McHenry County Government Center
Purchasing Department
Donald Gray, CPPB, Director of Purchasing
2200 N Seminary Avenue
Administration Building Room 200
Woodstock, IL 60098
Phone: 815-334-4818
Fax: 815-334-4680
March 2, 2015
ADDENDUM #1
RFP # 15-11 Provide Inmate Food Service to McHenry County Correctional Facility due
march 10, 2015 at 2:00PM (CST)
Additions & Clarifications to RFP/Bid
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Could you please verify the date the contract begins? Is it 4/01/15 as stated in
the RFP? And the proposal is due 3/10/15? Also, in the calendar of events it
says that March 10, 2015 – June 10, 2015: Evaluation, Committee
recommendation, Award of Contract and Notification to Successful Vendor?
Target date is 04/01/2015.
Who is your local telephone company and what is the contact number?
AT&T – 800-331-0500
Who is your local internet provider and what is their contact number?
AT&T – 800-331-0500
Who is the current contractor and for how long?
ARAMARK – Since 2002
What other services are outsourced by the facility and who are they
outsourced to?
Medical – Correct Care Solutions, all other services are outside the scope of
the RFP.
What were high and low inmate counts for the past year?
High – 436, Low – 310
What is current cost per meal?
$1.642 per inmate meal & $5.986 per Kosher meal
Will the Facility provide copies of the last six months invoices from the current
vendor?
Yes
If the ADP is currently 383 with a facility rated with 650 beds why does the
sliding scale go from a low of 201 inmates to 300 plus?
Due to not knowing the status of the ICE contract that expires in October
2015, the ADP could be approximately half of current ADP if contract is not
renewed.
Will contractor be required to hire the current kitchen staff and what are their
ALL OTHER TERMS AND CONDITIONS
OF THE RFP
REMAIN THE SAME.
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hourly rates?
No, contactor will not be required to hire the current kitchen staff, hourly
rate to be determined by the contractor awarded RFP.
How many staff are assigned to the kitchen, how many hours do each work per
week?
One (1) – Food Service Manager (50-65 Hours/Week), Three (3) – Kitchen
Staff (37.5 hours/ Week), Two (2) – ODR Staff (37.5 Hours/Week)
Are the inmates paid, if so are they paid by the County or contractor?
Inmate Workers are paid and are paid by the County.
What was the average number of inmate workers supplied to the kitchen by
shift?
Morning Shift – Sixteen (16), Afternoon Shift – Twelve (12)
How many hours of In Service training are required for the contractor
employees?
Forty (40) hours prior to being independently assigned to their job and forty
(40) hours of training each subsequent year of employment to comply with
ACA Standards.
Does the County pay for background checks for Vendor employees?
No
How many areas are the meal carts delivered to?
Six (6)
What does the evening medical snack consist of?
Two (2) slices of bread, three (3) ounces of lunch meat, one (1) slice of
cheese, one (1) piece of fresh fruit.
Who provides any liquid supplements required by Medical Department?
Food service contractor.
Do you currently use USDA Commodities? If so what amounts of items have
been purchased?
No
Can we receive a copy of the current menu including portion sizes?
Yes
Is milk served in bulk or ½ pints?
½ Pints
Will the facility consider powdered milk products instead of fluid milk?
No
Are bag meals currently served for the dinner meal at the facility?
No
If bag meals served for dinner when are the meals passed out currently?
Bag meals are not served for dinner.
How many inmate workers on average per day received a double portion and
is this a complete 2 tray or double entrée?
Forty nine (49) plus six (6) Road Crew in Summer/Fall. Complete two (2) trays
& drink.
How many kitchen and laundry inmates are assigned to these areas per day
ALL OTHER TERMS AND CONDITIONS
OF THE RFP
REMAIN THE SAME.
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and what is the average usage of coffee, milk and juice (is juice provided a fruit
beverage or orange juice)?
Thirty nine (39) Inmate Workers total on different shifts (morning &
afternoon). Inmate Workers use approximately two (2) gallons of coffee and
two (2) gallons of fruit beverage daily.
Is the County or Vendor responsible for replacing smallwares: pots, pans,
serving utensils, etc…?
Vendor replaces smallwares. Replacement items to be approved by County.
How many officer/staff meals are served for Breakfast, Lunch and Dinner?
Approximately fifty (50) to sixty (60) transactions per day (unable to provide
an exact amount of meals prepared/served).
What is the current price for Staff meals?
Varies, depends on what staff order for their meal.
Do officers purchase a meal ticket from the administration or do officers pay
the contractor for each meal they purchase?
Officers and Sheriff’s Office employees pay contractor for their own meals
using cash or credit/debit cards.
What are the current hours of operation for the ODR kitchen by meal?
Current hours of operation for the ODR are 06:00 Hours to 17:00 Hours
Monday through Friday.
Will a current staff menu be provided?
Yes
Does the current contractor provide a vending machine in the ODR?
Yes, one (1) machine that holds sandwiches and other food items.
Does the County have any plans to expand in the next three years? If so what
is the projected maximum capacity after expansion?
No
Does the facility currently issue cups and spoons/sporks or are disposables
used for meal service.
Cups (Cambro type) and flex sporks issued at each meal, collected,
inventoried, cleaned, and reused.
How many housing units are there in the facility?
Besides Booking there are four (4) Blocks for housing. Each housing Block is
broken down into sections. Two (2) Blocks contain six (6) housing units in
each Block and two (2) Blocks contain four (4) housing unit in each Block.
What size drinks are currently served in the facility?
One (1) Cup
Is each inmate issued a cup and spoon when they arrive?
Inmates are issued a small flex cup (not used for meals) when assigned to a
housing unit. They are not issued a cup in Booking.
What is the average Calorie per day currently being served per day, RFP says
not less than 1,800 and 2,000 calories without beverage?
Weekly average 2,800 calories per day.
Could you please provide a copy of the current cycle inmate menu?
ALL OTHER TERMS AND CONDITIONS
OF THE RFP
REMAIN THE SAME.
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Yes
What is the caloric level of the current inmate menu?
Weekly average 2,800 calories per day.
Please provide current incumbents invoices for inmate trays, catering, and
Staff Coffee and Beverage Service for the last 12 months.
Yes
On average how many ODR meals are prepared?
Approximately fifty (50) to sixty (60) transactions per day (unable to provide
an exact amount of meals prepared/served).
What type of cup is currently provided to inmates?
Flex cup (8 ounce), not used for meal service.
Who is the current commissary incumbent?
Outside the scope of the RFP.
What is the current commissary commission?
Outside the scope of the RFP.
What is the average of sack lunches that are prepared weekly/monthly?
136 Weekly/564 Monthly
How often is milk required to be served weekly?
Daily with breakfast.
Is a fortified drink currently served with meals? How often?
Yes, with lunch and dinner.
What is the current price per meal?
$1.642 per inmate meal & $5.986 per Kosher meal
Is coffee currently being served? If so how often?
Yes, daily with breakfast.
Would TVP be an acceptable source of protein?
No
Are you currently participating in Aramark’s Fresh Favorites Program?
Yes, once per week on Fridays after dinner meal.
Who is the current medical provider?
Correct Care Solutions
How are the staff paying for items in the vending machine?
Cash
Is there a Bid or Performance Bond Required?
Yes
Is the Contractor responsible for the replacement trays?
No, County purchases the trays, tray drying racks, and serving carts.
Is the Contractor responsible for the replacement of reusable spoons and
cups?
Yes, must purchase products that are approved by the County.
1,800 – 2,000 calories/day is the state of Illinois DOC minimum, what is the
target calorie count/day that McHenry Co. would prefer?
Weekly average 2,800 calories per day.
ALL OTHER TERMS AND CONDITIONS
OF THE RFP
REMAIN THE SAME.
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Will McHenry Co. require pre packaged orthodox Kosher/Halal trays?
Yes
Who delivers the trays from the kitchen to the LCC’s/Housing Blocks?
Corrections Officers and inmate workers.
What is the daily average amount of staff on all three shifts?
Day Shift – Thirty (30), Afternoon Shift – Thirty (30), Night Shift – Nineteen
(19)
Who is responsible for the repair and maintenance of the vending machines in
the ODR?
Provider of machines fills, services, pays for all products, and cost of repairs.
Who is the current ISP for the kitchen office?
AT&T
RFP states that the previous year’s population is 383 and the scale provided
goes well below that number, do you expect the population to decrease or
stay at the current average?
Can the County provide the monthly ADP for the past 3 months please?
Due to not knowing the status of the ICE contract that expires in October
2015, the ADP could be approximately half of current ADP if contract is not
renewed. The ADP for the last three (3) months was 337.
Will the facility continue to be ACA accredited and house I.C.E. detainees?
Yes, the facility will continue to be ACA accredited. It is not known at this
time if ICE detainees will continue to be housed at this facility after October
2015.
What I the current price per meal?
$1.642 per inmate meal & $5.986 per Kosher meal
What is the current meal pattern?
Five (5) week rotating menu.
Will the County please provide a copy of the current menu?
Yes
Will the County please provide a copy of the staff dining menu?
Yes
Will the County please provide prices and a list of items being served in the
ODR?
Yes
Is the ODR continuously open from 7am-5pm?
Current hours of operation for the ODR are 06:00 Hours to 17:00 Hours
Monday through Friday.
Does the staff get unlimited fountain beverage refills or is each refill paid for?
Staff pays for the purchase of a fountain beverage and gets unlimited refills
for the day.
On average, how many inmates work in the kitchen and laundry room each
shift? Are they limited to the amount of coffee, milk, and juice they can have
during their shift?
Morning Shift – Twenty (20), Afternoon Shift – Sixteen (16). Inmate Workers
ALL OTHER TERMS AND CONDITIONS
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REMAIN THE SAME.
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are given approximately two (2) gallons of coffee and two (2) gallons of fruit
beverage daily. Once it is gone, that is all they get for the day.
Who provides the products in the vending machine for the staff? Does the
kitchen prepare the items or are they purchased pre-made?
Contractor provides products for the vending machine. Some items are
prepared by the ODR staff and some are pre-made.
How many staff coffee stations are there?
One (1) in the ODR.
How many contractor staff are on site for each shift?
One (1) Food Service Manager for the facility, One (1) Cook Supervisor, One
(1) ODR Cook. At times there will be an overlap of hours of the morning and
afternoon shift Cook Supervisors and ODR Cooks.
Will the County please provide a copy of the current contract along with
addenda?
No
Will the County please provide the last 6 months of invoices related to this
contract?
Yes
Will the County please provide the ODR annual sales?
FY2014 sales were $43,179.
How many employees eat in the ODR on a per meal/per day basis?
Approximately fifty (50) to sixty (60) transactions per day (unable to provide
an exact amount of meals prepared/served).
How many County staff are in the building each shift?
Day Shift – Thirty (30), Afternoon Shift – Thirty (30), Night Shift – Nineteen
(19)
Does the average population of 383 include the booking meals, or are they in
addition to the 383?
Yes, Booking is included in the ADP.
Will the County accept an alternate pricing scale?
Yes, the County will evaluate alternate pricing scales if provided by a vendor.
Is Fresh Favorites a part of the contract? Is so, please provide a menu, pricing
scale & commission.
No it is not part of the contract. Fresh Favorites is a program offered by the
current contractor. There is no set menu and items offered each week are
determined by the current contractor. Prices are determined by the item
being offered each week and prices range from $2.75 to $14.00. Commission
is 10% of sales each week.
ALL OTHER TERMS AND CONDITIONS
OF THE RFP
REMAIN THE SAME.