RHONDA J. NIXON FINANCE OFFICER
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICERTo:All Potential VendorsFrom: Denise W. Brown, Administrative Purchasing OfficerRe:Response to Questions for Request for Proposals for the Surry County Sheriff’s Office Jail InmateFood Services Due November 17, 2020 by 3:00 PM ESTDate:November 10, 2020ADDENDUM #11. In reference to RFP Page 9, Section C, 2, d; Nutritional Requirements indicate that, “Menus willprovide a minimum of two (2) milks per day.”Does the County require that fluid milk be provided twice per day or can other dairy sources beprovided to meet the North Carolina requirement?The Sheriff’s Office Jail prefers two (2) fluid milks per day; however, one (1) fluid milk and one(1) other dairy product is acceptable.2. In reference to Section VII.C.12 of the RFP, which refers to the Contractor paying County foodservice employees, please confirm this is not applicable to this bid.Not applicable to this bid. RFP is addended to remove Section VII, C.12.3. In reference to Section IX of the RFP, please confirm the 10% utilization goal is not arequirement of this bid and there are no required forms that the Contractor must submit thatare related to this Section.The due diligence of the 10% utilization goal is a requirement of this bid; therefore, vendorsshould try to reach this goal; however, it is not a quota and vendors will not be rejected simplyby not be able to meet this state and local utilization goal.4. In reference to Section VIII. Scope of Work: It is noted that “the vendor shall expect to serveapproximately 10 meals per day to staff”.
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICERa. Can you please clarify the requirement for these meals?i. Will staff be served the same offerings as the inmates? Yesii. Will an alternate menu be required for the staff? Noiii. Will staff be provided meals at breakfast, lunch and/or dinner? Please clarify theexpected number of meals for each meal period.Staff will be provided meals at breakfast, lunch, and dinner. Estimated 5 perbreakfast and lunch and 0 for dinner.iv. Is the price per meal for the staff to be the same as that of the inmate meals?Yesv. Will the County be paying for these meals or are staff required to pay for theirown meals?Vendor should add to total staff meal count for County to pay.5. It is noted on Page 7 that “the vendor shall also provide insulated trays for inmates”.a. Is the expectation that the facility will provide the current inventory of trays to thevendor, who will then be responsible for the on-going purchase of replacements fordamaged/worn trays?The Sheriff’s Office Jail will provide these to the Vendor. RFP is addended to reflect thischange.b. If that is the case, who will own the trays at the end of the contract period?The Sheriff’s Office Jail will own the property at the end of the contract.c. Will the vendor be responsible for the replacement costs of any other small wares,equipment, service ware, etc.?No.
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICERd. Are reusable cups and spoons/sporks provided, with replacements purchased by thefacility?The County provides reusable cups. The Vendor is responsible for disposable items.6. It is noted that the menus will provide a weekly average of no less than 2,800 calories per day inaddition to all required nutrients.a. What is the calorie level of the menus that are currently provided?25007. In reference to Section IX of the RFP, please confirm the 10% utilization goal is not arequirement of this bid and there are no required forms that the Contractor must submit thatare related to this Section.See #3 above.8. Per Section A.4., page 6 of the Solicitation, inmate workers supervised by Detention Officer maydeliver meals to living areas, however; the next bullet point states that the Vendor will beexpected to supervise inmates in tray make-up and delivery. Can you please clarify theexpectation?Disregard VIII, A.4, b. Vendor workers are not expected to supervise inmate workers deliveringfood. RFP is addended to remove Section VIII, A.4, b.9. It is noted that, “The vendor shall submit a performance bond in the amount of 100 percent ofthe estimated cost of the first complete year of service after award but prior to start up.” Canyou please confirm the requirement, as it is not in the current Agreement?Disregard IV, G. Vendor is not required to submit a performance bond with this proposal. RFP isaddended to remove Section IV, G.10. Please provide a copy of the current cycle menus in place for inmates.Attachment #1 to this Response/Addendum.
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICER11. What is the calorie level of the current inmate menu?See Question #6 above.12. Please provide a copy of the current staff menus.Same as inmates (Attachment #1 to this Response/Addendum).13. Do you allow the use of Soy in recipes on the menu?The Sheriff’s Office Jail does allow the use of soy in some recipes; however, we prefer to keepsoy to a minimum. Soy should be the exception, not the rule.14. What is the current procedure for staff meal ordering, billing, payment by staff, meal cost, etc.?Staff meals are handled the same as inmate meals as described in the RFP.15. Please provide copies of recent billing invoices and meal count sheets from the past few monthsthat show the numbers served for each of the various types of meals served such as regularmeals, special diets, sack lunches, staff meals, etc.Attachment #2 to this Response/Addendum.16. Please provide a copy of the current contract if applicable to include the current cost per mealinformation, and the evolution of the price per meal during the current contract based on CPI orscope of work price adjustments.Attachment #3 to this Response/Addendum. Evolution of price per meal data is not readilyavailable for the length of the current Contract; however, it has been based on CPI.17. Are there plans for facility expansion during the next 5 years? Please describe if so.The County is in the Design Phase of a new facility with an anticipated move in date at the endof 2022. The new facility, if approved as designed, will house 360 inmates. The current Jail willno longer be used to house inmates at that time unless something changes.
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICER18. Please clarify the inmate meal service times for breakfast, lunch and dinner to include start timeand the finish time.The Sheriff’s Office Jail serves Breakfast at 7:00 AM, Lunch at 11:30 AM, and Dinner at 6:30 PM.Food should be ready to serve at these times.19. What are the Staff Meal service times?Same as Inmate Service time.20. What time does the kitchen open and close each day?Currently, the kitchen is open from 5:00 AM to 2:00 PM. The Dinner meal is Cold Service that isprepared before the kitchen closes and the Detention Officers deliver at 6:30 PM.21. Are any Juveniles being housed at the facility? If so, please detail how many and what menuadjustments are made to feed them.No.22. How many Holiday / Spirit Lifter meals are being provided now each year and how many will theAgency require under the contract?None currently. See Section VIII, C, 4 for new contract requirement.23. How many sack lunches are required daily? Please provide the current sack lunch menu. Arethere any special menu requirements for any of the work details?None, there are no current work detail.24. Is there currently a program in place that provides the ability for inmates to order fresh foodsfrom the kitchen and pay for those foods with their commissary account? If so, please provideinformation on this program for the following:There is currently no program of this nature in place.A. Approved menus and pricesB. Service schedules (when inmates order-when they are delivered)C. Who delivers the completed orders?D. What was the last 12 months sales volume in dollars?
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICERE.F.G.H.I.What is the current commission rate?What was the annual dollar commissions realized over the last 12 months?Are there any restrictions or limits for purchases?Does the program allow for family and friends to also order items on the menu viaphone or internet? If not is this something the facility would approve of?How many inmates on average are eligible to participate in this program on any givenweek?25. Regarding Inmate workers:A. What are the shift times each day?5:30 AM – 1:30 PM, with breaks to eat meals.B. Are they paid and if so by whom and how much?They are not paid, but they sometimes receive credit time.C. Do they receive double portions and can the contractor bill for double portions?No26. How many current food service employees are working in the operation? Does theadministration feel the current level of supervision is satisfactory? Please provide the currentstaff positions, work schedules, etc.Currently, there are four food service employees, with at least two working at the same time.One of the four serves as the supervisor. The Sheriff’s Office Jail does not require a minimum ormaximum number of food service employees assuming the Vendor ensures that food isprepared and delivered on time and per contract agreement.27. Please provide a list of catering events the vendor may be expected to provide during thenormal year. Additionally, please provide information regarding any billing/payment for theseevents.No catering events are expected.28. Are there any restrictions for deliveries of foods and supplies to the dock by your vendors? Whatare the approved hours for product and supply deliveries to the facility?There are no restrictions for deliveries; however, storage space is somewhat limited. Also,Vendor personnel must be present for delivery. Deliveries may arrive during normal Vendoroperation, which is currently 5:00 AM – 2:00 PM.
SURRY COUNTY GOVERNMENT CENTER114 WEST ATKINS STREETDOBSON, NC 27017PHONE: (336) 401-8250FAX: (336) 401-8217RHONDA J. NIXONFINANCE OFFICER29. Are there any unusual requirements the vendor needs to be aware of for billing purposes(snacks, diet nutritional supplements, kosher diet meals, etc.)Refer to VIII, C, 3 in RFP. Nothing additional to note.30. If you require the use of disposable service wares (Styrofoam, etc.) please indicate where theseare needed (such as segregation or medical) and the number of those instances on average perday.Disposable service wares are required in the segregation section. Average 3-5 inmates per day.31. Will the Agency provide the Contractor with phone and internet service or will these be theresponsibility of the Contractor?Refer to Section XI, A.3 of RFP.32. Does the County require three hot meals or can the Vendor supply two hot and one cold? If thelatter, is there a preference of which meal is cold?The Vendor may supply two hot and one cold meals as follows: Breakfast & Lunch (Hot) andDinner (Cold).
22. How many Holiday / Spirit Lifter meals are being provided now each year and how many will the Agency require under the contract? None currently. See Section VIII, C, 4 for new contract requirement. 23. How many sack lunches are required daily? Please provide the current sack lunch menu. Are
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