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Lincoln County Government
115 W. Main St.
Lincolnton, NC 28092
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Bid Number: 2011-0331 – IFS
Bid Title: Jail Food Service at the Lincoln County Detention Center - Jail
Category: Sheriff and Detention Center
Status: Closed
Additional Status Information: Addendum 1 Added
Bid Recipient: John Isenhour, Purchasing Agent

Description:

JAIL FOOD SERVICE
Lincoln County Detention Center - Jail
RFP 2011-0331 - IFS 

1. Introduction

1.1 Lincoln County Sheriff’s Office is seeking proposals from a qualified firm to provide food preparation, dietitian, and serving services for inmates housed in the Haven A. Crouse Detention Center located at 700 John Howell Memorial Drive, Lincolnton, NC 28092.
1.2 The purpose of this bid is to:

1.2.1 Result in a contract between the vendor/qualified firm (referred to as Contractor) and Lincoln County.
1.2.2 To deliver high quality food service, in accordance to industry standards.
1.2.3 Meet and follow all applicable federal, state and local guidelines and regulations to include but not be limited to the guidelines of the American Correctional Association, The US Bureau of Prisons, and the NC Department of Health and Human Services (10A NCAC 14J).
1.2.4 Select a Contractor (vendor) to operate the food service program using professionally trained personnel with experience in correction facilities which must comply with federal, state and local laws, regulations and guidelines. The Contractor’s (vendor’s) personnel must also adhere to the Jail Administrator and his /her supervisory personnel at all times to maintain an open collaborative relationship.

1.3 Bid Proposal shall be good for 120 days. Pricing shall be guaranteed for a one year period.
1.4 Contract shall be for one year with the option to renew yearly up to a maximum of four times upon mutual agreement of all parties.

Event

Date

RFP Issued February 25, 2011 
Recommended Facility Walk Thru 3:00 PM
March 15, 2011
Deadline for Submitting a Question March 21, 2011
Questions Answered – Addendum Issued March 23, 2011
Proposal Due Date 2:00 pm
March 31, 2011
Completion of Proposal Evaluations April 15, 2011
Completion of Contract Negotiations April 29, 2011
BOC - Request to Award May 16, 2011
Food Management Services Begin July 01, 2011

2. General Bidding Requirements

2.1 When responding to this RFP, please follow the instructions carefully. Submit proposal contents according to the outline specified and submit documents according to the instructions. This RFP will be posted on Lincoln County’s website at www.lincolncounty.org – any addenda issued for this RFP will be posted at this site.
2.2 While it is not mandatory it is highly recommended that all contractors/vendors that intend to participate in this RFP attend the walk-thru on March.
2.3 The Agencies reserve the right to reject any or all proposals and to waive any formalities as may be permitted by law.

3. Proposal Contact

3.1 Each Proposer is required to submit its proposal in a sealed envelope. Three (3) hard copies shall be submitted to the address shown below:

Lincoln County Managers Office
John Isenhour, Purchasing Agent
Third Floor Citizens Center
115 West Main Street
Lincolnton, NC 28092

3.2 All proposals must be received no later than 2:00 p.m., March 31, 2011. The Proposer’s name, RFP number must be marked clearly on the proposal submission.
3.3 Lincoln County will not be responsible for any expenses incurred by an Proposer in the development of a response to this Request for Proposal or any other activities associated with this procurement including but not limited to onsite (or otherwise) interviews and/or presentations, and/or supplemental information provided.
3.4 Should any Proposer find discrepancies, omissions or ambiguities in this RFP, the Proposer must request in writing within seven days of receipt of proposal, an interpretation from John Isenhour, Purchasing Agent (John Isenhour Email).
3.5 Any clarifications requiring addenda to the RFP will be available on Lincoln County’s website at www.lincolncounty.org.
3.6 The Proposer hereby certifies that it has carefully examined this RFP and the Proposer certifies that it understands the scope of work to be done and that the Proposer has knowledge and expertise to provide the scope of work. By signature on the response to the RFP, the Proposer certifies that its proposal is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a proposal for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud, so that all proposals for this service will result from free, open and competitive proposing among all vendors.

4. Indemnification

4.1 The successful Proposer will indemnify and hold Lincoln County harmless from any and all liability, expense, judgment, suit or cause of action for personal injury, death, or direct damage to tangible property which may accrue against Lincoln County to the extent it is caused by the negligence of the successful Proposer, its subcontractors, or their employees or agents, while performing duties under this Agreement, provided that the Agencies gives the successful Proposer prompt, written notice of such claim or suit.

5. Independent Contractor

5.1 It is understood that in the performance of any services herein provided, the Proposer shall be, and is, an independent contractor, and is not an agent or employee of Lincoln County and shall furnish such services in its own manner and method, except as required by this contract. Further, the Proposer has, and shall retain the right to exercise full control over the employment, direction, compensation, and discharge of all persons employed by the Proposer in the performance of the services hereunder. The Proposer shall be solely responsible for, and shall indemnify, defend, and save Lincoln County harmless, from all matters relating to the payment of its employees, including compliance with Social Security, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.

6. Payment

6.1 Payment for the rendered services pursuant to the Agreement resulting from this RFP shall be made in amounts as listed:

6.1.1 The vendor shall provide to the Jail Administrator a certified invoice/statement on Monday of every week for the previous week detailing the exact number of meals served on a daily basis to include the actual number of: (a) Adult meals and (b) Sack meals. The county’s payment terms are Net 30 days from receipt of invoice. Complete terms and method for doing business with Lincoln County can be found on the County’s website www.lincolncounty.org under the heading Government “How to do Business with Lincoln County”.

7. Insurance

7.1 Proposers shall obtain, at their sole expense, all insurance required in the following paragraphs and shall not commence work until such insurance is in effect and certification thereof has been received. Worker’s Compensation Insurance, with limits for Coverage A Statutory-State of North Carolina and Coverage B Employers Liability $500,000 each accident, disease policy limit and disease for each employee:
Commercial General Liability – Combined single limits of no less than $1,000,000 each occurrence and $2,000,000 aggregate. This insurance shall include Comprehensive Broad Form Coverage including contractual liability.
Commercial Automobile Liability – Limits of no less than $500,000 Combined Single Limit for bodily injury and property damage. Evidence of commercial automobile coverage is only necessary if vehicles are used in the provision of services under this Agreement and/or are brought to the Agencies’ site.
7.2 All insurance companies must be licensed in North Carolina to be acceptable. Insurance Policies, except Worker’s Compensation, shall be endorsed to (1) show the Agencies as additional insured, as their interest may appear and (2) to amend cancellation notice to 30 days, pursuant to North Carolina law. Certificates of insurance shall be signed by a licensed North Carolina agent and be amended to show “thirty (30) days notice of change or cancellation will be given to the Lincoln County Risk Manager by certified mail.”

8. Governing Law

8.1 This RFP and any contract resulting shall be governed by and construed according to the laws of the State of North Carolina, venue Lincoln County.

9. Compliance with Laws and Regulations

9.1 The successful Proposer and their employees shall conform to all Federal, State and Local regulations while in performance of their contracts. Any individual found not to conform shall not be allowed to start work or if started shall be required to leave the job site immediately. Continued violation by any success Proposer shall result in the immediate termination of the successful Proposer’s contract without penalty to the Agencies.

10. Acceptance

10.1 Submission of any proposal indicates a Proposer’s acceptance of the conditions contained in this RFP unless clearly and specifically noted otherwise in the proposal.
10.2 Furthermore, Lincoln County is not bound to accept a proposal on the basis of lowest price, and further, the county has the sole discretion and reserves the right to cancel this RFP, and to reject any and all proposals to waive and all formalities and/or irregularities. The county reserves the right to accept or reject any or all of the items in the proposal and to award the contract in whole or in part and/or negotiate any or all items with individual Proposed.

11. Client References

11.1 The County considers references to be important in its decision to award a contract. Failure to provide this information will result in the proposal being considered nonresponsive.
11.2 Please provide a representative client list and indicate the number of persons employed by each. Also provide at least three clients (current or within the last 24 months) who we may contact. References should be clients similar in size and with scope of services similar to those being requested by the County. Give their company name and address, telephone number and e-mail if available of the contact person.
11.3 Also provide three clients who terminated services with your firm in the past 24 months prior to the conclusion of the planned engagement or services.

12. Staff, Training and Identification

12.1 Food Service Manager and Assistant Manager
The contractor (vendor) shall provide at the minimum one (1) on-site Food Service Manager (FSM) and one (1) on-site Assistant Food Service Manager (ASFM). All shifts shall have present at the minimum a Food Service Manager (FSM) or Assistant Food Service Manager (ASFM) that is trained, experienced and knowledgeable of detention (jail) facilities. It is preferred that both the Manager and Assistant Manger have a valid Serve Safe certificate however; it is a requirement that only one of them have the certification. The certification shall be framed and posted in the kitchen. The contractor (vendor) must include the information requested on page two (2) and three (3) of the bid form listing at the minimum the proposed manager’s and assistant managers name, number of years working in the food industry, number of years employed with your company, and previous assignments (facilities worked at). The proposed manager should your company receive the award will be subject to review and acceptance by the Sheriff and/or staff.
12.2 Staff –Other Personnel
All employees will be subject to assignment only after approval by the Sheriff and/or staff and a background check has been completed by Lincoln County. The background check will be required for all employees. Any employee of the contractor/vendor that is in any area of Lincoln County Sheriff’s facility must abide by the rules and regulations of the detention (jail). The Lincoln County Sheriff and/or staff will have the right to deny entry to all contractor (vendor) employees at anytime and for any reason.
12.3 Identification-Clothing
The Lincoln County Sheriff’s Office will provide identification cards that must be worn/displayed by the contractor (vendor) employee at all times while they are in the facility. If a contractor (vendor’s) employee reports to work without the identification card they will not be allowed to enter the building. Any employee that should remove or not display the identification card after entering the building will be escorted out and will not be allowed to re-enter. It shall be the responsibility of the contractor/vendor to make sure that his/her employees are in a uniform of style/color to distinguish them from the detainees/inmates.

13. Kitchen and Equipment

13.1 Lincoln County has a kitchen that is completely equipped (refrigerator and freezer) with utilities including a telephone. The telephone shall be used only for local business related calls.
13.2 Lincoln County will provide for all facility and equipment repairs.
13.3 Lincoln County has an adequate supply of service-ware (food trays), glassware, pots, pans, and utensils.
13.4 The contractor/vendor shall be responsible for making sure that at the end of the contract that the kitchen and equipment shall be returned to the Lincoln Country Sheriff’s Office in the condition in which it was received less ordinary wear and tear.


Complete RFP with Specifications and Submittal Forms PDF

Addendum 1
Addendum 1-B  
Publication Date/Time:
2/25/2011 2:00 PM
Closing Date/Time:
3/31/2011 2:00 PM
Submittal Information:
Lincoln County’s Purchasing Agent,Third Floor Citizens Center, 115 West Main Street, Lincolnton, NC
Addendum Date/Time:
March 21, 2011
Contact Person:
John Isenhour, Purchasing Agent
Third Floor Citizens Center
115 West Main Street
Lincolnton, NC 28092
Phone: (704) 736-8478
Fax: (704) 735-0273
Business Hours:
8:00 am - 5:00 pm
Fax Number:
(704) 735-0273
Miscellaneous:
Lincoln County will have a walk-thru of the facility at 3:00 pm on March 15, 2011 at the Haven A. Crouse Detention Center located at 700 John Howell Memorial Drive, Lincolnton, NC 28092. The facility walk-thru is not required but, is advised for all who wish to participate in this RFP.
Related Documents:
RFP-2011-0331-IFS LC Bid Documents
RFP 2011-0331-FS-BID ADDENDUM 01
RFP 2011-0331-FS Addendum 1-B Reports

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