Food Service Management For Roosevelt County Detention Center

REQUEST FOR PROPOSALS (RFP)Food Service Managementfor Roosevelt County Detention CenterRFP# 2016-01Released: Sept. 17, 2015Proposal Submittal Due Date: Oct. 13, 2015 at 2 p.m.1

I. INTRODUCTION . 4A.B.C.D.E.F.PURPOSE OF THIS REQUEST FOR PROPOSALS . 4SCOPE OF WORK . 4SCOPE OF PROCUREMENT . 5PROCUREMENT OFFICER . 6DEFINITION OF TERMINOLOGY. 6PROCUREMENT LIBRARY . 8II. CONDITIONS GOVERNING THE PROCUREMENT . 9A.SEQUENCE OF EVENTS .9*CONTRACT AWARD IS SUBJECT TO APPROVAL OF THE BOARD OF COUNTY COMMISSIONERS. .9C.EXPLANATION OF EVENTS .91.Issuance of RFP . 92.Acknowledgement of Receipt . 103.Pre-proposal Tours. 104.Deadline to Submit Written Questions . 105.Response to Written Questions . 106.Submission of Proposal . 107.Proposal Evaluation . 118.Notification of Finalists . 119.Best and Final Offers . 1110. Finalize Contractual Agreements . 1111. Contract Awards . 1112. Protest Deadline . 12D.GENERAL REQUIREMENTS .121.Acceptance of Conditions Governing the Procurement . 122.Incurring Cost . 123.Prime Contractor Responsibility . 124.Subcontractors/Consent . 125.Amended Proposals . 136.Offeror’s Rights to Withdraw Proposal . 137.Proposal Offer Firm . 138.Disclosure of Proposal Contents . 139.No Obligation. 1310. Termination . 1411. Sufficient Appropriation . 1412. Legal Review . 1413. Governing Law . 1414. Basis for Proposal . 1415. Contract Terms and Conditions . 1416. Offeror’s Terms and Conditions . 1417. Contract Deviations . 1418. Offeror Qualifications . 1419. Right to Waive Minor Irregularities . 1520. Notice of Penalties . 1521. County Rights . 1522. Ownership of Proposals . 1523. Confidentiality . 1524. Electronic mail address required . 1525. Use of Electronic Versions of this RFP . 1526. New Mexico Employees Health Coverage . 1627. Campaign Contribution Disclosure Form . 162

28.29.Letter of Transmittal . 16New Mexico Preferences . 16III. RESPONSE FORMAT AND ORGANIZATION . 17A.B.C.NUMBER OF RESPONSES .17NUMBER OF COPIES .17PROPOSAL FORMAT .171.Proposal Content and Organization . 17IV. SPECIFICATIONS . 18A.1.2.3.B.1.2.3.5.6.8.C.1.2.INFORMATION .18Resident Business Preference . 18Resident Veterans Preference Certificate . 18Response to Requirements . 18MANDATORY REQUIREMENTS .18Statement of Qualifications (100 Points) . 18Plan of Operations (200 Points) . 19Capability and Agreement to Perform (0 Points) . 19Cost (200 Points) . 20Desirable Specification. 20References (75 Points) . 20BUSINESS SPECIFICATIONS .21Letter of Transmittal Form. 21Campaign Contribution Disclosure Form . 21V. Evaluation.21A.B.C.D.E.EVALUATION POINT SUMMARY .21REFERENCES .21INTERVIEWS.21NEGOTIATIONS .22EVALUATION FACTORS .221.Letter of Transmittal . 222.Campaign Contribution Disclosure Form . 223.New Mexico Preferences . 22E. EVALUATION PROCESS .23APPENDIX A . 24ACKNOWLEDGEMENT OF RECEIPT FORM . 24APPENDIX B . 26CAMPAIGN CONTRIBUTION DISCLOSURE FORM . 26APPENDIX C . 30SAMPLE CONTRACT . 30APPENDIX D . 40COST PROPOSAL FORM . 41APPENDIX E . 42LETTER OF TRANSMITTAL FORM . 42APPENDIX G . 44RESIDENT VETERANS CERTIFICATION . 443

I. INTRODUCTIONA. PURPOSE OF THIS REQUEST FOR PROPOSALSThe purpose of the Request for Proposal (RFP) is to solicit sealed proposals to establish a contractthrough competitive negotiations for the procurement of Food Service Management for the RooseveltCounty Detention Center (RCDC).B. SCOPE OF WORKThe scope of work consists of providing all necessary onsite food, labor, and supplies for a highquality, cost effective food service system for the Detention Center. Food service will be requiredthree (3) times a day, seven (7) days a week. RCDC capacity is 145 inmates. The current average dailypopulation is approximately 75.The selected Contractor will provide meals that meet USDA approval. All foodhandlers must be certified to perform their tasks. The meals will provide a minimum of3,200 calories per inmate per day, and therapeutic diet options shall be included. The selectedContractor will provide menu options and costing for various meal plans. Not more than 10% of mealsserved to include sandwiches.Approximate schedule for meal delivery is as follows (subject to change, as negotiated in finalcontract):A. BREAKFAST is served between 5:30 a.m. and 6 a.m.B. LUNCH is served at 12:30 p.m.C. DINNER is served at 5:30 p.m.Proposals shall include the scope to provide for the cooking of meals using RCDC facilities, theproposal must include details on how the facility kitchen and the delivery of food to the inmates of theColumbia County Jail shall be managed–including plans for managing the maintenance and repair ofall RCDC kitchen equipment.The selected Contractor will be expected to:1. Deliver high quality food services that can be audited against established nutritional andhealth standards for the least possible cost per meal.2. Operate the food services program using corrections-experienced and professionally trainedpersonnel.3. Operate the food services program in a cost-effective manner with full reporting to Countymanagement.4. Develop and implement a written food services plan with clear objectives, policies,procedures and submit to an annual evaluation of performance and compliance.4

5. Maintain an open, collaborative relationship with the administration and staff of the RCDCand other County departments.6. Maintain standards established by Roosevelt County, as well as the New MexicoAssociation of Counties Accreditation Detention Affiliate Program.7. Offer a comprehensive program for continuing staff and inmate education.8. Operate the food services program in a humane manner, with respect to the inmates’ rightsto basic health and nutritional standards.9. Maintain all kitchen equipment in good working order, through training and goodmanagement practices, if applicable.10. Develop procedures to operate and maintain kitchen equipment to keep maintenance costslow.A dietitian’s certification must accompany this proposal in order for this proposal to be consideredresponsive. The offeror will provide, at no additional cost, religious and medical diets conforming tospecial religious or physician-ordered specifications. The offeror shall include in the proposal theirpolicies for serving special meals (spirit lifters) on holidays. Proposed menus and holidays shall beidentified. All such meals will be provided at contract rates. A minimum of five (5) spirit lifter mealsshall be provided annually, including Easter, Thanksgiving, Christmas, and New Year holiday periodsand one (1) meal to be scheduled at the discretion of the RCDC Administrator.The offeror shall assure the County that all meals will be served at appropriate temperatures and in amanner that makes them palatable (140 if hot, 45 if cold), and visibly pleasing, complete withcondiments (dressing, sugar, salt, pepper, catsup, or mustard, where indicated).C. SCOPE OF PROCUREMENTThe scope of procurement consists of providing food procurement, food preparation, maintainingsupply inventory, and staffing for all administrative and operational functions described herein. Theduration of the contract resulting from this RFP shall be for one (1) year from the date of award. ThisContract can be renewed on an annual basis, for up to seven (7) additional one (1) year terms at thediscretion of both parties. Further provided, this contract may be terminated by either party, with orwithout cause upon sixty (60) days written notice. In accordance with Section 13-1-150 NMSA 1978,no term for a professional services contract, including extensions and renewals, shall exceed four (4)years, except as set forth in S

policies for serving special meals (spirit lifters) on holidays. Proposed menus and holidays shall be identified. All such meals will be provided at contract rates. A minimum of five (5) spirit lifter meals shall be provided annually, including Easter, Thanksgiving, Christmas, and New Year holiday periods