: June 3, 2005 at 3:00 p.m. Clay County Sheriff’s Office Page 2 of 128
  3. 3. Food Service B200-05001 CALENDAR OF EVENTS Listed below are the important dates and times by which the actions noted must be completed. If the Sheriff’s Office finds it necessary to change any of these dates or times, the change will be accomplished by addendum. All dates are subject to change. ACTION COMPLETION DATE Issue RFP April 1, 2005 Pre-Proposal Conference April 29, 2005 Facility Tour April 29, 2005 (Following Pre-Proposal Conference) Proposals Due June 3, 2005 Recommendation to Sheriff July 1, 2005 Contract Award Week of July 25, 2005 Service Start Date October 1, 2005 Clay County Sheriff’s Office Page 3 of 128
  4. 4. Food Service B200-05001 TABLE OF CONTENTS Page 1.00 SCOPE 4 2.00 INSTRUCTIONS TO BIDDER 4 Attachment A: Pre-Proposal Conference 15 Attachment B: Standard Forms 17 Attachment C: Standard Terms and Conditions 24 Attachment D: Specifications & Cost Proposal 30 Attachment E: Food Product Specifications 50 Attachment F: Florida Model Jail Standard 99 Attachment G: Florida Administrative Code 64E-11 102 ***Note: Pork specifications will be forwarded to all prospective bidders under separate cover as an addendum to this Request for Proposal. Clay County Sheriff’s Office Page 4 of 128
  5. 5. Food Service B200-05001 SPECIFICATIONS FOR PROVIDING TOTALFOOD SERVICES FOR THE CLAY COUNTY JAIL FACILITY OFFICE OF THE SHERIFF CLAY COUNTY, FLORIDA 1.00 SCOPE The purpose of this Invitation to Bid is to establish a vendor for providing total food services for personnel and inmates of the CLAY COUNTY SHERIFF’S OFFICE JAIL FACILITY for the period October 01, 2005 through September 30, 2006, with four (4) additional one (1) year renewal options. The Clay County Sheriff’s Office Jail Facility, desires to continue to provide its personnel and inmates with quality food service in the most cost effective manner possible. The Clay County Sheriff’s Office Jail Facility, hereafter referred to as CCJ is located at 901 North Orange Avenue, Green Cove Springs, Florida 32043. The Clay County Sheriffs Office is requesting proposals for providing food service to include inmate and staff meals seven days per week and program support services for an average daily inmate population of 440 and staff of 90. This facility houses pre-trial and some sentenced detainees and has a housing capacity of 482. 2.00 INSTRUCTIONS TO BIDDERS 2.01 INVITATION TO BID Sealed bids will be received at the office of Mr. Chip Wilt, Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, Florida 32043 for the Clay County Sheriff’s Office Jail Facility Food Service. Bids will be received at the above-stated address until 3:00 PM (Eastern Standard/Daylight Savings) June 3, 2005. Bids must be submitted in accordance with the Instructions to Bidders, Bid Specifications and Requirements contained in the Bid Documents. Bid Documents may be reviewed or obtained from Mr. Chip Wilt, Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, Florida 32043 or the Clay County Sheriff’s Office web site at www.claysheriff.com. 2.02 DEFINITIONS Addenda. Written instructions issued by the Clay County Sheriff’s Office prior to time bids are due and which modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. Bid Documents. Clay County Sheriff’s Office Page 5 of 128
  6. 6. Food Service B200-05001 The advertisement or invitation to bid and all documents contained in this bid package plus any addenda which may be subsequently issued. Bid Documents include the following: • Advertisement or Invitation to Bid • Instruction to Bidders • Bid Specifications o Required Forms o Proposer’s Certification o Addendum Receipt Acknowledgement o References o Bid Form • Proposed Contract Issued by. The Clay County Sheriff’s Office ( CCSO ) Equal or Equivalent. This term when contained in the bid specifications is intended to establish a level of quality and is not to be interpreted as a preference for a particular brand. Other brands meeting the specification requirements will be accepted, with prior written CCSO approval. The materials, products, and equipment described in the bid documents establish a standard of type, function and quality to be met by any proposed substitution. Successful Bid ( or Bidder ). The lowest responsive bid ( or bidder ) selected by the CCSO for award of the contract. 2.03 PRE-BID CONFERENCE A pre-bid conference is scheduled for April 29, 2005 at the Clay County Sheriff’s Office 3rd Floor Training Room at 901 North Orange Avenue, Green Cove Springs, Florida 32043 at 10:00 AM. CCSO staff will be available to review the bid documents, respond to questions and discuss the project in general. Attendance at the pre-bid conference by a representative of each potential bidder is required. Any bid from a non-attending bidder will be rejected unless justifiable reasons for non-attendance are approved by CCSO Administration prior to the conference. 2.04 ADDENDA The CCSO reserves the right to modify or interpret the Bid Documents by additions, deletions, clarifications or corrections. If any potential bidder desires clarification or interpretation of any aspect of these Bid Documents, such request may be made to: Mr. Chip Wilt, Purchasing Manager, Clay County Sheriff’s Office Page 6 of 128
  7. 7. Food Service B200-05001 Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, Florida 32043, Fax 904/213-6478, E-mail cwilt@claysheriff.com. Requests will be accepted until 10:00 AM, May 25, 2005. The CCSO will use its best efforts to answer all requests within five working days of receipt. A reply to such requests will be in writing and deemed an addendum to the Bid Documents. Copies of any addenda will be mailed or delivered to all who have requested a complete set of Bid Documents from the CCSO. However, it is the responsibility of each bidder to ascertain prior to submission of a bid that all addenda have been received. 2.05 ERRORS. Bidders shall not be allowed to take advantage of any errors or omissions. Potential bidders shall promptly notify Mr. Chip Wilt, Purchasing Manager, Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, Florida 32043 of any ambiguity, inconsistency or material error which may be discovered upon examination of the Bid Documents. Modifications, corrections and clarifications to the Bid Documents will be made by addenda. Any modification, correction or clarification made in any other manner shall be cause for rejection of the bid. 2.06 SUBMISSION OF BID. Bidders must submit a signed original, marked as such, and three (3) complete copies of their proposal. Bids must be submitted on the bid form provided by or identical to the one provided by the CCSO. All information required by the Request for Proposal must be supplied to constitute a legitimate proposal. All blank spaces on the form must be completed in ink or typewritten. Illegible bids will be rejected. Alterations or erasures must be crossed out. Correction thereof must be printed in ink or typed next to it and initialed by each person signing the bid. Bids must be submitted in a sealed envelope with the following inscription typed or written on the outside of the envelope: Sealed Bid for Food Service Due on June 3, 2005 Name and address of the bidder. All bids must be submitted by an original writing. Oral, facsimile, telegraphic, or other electronic transmissions of bids are invalid and will not receive consideration. The CCSO is not responsible for any expenses, which proposers may incur in preparing and submitting proposals called for in this Request for Proposals. The CCSO reserves the right to conduct personal interviews or require presentations of any or all proposers prior to selection. The CCSO will not be liable for any costs incurred by the proposer in connection with such Clay County Sheriff’s Office Page 7 of 128
  8. 8. Food Service B200-05001 interviews/presentations (i.e., travel, accommodations, etc.). The CCSO reserves the right to request that the proposer modify his proposal to more fully meet the needs of the CCSO. The proposer shall furnish such additional information as the CCSO may reasonably require. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. The CCSO reserves the right to make investigations of the qualifications of the proposer as it deems appropriate, including but not limited to, a background investigation conducted by the CCSO. The CCSO reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. 2.07 RECEIPT OF BID. Sealed proposals will be received at the Clay County Sheriff’s Office, 901 North Orange Avenue, Green Cove Springs, FL 32043 on or before June 3, 2005 at 3:00 p.m. Bids received prior to the time of opening will be kept secure and unopened. The CCSO accepts no responsibility for the premature opening of a bid not properly addressed or identified. If a bid is prematurely opened, it will be resealed immediately and considered with the other bids unless an unfair advantage would result from such action. Bidder is fully responsible for submitting bid by date and time stated above. Bids received after the first bid is opened will not be considered, and returned to the bidder unopened. Proposers shall assume full responsibility for timely delivery of the proposals to the location designated for receipt of proposals. Proposals received pursuant to Requests for Proposals are exempt from the provisions of the Public Records Law until such time as an award decision is made or within ten (10) days after the proposal opening, whichever is earlier. The Proposer’s name, proposal bond (if applicable) and Proposer’s Certification information will be announced and recorded at the proposal opening. All proposals will be publicly opened at the time and place specified and made available for public inspection within ten (10) days after the proposal opening or when an award decision is made, whichever is earlier. 2.08 MODIFICATION/WITHDRAWAL OF BID. Any bid may be modified or withdrawn up until the official opening of the first bid. Any modification or withdrawal shall be in writing signed by an authorized representative of the Bidder. Any modification shall be worded so as to not reveal the original bid amount. 2.09 BID GUARANTEE Clay County Sheriff’s Office Page 8 of 128
  9. 9. Food Service B200-05001 Bids must be guaranteed for one hundred twenty (120) days following official opening of bids. By submitting a bid, each bidder so agrees. 2.10 BID EVALUATION/AWARD A Selection Committee will be established to review and evaluate all responsive proposals, taking into consideration, but not limited to, the evaluation factors set forth below: • adherence to all conditions and requirements of the bid specifications. • total bid price • unit bid price • extended price • general reputation and experience of bidders • estimated total cost • hourly rates for specified personnel • evaluation of the bidder's ability to service the CCSO • the financial responsibility of the bidder • prior knowledge or experience with the bidder in terms of past performance • the needs and requirements of the CCSO • experience with the products involved • the nature and extent of company data furnished upon request of the CCSO • the size and location of the bidder's warehouse • quantity of merchandise offered • results of testing samples • overall completeness of line offered • bidder's ability to meet delivery and stocking requirements • delivery date • Such other information as may be required or secured Failure to meet a material requirement of the bid documents is reason for rejection of any bid. The CCSO reserves the right to disqualify any bid, before or after opening, upon evidence of collusion, intent to defraud or any other illegal practice on the part of any bidder. Clay County Sheriff’s Office Page 9 of 128
  10. 10. Food Service B200-05001 The CCSO reserves the right to reject all bids. 2.11 PROPOSAL SELECTION COMMITTEE AND PROCEDURE FOR REVIEW OF PROPOSALS: A Selection Committee (hereinafter referred to, as “the Committee” will be established to review and evaluate all proposals submitted in response to this Request for Proposal (RFP). The Committee shall conduct a preliminary evaluation of all proposals on the basis of the information provided and other evaluation criteria as set forth in this Request for Proposal or as reasonably determined by the Committee. Proposals shall be signed by an authorized representative of the proposer. All information requested should be submitted. Failure to submit all information requested may result in a proposal being considered “non-responsive,” and, therefore, rejected. The Committee will first review each proposal for compliance with the minimum qualifications and mandatory requirements of the RFP. Failure to comply with any mandatory requirements may disqualify a proposal. The Committee reserves the right to conduct pre-award discussion and/or pre- contract negotiations with any or all responsive and responsible proposers who submit proposals determined to be reasonably acceptable of being selected for award. Proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submission of proposals and prior to award of a contract. The Committee may select firms for oral presentations and discussion of proposals. When oral presentations are required, the Committee will rank the firms and submit the proposed ranking after the conclusion of scheduled presentations. The Committee will submit its recommendation to the Sheriff for approval to negotiate a contract and authorization to execute a contract if negotiations are successful with the top ranked firm. If agreement cannot be reached with the top ranked firm, the same procedure will be followed with the second ranked firm and, if necessary, the third ranked firm. The CCSO may award a contract based on responses to this Request for Proposal without discussions. Therefore, each response to this RFP should contain the proposer's best terms and conditions for consideration. The CCSO reserves the right to reject any and all proposals and to waive minor irregularities. The CCSO further reserves the right to seek new proposals when such a procedure is reasonably in the best interest of the CCSO to do so. The CCSO Selection Committee will present to the Sheriff for acceptance and final award, one of the proposals, or will reject all proposals, within one hundred and twenty (120) calendar days from the date of opening of proposals. 2.12 EVALUATION CRITERIA A. Problem Understanding and Work Plan Value Points 20 Clay County Sheriff’s Office Page 10 of 128
  11. 11. Food Service B200-05001 The bidder shall demonstrate that there is a clear understanding of the requirements of scope of this Request for Proposals. The work plan shall include the number and qualifications of the staff to be used in fulfilling the contract, training (minimum of 40 hours) of the vendor staff, as well as inmate staff, and the estimated number of workers required. B. Qualifications of Bidder and Value Points 40 Previous Task-related Experience Overall experience with Food Service management (15 points) 1. The vendor shall indicate their knowledge and experience of the following concepts and their relationship to food service management: a. Food Preparation b. Equipment Care and Maintenance c. Sanitation d. Inventory Control e. Staffing Patterns, Including chief personnel and their length of service in food service management. Specific experience in Correctional Food Service management (15 points) 2. Bidder shall also indicate company and chief personnel’s experience in supervising and delivery of food service management for correctional facilities. Review of References (10 points) 3. The bidder shall submit the name, business address and telephone number of individuals/organizations who can attest to their ability to provide services as set forth in this bid. CCJ may contact any or all references submitted and rate replies from references on pre- determined questions to be asked uniformly as appropriate by one individual. C. Bid Price Value Points 40 The price quote sheets attached shall be used in responding to this Request for Proposal. The award for bid price shall be determined as follows: The lowest responsible bidder will be awarded 40 points. All other bidders will be awarded points based on the following formula: Points Awarded = 40 x [ 1 – (A) / (B) ], where A = Difference of Bid from lowest bid B = Lowest bid Negative points will not be awarded. Clay County Sheriff’s Office Page 11 of 128
  12. 12. Food Service B200-05001 2.13 CONDITIONS PRECEDENT TO AWARD. The CCSO reserves the right to request and test samples from the apparent successful bidder. Prior to the award of the contract, the apparent successful bidder, if requested by the CCSO, shall furnish current information and data regarding the bidder's resources, personnel and organization within ten (10) days. The CCSO reserves the right to reject the bid of the apparent successful bidder where the available evidence or information does not satisfy the CCSO that the bidder is qualified to properly carry out the terms of the contract. The apparent successful bidder shall be required to supply the names and addresses of material suppliers and subcontractors when requested to do so by the CCSO. 2.14 SUBSTITUTIONS. Unless the particular specification prohibits substitution, bidders are encouraged to propose materials, products, or equipment of comparable type, function and quality. Bids for substitute items shall be stated in the appropriate blank on the bid form, or if the bid form does not contain blanks for substitutions, on the bidder's letterhead attached to the bid form. Bidders shall attach to the bid form a statement of the manufacturer and brand name of each proposed substitution plus a complete description of the item including descriptive literature, illustrations, performance and test data and any other information necessary for an evaluation. The burden of proof that the substitution is equal or equivalent is upon the bidder. 2.15 ALTERNATE PROPOSALS. An alternate proposal is viewed by the CCSO as a proposal describing an approach to accomplishing the requirements of the Request for Proposal which differs from the approach set forth in the solicitation. An alternate proposal may also be a second proposal submitted by the same proposer which differs in some degree from its basic or prime proposal. Alternate proposals may address the technical approach or other provision or requirements set forth in the solicitation. The CCSO will, during the initial evaluation process, consider all alternate proposals submitted. If it becomes necessary to revise or amend any part of this Request for Proposal, the CCSO will furnish the revision by written Addendum to all prospective proposers who received an original Request for Proposal. The Addendum Receipt Verification form included with this Request for Proposal in Attachment “B” must be completed and submitted with your Proposal. 2.16 AWARD OF BID. Clay County Sheriff’s Office Page 12 of 128
  13. 13. Food Service B200-05001 The successful bidder will be required to execute a contract with the CCSO within thirty (30) days of notification of award Failure to comply with the established deadline for submittal of required documents may be grounds for cancellation of the award. The contract shall be substantially in the form contained in the Bid Documents (See CCSO Standard Terms and Conditions of Resulting Contracts, page 24). The CCSO reserves the right to incorporate by reference these Bid Documents and/ or the successful bid in the contract resulting from the award of the bid. The CCSO reserves the right to award this bid in whole or in part, by item, group of items or by section where such action serves the CCSO’s best interests. 2.17 MISCELLANEOUS In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are in the public domain. However, the proposers are requested to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received from proposers in response to this Request for Proposal will become the property of the CCSO and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the CCSO. The CCSO assumes no obligation to defend any action by a third party seeking to obtain access to material determined by a bidder to be not public information. Defense of such actions shall be the responsibility of the bidder. The CCSO will release any or all data necessary to comply with administrative or court order. The CCSO further assumes no responsibility for any loss or damage which may result from the release of data provided by a bidder to the CCSO. TAXES - The CCSO is a governmental agency and a political subdivision under Florida law. Purchases by the CCSO under this Contract are exempt from Florida sales tax: The CCSO tax exempt number is 85-8013215228C-5. No purchase made by any entity is qualified to be exempt other than those made directly by the CCSO. The CCSO sales tax exemption does not apply to goods and services purchased separately by a Contractor in connection with its fulfillment of its Contract obligations. The Contractor shall be responsible for paying any taxes, fees or similar payments which are required to be paid in connection with the Contract work. BIDDER'S REPRESENTATIONS - The proposer is responsible for familiarizing themselves with the character, quality, and quantity of service to be performed, supplies to be provided and equipment required. All work performed and installed must meet all standards/local codes and be in full compliance with applicable guidelines. By submitting a proposal, the proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed. The Proposer’s Certification form is included Clay County Sheriff’s Office Page 13 of 128
  14. 14. Food Service B200-05001 with this Request for Proposal in Attachment “B” and must be completed and submitted with your proposal. 2.18 INFORMATION REQUIRED OF PROPOSER In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified. Title Page: Show the name of proposer's agency/firm, address, telephone number, name of contact person, date, and the subject: REQUEST FOR PROPOSALS – B200-05001 FOOD SERVICE. Table of Contents: Include a clear identification of the material by section and by page number. Letter of Transmittal: (Limit to one or two pages.) Briefly state the proposer's understanding of the work to be done and make a positive commitment to perform the work. Give the names of the persons who will be authorized to make representations for the proposer, their titles, addresses and telephone numbers. General Information: Name of business, Mailing Address/Phone Number, Names of persons to be contacted for information or services if different from name of person in charge, Business hours of business, State if business is local, national, or international and indicates the business legal status (corporation, partnership, etc.), Give the date business was organized and/or incorporated, and where, Give the location of the office from which the work is to be done and the number of professional staff employees at the office, Indicate whether the business is a parent or subsidiary in a group of firms/agencies, State if the business is licensed, permitted and/or certificated to do business in the State of Florida and attach copies of all such licenses issued to the business entity. Standard Forms: Attachment "B" of this Request for Proposal includes several documents that must be submitted with your Proposal. General Statement of Experience: Proposers shall submit a verifiable statement of experience in providing similar services. Names, addresses and telephone numbers of all references must be provided. If the Proposer does not possess any experience similar to the services required, please provide any pertinent information or experience you feel may qualify you for consideration of award. 2.19 QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS To ensure fair consideration for all proposers, the CCSO prohibits communication to or with any division, department or employee during the submission process, except as provided in the fourth paragraph below. Additionally, the CCSO prohibits communications initiated by a proposer to any CCSO Official or employee evaluating or considering the proposals (up to and including the Sheriff), prior to the time an award decision has been made. Any communication between proposer and the CCSO will be initiated by the appropriate CCSO Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposal. Such communications initiated by a proposer shall be grounds for disqualifying the offending proposer from consideration for award of the proposal and/or any future proposal. Clay County Sheriff’s Office Page 14 of 128
  15. 15. Food Service B200-05001 Any questions relative to interpretation of specifications or the proposal process, shall be addressed in writing as indicated below, in ample time before the period set for the receipt and opening of proposals. No inquiries, if received within ten (10) days of the date set for receipt of proposals will be given any consideration. Any interpretation made to prospective proposers will be expressed in the form of an addendum to the specifications which, if issued, will be conveyed in writing to all prospective proposers no later than five (5) days prior to the date set for receipt of proposals. It will be the responsibility of the proposer to contact the CCSO Purchasing Manager prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the proposal. Direct inquiries to: Chip Wilt Purchasing Manager Clay County Sheriff’s Office 901 North Orange Avenue P.O. Box 548 Green Cove Springs, FL 32043 (904) 213-6029 Fax (904) 213-6478 2.20 PROPOSER'S CERTIFICATION FORM EACH PROPOSER SHALL COMPLETE THE "PROPOSER'S CERTIFICATION" FORM INCLUDED WITH THIS REQUEST FOR PROPOSAL, AND SUBMIT THE FORM WITH THE PROPOSAL. THE FAILURE OF A PROPOSER TO SUBMIT THIS DOCUMENT WILL BE CAUSE FOR REJECTION OF THE PROPOSAL. THE FORM MUST BE ACKNOWLEDGED BEFORE A NOTARY PUBLIC WITH NOTARY SEAL AFFIXED ON THE DOCUMENT. Clay County Sheriff’s Office Page 15 of 128
  16. 16. Food Service B200-05001 ATTACHMENT "A" PRE-PROPOSAL CONFERENCE ATTENDANCE NOTIFICATION Clay County Sheriff’s Office Page 16 of 128
  17. 17. Food Service B200-05001 PRE-PROPOSAL CONFERENCE ATTENDANCE NOTIFICATION A mandatory Pre-Proposal Conference will be held on Friday, April 29, 2005 at 10:00 a.m. Please return this form by April 26, 2005. CHIP WILT PURCHASING MANAGER CLAY COUNTY SHERIFF’S OFFICE 901 NORTH ORANGE AVENUE P.O. BOX 548 GREEN COVE SPRINGS, FL 32043 TELEPHONE: (904) 213-6029 FAX: (904) 213-6478 PLEASE CHECK: ____ We plan to attend Name of Representatives who will attend 1. _______________________________________________ 2. _______________________________________________ 3. _______________________________________________ ____ A list of questions or statements for discussion at the Pre-Proposal Conference is attached. ____ We do not plan to attend and will not be submitting a response because: ____________________________________________________ ____________________________________________________ ____________________________________________________ ________________________________________ _______________________________ Signature Title ________________________________________ _______________________________ Name of Company Date Clay County Sheriff’s Office Page 17 of 128
  18. 18. Food Service B200-05001 ATTACHMENT "B" STANDARD FORMS Clay County Sheriff’s Office Page 18 of 128
  19. 19. Food Service B200-05001 STANDARD FORMS THE FORMS LISTED BELOW ARE TO BE COMPLETED AND SUBMITTED WITH YOUR PROPOSAL, AND ARE ATTACHED HEREWITH: 1. PROPOSER’S CERTIFICATION 2. ADDENDUM PAGE 3. REFERENCES 4. DEBARMENT CERTIFICATION 5. COST SHEET NOTE: PLEASE ENSURE THAT ALL OF THESE DOCUMENTS ARE COMPLETED AND SUBMITTED WITH YOUR PROPOSAL. FAILURE TO DO SO MAY RESULT IN YOUR PROPOSAL NOT BEING CONSIDERED FOR AWARD. IT IS THE PROPOSER'S RESPONSIBILITY TO CONTACT THE CCSO PURCHASING MANAGER PRIOR TO SUBMITTING A PROPOSAL TO ASCERTAIN IF ANY ADDENDA HAVE BEEN ISSUED, TO OBTAIN ALL SUCH ADDENDA, AND RETURN EXECUTED ADDENDA WITH THE PROPOSAL. Clay County Sheriff’s Office Page 19 of 128
  20. 20. Food Service B200-05001 PROPOSER'S CERTIFICATION I have carefully examined the Request for Proposal, Instructions to Proposers, General and/or Special Conditions, Vendor's Notes, Specifications, proposed agreement and any other documents accompanying or made a part of this Request for Proposal. I hereby propose to furnish the goods or services specified in the Request for Proposal at the prices or rates quoted in my proposal. I agree that my proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the CCSO adequate time to evaluate the proposals. I agree to abide by all conditions of this proposal and understand that a background investigation may be conducted by the CCSO prior to award. I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the vendor/contractor as its act and deed and that the vendor/contractor is ready, willing and able to perform if awarded the contract. I further certify, under oath, that this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service; no officer, employee or agent of the CCSO or of any other proposer interested in said proposal; and that the undersigned executed this Proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so. _________________________________________ NAME OF BUSINESS Sworn to and subscribed before me BY: _________________________________________ this __________ day of SIGNATURE ___________________________, 2005 _________________________________________ NAME & TITLE, TYPED OR PRINTED ________________________________ Signature of Notary _________________________________________ Notary Public, State of _____________ MAILING ADDRESS Personally Known _________________________________________ -OR- CITY, STATE, ZIP CODE Produced Identification (_____) ______________________________ Type: ___________________________ TELEPHONE NUMBER (_____)_______________________________ FAX NUMBER E-MAIL ADDRESS: _____________________________________ Clay County Sheriff’s Office Page 20 of 128
  21. 21. Food Service B200-05001 ADDENDUM RECEIPT VERIFICATION The undersigned acknowledges receipt of the following addenda to the Documents (Give number and date of each): Addendum No. ______________________ Dated _______________________ Addendum No. ______________________ Dated _______________________ Addendum No. ______________________ Dated _______________________ Addendum No. ______________________ Dated _______________________ FAILURE TO SUBMIT ACKNOWLEDGMENT OF ANY ADDENDUM THAT AFFECTS THE PROPOSAL PRICES IS CONSIDERED A MAJOR IRREGULARITY AND WILL BE CAUSE FOR REJECTION OF THE PROPOSAL. Company ___________________________________ Signature ___________________________________ Title _______________________________________ Clay County Sheriff’s Office Page 21 of 128
  22. 22. Food Service B200-05001 REFERENCES Proposer shall submit as a part of the proposal package, six (6) business references with name of the business, address, contact person, and telephone number that have utilized the services being proposed to the CCSO. The CCJ reserves the right to contact any of the personnel of the references provided. Name: __________________________ Name: ___________________________ Address: ________________________ Address: __________________________ Contact: ________________________ Contact: __________________________ Telephone No.: (____)_____________ Telephone No.: (____)_______________ Name: __________________________ Name: ___________________________ Address: ________________________ Address: __________________________ Contact: ________________________ Contact: __________________________ Telephone No.: (____)_____________ Telephone No.: (____)_______________ Name: __________________________ Name: ___________________________ Address: ________________________ Address: __________________________ Contact: ________________________ Contact: __________________________ Telephone No.: (____)_____________ Telephone No.: (____)_______________ Clay County Sheriff’s Office Page 22 of 128
  23. 23. Food Service B200-05001 CERTIFICATION REGARDING DEBARMENT, SUSPENSION, And OTHER RESPONSIBILITY MATTERS PRIMARY COVERED TRANSACTIONS (1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals: (a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; (b) Have not within a three-year period preceding this been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; (c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of these offenses enumerated in paragraph (1)(b) of this certification; and (d) Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default. (2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal. (3) No subcontract will be issued for this project to any party which is debarred or suspended from eligibility to receive federally funded contracts. Signature _______________________________________________ Title ___________________________________________________ Contractor/Firm __________________________________________ Address _________________________________________________ ________________________________________________________ Clay County Sheriff’s Office Page 23 of 128
  24. 24. Food Service B200-05001 COST SHEET Inmate Meals: $ ______________ per meal charge (Whether it is Breakfast, Lunch or Dinner) Corrections Staff: $ ______________ per meal charge Special Events Proposal: ____ Yes, these prices will remain in effect from October 1, 2005 through September 30, 2006. If prices do not remain the same for the initial 1 (one) year period and 4 (four) subsequent renewals, submit on a separate sheet the prices for the time period. Itemize and clearly describe any additional costs that may not be reflected above. Itemize and clearly describe any alternative proposals. Clay County Sheriff’s Office Page 24 of 128
  25. 25. Food Service B200-05001 ATTACHMENT “C” STANDARD TERMS AND CONDITIONS OF RESULTING CONTRACTS Clay County Sheriff’s Office Page 25 of 128
  26. 26. Food Service B200-05001 CCSO STANDARD TERMS AND CONDITIONS OF RESULTING CONTRACTS 1. APPLICABLE LAW – Any resulting Contract is entered into subject to the Charter and ordinances of the CCSO, as they may be amended from time to time, and is subject to and is to be construed, governed, and enforced under all applicable State of Florida and federal laws. The parties to this contract agree and covenant that for all purposes, including performance and execution, that this contract will be enforceable in Clay County, Florida; and that if legal action is necessary to enforce this contract, exclusive venue will lie in Clay County, Florida. 2. INDEPENDENT CONTRACTOR - Contractor shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of CCSO. Contractor shall have exclusive control of, and the exclusive right to control, the details of its operations hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, agents, employees, contractors, subcontractors and consultants. 3. ASSIGNMENT - The Contractor shall not sell, assign, transfer or convey any interest in this contract in whole or in part without the prior written consent of the CCSO. No assignment, transfer or conveyance under this contract will be effective without the prior written consent of the CCSO. 4. CONFLICT OF INTEREST – The Contractor covenants and agrees that Contractor and its officers, employees, and agents will have no interest, including personal financial interest, and will acquire no interest, either directly or indirectly, which will conflict in any manner with the performance of the services called for under this Contract. No officer or employee of the CCSO shall have a financial interest, direct or indirect, in any contract with the CCSO, or be financially interested, directly or indirectly, in the sale to the CCSO of any land, materials, supplies or services, except on behalf of the CCSO or in compliance with the provisions of the CCSO Personnel Policies and Procedures. Any violation of this provision shall render this contract voidable at the discretion of the CCSO. 5. PROPOSER’S WARRANTY – The proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein. 6. SERVERABILITY - In case any one or more of the provisions contained in this contract shall for any reason be held to be invalid, illegal or unenforceable in any respect, such invalidity, illegality or unenforceability shall not affect any other provision of this contract, and this contract shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 7. MODIFICATIONS - This contract can be modified only by written agreement of the parties. 8. REMEDIES - No right or remedy granted herein or reserved to the parties is exclusive of any right or remedy herein by law or equity provided or permitted; but each shall be cumulative of every right or remedy given hereunder. No covenant or condition of this contract may be waived without consent of the parties. Forbearance or indulgence by any party shall not constitute a waiver of any covenant or condition to be performed pursuant to this contract. 9. PAYMENT TERMS - All payment terms shall be Net 30, and payments shall be made on approved invoices in accordance with the Florida Prompt Payment Act. For purposes of billing submission and payment procedures, a "proper invoice" by a contractor, vendor or other invoicing party shall consist of at least all of the following: a. a description (including quantity) of the goods and/or services provided to the reasonably sufficient to identify it (or them); b. the amount due, applicable discount(s), and the terms thereof; c. the full name of the vendor, contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number; d. the Purchase Order or Contract number as supplied by the CCSO; and Clay County Sheriff’s Office Page 26 of 128
  27. 27. Food Service B200-05001 e. an identification by Account to which the services were provided. All invoices, in order to be classified as a proper invoice, shall be delivered to Accounts Payable, Fiscal Department, Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, FL 32043. Finally, in addition to all of the above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the CCSO; the vendor, contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements that those requirements have been complied with. Dispute Resolution - In the event a dispute occurs between a contractor, vendor or other invoicing party ("invoicing party") and the CCSO concerning payment of an invoice, the CCSO Administration Division and the invoicing party shall meet to consider the disputed issues. The invoicing party shall provide to the CCSO such material and information as the CCSO may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the CCSO. Any decision by the CCSO Administration Division shall constitute the final decision of the CCSO regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued. 10. FLORIDA SALES TAX - The CCSO is a governmental agency and a political subdivision under Florida law. Purchases by the CCSO under this Contract are exempt from Florida sales tax: The CCSO tax exempt number is 85-8013215228C-5. No purchase made by any entity is qualified to be exempt other than those made directly by the CCSO. The CCSO sales tax exemption does not apply to goods and services purchased separately by a Contractor in connection with its fulfillment of its Contract obligations. The Contractor shall be responsible for paying any taxes, fees or similar payments which are required to be paid in connection with the Contract work. 11. FISCAL YEAR FUNDING APPROPRIATION – Unless otherwise provided by law, a contract for services may be entered into for any period of time deemed to be in the best interest of the CCSO, provided the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the first fiscal period at the time of contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by CCSO of funds therefore. When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled and the Contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the price of the services delivered under the contract or otherwise recoverable. 12. F.O.B. DELIVERED AND DAMAGES - Prices bid and quoted shall always be Freight On Board (F.O.B.), delivered, to Clay County Sheriff’s Office facilities, Clay County, Florida, and shall include all freight, delivery and packaging costs. The CCSO assumes no liability for goods damaged while in transit and or delivered in a damaged or unacceptable condition. The Contractor shall be responsible for and handle all claims with carriers, and in case of damaged goods shall ship replacement goods immediately upon notification by the CCSO of damage. 13. CONTRACTOR TO PACKAGE GOODS - Contractor will package goods in accordance with good commercial practice. Each shipping container, shall be clearly and permanently marked as follows: (a) Contractor's name and address: (b) Consignee's name, address and purchase order or purchase change order number; (c) Container number and total number of container, e.g., box 1 of 4 boxes; and (d) Number of the container bearing the packing slip. Contractor shall bear cost of packaging unless otherwise provided. Goods shall be suitably packed to secure lowest transportation costs and to conform to requirements of common carriers and any applicable specifications. CCSO's count or weight shall be final and conclusive on shipments not accompanied by packing list. 14. PLACE OF DELIVERY - The place of delivery shall be set forth in the block of the purchase order or purchase change order entitled "Ship to.” Clay County Sheriff’s Office Page 27 of 128
  28. 28. Food Service B200-05001 15. TITLE AND RISK OF LOSS - The title and risk of loss of goods shall not pass to the CCSO until the CCSO actually receives and takes possession of the goods at the point(s) of delivery, after inspection and acceptance of goods. 16. FORCE MAJEURE - Contractor shall not be liable for delay in delivery or performance when such delay is due to factors beyond its control, including but not limited to, explosions, governmental regulations, court orders or decrees, or acts of nature such as flood, wind, earthquake, tornado or hurricane. If the Contractor is unable to perform any of its obligations as a result of force majeure, Contractor shall immediately give written notice to the CCSO Purchasing Unit of the date of inception of the force majeure condition and the extent to which it will affect performance. 17. RIGHT OF INSPECTION - CCSO shall have the right to inspect the goods upon delivery before accepting them with all rights reserved to return for full credit at the risk and expense of the Contractor of any goods rejected as being nonconforming under the specifications. 18. RIGHT TO AUDIT - Contractor agrees that the CCSO shall, until the expiration of three (3) years after final payment under this Contract, have access to and the right to examine any directly pertinent books, documents, papers and records of the Contractor involving transactions relating to this Contract. Contractor agrees that the CCSO shall have access, during normal working hours, to all necessary Contractor facilities, and shall be provided adequate and appropriate workspace, in order to conduct audits in compliance with the provisions of this section. The CCSO shall give Contractor reasonable advance notice of intended audits. 19. PRICE WARRANTY - The price to be paid by the CCSO shall be that contained in Contractor's bid, which Contractor warrants to be no higher than Contractor's current prices on orders by others for products of the kind and specification covered by this contract for similar quantities under like conditions and methods of purchase. In the event Contractor breaches this warranty, the prices of the items shall be reduced to Contractor's current prices on orders by others, or in the alternative upon CCSO's option, CCSO shall have the right to cancel this contract without liability to Contractor for breach or for Contractor's actual expense. 20. WARRANTY SERVICE CLAUSE - Under the terms of the warranties which arise from these contract documents and/or by the terms of any applicable special warranties required by the contract documents, if any of the work in accordance with this contract is found to not be in accordance with the requirements of the contract documents, the Contractor shall correct such work promptly after receipt of written notice from the CCSO or the architect, engineer or other entity as the contract documents may provide. This obligation shall survive acceptance of the work under the contract and termination of the contract. In order to facilitate a prompt response, Contractor agrees to provide for warranty service to the extent practical, from local businesses, including goods and services, when such goods and services are comparable in availability, quality and price. If Contractor fails within a reasonable time after written notice to correct defective work or to remove and replace rejected work, or if Contractor fails to perform the work in accordance with the contract documents, or if Contractor fails to comply with any provision in the contract document, either the CCSO or its designee may, after seven (7) days written notice to Contractor, correct and remedy any such deficiency. 21. NEW MATERIALS - Except as to any supplies or components which the specifications provide need not be new, all supplies and components to be provided under this contract shall be new (not used or reconditioned, and not of such age or so deteriorated as to impair their usefulness or safety), of current production, and of the most suitable grade for the purpose intended. 22. SAMPLES - Samples, if required, shall be furnished free of expense to the CCSO and if not used or destroyed in examination and testing will be returned to the bidder, if requested, at the bidder's expense. Each sample must be marked with bidder's name, address, and bid number reference. SAMPLES SHOULD NOT BE ENCLOSED WITH BID UNLESS REQUESTED. 23. SILENCE OF SPECIFICATION - The apparent silence of these specifications as to any detail or to the apparent omission from it of a detailed description concerning any point shall be regarded as meaning that only the best commercial practices are to prevail. All interpretations of these specifications shall be made on the basis of this statement. 24. INDEMNIFICATION –Contractor does hereby agree to waive all claims, release, indemnify and both hold harmless the CCSO, its officials, agents and employees, in both their public and private capacities, from and against any and all Clay County Sheriff’s Office Page 28 of 128
  29. 29. Food Service B200-05001 liability, claims, losses, damages, suits, demands or causes of action, including all expenses of litigation and/or settlement, court costs and attorney fees, which may arise by reason of death or injury to persons or loss of, damage to, or loss of use of any property occasioned by any error, omission, or negligent act of the Contractor, its officers, agents, employees, subcontractors, invitees, or other persons for whom the Contractor is legally liable, arising out of or in connection with the performance of this contract, and Contractor will at its own cost and expense defend and protect the CCSO against any and all such claims and demands. a. Provided that this contract is not a contract for professional services, Contractor does further hereby agree to waive all claims, release, indemnify, defend and hold harmless the CCSO and all of its officials, officers, agents and employees from and against any and all claims, losses, damages, suits, demands or causes of action, and liability of every kind including all expenses of litigation and/or settlement, court costs and attorney fees for injury or death of any person or for loss of, damages to, or loss of use of any property, arising out of or in connection with the performance of this contract. Such indemnity shall apply whether the claims, losses, damages, suits, demands or causes of actions arise in whole or in part from the negligence of the CCSO, its officers, officials, agents or employees. It is the express intention of the parties hereto that the indemnity provided for in this paragraph is indemnity by the Contractor to indemnify and protect the CCSO from the consequences of CCSO’s own negligence whether that negligence is a sole or concurring cause of the injury, death or damage. 25. INSURANCE/PERFORMANCE BONDS - Insurance and/or Performance Bond coverage required by the Contract Specifications must be in force throughout the Contract term. Should a Contractor fail to provide acceptable evidence of current insurance and/or a Performance Bond within seven (7) days prior to the expiration date of an insurance policy or bond at any time during the Contract term, the CCSO shall have the absolute right to terminate the Contract without any further obligation to the Contractor. The Contractor shall be liable for the entire additional cost of procuring performance and the cost of performing the incomplete portion of the Contract at the time of termination. 26. NON-DISCRIMINATION - Contractor shall not discriminate against any employee or applicant for employment of Contractor or of the CCSO because of race, age, color, religion, sex, national origin, ancestry, disability, or place of birth. Contractor shall take action to ensure that all persons are employed and/or treated without regard to their race, age, color, religion, sex, national origin, ancestry, disability, or place of birth. This action shall include, but not be limited to the following: employment, promotion, demotion, transfer, working conditions, recruitment, layoff, termination, rates of pay or other forms of compensation, and training opportunities. 27. DISABILITY - In accordance with the provisions of the Americans With Disabilities Act of 1990 (ADA), Contractor warrants that it and any and all of its subcontractors will not unlawfully discriminate on the basis of disability in the provision of services to general public, nor in the availability, terms and/or conditions of employment for applicants for employment with, or employees of Contractor or any of its subcontractors. Contractor warrants it will fully comply with ADA's provisions and any other applicable federal, state and local laws concerning disability and will defend, indemnify and hold CCSO harmless against any claims or allegations asserted by third parties or subcontractors against CCSO arising out of Contractor's and/or its subcontractor’s alleged failure to comply with the above-referenced laws concerning disability discrimination in the performance of this contract. Persons with disabilities needing a special accommodation to participate in this Request for Proposal should contact the Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, FL 32043, telephone (904) 284-7575, not later than seven (7) days prior to the date on which the accommodation is requested. 28. TERMINATION FOR DEFAULT - The CCSO reserves the right to terminate the contract without prior notice in the event the Contractor defaults or breaches any of the terms and conditions of this contract, or otherwise fails to perform in accordance with the bid specifications. In the event of termination the CCSO reserves the right to complete the work or services in any manner it deems desirable, including engaging the services of other parties therefore and/or awarding the bid to the next lowest responsible bidder. Any such act by the CCSO shall not be deemed a waiver of any other right or remedy of CCSO. If after exercising any such remedy, the cost to CCSO of the performance of the balance of the work or services is in excess of that part of the contract sum, which has not therefore been paid to the Contractor hereunder, Contractor shall be liable for and shall reimburse the CCSO for such excess. Bidders shall for this purpose, keep their bids open and prices fixed for a period of 120 days following the award of this bid. 29. TERMINATION WITHOUT CAUSE - The CCSO shall have the right to terminate the contract, in whole or in part, without cause any time upon thirty (30) days prior written notice. Upon receipt of a notice of termination, the Clay County Sheriff’s Office Page 29 of 128
  30. 30. Food Service B200-05001 Contractor shall promptly cease placing orders and all further work pursuant to the Contract, with such exceptions, if any, specified in the notice of termination. The CCSO shall pay the Contractor, to the extent funds are appropriated or otherwise legally available for such purposes, for all goods delivered and services performed and obligations incurred prior to the date of termination in accordance with the terms hereof. 30. NO THIRD-PARTY BENEFICIARY – For purposes of this contract, including its intended operation and effect, the parties to this contract specifically agree and contract that: (1) the agreement only affects matters/disputes between the parties to this contract, and is in no way intended by the parties to benefit or otherwise affect any third person or entity, notwithstanding the fact that such third person or entity may be in a contractual relationship with CCSO or Contractor or both; and (2) the terms of this contract are not intended to release, either by contract or operation of law, any third person or entity from obligations owing by them to either CCSO or Contractor. 31. PUBLIC ENTITY CRIMES – The Contractor shall agree that they are in concurrence with and agree to make a sworn statement by signature of the Public Entity Crimes document associated with this Request for Proposal. The Contractors sworn statement shall be an oath of acceptance and truth to section 287.133(3)(a), FLORIDA STATUTES. 32. DRUG-FREE WORKPLACE CERTIFICATION – By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with FLORIDA STATUTE 287.087. 33. ENTIRE AGREEMENT – This contract embodies the complete agreement of the parties hereto superseding all oral or written previous and contemporary agreements between the parties relating to matters herein and, except as otherwise provided herein, cannot be modified without written agreement of the parties. 34. HEADINGS – The headings of this contract are for convenience of reference only and shall not affect in any manner any of the terms and conditions hereof. Clay County Sheriff’s Office Page 30 of 128
  31. 31. Food Service B200-05001 ATTACHMENT “D” FOOD SERVICE SPECIFICATIONS AND COST PROPOSAL Clay County Sheriff’s Office Page 31 of 128
  32. 32. Food Service B200-05001 1.01 Each Bidder shall submit his concept of the operation of the food service. This should include his plan for the services he intends to provide. At least two (2) weeks prior to commencing operations, the successful Bidder must submit a list of all employees who will be working at the CCJ site. The list must include each employee's name, address, race, sex, date of birth, and social security number. This information is required so that the Sheriff's Office can conduct a background investigation on each employee prior to the commencement of the Food Service Contract. All candidates for employment at the CCJ work site must be approved by the Sheriff's Office prior to being hired by the successful Bidder. The successful Bidder must submit revised lists of employees whenever changes in personnel occur at the CCJ work site. All proposals must contain a letter of intent from an insurance company authorized to do business in the State of Florida stating its willingness to insure the Bidder pursuant to the terms of this Invitation to Bid. An employee contact card and other employee records must be maintained at the CCJ work site. Employee contact information must be supplied to the Corrections Division Administrative Section Commander for each contract employee. BILLING - On or before the fifteenth (15th) day of each month, the Contractor will be required to prepare and submit separate invoices for services rendered for the previous month: The invoices will include the total number of meals served in the following categories: A. Staff; B. Inmates; C. Special Diet Inmates. Additionally, the invoices will include a listing of meal credits given for contract violations as well as credits to the CCJ for usage of USDA commodities. Billing will be for the period starting with the first day of the month and ending with the last day of the month, inclusive. The Contractor will mail all billing requests for payment to Accounts Payable, Clay County Sheriff’s Office, 901 North Orange Avenue, P.O. Box 548, Green Cove Springs, Florida 32043 Upon review and approval of said invoices, the CCJ agrees to pay all invoices in full within forty-five (45) days of initial receipt of acceptable invoice. Late payments will accrue interest at the maximum lawful rate, not to exceed one (1) per cent per month interest on all late amounts. 2.00 QUALITY OF FOOD AND MENU REQUIREMENTS 2.01 The CCJ makes clear its position that the quality of food served is a matter of highest concern to the CCJ and shall be a major essence of this award. The Contractor represents and hereby warrants that all food items served shall be of a high quality. Clay County Sheriff’s Office Page 32 of 128
  33. 33. Food Service B200-05001 2.02 To satisfy the recommended daily allowance, the contractor must provide recipes and menus that are subject to approval by CCJ Administration. Required submissions include: A. A FIVE (5) WEEK CYCLE REGULAR MENU; B. A FIVE (5) WEEK CYCLE VEGETARIAN MENU; C. A FIVE (5) WEEK CYCLE DIET MENU (including the different diet requirements); D. The RECIPES for the FIVE (5) WEEK CYCLE MENUS, all of which have been approved by the Nutritional Consultant, Clay County Health Department and required portion sizes; and E. The FOOD PRODUCT SPECIFICATIONS including the minimum standards for grades of meat, produce, and other items that must meet the specifications listed on the schedule. 2.03 The CCJ serves a cold meal for lunch seven (7) days a week in its facility. The inmates who receive this meal are all sentenced working inmates and all sentenced non- working inmates. The cold lunch meal is prepared and served on trays, except for those work crews working off-site from the facilities. The only time this program is not followed is on holidays, at which time the cold meal is served at dinner. The holiday meals are listed below. The ingredients for these cold meals are the same as the bag meals for working and non-working inmates listed below. 3.00 BID CATEGORIES FOR MEALS Bids will be submitted for the following meal categories: A. Staff: Full well-balanced meals consisting of breakfast, lunch, and dinner including a twelve (12) item salad bar at the lunch and dinner meal. Breakfast is to include fresh fruit and assorted fruit juices. Condiments and dressings are not to be included as items of the twelve (12)-item salad bar. RECIPES for the STAFF MENU are not provided. (RECIPES for the STAFF MENU provided by the Contractor will be reviewed and approved by the CCJ.) The FIVE (5) WEEK CYCLE STAFF MENU must be provided showing those menus that have been established for Monday through Friday. Bidders are required to provide proposed staff menus, including Saturday and Sunday, of the Five (5) Week Cycle Staff Menu, as a part of their bid package. Food used in the preparation of the staff menu will be of a higher grade and quality than that used to prepare the inmate menus. The CCJ must approve any changes to the STAFF MENU proposed by the Contractor. The staff meals will be served in the Staff Dining Room; B. Unsentenced Inmates and Non-Working Sentenced Inmates: Meals must contain a minimum of 2,500 Kcal per day based on a Clay County Sheriff’s Office Page 33 of 128
  34. 34. Food Service B200-05001 FIVE (5) WEEK AVERAGE; Clay County Sheriff’s Office Page 34 of 128
  35. 35. Food Service B200-05001 C. Working Sentenced Inmates: Meals must contain a minimum of 3,000 Calories per day based on a FIVE (5) WEEK AVERAGE; D. Medical Diet Inmates: Medical diets with snacks; and E. Special Diets: These diets may be required periodically (e.g. kosher meals, pork free meals.) 3.01 The Contractor will provide, at no additional cost, special holiday meals to staff and inmates on the following days: A. New Year's Day; B. Easter Sunday; C. Thanksgiving Day; and D. Christmas Day. The Jail Administrator or Assistant must approve these holiday meals at least two (2) weeks in advance of the holiday. The holiday meals for all inmates are served at lunchtime. Sentenced inmates normal cold tray meal for lunch is served at the dinner meal. All staff holiday meals are served during the lunch and dinner meal hours. 3.02 The Contractor will provide daily free regular ground coffee, decaffeinated ground coffee, sugar packets, sweet and low, creamer packets, stirrers, Styrofoam cups, and lids for around-the-clock use in all CCJ' facilities and for other meetings as requested by the CCJ. The Contractor will be required to supply a two-pot coffee maker to the CCJ Administrative Area and the Staff Dining Area. 3.03 All meals must comply with the provisions of the Florida Model Jail Standards; and with Florida Administrative Code Chapter 64E-11; and any future court order or decree of any court having jurisdiction over the same; and with all. Federal, State and Local Statutes, Ordinances, Laws, Regulations and Policies as the CCJ may deem necessary or advisable to promote the safety, care, quality and sanitation of the food service areas occupied by the Contractor and for the preservation of good order therein. (Florida Model Jail Standards and FAC Chapter 64E-11 are attached.) 3.04 The Contractor understands that meals that are not prepared properly according to approved menus and recipes, and/or meals that are not of the proper proportion, and/or if any portion of a meal is missing or replaced without prior authorization by the CCJ, the entire meal cost will be deducted for the number of improper meals served. 3.05 The Contractor will follow the five (5) week cycle menus approved by the Nutrition Consultant of the Clay County Health Department. All changes to approved menus will be of equal nutritional value, approved by the CCJ in advance and made a part of the permanent record with the menu concerned. Any change(s) to be made to an approved menu, must be requested in writing, at least forty-eight (48) hours prior to the requested date of the change, and must be approved by the Jail Administrator, or by a designated member of the Food Service Committee, as directed. In case of an Clay County Sheriff’s Office Page 35 of 128
  36. 36. Food Service B200-05001 emergency, the forty-eight (48) hour advance notice does not apply. Loss of power, water, steam, etc., constitutes an emergency. 3.06 The Contractor will follow the CCJ approved recipes provided in the five (5) week cycle menu. These recipes have been approved by the Nutritional Consultant of the Department of Health, Clay County Health Department, for nutritional adequacy for use in the facilities. Any future changes in said recipes must also receive prior approval from said Jail Administration. 3.07 The Contractor understands that the CCJ approved five (5) week cycle Medical Diet Menus will be followed. THE MOST CURRENT ADDITION OF THE FLORIDA DIETETIC ASSOCIATION DIET MANUAL will be used as the reference for special medical diets. 3.08 The Food Service Manager will be notified if there is a special diet ordered for an inmate that is not listed on the Medical Diet Menus. 3.09 AVERAGE NUMBER OF MEALS (QUANTITIES) The total number of meals for an average twelve (12) month period is estimated to be approximately 552,100. Categorically, this figure represents 25,100 staff meals, 527,000 inmate meals. The Contractor understands and agrees that the CCJ may at any time during the contract period add or delete the inmate and staff food service for any correctional facility opened or closed by the CCJ at the same rates established by this award. 3.10 QUALIFIED BIDS Bids must be submitted with firm prices for the following meal categories: Staff, Working Inmate, Non-Working Inmate, Medical Diet Inmate, and Special Diet Inmate. No bid will be considered unless bid price is firm without qualification. Conditional bids will not be accepted. Bidders must bid on all categories. 3.11 USE OF LOCAL VENDORS. The CCJ desires that all local producers of product and local sources of product supply have equal opportunity to compete for the use of their products or services when these products or services are available on competitive terms and with equal quality. Although selection of individual suppliers and product brands will be left to the Contractor, the Contractor agrees to consider as many local, products and supply sources as possible and use as many as may be feasible. 4.00 CCJ OBLIGATIONS A. The CCJ will provide all food service areas and fixed equipment, e.g., dishwashers, fryers, kettles, cook stoves, ovens, refrigerators, freezers, etc., as well as small wares in the food service areas as it deems necessary. In addition, the CCJ agrees to provide maintenance for air conditioning and heating equipment as it deems necessary. The CCJ shall be responsible for the repairs, maintenance and replacement of all food service areas and equipment Clay County Sheriff’s Office Page 36 of 128
  37. 37. Food Service B200-05001 including small wares except those repairs and/or replacements required as a result of Contractor's misuse and/or negligence as determined by the CCJ. B. The CCJ will provide one (1) Corrections Sergeant to function as Food Service Liaison Officer between the CCJ and the Contractor pertaining to the food service areas, equipment, and inmate labor within the CCJ. The liaison will be the Corrections Division Administrative Sergeant. Specifically, the Food Service Liaisons will ensure that the Contractor is in compliance with the specifications and that adequate security is maintained in the food service area. Furthermore, the Food Service Liaison will ensure the Contractor's compliance with all Federal, State, and Local statutes, ordinances, laws, regulations, codes, directives and/or orders pertaining to food service. The Food Service Liaison will maintain an inventory, of CCJ equipment and tools; and ensure that equipment maintenance contracts are proper and current; and that all maintenance, repair and replacement of CCJ equipment used in the food service area is completed in an effective and timely manner. The Food Service Liaisons will ensure accuracy of monthly invoices, and maintain a record of the number of meals of each category served on a daily basis. The Food Service Liaisons will serve as a knowledgeable contact for any Federal, State, or Local regulatory agency or inspector with an interest in the CCJ food service operations. The Food Service Liaisons will ensure that the quality and quantity of food served is acceptable and that the condition of the food service operation and related areas are adequate. These officers may also serve in other capacities as deemed necessary by the CCJ. C. The CCJ maintains ultimate supervisory status of the quality and quantity of food served and of the condition of the food service operation and areas. D. The CCJ will furnish the Contractor with water, sewer, electricity, and gas for operating the food service areas. The furnishing of utilities will be for the exclusive operation of the food service for the CCJ only. Maintenance for these utilities will be provided by the CCJ as it deems necessary. E. The CCJ does not guarantee an uninterrupted supply of water, sewer, electricity, gas, air conditioning, or heat. Nor does the CCJ guarantee uninterrupted service in providing said utilities, except that it shall be diligent in restoring service following any interruptions. The CCJ shall not be liable to the Contractor or to others for any loss, damage, cost, or expense that may result from the interruption or failure of any such service. F. The CCJ will provide a sufficient number of inmates to provide for the sanitation and cleaning needs of the Food Service areas. Said inmate labor may be used for off-loading and movement of any food products or equipment at the CCJ. Said inmate labor may also be used for the service and distribution of meals. Use of inmate labor for the preparation of staff meals is strictly forbidden. All staffing level changes must have prior approval by the CCJ in writing. The inmate labor will not exceed the following limits unless deemed necessary by the CCJ: Eleven (11) inmates per shift - two (2) shifts per day. Duties will be assigned by successful bidder’s staff. Clay County Sheriff’s Office Page 37 of 128
  38. 38. Food Service B200-05001 G. The CCJ will provide dumpsters or similar equipment for the removal of trash or garbage. The Contractor will maintain the highest standards of sanitation and cleanliness of all areas where the CCJ, for use by the Contractor, has placed trash or garbage disposal equipment. H. The CCJ will supply non-disposable service trays, cups and utensils in sufficient quantities to serve the inmates and staff of the CCSO. I. The CCJ will provide the initial inventory of Food Service Equipment in sufficient quantity to serve all inmates and staff of the CCSO. J. The CCJ agrees to provide the cleaning, repair, and replacement of fluorescent tubes and/or bulbs in light fixtures in the food service areas and further will include electrical wiring as it deems necessary. K. The CCJ agrees to provide paper towels and toilet paper for use in the Food Service Areas. L. To ensure proper emergency preparedness, the CCJ will always have at least a seven (7) day supply of disposable serving and eating utensils available, sufficient to provide three (3) meals per day. 5.00 CONTRACTOR'S OBLIGATION The Contractor agrees that all of its activities within the CCJ will at all times comply with the provisions of Florida Model Jails Standards; and with Florida Administrative Code Chapter 64E-11; and any future court order or decree of any court having jurisdiction over the same; and with all Federal, State, and Local statutes, ordinances, laws, regulations, codes, directives, and/or orders, and such further rules, regulations, and policies as the CCJ may deem necessary or advisable to promote the safety, care, quality, and sanitation of the Food Service areas occupied by the Contractor and for the preservation of good order therein. (Florida Model Jail Standards and FAC Chapter 64E-11 are attached.) A. The Contractor will: 1. Hold harmless, defend, and indemnify the CCJ against all claims, suits, judgments, settlements, damages, or costs arising from or in conjunction with its actions or inactions related to the award; 2. Hold the CCJ harmless from any and all liability in damages arising out of the covenants and agreements hereunder, it hereby being understood that it is an independent Contractor to furnish said services upon its own credit rather than as an employee of the CCJ; 3. Permit the CCJ to examine, inspect, and have access to the books, records, papers, meters, equipment, and facilities at all reasonable and proper times with respect to the operation of the food services in order to assure that each of the provisions of the Contract are being performed in a manner satisfactory to the CCJ. This covenant applies locally and at the Contractor's Corporate Home Office; Clay County Sheriff’s Office Page 38 of 128

×