County of Alameda, General Services Agency – Procurement & Support Services
RFP No. 901240, Addendum No. 1
COUNTY OF ALAMEDA
ADDENDUM No. 2
to
RFP No. 901240
for
Food Services Delivery
Specification Clarification/Modification and Recap of the Networking/Bidders Conferences
Held on September 23, 2014, September 24, 2014, and October 3, 2014
This County of Alameda, General Services Agency (GSA), RFP Addendum has been electronically issued to potential bidders via e-mail. E-mail addresses used are those in the County’s Small Local Emerging Business (SLEB) Vendor Database or from other sources. If you have registered or are certified as a SLEB, please ensure that the complete and accurate e-mail address is noted and kept updated in the SLEB Vendor Database. This RFP Addendum will also be posted on the GSA Contracting Opportunities website located at .***REVISED EXHIBIT A***
Alameda County is committed to reducing environmental impacts across our entire supply chain.
If printing this document, please print only what you need, print double-sided, and use recycled-content paper.
RFP No. 900977, Addendum No. 2
Page 1
County of Alameda, General Services Agency – Procurement & Support Services
RFP No. 901240, Addendum No. 2
The following Sections have been modified to read as shown below. Changes made to the original RFP document are in bold print and highlighted, and deletions made have a strike through.
Exhibit A, Bid Packet Response, Required Documentation and Submittals, Item 8, has been deleted.
8.Financial Statements: Most recent Dun & Bradstreet Supplier Qualifier Report. For information on how to obtain a Supplier Qualifier Report, contact Dun & Bradstreet at
Responses to Questions
Q1)What is the current Aramark price per meal for kosher pre-packaged dinners?
A)No kosher meals are served. Inmates may choose a vegetarian diet by using an inmate message request form.
Q2)What is the current Aramark price per meal for staff meals?
A)Please see attached Exhibit “K” Aramark contract.
Q3)What is the current Aramark price per meal for inmate general population meals?
A)Please see attached Exhibit “K” Aramark contract.
Q4)What is the current Aramark price per meal for juvenile meals?
A)Juvenile meals are not included in this RFP.
Q5)What is the current price per meal for medical diets?
A)Please see attached Exhibit “K” Aramark contract.
Q6)Can bidders get a kitchen schedule for County employees and Aramark employees?
A)Staff at GEDDF work two shifts 0200-1400 and 0700-1900. Please see attached Exhibit “J” for SRJ Staff schedule. The County does not maintain a schedule for Aramark employees.
Q7)What hours does the kitchen open and close?
A)The kitchen at SRJ opens at 0400 hours and closes at 0200 hours, Monday through Friday, and is open 0400 to 2200 hours on weekends. The kitchen at GEDDF operates from 0300-1900 daily.
Q8)What has been the average daily inmate population and meals served/billed for the past 30 days?
A)The average daily population for inmates for fiscal year 13/14 was 3,350. The number of inmate meals served for the month of September was 52,612 at the GEDDF facility and 288,388at the SRJ facility.
Q9)What has been the number of staff meals billed/served for the past 30 days?
A)The total number of staff meals billed for GEDDF for September was2,387and 4,296 for SRJ.
Q10)Are all general population meals served on trays, or are some meals in sacks?
A)Lunch is in plastic wrap, special diets are in paper bags, snacks for pregnant females are in paper bags, and lunches for the courts and others away from the jail for the day are in paper bags.
Q11)Can bidders get a copy of the current menus for the general population, staff, and juveniles, and a list of snack items served?
A)Please see Exhibit “G” attached to the original RFP for a current general population menu and Exhibit “L” attached to this addendum for the staff menu. Juvenile food is not included in this RFP.
Q12)Is there a separate menu for officers?
A)Yes, there is a separate menu for staff see attached Exhibit “L”.
Q13)Do officers/staff pay for their meals or does the County pay?
A)The County pays for staff meals.
Q14)What is the annual budget for food service?
A)The budget for the life of this contract is $23,815,000.
Q15)Are paper and cleaning supplies in the food budget or in another budget?
A)No, these items are not included in the food budget or any other, they are the responsibility of the awarded vendor.
Q16)Other than meals, does Aramark bill the County for other items?
A)No, Aramark does not bill the County for items other food.
Q17)How many medical and/or religious diets were served/billed on average for the past 30 days?
A)During the month of September SRJ served 337 medical meals and GEDDF served 79. The County is not billed separately for these meals.
Q18)How many outside work crews and inmates require sack lunches, five (5) days a week, or seven (7) days a week?
A)The County does not have off site work crews. The inmate work crews eat the same food as the non-working inmates. Some of the work crews would have an opportunity to have more of that food in the various location, i.e. extra trays with the exception of the Kitchen. Aramark tries to give them the same basic food, prepared different ways or a different menu than is being prepared on that given day.
Q19)How many meals are ordered by booking daily?
A)The County is only able to provide a monthly booking count. In the month of September the County ordered 17,622 meals through booking. Additionally, you may refer to the estimated annual meal count on the bid form located on page 5 of the Exhibit A – Bid Response packet.
Q20)Are inmate workers allowed to help unload trucks?
A)Yes, inmate workers are allowed to help unload trucks. Inmate workers are supervised by Aramark staff and a deputy.
Q21)What type of religious diets, and how many of each does the County currently provide?
A)No religious diets are currently offered. Inmates who have religious diets may choose a vegetarian diet initiated by an inmate message request form or eat the regular meals as there is no pork in their diet.
Q22)Can bidders get a copy of the inmate work schedule?
A)Inmate workers at GEDDF are split into two shifts; there are 7-10 inmates on each shift and the hours are 230-1000 and 1130-1800. Inmate workers at SRJ are also split into two shifts; there are 71-75 inmates on the 0700-1400 shift and 45 inmates on the 1500-2100 shift. There is a transition period starting at 1300 and ending at 1430 where inmate workers are increased to 116. There are 15 female inmate workers on shift from 2130-0200.
Q23)What is the due date, January 26, 2015 (front cover) or November 7, 2014 (Calendar of Events)?
A)The RFP with this due date was removed. Please ensure you have the current RFP showing the response due date of November 7, 2014 on the front cover.
Q24)Is Alameda County receiving compensation for the preparation of meals by Aramark for the other cook-chill counties (i.e. Amador, Colusa, Lake, San Joaquin), and if so, who is compensating the County, and what is the compensation?
A)Yes, Aramark compensates the Countyfor these meals. Please see attached Exhibit “K” Aramark contract for specific details.
Q25)What is the daily calorie count for the inmates?
A)Approximately 2500 calories per day.
Q26)Aramark has made two (2) sizeable contributions to Alameda County over the past few years. Is there any requirement for contributions with the RFP?
A)Any vendor awarded a contract for these services will be required to contribute to the County’s Inmate Training Program and Community Outreach Initiative as stated on page 22 and 23 of the RFP.
Q27)Will any contributions carry additional points for the vendor?
A)The County is not seeking any contributions outside the scope of this RFP. All responses to this RFP will be rated per the evaluation criteria within the RFP. Please review this criteria which begins on page 28 of the RFP.
Q28)What is the current inmate daily population of Santa Rita Jail (SRJ)?
A)On October 9, 2014 SRJ housed 2,862 inmates.
Q29)How are the meals reheated at the individual units at SRJ?
A)All meals are heated in the ovens located in each housing units.
Q30)How many re-therm ovens are located at each facility?
A)All equipment at both facilities was viewed by all bidders. The deputies assigned to the Kitchen do not have the capability to inventory equipment & machinery.
Q31)How many freezers are on the GEDDF site, and what is the size of each?
A)All equipment at both facilities was viewed by all bidders. The deputies assigned to the Kitchen do not have the capability to inventory equipment & machinery.
Q32)How many refrigerators are on the GEDDF site, and what is the size of each?
A)All equipment at both facilities was viewed by all bidders. The deputies assigned to the Kitchen do not have the capability to inventory equipment & machinery.
Q33)How many Aramark staff are assigned to the GEDDF site?
A)Aramark has five staff members assigned to this site.
Q34)How many meal deliveries does the GEDDF facility receive?
A)GEDDF receives six deliveries weekly.
Q35)How are the meals delivered to the inmate units at the GEDDF facility?
A)Meals are heated in the kitchen, loaded onto the elevator, retrieved by deputies and delivered inmate workers.
Q36)How much dry storage area is available at the GEDDFfacility?
A)All storage space was viewed by all bidders during the site visit. The County does not have the exact square footage.
Q37)How many loading docks are available at the GEDDF facility?
A)There is one loading dock at the GEDDF facility.
Q38)What is the current inmate population at the GEDDF facility?
A)On October 9, 2014the GEDDF population housed 398 inmates.
Q39)How many miles apart are SRJ and the GEDDF facility?
A)Santa Rita Jail is approximately 29.8 miles from the Glenn Dyer facility.
Q40)How far in advance are the meal counts provided?
A)The count information is prepared from the 0300 hour jail count. The numbers are then put into the AJIS system. Only Kitchen deputies have access to the AJIS system and must then take the 0300 hour count information from the AJIS system, prepare the meal count sheet for the various inmate locations, and this sheet is available for the food preparer to assign meals. Currently, this is prepared by the 0400 hour deputies and is available between 0415 hours and 0430 hours.
Q41)How are the meals billed?
A)Billing is per meal and invoiced monthly.
Q42)How many officers are assigned, per shift, to the SRJ kitchen?
A)See attached Exhibit “J” for Staff SRJ Schedule.
Q43)How many inmates, per shift, work in the SRJ kitchen?
A)See attached Exhibit “M” for inmate SRJ schedule.
Q44)How is staff food handled currently?
A)Employees sign in on a daily roster to account for their meals. Some food is made to order but most is pre-prepared and kept warm in the serving area and served to each employee as requested. There is also a self-serve salad bar with snacks available.
Q45)Are the staff dining meals prepared in the main kitchen?
A)Yes they are as some meals are made upon request in the dining area including deep fried items which are currently available only at GEDDF. Sandwiches and grill items are made upon request, other items are prepared ahead of time and are kept warm or require re-heating.
Q46)Can the County provide a complete list of kitchen equipment that is owned by the County and what equipment is owned by Aramark?
A)All equipment at both facilities was viewed by all bidders. The deputies assigned to the Kitchen do not have the capability to inventory equipment & machinery. All equipment is owned by the County with the exception of the electric fork lift which is owned by Aramark.
Q47)Is all County-owned equipment in good working order?
A)Yes, all County-owned equipment is in good working condition. Any item requiring repair during the contract can be requested by way of a work order. Inspections are done to determine potential repairs.
Q48)Are the two (2) docks at SRJ the only docks used to receive product and load meals?
A)Yes, these are the only docks for loading and receiving food services.
Q49)How are the diet meals ordered and identified?
A)The diet meals are ordered by the medical staff. Medical staff advises the kitchen staff when an inmate is prescribed a medical diet. The inmate is then placed on the list for that diet which is printed daily to ensure we are using the most current list.
Q50)Can the County provide a complete list of small-wares owned by the County?
A)The County does not maintain such a list, small ware is the responsibility of the food service provider.
Q51)Who is responsible for the replacement of small-wares?
A)The food service provider is responsible for the replacement.
Q52)Do the shelving and wire racks located throughout the dry storage areas belong to the County?
A)Yes, all the equipment in the Kitchen belongs to the County.
Q53)How many pallet jacks are available for use for kitchen/food preparation?
A)There are six pallet jacks available.
Q54)Is the electric pallet jack owned by the County or Aramark?
A)The County owns the electric pallet jack.
Q55)Will all the stainless steel prep tables be brought up to good operating order by the County?
A)The tables currently in use are in good operating condition. If additional tables are needed through the contract the County will purchase.
Q56)Can the County provide a copy of the latest inspection by the County Health Department?
A)The County has requested this report, however we have no control on when this will be released by the Health Department.
Q57)How is the product temperature maintained during the tray process?
A)When the food is removed from the refrigerator it is heated to the required temperature and kept warm in the ovens until served.
Q58)Are the inmates assigned a plastic cup and sporks in their housing units or purchased?
A)Inmates are not given a plastic cup. They can purchase one from Commissary if they wish. They are given a paper cup with their lunches to use to mix the beverage powder they are given. They are each issued a spork upon arrival that they are to keep for the duration of their stay. The Sheriff’s Office purchases the sporks. Aramark provides the cups.
Q59)Does the County participate in or accept reimbursement for meals from the USDA National School Lunch or Breakfast Programs?
A)No, the County does not participate in these programs.
Q60)Who is responsible for repairs and maintenance for all the kitchen equipment and replacement, thereof?
A)The County is responsible for the repairs and maintenance of all equipment.
Q61)Can bidders obtain a list of all the kitchen equipment, and could the County please specify what is owned by Aramark, and if the equipment will be staying, and the use of it, if another vendor is awarded the contract?
A)All equipment is owned by the County with the exception of the electric fork lift in the warehouse which is owned by Aramark. All equipment at both facilities was viewed by all bidders. The deputies assigned to the Kitchen do not have the capability to inventory equipment & machinery.
Q62)There are other counties that Alameda County provides kitchen supplies/meals for that Aramark is contracted with. What is paid to the County, or the Sheriff’s Office, for allowing those meals to be produced and sold to other counties?
A)The County does not have a contract with those outside agencies. Please see attached Exhibit “K” for Aramark contract with Alameda County.
Q63)Does the County or Sheriff’s Office receive any payments from Aramark for meals at other locations?
A)Please review the attached Exhibit “K’ Aramark Contract.
Q64)Are bidders being asked to bid this RFP as a sole entity and not take into account the outside agencies?
A)Yes. The numbers that the County provided on page 5 of the Exhibit A – Bid response packet are based solely on the needs of Alameda County.
Q65)IsAramark then going to bid this RFP as a sole entity?
A)Yes, the County is seeking responses specific to the needs of Alameda County.
Q66)What is the benefit to the County from Aramark for anything else that they do? Because it affects their price per meal that they quote to the County because they are making money off the County’s kitchen supplying the other counties?