Project Information

Bid Title

Request for Proposal Whitfield County Sheriff’s Office: Food Management Services

Issuing Agency

Whitfield County

Location

Georgia

Published Date

Mar 6, 2026

Closing Date

Apr 9, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
Request for Proposal Whitfield County Sheriff’s Office: Food Management Services	March 06, 2026 8:00 AM	April 09, 2026 2:00 PM

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Whitfield County Sheriff’s Office: Food Management Services

Request for Proposal # SO2026-003

I. GENERAL INFORMATION

1. Submit one (1) original and six (4) copies of your proposal on company letterhead and have an authorized

official sign documents. Submittal should be clearly marked on the outside as “RFP #SO2026-003 Food

Management Services – Whitfield County Jail”.

2. Proposals must be received no later than 2:00PM, April 9, 2026, at the Whitfield County Finance Office, 201

S. Hamilton St., 4th Floor, Dalton, GA 30720 or P.O. Box 248, Dalton, GA 30722. Sealed responses may be

hand delivered or mailed to the above listed address. SEALED SUBMITTALS MUST BE DELIVERED IN

WRITING. VERBAL RESPONSES ARE NOT ACCEPTABLE. The Whitfield County assumes no responsibility for

submittals received after the advertised deadline or at any office or location other than that specified

herein, whether due to mail delays, courier mistake, mishandling, or any other reason. If submittals are

delivered by other than hand delivery, it is recommended that the respondent verify delivery. Any submittal

received after the specified time and date will not be considered and will be returned unopened to the firm.

3. The contact person for this RFP is Brian McBrayer, bmcbrayer@whitfieldcountyga.com. Explanation(s)

desired by proposer(s) regarding the meaning or interpretation of this RFP must be requested from the

Finance office, in writing, as is further described below. Proposers are advised that from the date of release

of this RFP until award of the contract, NO contact with Whitfield County personnel related to this RFP is

permitted, except as authorized by the Procurement office. Any such unauthorized contact may result in the

disqualification of the proposer’s submittal.

4. Requests for additional information or clarifications must be made in writing no later than the date specified

in the RFP. The request must contain the proposer’s name, address, phone number, and facsimile number.

The Procurement Office will issue responses to inquiries and any other corrections or amendments it deems

necessary in written addenda issued prior to the Proposal Due Date. Proposers should not rely on any

representations, statements or explanations other than those made in this RFP or in any addendum to this

RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum

issued will prevail. It is the proposer's responsibility to be sure all addenda were received. The proposer

should verify with the designated contact person prior to submitting a proposal that all addenda have been

received. Proposers should acknowledge the number of addenda received as part of their proposals or sign a

copy of the addenda and include it with the proposal submission.

5. Proposals received after the Proposal Due Date and time are late and will not be considered. The proposer

may withdraw his/her submitted proposal by providing a written request to the Procurement Division

before the stipulated closing date and time. Withdrawal of your proposal will not cause prejudice or

interfere with the right of the proposer to submit a new proposal, provided the latter is received by the

predetermined date and time provided herein. No proposal may be withdrawn for a period of thirty (30)

days following the stipulated closing date.

6. Whitfield County may, at its sole and absolute discretion, reject any and all, or parts of any and all,

proposals; re-advertise this RFP; postpone or cancel, at any time, this RFP process; or waive any irregularities

in this RFP or in the proposals received as a result of this RFP.

7. All expenses involved with the preparation and submission of proposals to the County, or any work

performed in connection therewith shall be borne by the proposer(s). No payment will be made for any

responses received, or for any other effort required of or made by the proposer(s) prior to commencement

of work as defined by a contract approved by the Whitfield County Board of Commissioners.

8. Proposers may be required to give oral presentations in support of their proposals or to exhibit or otherwise

demonstrate the information contained therein.

9. Proposers may take exceptions to any of the terms of this RFP unless the RFP specifically states where

exceptions may not be taken. Should a proposer take exception where none is permitted, the proposal may

be rejected as non-responsive. All exceptions taken must be specific, and the Proposer must indicate clearly

what alternative is being offered to allow the County a meaningful opportunity to evaluate and rank

proposals.

10. Where exceptions are permitted, the County shall determine the acceptability of the proposed exceptions

and the proposals will be evaluated based on the proposals as submitted. The County, after completing

evaluations, may accept or reject the exceptions. Where exceptions are rejected, the County may request

that the Proposer furnish the services or goods described herein, or negotiate an acceptable alternative.

11. No proposal shall be accepted from, nor will any contract be awarded to, any proposer who is in arrears to

Whitfield County upon any debt, fee, tax or contract, or who is a defaulter, as surety or otherwise, upon any

obligation to the County, or who is otherwise determined to be irresponsible or unreliable (fiscally,

operationally, or otherwise) by Whitfield County or the Whitfield County Sheriff’s Office.

12. Whitfield County may award a contract on the basis of information received without the RFP moving

through all three phases described in the Selection Process section of the RFP. Therefore, each proposal

phase should contain a proposer’s best presentation of its position to serve. Selection Process Clause: A

Proposal Analysis Group (PAG) will be convened by the Sheriff’s Office and will review all proposals

submitted. Based upon the background information reported in the RFP, the PAG will determine whether

the respondent is qualified or unqualified. Cost will not be the sole determining factor in selecting a firm.

The Proposal Analysis Group will rank the qualified firms based on the data submitted. The PAG may require

each firm to make a formal presentation regarding its qualifications to perform the requested services. The

top ranked firms will be selected for final negotiations.

13. The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated

herein, including those applicable to conflict of interest and collusion. Proposers are presumed to be familiar

with all Federal, State and local laws, ordinances, codes and regulations that may in any way affect the

services offered. No reimbursement will be made by Whitfield County for any costs incurred prior to a

formal Notice To Proceed should an award of contract result from this solicitation.

14. Fees may be adjusted based upon the most recent publication of the Consumer Price Index, Southern B/C

Issue, as of July 1st. Increase will become effective on January 1st of each Calendar year. Funding is

dependent upon appropriation by the Whitfield County Board of Commissioners each fiscal year.

15. INDEMNIFICATION: Proposer assumes and agrees to be responsible for all claims for damages for injuries to

persons or property arising out of the performance of its contract, whether due to its own default or

negligence of its sub-contractors. The proposer agrees to indemnify Whitfield County on account of such

claims and further agrees that it will indemnify Whitfield County fully against any damages, fines, penalties

or forfeitures of any kind which may be imposed upon or levied against Whitfield County as the result of the

proposer's violation or failure to comply with any valid law, ordinance or regulation of the United States,

State of Georgia, or Whitfield County, including the Federal Occupational Safety and Health Act of 1970 as

amended from time to time or any federal regulation adopted pursuant thereto. The proposer shall not be

liable for any losses, damages, or expenses caused by negligent, willful or wanton acts, errors or omissions

of Whitfield County, its officers, employees, agents or representatives.

16. To further assure the performance of the covenant, the proposer shall procure and maintain in force, at its

expense, liability insurance including Automobile, General and Errors and Omissions of at least $1,000,000

per occurrence and an annual aggregate, where it applies, of at least $2,000,000. The proposer must also

certify for Workers Compensation statutory coverage and Employers Liability of at least $1,000,000.

17. CONTRACT RENEWAL: Whitfield County seeks a one-year firm price contract with four (4) options to renew

for additional one (1) year terms per GA Law 36-60-13 for multi-year purchases. In absence of a written

notice of termination, the renewals will automatically continue. Either party to this contract may waive their

option to exercise the one- year options to this contract by providing written notice to the other party sixty

(60) calendar days prior to the contract renewal date.

18. TERMINATION OF CONTRACT FOR CONVENIENCE: Either party shall have the right to terminate any contract

to be made hereunder for their convenience by giving the proposer thirty (30) calendar days written notice

of their election to do so and by specifying the effective date of such termination. The proposer shall be paid

for its services through the effective date of such termination.

19. TERMINATION OF CONTRACT FOR CAUSE: Provided a contract is awarded, if a proposer shall fail to fulfill any

of its obligations hereunder, Whitfield County may terminate the agreement with said proposer for such

default by giving written notice to the proposer at issue. If this agreement is so terminated, the proposer

shall be paid only for work satisfactorily completed. Any termination that could occur would not happen

without an opportunity to cure per the conditions outlined in the Contract between the successful proposer

and the County.

20. Upon receipt of the proposals by Whitfield County, the proposal shall become property of the County

without compensation to the proposers, for disposition or usage at discretion of Whitfield County.

21. Georgia Security and Immigration Compliance Act: The successful consultant will provide certification that

they are in compliance with the Georgia Security and Immigration Compliance Act, certifying that the

provisions of O.C.G.A § 36-60-13, Chapter 300-10-1, per the Georgia Department of Labor, if applicable,

have been complied with in full. Pursuant to O.C.G.A § 36-60-13, all sub-consultants entering into a contract

or agreement for hire on this Project must be registered and participate in the Federal Work Authorization

Program, the E-verify Process, and any related federal or state regulations.

22. All vendors/respondents should provide information as detailed in this RFP and any other pertinent

information which will assist the Evaluation Committee in selecting the most qualified vendor.

23. Pre-Proposal Conference: Jail Facility Staff will be available at the pre-proposal conference to answer

questions and offer explanations as needed. Any reply resulting in a change in the Request For Proposal

(RFP) will be sent to all attendees. It is highly recommended that all interested proposers attend this

conference. The site visit and tour will be held at The Whitfield County Sheriff’s Office, 805 Professional

Blvd, Dalton, GA 30720. The meeting will be held on March 25th, 2006 at 10 am Eastern Time. Individuals

interested in meeting must represent a qualified, reputable and established commercial vendor and must

register prior to the event by contact Lt. Graham Williams at 706-278-1233. This will be the only site visit

and tour.

24. The proposer shall provide satisfactory evidence of competency to perform the work presented in the RFP.

The minimum requirements are a permanent office, adequate work force and technical

qualifications/experience, along with having a suitable financial status to meet obligations incidental to the

work place. All submissions must contain satisfactory evidence to meet these requirements.

25. The proposer will give immediate notice to Whitfield County of any claims or suits made or filed against the

vendor or its subcontractors on any matter pertaining to this contract. The vendor shall cooperate, assist,

and consult with Whitfield County in any claim, suit, or action made or filed against Whitfield County as a

result of or relating to the vendors obligation under this contract. Any cancellation or lapse of insurance

affecting the operation of the Whitfield County Jail shall be deemed a material breach of contract and the

Jail Administrator must be notified immediately.

26. EVALUATION CRITERIA:

a. Qualifications & Experience 25%

b. Operational Work Plan 25%

c. Fees (cost) 25%

d. Quality of Response 25%

The Award will be made to the responsible proposer whose proposal best meets the needs of Whitfield

County as set forth herein. Proposers will be evaluated on the following criteria:

a. Experience/Qualifications: The County will consider the proposers financial stability, staff

experience and quality, as well as the proposer’s performance on similar projects. Please

provide four references with contact names and numbers.

b. Operational Work Plan: The County will evaluate the respondent’s understanding of the work

to be performed and operation work plan. The vendor should address the overall concept in

food preparation, equipment care, maintenance, sanitation, and inventory control. State ability

to be flexible with the unexpected and describe an emergency plan. Vendor should state the

estimated number of workers required and give a detailed staffing chart showing hours of

employment. State the fringe benefit package offered to each employee in the chart as well as

the location, title, and quantity of corporate support personnel available. Clearly state the

objectives and policies and procedures utilized to operate the specified service in a humane

manner with respect to the inmate’s right to a sound and nutritional food program, and the

manner of providing an annual evaluation of contract compliance. Vendor should detail plans to

insure that the Food Management Services provide high quality service, full staffing, utilize only

certified and trained personnel in food services/catering, and open reporting to the Jail

Administrator.

c. Fee Proposal: Vendor shall propose menus on a minimum of a four-week cycle. Menu should

furnish two meals and a sack dinner. A registered dietitian must certify and approve submitted

menus.

d. Quality of Response: Proposals submitted will be evaluated on completeness, organization,

documentation required, signatures, correct number of proposals submitted, Etc.

II. SCOPE OF SERVICE AND SUPPLIES

OPERATIONAL REQUIREMENTS:

1. Regulations: The Food Service Provider shall agree to comply with all statutes, ordinances, regulations,

and requirements of federal, state, and local governing bodies applicable to the management/operation

of this food service contract. This shall include obtaining and paying for all applicable licenses.

2. Inspections by the County: The Sheriff or designated representative shall make facility inspections when

deemed necessary, with or without advance notice to the Food Service Provider. The facilities and

equipment used in the contract shall not be used to prepare food for agencies or people other than

those designated under the proposal without advance written approval of the Sheriff or designee.

3. Inspections by Health Agencies: The Food Service Provider shall maintain kitchen facilities in such a

condition that inspections by County and State health agencies achieve an Environmental Health Rating

of 95 or higher. The Sheriff or designee reserves the right to inspect the kitchen facility for cleanliness

and operation. Such inspections shall result in a written documentation of any deficiencies and the Food

Service Provider shall be provided with a reasonable period for correcting said deficiencies.

4. Licenses and Permits: The Food Service Provider will secure and pay for all federal, state, and local

licenses, permits, and fees required for the operation of food service to include employment taxes,

provided for hereunder. The Food Service Provider shall also be responsible for paying any sales/use

taxes and/or personal property taxes on Food Service Provider equipment, which are imposed upon the

operation.

5. Pricing/Invoicing for Meals: The Food Service Provider will submit an invoice to the WCSO on the first

working day of each week, covering the preceding week, for meals ordered or served, whichever is

greater. The price per meal charged to the WCSO shall be described in the proposal and shall be

guaranteed for one (1) year. The Food Service Provider shall provide, at the standard cost per meal,

meals conforming to special religious requirements; physician ordered specifications or religious

times/holidays. Provider should also provide cost for pre-packaged meals as well to accommodate

religious and lifestyle meals.

6. Food Service Supplies and Food Products: The Food Service Provider shall provide all consumable

supplies, paper, plastic, sacks, Styrofoam clamshell meal trays, reusable plastic cups, plastic spoons and

food products that are required for the food service operation and delivery to the inmates. The type of

meal tray used is at the discretion of the Chief Jailer or designee. All such purchases shall be made in the

Food Service Provider’s name. The WCSO reserves the right to request that a sample of all or certain

specific items be submitted prior to contract execution. All items must be approved by the Chief Jailer.

Commodity Codes

• NAICS 541611Administrative Management and General Management Consulting Services
• NAICS 722310Food Service Contractors

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