Correctional Facility Contract Food Services

REQUEST FOR PROPOSAL (RFP)
RFP #P26-11
Correctional Facility Contract Food Services
RFP SUMMARY:
To consider contracting with one (1) vendor to provide correctional food services for Larimer
County Community Justice Alternatives.
A PRE-PROPOSAL ON-SITE TOUR to familiarize vendors with the location will be held on August 18,
2026 at 2:00 PM MT. Please arrive early. Location: Larimer County Alternative Sentencing Building, 2307
Midpoint Dr, Fort Collins, CO 80525. The meeting room is behind secure doors, so someone will be there to
take you to the room.
This pre-proposal meeting will be a site-tour. Please be sure you have reviewed this Request for
Proposal prior to this pre-proposal meeting. Vendors are requested (not required) to attend and
participate in the meeting.
*** THIS WILL BE THE ONLY OPPORTUNITY TO VIEW THE SITE WITH COUNTY STAFF ***
** NO OTHER MEETING WILL BE CONDUCTED **
QUESTION DEADLINE: August 21, 2026 @ 10:00 a.m. (MT)
All questions regarding this solicitation must be emailed to the Contact Person identified below. If you do not
receive a confirmation email of receipt, please call the Contact Person to verify receipt of your questions. No
questions will be accepted after the date and time referenced above. All questions received will be answered
via Addendum only.
DEADLINE FOR SUBMITTALS: September 1, 2026 @ 2:00 p.m. (MT)
The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via the
Rocky Mountain E-Purchasing System (BidNet, BidNet Direct) portal, up to the date and time referenced
above, at which time they will be recorded, but not publicly opened on behalf of the Community Justice
Alternatives Department.
BIDNET PORTAL / RFP OFFICIAL WEBSITE:
To submit your proposal and view official solicitation documents and addenda only available on the BidNet
portal, use the following link: https://www.bidnetdirect.com/colorado/larimer-county/
CONTACT PERSON:
Purchasing Agent Les Brown, brownxld@co.larimer.co.us, 970-498-5954
NOTE: Unauthorized contact with a County employee other than the Contact Person listed above or
Purchasing Manager regarding this RFP may result in disqualification of your Proposal.
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1. GENERAL INSTRUCTIONS FOR PROPOSERS:
1.1 Artificial Intelligence (AI) Disclosure:
Portions of this solicitation may have been prepared or modified with the assistance of Artificial Intelligence (AI)
technologies. All such content has been reviewed, verified, and approved for accuracy and compliance by the
Purchasing Agent prior to issuance.
1.2 Cooperative Use
Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is
amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The
entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,
contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any
liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor or
any government entity relating to such use.
1.3 Equal Opportunity Employer (EEO) / Disadvantaged Business Opportunities:
Larimer County, in accordance with Federal and State laws, is an Equal Opportunity Employer and does not
discriminate. Larimer County strongly encourages the use of small and minority firms, women's business
enterprises, and labor surplus area firm services.
Larimer County hereby notifies all Proposers they will be afforded full and fair opportunity to submit a Proposal
in response to this RFP and they will not be discriminated against on the basis of age 40 and over, race, sex
(including pregnancy), color, religion, national origin, disability, genetic information, sexual orientation, gender
identity, gender expression, military or veteran status, or any other applicable status protected by Federal,
State, or local law in consideration for award.
1.4 Payment:
Payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of
the invoice and satisfactory acceptance by the Department receiving the service or goods (unless otherwise
stated and agreed to by County).
1.5 Proposal Consideration:
Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or all
qualified proposers and to waive informalities and irregularities in proposals received, and to accept any
portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment
of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract
to companies located in Larimer County, however this is not applicable in the case that Federal funds are
used.
1.6 Proposal Preparation:
Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated
with this RFP. Proposals must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is
tax exempt.
1.7 Proposal Submission:
Proposers must be registered with BidNet in order to submit a proposal; registration is free. Larimer County
strongly recommends proposers register well in advance of the submittal deadline to ensure they have
adequate time to upload and submit their proposal.
It is the sole responsibility of the Proposer to ensure all required Proposal documents are submitted through
BidNet by the submission deadline. Proposals will be time-stamped by BidNet upon receipt; BidNet does not
allow for uploading or submitting Proposal documents after the Proposal submittals deadline has passed, so
allow adequate time to upload and submit your Proposal prior to the deadline. Larimer County will not accept
uploads that are "saved" but not "submitted". To verify that a Proposal has been submitted successfully,
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Proposers may contact BidNet Support, or verify, via the Proposal Management tab in the Proposer's account,
that the documents are not in "Draft" status.
Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be
combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are
not acceptable and your proposal may be rejected.
By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date
and time identified in the RFP or as modified by addendum. No delivery will become due or be accepted until
an agreement has been completed either in the form of a formal executed contract, or a purchase order issued
by the Purchasing Manager of Larimer County. Prices and terms will remain in effect until a contract has
been executed.
1.8 Public Records:
Proposers may choose to also provide one (1) redacted .pdf proposal (as one single file), excluding any
information that is not subject to disclosure under the Colorado Open Records Act ("CORA"), such as trade
secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt
from public disclosure under C.R.S. 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential
will not be honored. After the Notice of Award has been issued, all information submitted in response to this
request for proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted
electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic
copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will
endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the
provisions of CORA or Order of Court.
1.9 Reasonable Accommodations:
Per the Americans with Disabilities Act (ADA), Larimer County will provide reasonable accommodation to
qualified individuals with a disability who need assistance. Services can be arranged with at least seven (7)
business days' notice. Please email the Contact Person listed on the page 1 or call Relay Colorado
711. "Walk-in" requests for auxiliary aids and services will be honored to the extent possible but may be
unavailable if advance notice is not provided.
1.10 Regulatory and Legal Compliance Requirements:
No vendor awarded a solicitation will be federally debarred. Such debarment will be checked through the
System for Award Management, at www.sam.gov.
All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the
Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read
the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.
The Proposer certifies that by submitting an offer, neither the contractor nor subcontractors, the organization
nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal
government and do not appear on the Excluded Parties List System (EPLS) maintained by the General
Services Administration (GSA).
2. PROJECT OVERVIEW:
Larimer County Community Justice Alternatives intend to enter into an agreement with one (1)
Contractor to provide correctional food services for both the Alternative Sentencing Department (ASD),
and the Community Corrections Department (LCCC), two (2) unique departments. The Contractor will
perform services in one (1) kitchen for two (2) different serving locations as described in Attachment B
- Food Services Technical Questionnaire.
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CURRENT VENDOR INFORMATION AND COST:
Community Justice Alternatives is currently contracted with Summit Food Services, LLC and pays the
following prices per meal, depending on the current population.
3. QUALIFICATIONS:
Qualifications, at a minimum, include the following and must be documented explicitly in your proposal:
1. Contractor must have a minimum of five (5) years providing correctional food services in a facility where
clients/offenders are classified by security levels.
4. SCOPE OF WORK:
The Contractor at a minimum, will provide, perform, and/or furnish the following:
1. Correctional Facility Food Services for two (2) distinct and separate departments within Larimer County
Community Justice Alternatives, known as ASD and LCCC.
1.1. The ASD facility is located at 2307 Midpoint Dr., Fort Collins, CO 80525, and manages the Pre-Trial, Work
Release, Mid-Week, Workender, Home Detention, and Community Service programs.
1.2. The LCCC facility is located at 2255 Midpoint Dr., Fort Collins, CO 80525, and manages offenders
released from the Department of Corrections and direct sentence offenders directly from the courts.
2. Contractor shall provide the Correctional Facility Food Service in accordance with each facility's specific
needs as detailed in Attachment B - Food Services Technical Questionnaire.
3. Food will be prepared at the ASD facility's kitchen for clients at both ASD and LCCC.
5. INSURANCE:
BEFORE submitting your company proposal, confirm with your insurance carrier that your company can meet
the insurance requirements published in the solicitation. Your company insurance coverages should be
correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor
possess appropriate insurance at all times during the contract; these coverages are purchased at the
company's expense. The County's insurance requirements may necessitate a company adding or increasing
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coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included
in your pricing at the time of submission and will not be permitted to be added later.
5a. INSURANCE REQUIREMENTS
Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance issued to
Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 as the Certificate Holder. The
insurance required herein shall be procured and maintained in full force and effect for the duration of the
Contract or Agreement and shall be written for not less than the following amounts, or greater if required by
law. Such certificate shall be delivered to InsuranceCert@larimer.org.
1. Workers' Compensation and Employers' Liability
1.1. Workers' Compensation: Statutory
1.2. Employer's Liability: $100,000 Each Accident
$500,000 Disease-Policy Limit
$100,000 Disease-Each Employee
1.3. Waiver of Subrogation in favor of Larimer County
1.4. If the contractor/vendor is not required to carry Workers' Compensation coverage per Colorado
Workers' Compensation Act 8-40-202(2)(b) a signed Workers' Compensation waiver must be provided.
2. Commercial General Liability on an Occurrence Form with minimum limits as follows:
2.1. Per Occurrence Limit $1,000,000
2.2. General Aggregate Limit $2,000,000
2.3. Contractor/Vendor agrees that the insurance afforded the County is primary non-contributory.
3. Automobile Liability Insurance including coverage for all owned, non-owned, & hired autos. Limits to be
as follows:
3.1. Bodily Injury & Property Damage Combined Single Limit $1,000,000
3.2. Lower limits may be accepted if automobiles are not used for transport in relation to goods/service
provided as outlined in agreement (i.e. only commuting to job site).
4. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies
in conjunction with primary insurance policies if necessary.
5. General Liability and Automobile Liability insurance policies shall include Larimer County and its
elected and appointed officials and employees as additional insureds as their interests may appear.
6. The County reserves the right to reject any insurer it deems not financially acceptable by insurance
industry standards. Insurance Companies shall be licensed to do business in the State of Colorado and
shall have an AM Best rating of not less than A- VII.
7. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract or
Agreement shall provide the required coverage and shall not be suspended, voided, or canceled. Should
any of the required policies be cancelled before the expiration date, notice shall be delivered to Larimer
County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org.
8. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted
services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in
this document and the subcontractor must include Larimer County an additional insured as described in
section V.
ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER
COUNTY RISK MANAGEMENT DIVISION.
Proof of Auto Liability and Workers' Compensation insurance is waived if goods/products are not delivered to a
County facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier
(i.e., private shipper or freight forwarder, etc.).
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6. EVALUATION CRITERIA:
Proposal submittals will be individually and independently evaluated and scored by each Evaluation Committee
Member. The criteria below will be the basis for review of the written proposals. The rating scale will be for
available points; receiving the maximum points available per criteria would be considered an outstanding
rating.
POINTS
CRITERIA STANDARD
AVAILABLE
* Does the Contractor's proposed 28-day menu indicate an
FOOD PREPARATION
understanding and a comprehensive approach to accomplish the
PROCEDURE/
scope of work?
SECURITY SAFETY
* Does the Contractor's proposed food preparation procedure
AND SANITATION
include menus, special diets, quality assurance, and production
35
PROCEDURES
control?
* Does the Contractor understand and provide evidence they know
how to manage security, safety, and sanitation?
* Is the Contractor's pricing competitive, reasonable, and
PRICE advantageous to Larimer County? 30
* Does the Contractor's approach to personnel management allow
PROGRAM
the Evaluation Committee to determine how the respondent will
PERSONNEL
25
best meet the needs of the County?
* Does the Contractor have background and experience in providing
COMPANY correctional food services in facilities similar in size and
BACKGROUND AND comparable to Larimer County's Community Justice Alternatives 10
EXPERIENCE entities?
Maximum Possible Points = 100
7. AWARD AND AGREEMENT:
A formal agreement will be awarded to the vendor with the most responsible, responsive, reasonable proposal,
deemed the best value, best fit, and most advantageous to Larimer County. To assist in the decision for
award: interviews may be held, background checks may be performed, references may be contacted, and
other inquiries may be taken to determine the abilities of the Contractor.
The initial term of the agreement will be February 9, 2027 through February 8, 2029 (first term is for two years).
The County, at its sole option, may offer to extend this Contract for up to four (4) additional one-year terms.
The extension option may be exercised providing satisfactory service is given, and must be mutually agreed
upon in writing, by and between the County and the Award Vendor.
A Sample of Larimer County's "Professional Services Agreement" is included with this Request for Proposal as
Attachment A - Professional Services Agreement. Any exceptions or requested additions to the attached
agreement must be stated and submitted with your Proposal; these requests will not be accepted after the
Proposal has closed. The County makes no guarantee of any changes or concessions but will review and
consider all requests submitted.
Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that
meets, at a minimum, the Insurance Requirements published in the solicitation (see example COI below). This
valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must
include Larimer County listed as Additional Insured and Certificate Holder.
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9. PROPOSAL SUBMITTAL REQUIREMENTS:
Please submit your proposal, addressing each of the following items in the order as outlined
below. Following submission directions detailed starting on page two (2) of this solicitation, submit only the
three (3) files identified below:
* 1 - ORIGINAL proposal - Addressing all of the items listed below. This version will be scored by each
member of the Evaluation Committee.
* 1 - Excel format of Attachment B - Food Services Technical Questionnaire. For the avoidance of doubt,
the Attachment B - Food Services Technical Questionnaire must be submitted in your PDF Original
proposal and in Excel format.
* 1 - REDACTED proposal - This version will be used to satisfy public records requests. This redacted
file may be the same as the original proposal if your original proposal contains nothing that is
confidential.
BidNet will only allow vendors to submit one (1) Original Proposal, one (1) Excel format of Attachment B, and
one (1) Redacted Proposal, it will not allow you to attach any other documents.
Vendor's Original Proposal is to be no more than 60 pages; any pages beyond this maximum will be deleted
and will not be evaluated (i.e. pages 61 through the end of your proposal will be deleted with no review of
content).
Incomplete proposals, proposals that do not adhere to the maximum page, or proposals that do not address
each of the following items in the order as outlined below may be rejected.
1. Signed Signature Page (found below)
2. Cover Letter:
A one-page cover letter should be provided that expresses the firm's interest and identifies the primary
contact person for the firm, including title, mailing address, office phone number, cell phone number and
email address.
3. Qualifications:
Explicitly describe/explain how your firm meets or exceeds the QUALIFICATIONS stated earlier in this
RFP. Be specific with dates and details, as the minimum qualifications are a pass/fail and proposals that
do not meet these qualifications may be deemed NONRESPONSIVE and rejected.
3.1. Contractor must have a minimum of five (5) years providing correctional food services in a facility where
clients/offenders are classified by security levels.
4. Contract Requirements:
4.1. The County anticipates that the selected vendor will sign the County's "Professional Services
Agreement" which is included as Attachment A. In this section, you must specifically address any
issues with the agreement and propose solutions.
4.2. Colorado Constitution Article XI, 1 and 2 prohibit the County from pledging credit, providing aid, and
accepting debt/liability of another. Because of this, the County is unlikely to accept a Limitation of
Liability provision in the final agreement. Specifically address your firm's position on agreeing to this
contract term.
5. General Company Information:
5.1. List any name changes in the last 10 years and the date the firm was established.
5.2. Describe how the firm is organized.
5.3. State and briefly describe any values, mottos, or goals that your organization operates by.
5.4. Copies, if any, of licenses/certificates/awards pertinent to this RFP.
5.5. Organization's ability to show that they have adequate financial resources or the ability to obtain such
resources as required to successfully provide these services to Larimer County.
6. Complete and submit in both PDF format (part of your Original Proposal) and Excel format Attachment B -
Food Services Technical Questionnaire. Do NOT add rows/columns or modify the format of this
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questionnaire. Failure to respond in the required Excel document or provide the required information may
eliminate your proposal from consideration
7. Complete and submit Attachment C - Price Per Meal Sheet as part of your Original Proposal.
8. Provide Sample Menus.
9. Relevant Project Experience and References:
9.1. Please submit a list of at least three (3) projects within the last five (5) years that were similar in size,
complexity, and nature (Colorado/Government experience is preferred); include the dates of these
projects.
9.2. Include relevant information about each project that applies to the experience of your firm.
9.3. Specific items to emphasize in the proposal include, but are not limited to:
9.3.1. Brief description of the work performed.
9.3.2. Participation by key staff proposed for this project and what their roles were.
9.3.3. Owner reference name, address, email address and cell phone number.
10. Submit a sample menu that at minimum meets or exceeds the items in Exhibit A - Fall-Winter Menu 2025-
2026.
11. Insurance:
Provide a copy of your Evidence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most
closely reflects the insurance requirements described in this solicitation. Provide statements to answer the
following questions
11.1.1. Does coverage meet minimum project requirements?
11.1.2. Can this coverage be extended for work on this project?
11.1.3. Can coverage be increased?
11.1.4. Can the County be listed as an additional insured?
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P26-11 SIGNATURE PAGE
ADDENDA:
The proposer acknowledges the receipt of the following Addenda:
Addendum Number Date of Addendum Date Received
________________ ___________________ _______________
________________ ___________________ _______________
The undersigned is an authorized signatory of the firm identified below and certifies that they have examined
the specifications and instructions to proposers and submitted a proposal in full compliance and without
collusion with any other person, individual or corporation.
For all employees hired to perform labor or services in the United States after November 6, 1986, firm will have
completed Form I-9, Employment Eligibility Verification.
SIGNED: _____________________________________ TITLE: ___________________________________
PRINTED NAME: ________________________________________________________________________
FIRM: _____________________________________ UNIQUE ENTITY ID (DUNS): _____________________
ADDRESS: ______________________________________________________________________________
CITY: _______________________________ STATE: ______________________ ZIP: ________________
DATE: _____________________________________ TELEPHONE NUMBER: ______________________
EMAIL ADDRESS:________________________________________________________________________
Provide the following information for the individual who will serve as the primary contact for your organization
for technical and contractual clarifications during the RFP process, if different than the signatory:
PRIMARY
CONTACT NAME:
TITLE:
ADDRESS:
PHONE NUMBER:
EMAIL ADDRESS:
For further information regarding this request for proposal P26-11, please contact Purchasing Agent Les Brown
at 970-498-5954, or brownxld@co.larimer.co.us
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