HomeMy WebLinkAboutDoc 089 - Intent to Award Jail Food SvcsDeschutes County Board of Commissioners
1300 NW Wall St., Suite 200, Bend, OR 97701-1960
(541) 388-6570 -Fax (541) 385-3202 -www.deschutes.org
AGENDA REQUEST & STAFF REPORT
For Board Business Meeting of February 22, 2012
DATE: February 13,2012
FROM: Darryl Nakahira Sheriff's Office: 617-3369
TITLE OF AGENDA ITEM:
Consideration of Board Signature of Document No. 2012-089, a ItNotice of Intent to Award Contract"
Letter for the Deschutes County Adult Jail Food and Commissary Services.
PUBLIC HEARING ON THIS DATE? No
BACKGROUND AND POLICY IMPLICATIONS:
The current service contract with Aramark for food and commissary services for inmates at the
DCAJ and the Juvenile Detention Facility has expired and the current provider is on a month-to
month extension for continuation of services until the selection process is completed and a new
contract is in place.
On November 4,2012, the Sheriff's Office published a Request for Proposal (RFP) in order to find
a food and commissary services provider for inmates at the Deschutes County Adult Jail and food
services at the Deschutes County Juvenile Detention Facility. The Sherifrs Office received four
proposals in response to the RFP. All four proposals were reviewed and scored by Sheriff's Office
and Juvenile Department personnel. Aramark Correctional Services is the selection of the scoring
board.
Among other requirements, the selected contractor is expected to:
• provide up to 684 meals per day for inmates at the adult jail, 270 meals per day to inmates at
the work center, 99 meals per day at the juvenile detention facility, 84 staff member meals
per day at the adult jail, and 9 staff member meals per day at the work center.
• utilize a 28-day cycle menu for the adult jail, work center and juvenile detention facility;
• provide menus that meet or exceed the National School Lunch, School Breakfast and After
School Snack Program requirements for the juvenile detention facility;
• take all reasonable and prudent measures necessary to ensure that the jail equipment is being
properly used and maintained. The contractor will have direct responsibility for the care of
all equipment in the kitchen;
• implement and regularly provide, at its expense, preventative maintenance and repair
contracts on all equipment under its direct control; and
• provide nutritional and appetizing meals at a reasonable rate.
FISCAL IMPLICATIONS:
Under the new contract, the estimated annual payment to Aramark will be $383,633, which is
$10,630 less than the current annual payment of approximately $394,263. (Costs vary depending
on how many daily meals are served, which depends on a given day's inmate population.)
The Sheriffs Office currently pays $1.39 for adult inmate meals and staff meals and $1.62 for work
crew sack lunches. The Juvenile Department currently pays $2.06 for juvenile meals.
Under the new contract, the Sheriffs Office will pay $1.32 for adult inmate meals, $2.00 for staff
meals and $1.62 for work crew sack lunches. The Juvenile Department will pay $2.06 for juvenile
meals, which is the same rate under the current contract.
The reason for the increase in the cost of a staff meal is largely due to higher quality, better
nutritional value, and variety.
The annual costs for the staff meals will increase by approximately $7,347, but the costs for the
inmate meals will decrease by approximately $17,977.
In addition, the commissary commission will increase from 15% to 18%. Commission on net
commissary sales (less pre-stamped envelopes and indigent supplies) is anticipated to be
approximately $12,000 annually. Also, by adopting a point-of-sale delivery system, the Sheriffs
Office will reduce staff labor, which can be re-directed to other primary jail functions.
RECOMMENDATION & ACTION REQUESTED:
Approve and sign "Notice ofIntent to Award".
ATTENDANCE:
Lt Brook Van der Zwiep, Sheriffs Office
Darryl Nakahira, Sheriff s Office
DISTRIBUTION OF DOCUMENTS:
Call Pat Davis, Sheriff s Office Legal Assistant, at x3367 or email when ready for pick up.
DESCHUTES COUNTY DOCUMENT SUMMARY
Date: February 13, 2012 Department: Sheriffs Office
Contractor/Supplier/Consultant Name: Aramark Correctional Services
Contractor Contact: Brian Caspari Contractor Phone #: 972-922-0034
Type of Document: Document 2012-089 is a "Notice of Intent To Award Contract"
Goods and/or Services: Aramark Correctional Services will provide food and
commissary services for inmates at the Deschutes County Adult Jail (DCAJ) and Work
Center and food services for the Deschutes County Juvenile Detention Facility.
Background & History: The current service contract with Aramark for food and
commissary services for inmates at the DCAJ and the Juvenile Detention Facility has
expired and the current provider is on a month-to-month extension for continuation of
services until the selection process is completed and a new contract is in place.
On November 4,2011, the Sheriffs Office published a Request for Proposal (RFP) in
order to begin the process of selecting a provider and implementing a new contract.
The Sheriffs Office received four proposals in response to the RFP. All four proposals
were evaluated and scored by Sheriffs Office and Juvenile Department personnel.
Aramark Correctional Services is the selection of the scoring board.
Agreement Starting Date: April 1, 2012 Ending Date: March 31, 2015 with two
optional 1-year renewal periods
Annual Value or Total Payment: Under the new contract, the estimated annual
payment to Aramark will be $383,633, which is $10,630 less than the current annual
payment of approximately $394,263. (Costs vary depending on how many daily meals
are served, which depends on a given day's inmate population.)
The Sheriffs Office currently pays $1.39 for adult inmate meals and staff meals and
$1.62 for work crew sack lunches. The Juvenile Department pays $2.06 for juvenile
meals.
Under the new contract, the Sheriffs Office will pay $1.32 for adult inmate meals, $2.00
for staff meals and $1.62 for work crew sack lunches. The Juvenile Department will pay
$2.06 for juvenile meals, which is the same rate under the current contract.
The reason for the increase in the cost of a staff meal is largely due to higher quality,
better nutritional value, and variety.
The annual costs for the staff meals will increase by approximately $7,347 but the costs
for the inmate meals will decrease by approximately $17,977. In addition, the
commissary commission will increase from 15% to 18%.
[8J Insurance Certificate Received (check box) N/A at this time
Insurance Expiration Date:
Check all that apply:
~ RFP, Solicitation or Bid Process
D Informal quotes «$150K)
D Exempt from RFP, Solicitation or Bid Process (specify -see DCC §2.37)
Funding Source: (Included in current budget? [8J Yes D No
If No, has budget amendment been submitted? DYes D No
Is this a Grant Agreement providing revenue to the County? D Yes ~ No
Departmental Contact:
J
Sheriff's Approval:
Ignat Date
Distribution of DocumJ t: Call Pat Davis, Sheriffs Office Legal Assistant, at x3367
or email when ready for pick up.
Lt. Brook Van der Zwiep, 322-4812
---~r---IH!'-+-+---
Official Review:
County Signature Required (check one): D BOCC D Department Director (if <$25K)
~Administrator (if >$25K but <$150K; if >$150K, BOCC Order No. _____)
Legal Review Date ~{L3 Ir~
Document Number 2012-089
Board of Cou Commissioners
1300 NW Wall St, Suite 200· Bend, OR 97701-1960
(541) 388-6570· Fax (541) 385-3202
www.co.deschutes .or.us
board@co.deschutes .or .us
Tammy Baney
Anthony DeBone
Alan Unger
February 22,2012
Sent via facsimile 972-692-4504 & First Class Mail
RE: Project -Contract for Inmate Food and Commissary Service
NOTICE OF INTENT TO AWARD CONTRACT
On February 22,2012, the Board of County Commissioners of Deschutes County,
Oregon, considered proposals for the above-referenced project. The Board determined
that the successful bidder for the project was Aramark Correctional Services of
Philadelphia, PA.
This Notice of Intent to Award Contract is issued pursuant to Oregon Revised Statute
(ORS) 279B .135 . A copy of this Notice is being provided to each firm or person that
submitted a bid or proposal for the project. Any firm or person which believes that they
are adversely affected or aggrieved by the intended award of contract set forth in this
Notice may submit a written protest within seven (7) calendar days after the issuance of
this Notice of Intent to Award Contract to the Board of County Commissioners of
Deschutes County, Oregon, at Deschutes Services Building, 1300 NW Wall Street,
Bend, Oregon 97701 . The seven (7) calendar day protest period will expire at 5:00
PM on Wednesday, February 29, 2012.
Enhancing the Lives of Citizens by Delivering Quality Services in a Cost-Effective Manner
February 22, 2012
Page 2
Any protest must be in writing and specify any grounds upon which the protest is based.
Please refer to Oregon Administrative Rules (OAR) 137-049-0450 for construction
contracts or OAR 137-047-0740 for contracts other than construction. If a protest is
filed, a hearing will be held at 10:00 a.m. on [Day], [Date], [Year] before the Board of
County Commissioners of Deschutes County Oregon, acting as the Contract Review
Board, in the Deschutes Services Building, 1300 NW Wall Street, Bend, Oregon 97701.
If no protest is filed within the protest period, this Notice of Intent to Award Contract
becomes an Award of Contract without further action by the County unless the Board of
County Commissioners for good cause, rescinds this Notice before the expiration of the
protest period. The successful bidder or proposer on a Deschutes County project is
required to execute four (4) copies of the Contract, which will be provided when the
contract is negotiated. In addition to the execution of Contract, the contractor will be
required to provide one or more certificates of insurance together with endorsements
naming Deschutes County as an additional insured.
All contract copies will need to be returned to the County for execution. After all parties
have signed the contract, a copy of the contract will be forwarded to you along with a
notice to proceed.
If you have any questions regarding this Notice of Intent to Award Contract, or the
procedures under which the County is proceeding, please contact Sheriff’s Office Legal
Counsel Bend, OR 97701, telephone (541) 617-3369 or FAX (541) 389-4454.
Sincerely,
BOARD OF COUNTY COMMISSIONERS
DESCHUTES COUNTY, OREGON
__________________________
Anthony DeBone, Chair
__________________________
Alan Unger, Vice Chair
__________________________
Tammy Baney, Commissioner
cc w/enc: Transmitted by Facsimile and First Class Mail on February 22, 2012 to all Proposers
(See attached List)
Contract for Inmate Food and Commissary Service
Aramark
Brian Caspari
12465 Alfa Romeo Way
Frisco, TX 75034
Phone: 972-922-0034
Fax: 972-692-4504
ABL Management
John D. Appleton
11224 Boardwalk, Suite B 1-5
Baton Rouge, LA 80716-8344
Phone: 800-375-1293
Fax: 225-273-2165
Consolidated Food Management
Ben Hilberg, President
7429 SE 27th St.
Mercer Island, WA 98040-2753
Phone: 206-232-9771
Fax: 206-232-1533
Keefe Group
Jim Perry, Regional Vice President
13369 Valley Blvd
Fontana, CA 92335-5247
Phone: 909-357-2330
Fax: 909-357-2352
279B.135 Notice of intent to award. At least seven days before the award of a public contract,
unless the contracting agency determines that seven days is impractical under rules adopted
under ORS 279A.065, the contracting agency shall post or provide to each bidder or proposer
notice of the contracting agency’s intent to award a contract. This section does not apply to a
contract awarded as a small procurement under ORS 279B.065, an intermediate procurement
under ORS 279B.070, a sole-source procurement under ORS 279B.075, an emergency
procurement under ORS 279B.080 or a special procurement under ORS 279B.085. The notice
and its manner of posting or issuance must conform to rules adopted under ORS 279A.065.
[2003 c.794 §64]