Nutrition and Commissary Management Services

Agency:	Sedgwick County
State:	Kansas
Type of Government:	State & Local
NAICS Category:	541611 - Administrative Management and General Management Consulting Services
Posted Date:	Feb 14, 2024
Due Date:	Mar 12, 2024
Solicitation No:	24-0001
Bid Source:	Please Login to View Page
Contact information:	Please Login to View Page
Bid Documents:	Please Login to View Page

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SEDGWICK COUNTY, KANSAS

DIVISION OF FINANCE DEPARTMENT

Purchasing Department

100 N. Broadway, Suite 610 ~ Wichita, KS 67202

Phone: 316 660-7255 Fax: 316 660-1839

https://www.sedgwickcounty.org/finance/purchasing/

requests-for-bid-and-proposal/

February 14, 2024

REQUEST FOR PROPOSAL

RFP #24-0001

NUTRITION AND COMMISSARY MANAGEMENT SERVICES

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Nutrition and

Commissary Management Services. If your firm is interested in submitting a response, please do so in accordance with

the instructions contained within the attached Request for Proposal.

All contact concerning this solicitation shall be made through the Purchasing Department. Proposers shall not

contact county employees, department heads, using agencies, evaluation committee members or elected officials with

questions or any other concerns about the solicitation. Questions, clarifications and concerns shall be submitted to the

Purchasing Department in writing. Failure to comply with these guidelines may disqualify the Proposer’s response.

This proposal contains two sections: Section A - Inmate Nutrition and Food Services, Section B - Commissary

Management Services. Vendors may bid on Section A only, Section B only or both. Please review this document

carefully.

A mandatory pre-proposal meeting will be held on Wednesday, February 21, 2024 at 9:00 am (CST) at:

Sedgwick County Adult Detention Facility

141 W. Elm

Wichita, Kansas 67203

Please meet in the lobby of the detention facility

There will be a brief discussion and a question and answer period following the site visit.

Responses to the Proposal will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm

CST on March 12, 2024 in the 6th Floor Conference Room at 100 N. Broadway, Wichita, Kansas 67202. If you

would like to listen in as these proposals are read into the record, please dial our Meet Me line @ (316) 660-7271

at 2:15 pm or you or your representatives are welcome to attend.

Sincerely,

Jaimee Witmer

Purchasing Agent

JW/ch

RFP #24-0001

Sedgwick County…Working for you

Table of Contents

About this Document

II. Background

III. Project Objectives

IV. Submittals

V. Scope of Work

A. Inmate Nutrition and Food Services

B. Commissary Management Services

VI. Sedgwick County’s Responsibilities

VII. Proposal Terms

A. Questions and Contact Information

B. Minimum Firm Qualifications

C. Evaluation Criteria

D. Request for Proposal Timeline

E. Contract Period and Payment Terms

F. Insurance Requirements

G. Indemnification

H. Confidential Matters and Data Ownership

I. Proposal Conditions

VIII. Required Response Content

IX. Response Form

X. Pricing

XI. Appendix Table of Contents

RFP #24-0001

Sedgwick County…Working for you

About this Document

This document is a Request for Proposal. It differs from a Request for Bid or Quotation in that the county is seeking a

solution, as described on the cover page and in the following Background Information section, not a bid or quotation

meeting firm specifications for the lowest price. As such, the lowest price proposed will not guarantee an award

recommendation. As defined in Charter Resolution No. 68, Competitive Sealed Proposals will be evaluated based upon

criteria formulated around the most important features of the product(s) and/or service(s), of which quality, testing,

references, service, availability or capability, may be overriding factors, and price may not be determinative in the

issuance of a contract or award. The proposal evaluation criteria should be viewed as standards that measure how well a

vendor’s approach meets the desired requirements and needs of the county. Criteria that will be used and considered in

evaluation for award are set forth in this document. The county will thoroughly review all proposals received. The county

will also utilize its best judgment when determining whether to schedule a pre-proposal conference, before proposals are

accepted, or meetings with vendors, after receipt of all proposals. A Purchase Order/Contract will be awarded to a

qualified vendor submitting the best proposal. Sedgwick County reserves the right to select, and subsequently

recommend for award, the proposed service(s) and/or product(s) which best meets its required needs, quality levels

and budget constraints.

The nature of this work is for a public entity and will require the expenditure of public funds and/or use of public

facilities, therefore the successful proposer will understand that portions (potentially all) of their proposal may become

public record at any time after receipt of proposals. Proposal responses, purchase orders and final contracts are subject to

public disclosure after award. All confidential or proprietary information should be clearly denoted in proposal responses

and responders should understand this information will be considered prior to release, however no guarantee is made that

information will be withheld from public view.

II. Background

Sedgwick County, located in south-central Kansas, is one of the most populous of Kansas’ 105 counties with a population

estimated at more than 514,000 persons. It is the sixteenth largest in area, with 1,008 square miles, and reportedly has the

second highest per capita wealth among Kansas’ counties. Organizationally, the county is a Commission/Manager entity,

employs nearly 2,500 persons, and hosts or provides a full range of municipal services, e.g. – public safety, public works,

criminal justice, recreation, entertainment, cultural, human/social, and education.

Sedgwick County, Kansas (hereinafter referred to as “county”), desires to select a firm(s) to provide daily meal services

and commissary management services for the Sedgwick County Adult Detention Facility (ADF) and Jail Annex.

Service will begin upon expiration of the current contract on February 8, 2025 with the breakfast meal.

This proposal contains two (2) sections under the Scope of Work:

• Section A - Inmate Nutrition and Food Services

• Section B - Commissary Management Services

Vendors may submit a proposal on Section A only, Section B only, or both. Please review this document carefully.

Sedgwick County reserves the right to award to one (1) or more firms to obtain optimum cost and service.

III. Project Objectives

Sedgwick County, Kansas (hereinafter referred to as “county”) is seeking a firm or firms to provide Nutrition and

Commissary Management Services. The following objectives have been identified for this contract:

1. Acquire Nutrition and Commissary Management Services meeting the parameters, conditions and mandatory

requirements presented in the document.

2. Acquire pricing with the firm(s) that has the best proven and verifiable record of providing Nutrition and

Commissary Management Services with a comparable size agency and scope of operations.

3. Establish contract pricing with the vendor that has the best proven “track-record” in performance, service and

customer satisfaction.

4. Acquire Nutrition and Commissary Management Services with the most advantageous overall cost to the county.

RFP #24-0001

Sedgwick County…Working for you

IV. Submittals

Carefully review this Request for Proposal. It provides specific technical information necessary to aid participating firms in

formulating a thorough response. Should you elect to participate with an electronic response, the RFP number must be

entered in the subject line and email the entire document with supplementary materials to:

Purchasing@sedgwick.gov

Should you elect to participate with a physical response, the response must be sealed and marked on the lower left-hand

corner with the firm name and address, bid number, and bid due date. Submit one (1) original AND one (1) electronic

copy (.PDF/Word supplied on a flash drive) of the entire document with any supplementary materials to:

Jaimee Witmer

Sedgwick County Purchasing Department

100 N. Broadway, Suite 610

Wichita, KS 67202

SUBMITTALS are due NO LATER THAN 1:45 pm CST, TUESDAY, March 12, 2024. If there is any difficulty

submitting a response electronically, please contact the Purchasing Technicians at purchasing@sedgwick.gov for

assistance. Late or incomplete responses will not be accepted and will not receive consideration for final award. If you

choose to send a hard copy of your proposal, Sedgwick County will not accept submissions that arrive late due to the fault

of the U.S. Postal Service, United Parcel Service, DHL, FedEx, or any other delivery/courier service.

Proposal responses will be acknowledged and read into record at Bid Opening, which will occur at 2:15 pm CST on the

due date. No information other than the respondent’s name will be disclosed at Bid Opening. We will continue to have

Bid Openings for the items listed currently. If you would like to listen in as these proposals are read into the record, please

dial our Meet Me line @ (316) 660-7271 at 2:15 pm.

V. Scope of Work

This proposal contains two sections:

• Section A - Inmate Nutrition and Food Services

• Section B - Commissary Management Services

Vendors may submit a proposal on Section A only, Section B only, or both. Please review this document carefully.

Sedgwick County reserves the right to award to one (1) or more firms to obtain optimum cost and service.

A. INMATE NUTRITION AND FOOD SERVICES - Services include but are not limited to, food ordering, meal

preparation, dish cleaning, and equipment maintenance.

I. Requirements and Scope of Work

A full-service kitchen is provided for the Sedgwick County Adult Detention Facility for food preparation

locations 1-2 listed below, which is located at 141 W. Elm Wichita, KS 67203.

All equipment furnished by Sedgwick County in the kitchen is property of the county and may be used by

the successful vendor for the operations specified herein. Vendor will provide all-inclusive food service

operations.

RFP #24-0001

Sedgwick County…Working for you

Vendor shall be responsible for daily meal service to the following two (2) county locations:

1. Sedgwick County Sheriff’s Office – Adult Detention Facility – 141 W. Elm Wichita, KS 67203 Vendor

will provide three (3) meals daily to this location, with an average daily meal count of 3,000. This number

includes approximately 100-150 sack lunches that are provided to the booking area, prisoner transport,

and hospital. Detention staff may choose to participate in identical meal service within the pod they are

assigned to at the sole cost of the County. This number has been included as well. Meals will be served

every day of each year.

2. Sedgwick County Sheriff’s Office – Jail Annex Facility – 701 W. Harry Wichita, KS 67213 Vendor

will provide three (3) meals daily to this location, with an average daily meal count of 555. Detention

staff may choose to participate in identical meal service at the sole cost of the county. Meals will be

served every day of each year.

*All numbers provided are approximate based on current population. Vendor shall be responsible

for providing meal service to a daily changing population.

II. Nutrition for ADF

a) Nutritional Guidelines

1. Not less than 2,800 combined daily calories as averaged during a one week period from Breakfast

Sunday to Dinner Saturday.

2. As guided by the USDA, each meal must contain approximately 45% of calories from

carbohydrates, 30% from fat, and 25% from protein. Percentage can vary up to five (5) percent.

3. Utilize all food groups daily.

4. No less than six (6) ounces of protein per day. Six (6) ounce weight shall be achieved in cooked

state, in a strained spoon and prior to any breading process. Bone-in products are not acceptable.

i. The above protein requirement will be presented as part of the menu approval process with

the county.

5. A drink that does not consist of water or any product that contains solely red dye for color.

6. Fresh whole fruits including those that have been peeled and cut are not allowed.

7. No pork products.

b) Quality Guidelines

1. Each meal shall utilize complimentary seasoning in the preparation process.

2. Lunch and dinner meals must contain at a minimum a single heated item. If there is only one (1)

heated item during a specified meal period, which item must be the main course.

3. Breakfast meal is the preferred cold meal, but the county is open to options from vendors.

4. Vendor will not provide seasoning in individual packets; including salt, pepper, sugar, etc.

5. Each meal upon serving shall contain appropriate condiments packets; including ketchup,

mustard, mayonnaise, etc.

6. All raw foods shall meet the following USDA standards, if the specific standard is not available,

the next highest shall be utilized:

i. Beef, Poultry, and Seafood – Inspected

ii. Veal and Lamb – Choice

iii. Milk, Eggs, and Cheese – Grade A

iv. Fresh Vegetables – No. 1

v. Canned Fruits – Choice

vi. Canned Vegetables – Extra Standards or Comparable

vii. Frozen Vegetables – Extra Standards or Comparable

viii. Imitation Cheese – No. 3

7. No use of products in excess of their freshness pull date.

8. Vendor shall rotate protein choice, not utilizing the same protein twice in a six (6) meal period.

9. Meals cannot contain mechanically separated turkey.

RFP #24-0001

Sedgwick County…Working for you

Nutrition and Commissary Management Services

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See Also

RFB/RFP	Due Date	Description	Document	Pre-bid Conference
24-0001	3/12/2024 1:45:00 PM	Nutrition and Commissary Management Services	RFP	A mandatory pre-proposal meeting will be held on Wednesday, February 21, 2024 at 9:00 am (CST) at: Sedgwick County Adult Detention Facility 141 W. Elm Wichita, Kansas 67203. Please meet in the lobby of the detention facility