COMMONWEALTH OF VIRGINIA
COUNTY OF HENRICO
RFP # 15-1105-12EF
DEPARTMENT OF FINANCE
CECELIA H. STOWE, CPPO, C.P.M.
PURCHASING DIRECTOR
December 18, 2015
REQUEST FOR PROPOSAL
FOOD SERVICE FOR INMATES
COUNTY OF HENRICO, VIRGINIA
Your firm is invited to submit a proposal to provide Food Service for Inmates in accordance with the enclosed specifications. The
submittal, consisting of the original proposal and Five (5) additional copies marked, “Food Service for Inmates", will be received no
later than 2:00 p.m., January 22, 2016, by:
IN PERSON OR SPECIAL COURIER
County of Henrico
Department of Finance
Purchasing Division
8600 Staples Mill Road
Henrico, Virginia 23228
OR
U.S. POSTAL SERVICE
County of Henrico
Department of Finance
Purchasing Division
P O Box 90775
Henrico, Virginia 23273-0775
This RFP and any addenda are available on the County of Henrico Purchasing website at http://henrico.us/purchasing/ To
download the (IFB or RFP), click the link and save the document to your hard drive. To receive an email copy of this document,
please send a request to: fal51@henrico.us
Time is of the essence and any proposal received after 2:00 p.m., January 22, 2016, whether by mail or otherwise, will be returned
unopened. The time of receipt shall be determined by the time clock stamp in the Purchasing Division, Department of Finance.
Proposals shall be placed in a sealed, opaque envelope, marked in the lower left-hand corner with the RFP number, title, and date
and hour proposals are scheduled to be received. Offerors are responsible for insuring that their proposal is stamped by Purchasing
Division personnel by the deadline indicated.
A pre-proposal conference will be held on January 7, 2016 at 9:00 a.m. at Regional Jail East, 17320 New Kent Highway,
Barhamsville, VA 23111. The telephone number for Jail East is 804-652-1120. At the conclusion of the conference and site visit,
we will proceed to Jail West, located at 4301 E. Parham Road. Please allow a minimum of 4 hours for the pre-proposal
conference and tour of both facilities. Offerors are strongly encouraged to attend the pre-proposal conference in order to inspect
facilities, kitchen layouts and available equipment. ONLY two (2) representatives per team will be allowed to be present for the
meeting. Attendees are required to provide a valid driver’s license in order to enter the facilities. Please arrive between 11:30
a.m. and 12:00 p.m. PLEASE BRING A COPY OF THE REQUEST FOR PROPOSAL WITH YOU TO DISCUSS THE REQUIREMENTS.
Nothing herein is intended to exclude any responsible firm or in any way restrain or restrict competition. On the contrary, all
responsible firms are encouraged to submit proposals. The County of Henrico reserves the right to accept or reject any or all
proposals submitted.
The awarding authority for this contract is the Purchasing Director.
Technical questions concerning this Request for Proposal should be submitted to Eileen Falcone at fal51@henrico.us no later than
January 11, 2016.
Very truly yours,
Cecelia H. Stowe, CPPO, C.P.M.
Purchasing Director
Eileen Falcone
Procurement Analyst III
Fal51@henrico.us
804-501-5637
8600 STAPLES MILL ROAD/P O BOX 90775/HENRICO VA 23273-0775
(804) 501-5660 FAX (804) 501-5693
NON PROFESSIONAL
REVISED AUG 2015
REQUEST FOR PROPOSAL
COUNTY FOOD SERVICE FOR INMATES
OF HENRICO
I.
PURPOSE:
The purpose of this Request for Proposal is to obtain the services of a qualified firm for the purpose of
providing well-prepared and nutritionally balanced meals to the (HJS) inmates, visitors and staff at its
premises described below. These meals shall meet all requirements prescribed by state, federal or local
law or regulation. Additionally, the Successful Offeror shall meet all food service related requirements
necessary to comply with American Correctional Association (ACA) Standards for “Adult Local Detention
Facilities” (Fourth Edition as hereafter supplemented or amended), the Virginia State Board of Corrections
"Minimum Standards for Jails and Lockups", and the Virginia Department of Health food service
regulations.
The Henrico County Sheriff’s Office also requires the Successful Offeror to be in compliance with the
Prison Rape Elimination Act (PREA) of 2003. For information about PREA compliance, visit the PREA
Resource Center Federal Register external website at:
http://www.prearesourcecenter.org/sites/default/files/library/2012-12427.pdf
The County is obtaining prices for food service to inmates based on a unit price per meal assuming an
average number of inmate/staff/visitor meals served per day of 3568 meals.
Payment shall be for meals ordered based on the inmate and staff count provided to the Successful
Offeror by the HJS two (2) hours prior to the preparation of each meal to include special diets, bagged
meals, medical snacks, and nutritional drinks.
II.
BACKGROUND
The Henrico County Jail System is comprised of Henrico Jail West (Jail West) a 558-bed facility, Henrico
Jail East (Jail East) a 528-bed facility. Jail West is a three-story building located in the Henrico County
Government Complex, 4301 E. Parham Road, Henrico, VA 23228. Jail East, located in New Kent
County, 17320 New Kent Highway, Barhamsville, VA 23011, is a campus-style correctional facility
consisting of six separate housing units within a secure perimeter. Jail East is off of Interstate 64 and is
approximately a 45 minute drive east of the Henrico County Government Complex.
III.
SCOPE OF SERVICES
A.
General Requirements
1.
The Successful Offeror shall provide all management, labor, food, materials, and
supplies necessary to provide food service to the HJS’s inmates and staff.
2.
The Successful Offeror will be responsible for obtaining any necessary permits, licenses,
licensing fees and taxes for the required work under this contract.
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3.
The Successful Offeror shall provide a standard food service to the inmates and staff of
the HJS that conforms to the Virginia Department of Health food service regulations, the
Virginia Board of Corrections and the American Correctional Association standards
pertaining to food service in local adult detention facilities.
4.
The Successful Offeror shall purchase and pay for all food products and supplies used
during the term of this contract. The food products and supplies purchased for use in
the food service facilities will remain the property of the Successful Offeror.
5.
The Successful Offeror will be required to maintain a minimum inventory of a seven (7)
day supply of food, foodstuffs, and supplies on site at both jail facilities at all times.
6.
The Successful Offeror shall implement and maintain a seven (7) day advanced menu
preparation system that includes pulling and staging on an ongoing basis all menu items
for each meal scheduled for the upcoming seven (7) days.
7.
The Successful Offeror shall provide all disposable and consumable items necessary to
serve a meal at their own expense. This includes, but not be limited to paper goods,
plastic goods, lunch bags, Styrofoam trays, disposable eating utensils, etc.
8.
The Successful Offeror will arrange and coordinate with HJS staff the delivery and
receipt of food products and supplies.
9.
The Successful Offeror shall ensure that food products and supplies are delivered in a
timely manner to meet the seven (7) day inventory and advanced menu preparation
requirement.
10.
The Successful Offeror shall keep permanent records of all invoices, meals served, food
content of each meal, menu substitutions, temperature logs, knives and kitchen utensil
logs, and chemical logs. All such records shall be retained by the Successful Offeror for a
minimum of three (3) years or until audited by the Virginia Department of Corrections,
the American Correctional Association, the Department of Health or audited by the
County. All records shall be kept in Henrico County (New Kent if records pertain to Jail
East).
11.
The Successful Offeror will be responsible for maintaining all kitchen equipment
warranty requirements. Kitchen equipment in need of repair will be immediately
reported to the HJS staff to be serviced.
12.
Should the Successful Offeror desire to change tray types currently provided by the HJS,
they will be responsible for all costs incurred. The same provision applies to any changes
of equipment desired by the Successful Offeror. HJS is currently using Cooks Model
#630-170 and #630-440.
13.
The Successful Offeror shall return to the HJS at the expiration of this contract the food
service premises and all equipment furnished by the HJS in the condition in which
received, except for ordinary wear and tear.
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B.
14.
In the event of dishwasher breakdown, or other conditions beyond the control of the
HJS and the Successful Offeror, which requires that the Successful Offeror use other
than the specified standard serving ware, the Successful Offeror shall maintain sufficient
supplies of disposable trays, cups and spoons. The HJS will be billed at the Successful
Offeror’s invoice cost for all disposable products used until the specified equipment is
again made available for use by the Successful Offeror. Copies of the invoices for these
items shall be provided to HJS to verify the cost of these products.
15.
Upon request, the Successful Offeror shall participate in the Sheriff’s Office annual
budget preparation process relating to required/needed food service equipment and
supplies. The Successful Offeror shall submit any budget requests to the Sheriff’s
Controller.
16.
The Successful Offeror shall comply with the “No Smoking” policy in the HJS.
17.
Successful Offeror employees shall notify the on duty HJS supervisor of any problems
that require immediate attention.
18.
The Successful Offeror’s General Manager or Assistant Manager shall meet when
necessary with the Sheriff or designee(s) to discuss and resolve problems,
commitments, and responsibilities.
19.
The Successful Offeror’s General Manager or Assistant Manager shall attend the
Sheriff’s weekly staff meetings, quarterly Medical Advisory Committee (MAC) Meetings
and other meetings as requested.
20.
The Successful Offeror’s District/Regional Manager shall conduct routine site visits,
preferably scheduling attendance around the Sheriff’s Office Quarterly Medical Audit
Committee meetings, and shall include visits and inspections to both jail facilities.
Additional meetings between the District/ Regional Manager and HJS staff may be
required at the discretion of the Sheriff or designee.
21.
The Successful Offeror will participate in all Sheriff’s Office recycling programs, if
available.
22.
The Successful Offeror shall submit a weekly invoice for each facility to the Sheriff’s
Office Finance Section for the number of meals ordered and served for the previous
week. The present billing cycle starts with the breakfast meal on Thursday and ends
with the dinner meal the following Wednesday. The billing cycle may be adjusted at the
request of the Successful Offeror.
Staffing Requirements
1.
Offerors shall include a proposed staffing plan that identifies the number of employees
for both facilities and staffing schedules for a typical two-week period that provides
coverage at all times to meet the food service needs of the HJS. Offerors shall provide
resumes of proposed management staff or a description of criteria to be used in the
hiring of the General Manager and Assistant Managers.
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2.
The Successful Offeror will provide an on-site General Manager (salaried) responsible
for overall food service operations at the Henrico Jail System (HJS) to include both Jail
East & Jail West. The General Manager will have at least three (3) years of experience in
institutional Food Service Management in a correctional facility setting. The General
Manager must be approved by the Sheriff.
3.
The Successful Offeror will assign one Assistant Manager (salaried) to each facility. The
Assistant Manager will supervise the Successful Offeror’s Food Service Supervisors to
ensure adherence to approved menus, meal preparation, meal schedules, sanitation
and safety requirements, etc. Assistant Managers will have at least two (2) years
experience in food service operations.
4.
The Successful Offeror’s Assistant Managers shall be responsible for the performance of
the daily operations and shall have the full authority to act on behalf of the Successful
Offeror in the absence of the General Manager.
5.
The Successful Offeror shall assign a sufficient number of Food Service Supervisors, who
will provide direct supervision over the Inmate Kitchen Workers (IKW) at both jail
facilities. Food Service Supervisors will have at least one (1) year of experience in food
service operations.
6.
The Successful Offeror shall ensure at least one Food Service Supervisor be physically
present in the Jail West and Jail East kitchens from the start of preparations for the
breakfast meal through completion of the dinner meal and cleanup operations; and to
meet the programmatic needs applicable to the HJS or as mutually determined between
the Successful Offeror and the Sheriff.
7.
The Successful Offeror shall provide the services of a qualified nutrition consultant, who
is at a minimum a registered, licensed dietician. The dietician will be available for
consultation with designated HJS’s staff regarding medical diets, initial review of all
menus, and annual reviews and certification of all menus to ensure they meet the
dietary allowances of the National Academy of Sciences, Recommended Dietary
Allowances (RDA).
8.
The Successful Offeror will provide copy of the dietician’s license to HJS.
9.
Offerors shall include in their responses a proposed staffing plan that identifies the
number of Inmate Kitchen Workers (IKW) required and proposed staffing schedules for
a typical two-week period showing both offeror employees and IKW and the number
(and title) of each and their job descriptions/duty assignments while on duty for the
work day.
10.
Offerors shall provide a backup plan for replacement of key staff during extended
absences of key staff caused by illness, termination or any other causes (one page
maximum).
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11.
Successful Offeror will require all employees assigned to work within the HJS to undergo
periodic physical examinations as specified by State and local regulations to include
annual tuberculosis testing at the Successful Offeror’s expense, and shall submit to a
designated HJS staff member evidence of compliance with this requirement. Cost will be
borne by the Successful Offeror.
12.
Pre-employment drug testing is required of all prospective employees to be employed
within the HJS and the cost of the drug testing will be borne by the Successful Offeror.
Ongoing random drug testing results of the Successful Offeror’s employees employed
within the HJS is required and evidence of compliance with this requirement shall be
submitted to a designated HJS staff member. Cost will be borne by the Successful
Offeror.
13.
The Successful Offeror shall immediately notify a designated HJS staff member of the
arrest of any of their employees assigned to the HJS.
14.
The Sheriff retains the right to thoroughly investigate any prospective or current
Successful Offeror employee assigned to the HJS, which may include the use of a
polygraph examination during the security clearance process. The Successful Offeror
must contact the HJS at least two business days prior to any employee of the Successful
Offeror entering the facility so that arrangements for a security clearance can be
completed.
15.
The Successful Offeror will notify the HJS of prospective new Successful Offeror
employees including name, DOB, SSN and potential hire date. No Successful Offeror’s
employee will be permitted to work without the completion of the security clearance
process and issuance of a HJS Contractor ID Card.
16.
The HJS retains the right to require removal of any of the Successful Offeror’s
employees who presents security or performance concerns.
17.
All Successful Offeror’s employees must be able to communicate effectively in English.
18.
The Successful Offeror’s employees shall be attired in clean, neat, matching professional
uniforms, supplied by the Successful Offeror and approved by HJS. The uniforms will be
such that they will distinguish employees from inmates and Deputy Sheriffs.
19.
A current phone list of all employees shall be provided to designated HJS staff upon
commencement of services. An updated phone list must be submitted to designated HJS
staff as changes occur.
20.
The Successful Offeror will provide an outline of proposed staff training for Successful
Offeror staff. A detailed explanation of method of supervision, performance review and
overall approach to working with staff and inmates should be included.
21.
All Successful Offeror’s staff shall attend the HJS Security Training for civilian staff, and
complete training regarding PREA and the Sheriff’s zero tolerance policy concerning
Sexual Misconduct and Harassment.
.
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C.
D.
22.
All Successful Offeror’s employees assigned to work in the HJS will successfully
complete and maintain ServSafe certification. New employees who are not ServSafe
certified will be required to successfully complete the training within the first thirty (30)
days of their assignment to the HJS. Any cost associated with this training will be borne
by the Successful Offeror.
23.
All Successful Offeror employees must comply with HJS policies and procedures relating
to the operations of the HJS and especially relating to jail security and the supervision of
IKW.
24.
The Successful Offeror and its employees must recognize that although the HJS will
provide security personnel, security is the responsibility of all staff, including the
Successful Offeror’s staff. All staff must, at all times, abide by the security regulations of
the HJS.
Inmate Kitchen Workers
1.
The number of IKW provided will be mutually agreed upon between the Successful
Offeror and the HJS. Selection of IKW will be the responsibility of the HJS. The HJS will
be responsible for escorting IKW to and from the kitchen facilities.
2.
The HJS agrees to provide inmate kitchen workers (IKW) for general food service
operations, for food preparation, cooking, staging of trays, delivery of meals, general
sanitation and cleaning, and receiving of materials, etc.
3.
IKW are not to be considered agents or employees of the Successful Offeror.
4.
The Successful Offeror employees shall provide orientation and training to IKW in food
preparation, cooking, sanitation, kitchen equipment operation, and any other activity
associated with food service operations.
5.
While working in the kitchen areas, IKW will be under the direct supervision and
monitoring of the Successful Offeror Food Service Supervisors. IKW not cooperating,
failing to work properly, or causing a disturbance will be reported to the HJS staff for
immediate intervention and corrective action.
6.
IKW shall be issued a clean apron daily by the Successful Offeror and shall be required to
wear proper gloves, proper hair covering, beard guards, etc. provided by the Successful
Offeror.
7.
IKW shall not be involved in the off premises trash and garbage removal process.
Inmate Meals
1.
The Successful Offeror shall provide three (3) hot meals per day for all inmates with no
more the fourteen (14) hours between the evening meal and breakfast, seven days a
week, under this contract.
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2.
Current meal times are as follows:
Breakfast
04:00 a.m. – 6:00 a.m.
Lunch
11:00 a.m. – 1:00 p.m.
Dinner
04:00 p.m. – 6:00 p.m.
3.
Meal times may be modified due to operational needs of the HJS.
4.
Meal Procedures – the Successful Offeror shall be responsible for food service
procedures detailed below and will arrange for a delivery schedule to ensure that hot
meals are served and delivered hot.
a. Inmate dining Jail West: The Successful Offeror shall serve meals directly to the
inmates in general population who are escorted to the kitchen area to receive their
trays. Trays will be delivered to those inmates assigned to restrictive housing units
and the Courts Building Lock-up via hot carts. Bagged meals may be requested for
inmates held in other court holding areas, Juvenile Court Holding area, and inmate
workers and staff who are working outside the facility.
b. Inmate dining Jail East: The Successful Offeror shall serve meals to the general
inmate population in the inmate dining rooms, and deliver meals via trays in hot
carts to inmates assigned to restrictive housing units. Bagged meals may be
requested for inmate workers and staff who are working outside the facility.
5.
The Successful Offeror shall be required to serve the same meals, i.e. the same food
items and beverage items, to all inmates at any given meal, with the exception of
medical diets, dental diets, religious diets and bagged meals.
6.
Evening meals shall be available for late arrivals from transport, work release and others
who cannot be or who are not present for the scheduled meals.
7.
The Successful Offeror shall ensure that a sample tray for each meal is dated and kept
frozen for no less than seventy-two (72) hours. The sample tray must be labeled with
the date and time. The meal menu must be attached to the tray then wrapped.
8.
The Successful Offeror shall provide holiday, Holy Day, and spirit lifter menus for the
main meal at no additional charge beyond the usual price per meal on the following
occasions:
a.
b.
c.
d.
e.
f.
Easter
Independence Day
Labor Day
Thanksgiving
Christmas
Ramadan (covering a thirty day period)
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g. Passover (covering a nine day period)
h. Two “Spirit Lifter” meals will be at the discretion of the Sheriff.
E.
F.
Staff Meals, Emergency Operations Center and Catered Events:
1.
The Successful Offeror shall provide meals to staff and visitors at the same price as the
inmate meal.
2.
The Successful Offeror shall maintain the Staff Dining Room at Jail East and a designated
staff dining area at Jail West.
3.
The staff meal shall include, but not limited to, a salad bar, to include lettuce, a
minimum of six (6) salad vegetable toppings, two (2) fruits, three (3) side items such as
tuna or chicken salad, cottage cheese, a dessert item, etc. and a choice of four (4) salad
dressings; the inmate meal, or a grilled hot meal offering.
4.
Offerors shall provide with their proposal submittal sample menus for four (4)
consecutive weeks, twenty-eight (28) days, for Staff Meals.
5.
The Sheriff pays for one meal for each staff member per shift. A staff member may
purchase additional meals at the contract price. The Successful Offeror must be
prepared to handle these transactions.
6.
The Successful Offeror may provide an enhanced menu from which staff can order from
for a cost established by the Successful Offeror. These meals shall cost no more than
$5.00, which is paid directly to the Successful Offeror by the staff member.
7.
The Successful Offeror will be asked to provide meals (Breakfast, Lunch, Dinner, and
midnight rations) to various County employees working in the Henrico County
Emergency Operations Center (EOC) when the EOC is activated during emergency
situations. The activation of the EOC for an extended period requiring food service for
EOC personnel has been rare. An example of an extended activation was the 2003
Hurricane Isabel event, during which the EOC was operational 24-hours a day for eight
(8) days, and 2520 meals were ordered.
8.
Offerors shall provide with their proposal a per person price based on the attached EOC
seven (7) day menu. (Attachment E)
9.
The Successful Offeror will be asked to provide catered meals and “cake and punch” for
special occasions and receptions. These special occasions and receptions include but are
not limited to Christmas Luncheons, Retirement Receptions, Academy Graduation
Receptions, Staff Appreciation Meals, and other Sheriff sponsored meals and events.
The menus and per person price shall be determined prior to the event.
Menu Specifics
1.
All menus shall meet all standards in this RFP and be certified by the Successful Offeror’s
dietitian in writing prior to implementation and annually thereafter.
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2.
3.
Any revisions to the menus shall be reviewed and certified by the Successful Offeror’s
dietitian prior to approval by the Sheriff or designee and prior to implementation.
Offerors shall submit with their proposal sample 28-day, 2700 calories menus for:
a.
b.
c.
The general inmate population.
Religious diets
Vegetarian diet
4.
Offerors shall submit with their proposal a sample seven (7) day bag menu.
5.
The above menus will be priced at the same per meal price.
6.
Offerors shall price the current HCSO 28 day menu which has been a “successful” menu.
(Attachment F)
7.
These menus shall meet or exceed current Dietary Reference Intakes specified by the
National Academy of Sciences for healthy people.
8.
The proposed menus shall appropriately distribute the 2700 calories between the three
daily meals.
9.
Menus shall include the provision of usual kitchen condiments, including but not limited
to, butter, jelly, mustard, ketchup, mayonnaise, sugar, etc.
10.
Successful Offeror will provide, upon request by the Sheriff or designee, copies of all
recipes for any or all menu items.
11.
Substitutions to the approved menu must be of equal quality to the item for which
they are substituted. Prior to substitution, except in emergency situations or
equipment failure, the Successful Offeror must provide the designated HJS staff with a
written explanation of every food substitution that needs to be made.
12.
Frequent substitutions (either approved or unapproved) will be considered a material
breach of the contract and result in possible termination of the contract.
13.
The Successful Offeror shall request a change, deviation or substitution to the approved
menu using the “Meal Substitution Form” provided by HJS. (Attachment G)
14.
The Successful Offeror shall provide at the contract rate alternative diets conforming to
reasonable religious requirements, physician-ordered medical diets, dentist ordered
dental diets, bagged meals and vegetarian approved diets.
15.
The Successful Offeror shall provide at the contract rate physician ordered food
supplements such as liquid nutrition health shakes, etc.
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16.
Certain medical diets require a P.M. snack or a liquid nutritional shake. The snacks and
shakes shall be included in the price per meal.
17.
Menu portion sizes and weights shall be specified on the approved menus “as served”
(i.e. not raw portions). Provide details in your proposal regarding the “as served”
portion of each menu item. Weights indicated shall be the drained cooked weight
except for uncooked food stuffs, which shall be identified as raw drained weight except
where fluid is part of the meal. Cooked meal weights in combination entrées must be
clearly indicated on the menu.
18.
Bagged meals must meet all dietary requirements and shall consist of two (2)
sandwiches containing 3-ounces of luncheon meat, 1-ounce of cheese, or peanut butter
and jelly equivalent. The appropriate condiments (mustard, mayonnaise, etc.) shall be
provided in addition to one (1) serving of fruit, either one (1) bag of chips (potato, corn,
etc.) or one (1) wrapped cake-like dessert and one (1) eight 8-ounce fruit juice, fruit
favored drink, or milk. The Successful Offeror shall vary bag meal items to avoid
repetition.
19.
The Successful Offeror shall ensure their staff closely supervises portion control as called
for by the menu by ensuring that the appropriate color-coded portion utensils are used
when serving the individual meal items.
20.
The Successful Offeror may propose menu changes for review by the Sheriff or designee
at any time.
21.
Minimum menu requirements –
a. Menus providing two thousand-seven hundred (2700) calories per day for the
general inmate population, and approved religious and vegetarian diets.
b. Half-pint (8 oz) one percent (1%) milk will be served daily.
c. Selected precooked, proportioned entrees that contain no more than six percent
(6%) filler may be used.
d. Entrée items for lunch and dinner meals shall not appear on the menu more than
one time per week.
e. Chicken is to be served once per week. Chicken may be baked or fried. All
chicken products shall be boneless.
f. Hamburgers or cheeseburgers are to be served once per week.
g. The fat content of ground beef shall not exceed twenty percent (20%).
h. Two hotdogs with hot dog buns are to be served once a week.
i.
Turkey breakfast patties are to be served once per week at breakfast.
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j.
Mashed potatoes, French fries, tater tots, home fried potatoes, rice portions,
and lettuce salad are to be a minimum of one cup per serving. Vegetable
portions are to be a minimum of one-half cup per serving.
k. Casserole entrees shall be not less than a twelve (12) ounce serving, with a
minimum of two ounces of meat per serving. Ground turkey shall not be used to
replace ground beef in casseroles such as spaghetti.
l.
No pork products or pork derivatives shall be served in any manner as part of
any meal.
m. Menus shall use ground turkey, diced turkey, turkey ham, turkey sausage and
sliced turkey for all menu items instead of pork, ham or sausage, and reasonably
substituted ground beef.
n. Breading on any food product is considered a coating and will not be considered
as part of the weight serving. All breaded beef, poultry, fish and seafood
products must have a product weight of three (3) ounces before breading.
o. Dried beans shall not be counted as a meat equivalent (except in vegetarian
diets).
p. Fruit juice shall be 100% if used as a fruit equivalent.
q. Types of desserts that are to be served include frosted/ iced cakes (yellow,
vanilla, chocolate), cobblers (apple, cherry, peach), cookies (two medium size per
serving), and fruit.
r. Menus must specify when and how many packets of mustard, ketchup, salad
dressing, mayonnaise, sugar etc. are to be served.
s. Margarine is to be served in pre-measured half-ounce servings.
t. Jelly, jellies or preserves shall be served at breakfast unless the entree calls for
pancakes (griddle cakes) and syrup.
u. A pancake (griddle cake) serving shall have at least three pancakes, each with a
minimum five (5) inch diameter.
v. The food items provided by the Successful Offeror shall meet or exceed the
following standards:
1.
2.
3.
4.
5.
Beef – USDA – Choice
Eggs – USDA – Grade A Medium
Fresh fruits and vegetables – USDA – Grade 1
Dairy Products and cheese – USDA – Grade A
Poultry - USDA – Grade A
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6.
7.
8.
G.
Fish and Seafood – USDA – Grade A- fresh or frozen; must be a nationally
distributed brand, packed under continuous government inspection.
Vegetables (canned) – USDA – Grade A
Fruit (canned) – USDA – Grade A
Safety and Sanitation:
1.
The Successful Offeror will be responsible for all cleaning supplies, including, but not
limited to, chemicals, hand soaps, dishwashing detergents, paper towels, trash bags,
rags, hair nets, beard guards, and any other supplies necessary for cleaning and
sanitation not specifically listed that are needed to maintain clean and sanitary food
preparation areas, Staff/Inmate Dining areas, and food storage areas .
2.
The Successful Offeror shall provide the proper personal safety equipment to their
employees and IKWs including but not limited to rubber gloves, goggles, aprons, knife
cut resistant gloves, pot holders, oven mitts, etc.
3.
The Successful Offeror shall provide a system by which all trash and garbage are
removed daily and properly disposed of according to the standards and schedule set
forth by the HJS.
4.
The Successful Offeror shall perform all regular, routine cleaning of the Food Service
areas, daily and weekly, to include all equipment and fixtures therein, sufficient to
continuously maintain the area in a clean sanitary condition. All sanitation, janitorial
services, safety and cleaning in the Food Service areas are the responsibility of the
Successful Offeror as required by the Virginia Department of Corrections, and local and
state health regulations.
5.
The Successful Offeror shall ensure that all hazardous chemicals, materials and
substances are securely stored, properly labeled and that a continuous up-to-date
inventory log of each item is maintained and immediately available for HJS staff
inspection and verification.
6.
The Successful Offeror shall maintain on hand, immediately available for staff use,
current Material Safety Data Sheets (MSDS) for all chemicals, cleaning supplies,
lubricants, etc., used in the performance of the contract.
7.
The Successful Offeror shall monitor the temperatures and maintain complete
temperature logs for each refrigeration/freezer units, food warmers, dishwasher, and
the dry storage areas.
8.
The Successful Offeror shall ensure proper storage, labeling, and dating of all food
products and prepared foods.
9.
The Successful Offeror shall monitor the food temperatures at each inmate/staff serving
location to ensure that the temperatures are maintained within the acceptable
minimum and maximum ranges.
13
H.
I.
10.
The Successful Offeror shall ensure that all knives and kitchen utensils are counted and
locked for safe keeping in accordance to the policies and procedures of the HJS.
11.
The Successful Offeror shall achieve a one-hundred percent (100%) rating on the annual
Virginia Department of Corrections Life, Health and Safety audit and inspection.
12.
The Successful Offeror shall maintain full compliance with all Virginia Department of
Health codes as they relate to “Food Establishment Inspections”, and ensure that any
violations of the health requirements are corrected as soon as practical and in
accordance with the time frames established by the health inspector.
Emergency Contingency Plans:
1.
The Offerors shall detail an emergency contingency plan that will provide for continued
operation and meal service during an emergency situation as declared by the Virginia
Department of Emergency Management (VDEM).
2.
The Offerors shall detail a contingency plan(s) that will provide for continued operation
and meal service in the event there is a work stoppage, temporary closure of the food
service facilities, or other emergency situation as declared by the Sheriff.
Complaints:
The Successful Offeror shall cooperate fully in providing the Sheriff or designee with any
requested information in the event that an inmate files a grievance regarding any food
service issue. Further, the Successful Offeror will work extensively to ensure that there
are few, if any, grievances filed.
J.
Statistics
1.
Current Contract Pricing: $1.345 per meal.
2.
The average daily population has been 1194 inmates for the last fiscal (8) fiscal years.
Below is a breakdown of the ADP by fiscal year:
FY07-08
FY08-09
FY09-10
FY10-11
FY11-12
FY12-13
FY13-14
FY14-15
1251
1178
1183
1161
1186
1162
1206
1221
14
3.
Inmate/staff meals served for fiscal years:
FY12/13
FY13/14
FY14/15
4.
1,257,839
1,276,965
1,302,375
Current Number of Inmate Kitchen Workers:
Jail West: 47
Jail East: 43
K.
Henrico County Jail System’s shall be responsible for and provide:
1.
Accurate and timely orders for the number of meals to be served to inmates, Deputies,
Sheriff’s support staff, and visitors two (2) hours prior to time of service.
3.
Adequate heat, light, ventilation and all other utilities. The HJS shall provide business
telephone service to the Successful Offeror. The Successful Offeror shall be responsible
for payment of all costs associate with the provision of this phone and shall be billed
separately for all charges on a monthly basis.
4.
The HJS shall provide security training for the Successful Offerors staff, and training
regarding PREA and the Sheriff’s zero tolerance policy concerning Sexual Misconduct
and Harassment. The Sheriff’s Office will provide this formal training/orientation
program for Successful Offeror’s employees within the first 30-days of employment.
5.
The HJS will provide Identification badges to the Successful Offeror’s employees. These
badges shall be worn and prominently displayed while working within the jail.
6.
The HJS will be responsible for the removal of trash and garbage from the loading dock
area.
7.
General maintenance of the building structure including, but not limited to, the
maintenance of gas, water, sewer, ventilation, lighting, air conditioning, refrigeration,
duct work, floor coverings, and wall and ceiling surfaces; and all food service equipment
repairs, except when damage is due directly to the Successful Offeror’s employee
negligence or abuse. The maintenance provided does not include cleaning or
housekeeping operations for the Successful Offeror’s food service operation.
8.
Food preparation and storage areas and holding equipment and maintenance for the
same.
9.
Overall security and control of the Successful Offeror’s personnel, IKWs, and the kitchen
and storage facilities.
10.
Adequate inventory of pots, pans, small wares, thermal insulated trays, serving utensils,
drinking vessels, and beverage transport containers. The initial inventory will be agreed
upon between the Sheriff and the Successful Offeror.
15
L.
11.
The HJS staff will be responsible for the return of the trays, eating utensils, and drinking
vessels to the kitchen after each meal.
12.
The HJS staff will be responsible for the timely return of food delivery containers (carts,
service-ware) to the kitchen.
13.
Routine Kitchen, Dining, and Food Storage Facility inspections will be made by
designated HJS staff.
14.
The HJS will pay for needed repairs of equipment caused by normal wear and tear. The
HJS will replace equipment, which has exceeded its useful life. The decisions as to the
suitability of the replacement shall be as determined by the HJS after consultation with
the Successful Offeror.
Transition Plan
Offerors shall submit with their proposal a detailed plan for transition into the HJS which
includes hiring and training of staff, inventory and other factors to ensure a continuous delivery
of quality food services to the inmates, visitors and staff during the transition period
III.
COUNTY RESPONSIBILITIES:
The County will designate an individual to act as the County’s representative with respect to the work
to be performed under this contract. Such individual shall have the authority to transmit instructions,
receive information, and interpret and define the County’s policies and decisions with respect to the
contract.
IV.
ANTICIPATED SCHEDULE:
The following represents a tentative outline of the process currently anticipated by the County:
 Request for Proposals distributed
December 18, 2015

Advertised in newspaper
December 20, 2015

Pre-proposal conference
January 7, 2016, 9:00 a.m.

Last day to receive questions
January 11, 2016

Receive written proposals
January 22, 2016; 2:00 p.m.

Conduct oral interviews with Offerors
Tentatively scheduled for February 8, 2016

Negotiations
February 2016

Contract/installation begins
February 29, 2016
16
V.
GENERAL CONTRACT TERMS AND CONDITIONS:
A.
Annual Appropriations
It is understood and agreed that the contract resulting from this procurement (“Contract”) shall be
subject to annual appropriations by the County of Henrico, Board of Supervisors. Should the Board
fail to appropriate funds for this Contract, the Contract shall be terminated when existing funds
are exhausted. The Successful Offeror (“Successful Offeror” or “contractor”) shall not be entitled
to seek redress from the County or its elected officials, officers, agents, employees, or volunteers
should the Board of Supervisors fail to make annual appropriations for the Contract.
B.
Award of the Contract
1. The County reserves the right to reject any or all proposals and to waive any informalities.
2. The Successful Offeror shall, within fifteen (15) calendar days after Contract documents are
presented for signature, execute and deliver to the Purchasing office the Contract documents
and any other forms or bonds required by the RFP.
3. The Contract resulting from this RFP is not assignable.
4. Notice of award or intent to award may also appear on the Purchasing Office website:
http://henrico.us/purchasing/
C.
Collusion
By submitting a proposal in response to this Request for Proposal, the Offeror represents that
in the preparation and submission of this proposal, said Offeror did not, either directly or
indirectly, enter into any combination or arrangement with any person, Offeror or corporation
or enter into any agreement, participate in any collusion, or otherwise take any action in the
restraint of free, competitive bidding in violation of the Sherman Act (15 U.S.C. § 1 et seq.) or
Section 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of
Virginia.
D.
Compensation
The Successful Offeror shall submit a complete itemized invoice on each delivery or service that is
performed under the Contract. Payment shall be rendered to the Successful Offeror for
satisfactory compliance with the Contract within forty-five (45) days after receipt of a proper
invoice.
E.
Controlling Law and Venue
The Contract will be made, entered into, and shall be performed in the County of Henrico, Virginia,
and shall be governed by the applicable laws of the Commonwealth of Virginia without regard to
its conflicts of law principles. Any dispute arising out of the Contract, its interpretations, or its
performance shall be litigated only in the Henrico County General District Court or the Circuit
Court of the County of Henrico, Virginia.
17
F.
Default
1. If the Successful Offeror is wholly responsible for a failure to perform the Contract
(including, but not limited to, failure to make delivery of goods, failure to complete
implementation and installation, and/or if the goods and/or services fail in any way to
perform as specified herein), the County may consider the Successful Offeror to be in
default. In the event of default, the County will provide the Successful Offeror with written
notice of default, and the Successful Offeror shall provide a plan to correct said default
within 20 calendar days of the County’s notice of default.
2. If the Successful Offeror fails to cure said default within 20 days, the County, among other
actions, may complete the Contract work through a third party, and the Successful Offeror
shall be responsible for any amount in excess of the Contract price incurred by the County
in completing the work to a capability equal to that specified in the Contract.
G.
Discussion of Exceptions to the RFP
This RFP, including but not limited to its venue, termination, and payment schedule provisions,
shall be incorporated by reference into the Contract documents as if its provisions were stated
verbatim therein. Therefore, Offerors shall explicitly identify any exception to any provisions
of the RFP in a separate “Exceptions to RFP” section of the proposal so that such exceptions
may be resolved before execution of the Contract. In case of any conflict between the RFP and
any other Contract documents, the RFP shall control unless the Contract documents explicitly
provide otherwise.
H.
Drug-Free Workplace to be Maintained by the Contractor (Va. Code § 2.2-4312)
1. During the performance of this Contract, the contractor agrees to (i) provide a drug-free
workplace for the contractor’s employees; (ii) post in conspicuous places, available to
employees and applicants for employment, a statement notifying employees that the
unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled
substance or marijuana is prohibited in the contractor’s workplace and specifying the
actions that will be taken against employees for violations of such prohibition; (iii) state in
all solicitations or advertisements for employees placed by or on behalf of the contractor
that the contractor maintains a drug-free workplace; and (iv) include the provisions of the
foregoing clauses in every subcontract or purchase order of over $10,000, so that the
provisions will be binding upon each subcontractor or vendor.
2. For the purposes of this section, “drug-free workplace” means a site for the performance of
work done in connection with a specific contract awarded to a contractor in accordance
with the Virginia Public Procurement Act, the employees of whom are prohibited from
engaging in the unlawful manufacture, sale, distribution, dispensation, possession or use of
any controlled substance or marijuana during the performance of the contract.
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I.
Employment Discrimination by Contractor Prohibited
1. During the performance of this Contract, the contractor agrees as follows (Va. Code § 2.24311):
(a)
The contractor will not discriminate against any employee or applicant for employment
because of race, religion, color, sex, national origin, age, disability, or other basis
prohibited by state law relating to discrimination in employment, except where there is
a bona fide occupational qualification reasonably necessary to the normal operation of
the contractor. The contractor agrees to post in conspicuous places, available to
employees and applicants for employment, notices setting forth the provisions of this
nondiscrimination clause.
(b)
The contractor, in all solicitations or advertisements for employees placed by or on
behalf of the contractor, will state that such contractor is an equal opportunity
employer.
(c)
Notices, advertisements and solicitations placed in accordance with federal law, rule or
regulation shall be deemed sufficient for the purpose of meeting the requirements of
this section.
2. The contractor will include the provisions of the foregoing subparagraphs (a), (b), and (c) in
every subcontract or purchase order of over $10,000, so that the provisions will be binding
upon each subcontractor or vendor.
J.
Employment of Unauthorized Aliens Prohibited
Any contract that results from this Request for Proposal shall include the following language:
"As required by Virginia Code §2.2-4311.1, the contactor does not, and shall not during the
performance of this agreement, in the Commonwealth of Virginia knowingly employ an
unauthorized alien as defined in the Federal Immigration Reform and Control Act of 1986."
K.
Indemnification
The Successful Offeror agrees to indemnify, defend and hold harmless the County of Henrico
(including Henrico Public County Schools), the County’s officers, agents and employees, from any
claims, damages, suits, actions, liabilities and costs of any kind or nature, including attorneys’ fees,
arising from or caused by the provision of any services, the failure to provide any services or the
use of any services or materials furnished (or made available) by the Successful Offeror, provided
that such liability is not attributable to the County’s sole negligence.
L.
Insurance Requirements
The Successful Offeror shall maintain insurance to protect itself and Henrico and Henrico’s elected
officials, officers, agents, volunteers and employees from claims under the Workers'
Compensation Act, and from any other claim for damages for personal injury, including death, and
for damages to property which may arise from the provision of goods and/or services under the
19
Contract, whether such goods and/or services are provided by the Successful Offeror or by any
subcontractor or anyone directly employed by either of them. Such insurance shall conform to the
Insurance Specifications. (Attachment A)
M.
No Discrimination against Faith-Based Organizations
The County does not discriminate against faith-based organizations as that term is defined in
Va. Code § 2.2-4343.1.
N.
Offeror's Performance
1. The Successful Offeror agrees and covenants that its agents and employees shall comply with
all County, State and Federal laws, rules and regulations applicable to the business to be
conducted under the Contract.
2. The Successful Offeror shall ensure that its employees shall observe and exercise all necessary
caution and discretion so as to avoid injury to person or damage to property of any and all
kinds.
3. The Successful Offeror shall cooperate with Henrico officials in performing the Contract work
so that interference with normal operations will be held to a minimum.
4. The Successful Offeror shall be an independent contractor and shall not be an employee of the
County.
O.
Ownership of Deliverable and Related Products
1. The County shall have all rights, title, and interest in or to all specified or unspecified interim
and final products, work plans, project reports and/or presentations, data, documentation,
computer programs and/or applications, and documentation developed or generated
during the completion of this project, including, without limitation, unlimited rights to use,
duplicate, modify, or disclose any part thereof, in any manner and for any purpose, and the
right to permit or prohibit any other person, including the Successful Offeror, from doing so.
To the extent that the Successful Offeror may be deemed at any time to have any of the
foregoing rights, the Successful Offeror agrees to irrevocably assign and does hereby
irrevocably assign such rights to the County.
2. The Successful Offeror is expressly prohibited from receiving additional payments or profit
from the items referred to in this paragraph, other than that which is provided for in the
general terms and conditions of the Contract.
3. This shall not preclude Offerors from submitting proposals, which may include innovative
ownership approaches, in the best interest of the County.
20
P.
Record Retention and Audits
1. The Successful Offeror shall retain, during the performance of the Contract and for a period of
five years from the completion of the Contract, all records pertaining to the Successful
Offeror’s proposal and any Contract awarded pursuant to this Request for Proposal. Such
records shall include but not be limited to all paid vouchers including those for out-of-pocket
expenses; other reimbursement supported by invoices, including the Successful Offeror’s
copies of periodic estimates for partial payment; ledgers, cancelled checks; deposit slips; bank
statements; journals; Contract amendments and change orders; insurance documents; payroll
documents; timesheets; memoranda; and correspondence. Such records shall be available to
the County on demand and without advance notice during the Successful Offeror’s normal
working hours.
2. County personnel may perform in-progress and post-audits of the Successful Offeror’s records
as a result of a Contract awarded pursuant to this Request for Proposals. Files would be
available on demand and without notice during normal working hours.
Q.
Severability
Each paragraph and provision of the Contract is severable from the entire agreement and if any
provision is declared invalid the remaining provisions shall nevertheless remain in effect.
R.
Small, Women-Owned and Minority-Owned (SWAM) Businesses
The County welcomes and encourages the participation of small businesses and businesses owned
by women and minorities in procurement transactions made by the County. The County actively
solicits both small business, women-owned and minority (SWAM) businesses to respond to all
Invitations for Bids and Requests for Proposals.
All solicitations are posted on the County’s Internet site
http://henrico.us/purchasing/
S.
Subcontracts
1. No portion of the work shall be subcontracted without prior written consent of the
County. In the event that the Successful Offeror desires to subcontract some part of the
work specified in the Contract, the Successful Offeror shall furnish the County the names,
qualifications, and experience of the proposed subcontractors. The Successful Offeror shall,
however, remain fully liable and responsible for the work to be done by his/her
subcontractor(s) and shall assure compliance with all the requirements of the Contract.
2. The County encourages the contractor to utilize small, women-owned, and minority-owned
business enterprises. For assistance in finding subcontractors, contact the Supplier
Relations Manager (804-501-5689) or the Virginia Department of Small Business & Supplier
Diversity (SBSD) sbsd.virginia.gov.
21
T.
Taxes
1. The Successful Offeror shall pay all county, city, state and federal taxes required by law and
resulting from the work or traceable thereto, under whatever name levied. Said taxes shall not
be in addition to the Contract price between Henrico and the Successful Offeror, as the taxes
shall be solely an obligation of the Successful Offeror and not of Henrico, and Henrico shall be
held harmless for same by the Successful Offeror.
2. Henrico is exempt from the payment of federal excise taxes and the payment of State Sales
and Use Tax on all tangible, personal property for its use or consumption. Tax exemption
certificates will be furnished upon request.
U.
Termination of Contract
1. The County reserves the right to terminate the Contract immediately in the event that the
Successful Offeror discontinues or abandons operations; is adjudged bankrupt, or is
reorganized under any bankruptcy law; or fails to keep in force any required insurance policies
or bonds.
2. Failure of the Successful Offeror to comply with any section or part of the Contract will be
considered grounds for immediate termination of the Contract by the County.
3. Notwithstanding anything to the contrary contained in the Contract between the County and
the Successful Offeror, the County may, without prejudice to any other rights it may have,
terminate the Contract for convenience and without cause, by giving 30 days’ written notice to
the Successful Offeror.
4. If the County terminates the Contract, the Successful Offeror will be paid by the County for all
scheduled work completed satisfactorily by the Successful Offeror up to the termination date.
V.
County License Requirement
If a business is located in Henrico County, it is unlawful to conduct or engage in that business
without obtaining a business license. If your business is located in the County, include a copy of
your current business license with your proposal submission. If your business is not located in
the County, include a copy of your current business license with your proposal submission. If
you have any questions, contact the Business Section, Department of Finance, County of
Henrico, telephone (804) 501-4310.
W.
Environmental Management
The Successful Offeror shall comply with all applicable federal, state, and local environmental
regulations. The Successful Offeror is required to abide by the County’s Environmental Policy
Statement:
http://henrico.us/pdfs/hr/risk/env_policy.pdf which emphasizes environmental compliance,
pollution prevention, continual improvement, and conservation. The Successful Offeror shall
be properly trained and have any necessary certifications to carry out environmental
22
responsibilities. The Successful Offeror shall immediately communicate any environmental
concerns or incidents to the appropriate County staff.
X.
Y.
Safety
1.
The Successful Offeror shall comply with and ensure that the Successful Offeror’s
personnel comply with all current applicable local, state and federal policies, regulations
and standards relating to safety and health, including, by way of illustration and not
limitation, the standards of the Virginia Occupational Safety and Health Administration
for the industry. The provisions of all rules and regulations governing safety as adopted
by the Safety and Health Codes Board of the Commonwealth of Virginia and issued by
the Department of Labor and Industry under Title 40.1 of the Code of Virginia shall apply
to all work under the Contract. The Successful Offeror shall provide or cause to be
provided all technical expertise, qualified personnel, equipment, tools and material to
safely accomplish the work specified and performed by the Successful Offeror.
2.
Each job site shall have a supervisor who is competent, qualified, or authorized on the
worksite, who is familiar with policies, regulations and standards applicable to the work
being performed. The supervisor must be capable of identifying existing and predictable
hazards in the surroundings or working conditions which are hazardous or dangerous to
employees or the public, and is capable of ensuring that applicable safety regulations
are complied with, and shall have the authority and responsibility to take prompt
corrective measures, which may include removal of the Successful Offeror’s personnel
from the work site.
3.
In the event the County determines any operations of the Successful Offeror to be
hazardous, the Successful Offeror shall immediately discontinue such operations upon
receipt of either written or oral notice by the County to discontinue such practice.
Authorization to Transact Business in the Commonwealth
1.
A contractor organized as a stock or nonstock corporation, limited liability company,
business trust, or limited partnership or registered as a registered limited liability
partnership or other business form shall be authorized to transact business in the
Commonwealth as a domestic or foreign business entity if so required by Title 13.1 or
Title 50 of the Code of Virginia or as otherwise required by law.
2.
An Offeror organized or authorized to transact business in the Commonwealth pursuant
to Title 13.1 or Title 50 of the Code of Virginia must include in its proposal the
identification number issued to it by the State Corporation Commission. (Attachment D)
Any Offeror that is not required to be authorized to transact business in the
Commonwealth as a foreign business entity under Title 13.1 or Title 50 of the Code of
Virginia or as otherwise required by law shall include in its proposal a statement
describing why the Offeror is not required to be so authorized.
3.
An Offeror described in subsection 2 that fails to provide the required information shall
not receive an award unless a waiver is granted by the Purchasing Director, his designee,
or the County Manager.
23
Z.
4.
Any falsification or misrepresentation contained in the statement submitted by the
Offeror pursuant to Title 13.1 or Title 50 of the Code of Virginia may be cause for
debarment.
5.
Any business entity described in subsection 1 that enters into a contract with a public
body shall not allow its existence to lapse or allow its certificate of authority or
registration to transact business in the Commonwealth if so required by Title 13.1 or
Title 50 of the Code of Virginia to be revoked or cancelled at any time during the term of
the contract.
Payment Clauses Required by Va. Code § 2.2-4354
Pursuant to Virginia Code § 2.2-4354:
1.
The Successful Offeror shall take one of the two following actions within seven days
after receipt of amounts paid to the Successful Offeror by the County for all or portions
of the goods and/or services provided by a subcontractor: (a) pay the subcontractor for
the proportionate share of the total payment received from the County attributable to
the work performed by the subcontractor under that contract; or (b) notify the County
and subcontractor, in writing, of the Successful Offeror’s intention to withhold all or a
part of the subcontractor's payment with the reason for nonpayment.
2.
Pursuant to Virginia Code § 2.2-4354, the Successful Offeror that is a proprietor,
partnership, or corporation shall provide its federal employer identification number to
the County. Pursuant to Virginia Code § 2.2-4354, the Successful Offeror who is an
individual contractor shall provide his/her social security numbers to the County.
3.
The Successful Offeror shall pay interest to its subcontractors on all amounts owed by
the Successful Offeror that remain unpaid after seven days following receipt by the
Successful Offeror of payment from the County for all or portions of goods and/or
services performed by the subcontractors, except for amounts withheld as allowed in
Subparagraph 1. above.
4.
Pursuant to Virginia Code § 2.2-4354, unless otherwise provided under the terms of the
Contract interest shall accrue at the rate of one percent per month.
5.
The Successful Offeror shall include in each of its subcontracts a provision requiring each
subcontractor to include or otherwise be subject to the same payment and interest
requirements with respect to each lower-tier subcontractor.
6.
The Successful Offeror's obligation to pay an interest charge to a subcontractor
pursuant to the payment clause in Virginia Code § 2.2-4354 shall not be construed to be
an obligation of the County. A Contract modification shall not be made for the purpose
of providing reimbursement for the interest charge. A cost reimbursement claim shall
not include any amount for reimbursement for the interest charge.
24
AA.
VI.
CONTRACT PERIOD
1.
The contract period shall be from February 29, 2016 through February 28, 2017.
Contract prices shall remain firm for the contract period.
2.
The contract may be renewed for 4 additional one-year periods upon the sole discretion
of the County at a price not to exceed 3% above the previous year's prices.
3.
The resulting contract should require the Successful Offeror to give at least a ninety (90)
day written notice if they do not intend to renew the contract at any annual renewal.
4.
The contract shall not exceed a maximum of five (5) years.
PROPOSAL SUBMISSION REQUIREMENTS:
A.
The Purchasing Division will not accept oral proposals, nor proposals received by telephone,
FAX machine, or other electronic means.
B.
All erasures, interpolations, and other changes in the proposal shall be signed or initialed by the
Offeror.
C.
The Proposal Signature Sheet (Attachment B) must accompany any proposal(s) submitted and
be signed by an authorized representative of the Offeror. If the Offeror is a firm or corporation,
the Offeror must print the name and title of the individual executing the proposal. All
information requested should be submitted. Failure to submit all information requested may
result in the Purchasing Division requiring prompt submission of missing information and/or
giving a lowered evaluation of the proposal.
D.
The proposal, the proposal security, if any, and any other documents required, shall be
enclosed in a sealed opaque envelope. The envelope containing the proposal shall be sealed
and marked in the lower left-hand corner with the number, title, hour, and due date of the
proposal.
E.
The time proposals are received shall be determined by the time clock stamp in the Purchasing
Division. Offerors are responsible for insuring that their proposals are stamped by Purchasing
Division personnel by the deadline indicated.
F.
By submitting a proposal in response to this Request for Proposal, the Offeror represents it has
read and understand the Scope of Services and has familiarized itself with all federal, state, and
local laws, ordinances, and rules and regulations that in any manner may affect the cost,
progress, or performance of the Contract work.
G.
The failure or omission of any Offeror to receive or examine any form, instrument, addendum,
or other documents or to acquaint itself with conditions existing at the site, shall in no way
relieve any Offeror from any obligations with respect to its proposal or to the Contract.
25
VII.
H.
Trade secrets or proprietary information submitted by an Offeror in response to this Request
for Proposal shall not be subject to public disclosure under the Virginia Freedom of
Information Act; however, the Offeror must invoke the protection of this section prior to or
upon submission of data or materials, and must identify the data or other materials to be
protected and state the reasons why protection is necessary (Va. Code § 2.2-4342.F).
(Attachment C)
I.
A proposal may be modified or withdrawn by the Offeror anytime prior to the time and date set
for the receipt of proposals. The Offeror shall notify the Purchasing Division in writing of its
intentions.
1.
If a change in the proposal is requested, the modification must be so worded by the
Offeror as to not reveal the original amount of the proposal.
2.
Modified and withdrawn proposals may be resubmitted to the Purchasing Division up to
the time and date set for the receipt of proposals.
3.
No proposal can be withdrawn after the time set for the receipt of proposals and for
one-hundred twenty (120) days thereafter.
J.
The County welcomes comments regarding how the proposal documents, scope of services, or
drawings may be improved. Offerors requesting clarification, interpretation of, or
improvements to the proposal general terms, conditions, scope of services or drawings shall
submit technical questions concerning the Request for Proposal no later than January 11, 2016
in writing. Any changes to the proposal shall be in the form of a written addendum issued by
the Purchasing Division and it shall be signed by the Purchasing Director or a duly authorized
representative. Each Offeror is responsible for determining that it has received all addenda
issued by the Purchasing Division before submitting a proposal.
K.
All proposals received in the Purchasing Division on time shall be accepted. All late proposals
received by the Purchasing Division shall be returned to the Offeror unopened. Proposals shall
be open to public inspection only after award of the Contract.
PROPOSAL RESPONSE FORMAT:
A.
Offerors shall submit a written proposal that present the Offeror’s qualifications and
understanding of the work to be performed. Offerors are asked to address each evaluation
criterion and to be specific in presenting their qualifications. Your proposal should provide all
the information considered pertinent to your qualifications for this project.
B.
The Offeror should include in their proposal the following:
1.
Table of Contents – All pages are to be numbered
2.
Introduction
Cover letter - on company letterhead, signed by a person with the corporate
authority to enter into contracts in the amount of the proposal
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Proposal Signature Sheet – Attachment B
Proprietary/Confidential Information – Attachment C
Virginia State Corporation Commission Identification Number Requirement –
Attachment D
3.
Executive Summary
Response to Scope of Services –The Offeror should address each section of the Scope of
Services with an indication of the response. The Offeror shall identify any exceptions,
referenced to the paragraph number, in a sub section titled “Exceptions”.
Company Profile – Offerors are to present a Company profile that shows the ability,
capacity and skill of the Offeror, their staff, and their employees to perform the services
required within the specified time.
4.
References – provide a minimum of three (3) references, who could attest to the
Offeror’s past performance to provide services similar to those required for the
contract. The list should include contact persons and telephone numbers. Offerors may
not use Henrico County as one of their references.
5.
Provide details on Staff Plan and Staff Training
6.
Provide details on serving portions and meal plans proposed (28 day menu)
7.
Resumes of proposed management staff and the dietician
8.
Sub-consultants - Information on any sub-consultants that is necessary to provide the
services required. Provide name, experience, address, telephone number and
qualifications. (If Applicable)
9.
Provide detail about your emergency contingency plan
10.
Provide a detailed plan for transition into the HJS which includes hiring and training of
staff, inventory and other factors to ensure a continuous delivery of quality food
services to the inmates, visitors, and staff during transition. Assuming a start date of
February 29, 2016.
11.
Pricing - Pricing submitted shall be based on a unit price per meal assuming an
average number of inmate/staff/visitor meals per day of 3568. A sliding scale is not
acceptable.
12.
Appendices – are optional for Offerors who wish to submit additional material that will
clarify their response.
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VIII.
PROPOSAL EVALUATION/SELECTION PROCESS:
A.
Offerors are to make written proposals, which present the Offeror's qualifications and
understanding of the work to be performed. Offerors are asked to address each evaluation
criteria and to be specific in presenting their qualifications. Proposals should be as thorough
and detailed as possible so that the County may properly evaluate your capabilities to provide
the required goods/services.
B.
Selection of the Successful Offeror will be based upon submission of proposals meeting the
selection criteria. The minimum selection criteria will include:
EVALUATION CRITERIA
WEIGHT
Functional Requirements
30
 Extent to which the proposed solutions satisfies the RFP functional
requirements in the Scope of Services
 Clearly demonstrated understanding of the work to be performed and
completeness and reasonableness of the offeror’s plan for
accomplishing the Scope of Services
 Quality of meal plans offered
Implementation of Services
20
 Project Approach
 Project Plan and Schedule
 Project Management
 Project Team
 Training
 Current Workload and ability to perform required work within the
County Schedule
Experience and Qualifications
25
 Similar projects (number and size) in local jail/prison environment
 Financial Stability of Firm
 References
 Resumes of proposed staff
 Team organization and amount of experience as a team
Price
20
Quality of proposal submission/oral presentation
5
Total
C.
Selection will be made of two or more Offerors deemed to be fully qualified and best suited
among those submitting proposals. Negotiations shall then be conducted with each of the
Offerors so selected. Price shall be considered, but need not be the sole determining factor.
After negotiations have been conducted with each Offeror so selected, the County shall select
the Offeror, which, in its opinion, has made the best proposal, and shall award the contract to
that Offeror. Should the County determine in writing and in its sole discretion that only one
Offeror is fully qualified or that one Offeror is clearly more highly qualified that the others
under consideration, a contract may be negotiated and awarded to that Offeror. The award
document will be a contract incorporating by reference all the requirements, terms and
conditions of the solicitation and the Offeror’s proposal as negotiated.
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ATTACHMENT A
INSURANCE SPECIFICATIONS
The Successful Offeror shall carry Public Liability Insurance in the amount specified below, including
contractual liability assumed by the Successful Vendor, and shall deliver a Certificate of Insurance from carriers
licensed to do business in the Commonwealth of Virginia. The Certificate shall show the County of Henrico and
Henrico County Public Schools named as an additional insured for the Commercial General Liability coverage.
The coverage shall be provided by a carrier(s) rated not less than “A-“ with a financial rating of at least VII by
A.M. Bests or a rating acceptable to the County. In addition, the insurer shall agree to give the County 30 days
notice of its decision to cancel coverage.
Workers’ Compensation
Statutory Virginia Limits
Employers’ Liability Insurance -
$100,000 for each Accident by employee
$100,000 for each Disease by employee
$500,000 policy limit by Disease
Commercial General Liability - Combined Single Limit
$1,000,000 each occurrence including contractual liability for specified agreement
$2,000,000 General Aggregate (other than Products/Completed Operations)
$2,000,000 General Liability-Products/Completed Operations
$1,000,000 Personal and Advertising injury
$ 100,000 Fire Damage Legal Liability
Coverage must include Broad Form property damage and (XCU) Explosion, Collapse and Underground
Coverage, unless given the scope of the work this requirement is waived by Risk Management.
Business Automobile Liability – including owned, non-owned and hired car coverage
Excess/Umbrella Liability - $2,000,000
NOTE 1:
The commercial general liability insurance shall include contractual liability. The contract documents
include an indemnification provision(s). The County makes no representation or warranty as to how the
Vendor’s insurance coverage responds or does not respond. Insurance coverages that are unresponsive
to the indemnification provision(s) do not limit the Vendor’s responsibilities outlined in the contract
documents.
NOTE 2:
The intent of this insurance specification is to provide the coverage required and the limits expected for
each type of coverage. With regard to the Business Automobile Liability and Commercial General
Liability, the total amount of coverage can be accomplished through any combination of primary and
excess/umbrella insurance. However, the total insurance protection provided for Commercial General
Liability or for Business Automobile Liability, either individually or in combination with Excess/Umbrella
Liability, must total $3,000,000 per occurrence. This insurance shall apply as primary and noncontributory with respect to any other insurance or self-insurance programs afforded the County of
Henrico and Henrico County Public Schools. This policy shall be endorsed to be primary with respect to
the additional insured.
NOTE 3:
Title 65.2 of the Code of Virginia requires every employer who regularly employs three or more full-time or
part-time employees to purchase and maintain workers' compensation insurance. If you do not purchase
a workers’ compensation policy, a signed statement is required documenting that you are in compliance
with Title 65.2 of the Code of Virginia.
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Attachment B
SUBMIT THIS FORM WITH PROPOSAL
PROPOSAL SIGNATURE SHEET
Page 1 of 2
My signature certifies that the proposal as submitted complies with all requirements specified in this Request for Proposal
(“RFP”).
My signature also certifies that by submitting a proposal in response to this RFP, the Offeror represents that in the
preparation and submission of this proposal, the Offeror did not, either directly or indirectly, enter into any combination or
arrangement with any person or business entity, or enter into any agreement, participate in any collusion, or otherwise
take any action in the restraining of free, competitive bidding in violation of the Sherman Act (15 U.S.C. Section 1) or
Sections 59.1-9.1 through 59.1-9.17 or Sections 59.1-68.6 through 59.1-68.8 of the Code of Virginia.
I hereby certify that I am authorized to sign as a legal representative for the business entity submitting this proposal.
LEGAL NAME OF OFFEROR (DO NOT USE TRADE NAME):
ADDRESS:
SIGNATURE:
NAME OF PERSON SIGNING (print):
TITLE:
TELEPHONE:
FAX:
E-MAIL ADDRESS:
DATE:
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Attachment B
Page 2 of 2
Legal Name of Offeror: ____________________________________________________________________
PLEASE SPECIFY YOUR BUSINESS CATEGORY BY CHECKING THE APPROPRIATE BOX(ES) BELOW.
(Check all that apply.)
SUPPLIER REGISTRATION – The County of
Henrico encourages all suppliers interested in doing
business with the County to register with eVA, the
Commonwealth of Virginia’s electronic procurement
portal, http://eva.virginia.gov.
□ SMALL BUSINESS
□ WOMEN-OWNED BUSINESS
□ MINORITY-OWNED BUSINESS
eVA Registered? □ Yes
□ SERVICE DISABLED VETERAN
□ No
□ LARGE
□ NONPROFIT
□ NONE OF THE ABOVE
If certified by the Virginia Minority Business Enterprises (DMBE), provide DMBE certification number and expiration date.
___________________NUMBER ______________________DATE
DEFINITIONS
For the purpose of determining the appropriate business category, the following definitions apply:
"Small business" means a business, independently owned and controlled by one or more individuals who are U.S. citizens or legal resident aliens, and
together with affiliates, has 250 or fewer employees, or annual gross receipts of $10 million or less averaged over the previous three years. One or more of the
individual owners shall control both the management and daily business operations of the small business.
"Women-owned business" means a business that is at least 51 percent owned by one or more women who are U.S. citizens or legal resident aliens, or in
the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest is owned by one or
more women who are U.S. citizens or legal resident aliens, and both the management and daily business operations are controlled by one or more women.
"Minority-owned business" means a business that is at least 51 percent owned by one or more minority individuals who are U.S. citizens or legal resident
aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the
corporation, partnership, or limited liability company or other entity is owned by one or more minority individuals who are U.S. citizens or legal resident
aliens, and both the management and daily business operations are controlled by one or more minority individuals.
"Minority individual" means an individual who is a citizen of the United States or a legal resident alien and who satisfies one or more of the
following definitions:
1. "African American" means a person having origins in any of the original peoples of Africa and who is regarded as such by the community of
which this person claims to be a part.
2. "Asian American" means a person having origins in any of the original peoples of the Far East, Southeast Asia, the Indian subcontinent, or the
Pacific Islands, including but not limited to Japan, China, Vietnam, Samoa, Laos, Cambodia, Taiwan, Northern Mariana Islands, the Philippines, a
U.S. territory of the Pacific, India, Pakistan, Bangladesh, or Sri Lanka and who is regarded as such by the community of which this person claims to
be a part.
3. "Hispanic American" means a person having origins in any of the Spanish-speaking peoples of Mexico, South or Central America, or the
Caribbean Islands or other Spanish or Portuguese cultures and who is regarded as such by the community of which this person claims to be a part.
4. "Native American" means a person having origins in any of the original peoples of North America and who is regarded as such by the
community of which this person claims to be a part or who is recognized by a tribal organization.
"Service disabled veteran business" means a business that is at least 51 percent owned by one or more service disabled veterans or, in the case of a
corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership interest in the corporation, partnership, or
limited liability company or other entity is owned by one or more individuals who are service disabled veterans and both the management and daily business
operations are controlled by one or more individuals who are service disabled veterans.
"Service disabled veteran" means a veteran who (i) served on active duty in the United States military ground, naval, or air service, (ii) was
discharged or released under conditions other than dishonorable, and (iii) has a service-connected disability rating fixed by the United States
Department of Veterans Affairs.
“Large business” means any non-women- or minority-owned, or service-disabled business as defined above or any business having more than 250
employees or more than $10 million in gross receipts averaged over the previous three years.
Nonprofit” means a corporation or an association that conducts business for the benefit of the general public without shareholders and without a
profit motive.
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ATTACHMENT C
PROPRIETARY/CONFIDENTIAL INFORMATION IDENTIFICATION
NAME OF FIRM/OFFEROR: ______________________________
Trade secrets or proprietary information submitted by an Offeror shall not be subject to public
disclosure under the Virginia Freedom of Information Act; however, the Offeror must invoke the
protections of Va. Code § 2.2-4342.F in writing, either before or at the time the data or other material
is submitted. The written notice must specifically identify the data or materials to be protected
including the section of the proposal in which it is contained and the page numbers, and state the
reasons why protection is necessary. The proprietary or trade secret material submitted must be
identified by some distinct method such as highlighting or underlining and must indicate only the
specific words, figures, or paragraphs that constitute trade secret or proprietary information. In
addition, a summary of proprietary information submitted shall be submitted on this form. The
classification of an entire proposal document, line item prices, and/or total proposal prices as
proprietary or trade secrets is not acceptable. If, after being given reasonable time, the Offeror
refuses to withdraw such a classification designation, the proposal will be rejected.
SECTION/TITLE
PAGE
REASON(S)
NUMBER(S) DISCLOSURE
32
FOR
WITHHOLDING
FROM
ATTACHMENT D
VIRGINIA STATE CORPORATION COMMISSION (SCC)
REGISTRATION INFORMATION
The Bidder or Offeror:
□ is a corporation or other business entity with the following SCC identification number:
________________________________ -OR□
is not a corporation, limited liability company, limited partnership, registered limited liability
partnership, or business trust -OR-
□
is an out-of-state business entity that does not regularly and continuously maintain as part of
its ordinary and customary business any employees, agents, offices, facilities, or inventories in
Virginia (not counting any employees or agents in Virginia who merely solicit orders that
require acceptance outside Virginia before they become contracts, and not counting any
incidental presence of the Bidder/Offeror in Virginia that is needed in order to assemble,
maintain, and repair goods in accordance with the contracts by which such goods were sold
and shipped into Virginia from offer or’s out-of-state location) -OR-
□
is an out-of-state business entity that is including with this bid/proposal an opinion of legal
counsel which accurately and completely discloses the undersigned Bidder’s/Offeror’s current
contacts with Virginia and describes why whose contacts do not constitute the transaction of
business in Virginia within the meaning of § 13.1-757 or other similar provisions in Titles 13.1
or 50 of the Code of Virginia.
Please check the following box if you have not checked any of the foregoing options but currently
have pending before the SCC an application for authority to transact business in the Commonwealth
of Virginia and wish to be considered for a waiver to allow you to submit the SCC identification
number after the due date for bids/proposals: □
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