Food Service Contract for the Greene County Jail, MVJRC, and Juvenile Detention Center

REQUEST FOR PROPOSALS

Food Service Contract for the Greene County Jail, Miami Valley Juvenile Rehabilitation Center, and Juvenile Detention Center

July 1, 2026

Greene County, Ohio
Board of Commissioners
35 Greene St
Xenia, OH 45385
www.greenecountyohio.gov

GREENE COUNTY, OHIO

REQUEST FOR PROPOSALS COVER SHEET

THIS INVITATION IS ISSUED TO ESTABLISH A CONTRACT TO SUPPLY GREENE COUNTY WITH A COMMODITY OR SERVICE IN ACCORDANCE WITH THE ACCOMPANYING SPECIFICATIONS.

PROJECT NAME: Food Service Contract

DESCRIPTION: The purpose of this RFP is to select a vendor to provide food service to the Greene County Jail, Miami Valley Juvenile Rehabilitation Center and Juvenile Detention Center.

RELEASE DATE July 1, 2026

PRE-CONFERENCE July 8, 2026

QUESTIONS DUE: July 10, 2026

RESPONSES ISSUED BY: July 15, 2026

SUBMIT TO: GREENE COUNTY BOARD OF COMMISSIONERS

35 GREENE ST

XENIA, OH 45385

PROPOSALS DUE: July 22, 2026

TERM OF CONTRACT: The Agreement shall commence September 1, 2026 for a period of one year (“initial term”) may be renewed three times for additional one-year terms (“Optional Renewal Periods”) at the sole discretion of Greene County. This will result in a total of four (4 years) if Greene County exercises its option to renew the contract for each three (3) one (1) year optional renewal periods.

PROPOSAL BOND/SURETY: NO

BACKGROUND CHECK: YES

REQUEST FOR PROPOSAL CONTENTS

REQUEST FOR PROPOSALS

I. IMPORTANT RFP INFORMATION AND DATES

A. REQUEST FOR PROPOSALS DUE DATE

Sealed proposals will be received at:

Greene County Board of Commissioners
35 Greene St
Xenia, OH 45385

For the purposes of this project, the County's Authorized Representative is:

Captain Tony Buschur

2295 Greeneway Blvd

Xenia, OH 45385

(937) 562-5852

mark.buschur@greenecountyohio.gov

Sealed proposals for the Food Service Contract (“RFP Name”) shall be received by the Greene County Board of Commissioners, 35 Greene Street, Xenia, Ohio 45385, until 11:00, at which time the proposals will be publicly opened.

Sealed envelopes containing proposals must be submitted with the RFP NAME prominently written and displayed on the outside of the envelope/packages. Proposals must be submitted on the proposal form furnished. Any proposals deemed non-compliant shall be rejected. The Greene County Board of Commissioners is tax-exempt.

The following represents key dates for this phase of the process:

Date	Phase
07/01/2026	RFP Released to Vendors
07/08/2026	Mandatory Pre-Proposal Conference
07/10/2026	Proposer Questions Due @ 4:00 P.M. EST
07/15/2026	County Responses Provided @ 4:00 P.M. EST
07/22/2026	Vendor Proposals Due @ 11:00 A.M. EST
07/23/2026	Finalists Notified
07/27/2026	Proposer Interviews/Demonstrations for Finalists
08/01/2026	Selection of Proposer
09/01/2026	Contract Start Date

The County reserves the right to change these dates as required.

B. PROPOSAL PRICING LAYOUT

The County is requiring that each vendor submit pricing for the following components:

The project is to secure pricing for a period one (1) year (“initial term”) beginning September 01, 2026 with three (3) one-year renewal terms (“Optional Renewal Periods”) at the sole discretion of Greene County for a total of four years.

C. PROPOSER QUESTIONS AND COUNTY RESPONSES

There is one acceptable method for submitting questions regarding this RFP. All questions must be submitted in writing to the above County Authorized Representative by the date and time stated in Section I.A above. A County response will be made available to all no later than the date and time stated in Section I.A above. The preferred method of correspondence are emails to mark.buschur@greenecountyohio.gov and david.jones@greenecountyohio.gov.

Addendums to this RFP will be posted on the following website: ( www.greenecountyohio.gov/bids). No questions will be accepted via telephone.

D. ACCESSING BID INFORMATION

All information related to this RFP will be made available through the Greene County website www.greenecountyohio.gov/bids . This will include bid specifications, addendums, and questions and answers.

E. PROPOSER SELECTION. Based on the current project schedule, we expect that the final proposal selection will be made on or about the date stated in Section I.A above, followed by contract negotiations, County Board approval, and contract execution. The successful Proposer will be selected according to the evaluation criteria in Section III. of this RFP. In accordance with Ohio Revised Code Section 307.862, the County may conduct discussions with offerors who submit proposals for the purpose of clarifications or corrections regarding a proposal to ensure full understanding of, and responsiveness to, the requirements specified in the request for proposals. If a satisfactory contract cannot be entered into in a reasonable time, the County, in its sole discretion, may terminate negotiations with the highest ranked offeror and begin contract negotiations with the next highest ranked offeror.

F. IMPLEMENTATION DEADLINE. An implementation schedule must be discussed with and agreed to by the Greene County Sheriff and then included in the Contract as an Exhibit. The substantial completion date for this project is the date stated in Section I.A above. Substantial Completion is the stage in the progress of the work when the work is sufficiently complete in accordance with the Contract Documents so that the owner can utilize the system(s) for its intended use. Completion shall be the date stated in Section I.A above. This will be the completion of all punch list items.

G. RFP RELEASE. Greene County reserves the right to amend this RFP at any time. The County reserves the right to reject, in whole or in part, any proposal that the County has determined using the factors and criteria the County has developed herein, would not be in the best interest of the County. Greene County reserves the right to evaluate all submitted proposals and to move forward with the submission deemed to be in the best interest of the County. The County may, in their sole and absolute discretion, accept or reject, in whole or in part, for any reason whatsoever any or all proposals; re-advertise this RFP; postpone or cancel at any time the RFP process; waive any informalities or irregularities in the process; negotiate with any party; and/or request additional information if it so desires. In accordance with Ohio Revised Code Section 307.862, the County reserves the right to reject any proposal in which the offeror takes exception to the terms and conditions of the Request for Proposals, fails to meet the terms and conditions of the request for proposals, including, but not limited to, the standards, specifications, and requirements contained in the request for proposals, or submits prices that the County considers to be excessive, compared to existing market conditions, or determines exceed the available funds of the County. Greene County reserves the right to reject, in whole or in part, any proposal that Greene County has determined, using the factors and criteria in this RFP, would not be in the best interest of Greene County. In the event it becomes necessary to amend, alter or delete any part of the RFP, changes to the RFP will be posted on the web site at the address: ( www.greenecountyohio.gov/bids). Proposers are encouraged to check the web site regularly for changes to the RFP or schedule of important dates.

H. PROPOSAL COSTS. Greene County is not responsible for any costs incurred by the Proposer to prepare or submit a proposal, participation in the mandatory pre-proposal conference, Proposer demonstrations, or for any other cost to the Proposer associated with responding to the RFP. All bidders agree that their pricing is valid for the time frame between submission and a contract being executed, and thereafter, for the duration of the contract. The issuance of this RFP and any subsequent response by a respondent does not create a binding obligation on the part of the County to enter into any form of agreement or contract or to pay any costs associated with the preparation of responses or submittals with the respondent. Nor shall the RFP in any way create an association, partnership, or joint venture among the respondents and the County.

I. OWNERSHIP OF PROPOSALS. All proposals submitted on time become the property of Greene County upon submission, and the proposals will not be returned to the Proposers. By submitting a proposal, the Proposer agrees that Greene County may copy the proposal for purposes of facilitating the evaluation or to respond to requests for public records. The Proposer consents to such copying by submitting a proposal and warrants that such copying will not violate the rights of any third party, including copyrights.

J. Public Records Request of Proposals. In order to ensure fair and impartial evaluation, proposals and any documents or other records related to a subsequent negotiation for a final contract that would otherwise be available for public inspection and copying under Ohio Revised Code section 149.43 shall not be available until after the award of contract. All proposals and associated documents will be public information and will be open for inspection to interested parties after a contract is awarded, unless identified as trade secret or otherwise exempted from disclosure under the Ohio Public Records Act. It will be the Proposer’s sole responsibility to legally defend the actions of the County for withholding Proposer’s documents as trade secret or otherwise exempted information if the issue is challenged.

K. AVAILABILITY OF FUNDS. This RFP is conditioned upon the availability of local funds, which are appropriated or allocated for payment of the proposed goods or services. If, during any stage of this RFP process, funds are not allocated and available for the proposed services, the RFP process will be cancelled. County will notify the Proposer at the earliest possible time if this occurs. County is under no obligation to compensate Proposer for any expenses incurred as a result of the RFP process and County will incur no liability whatsoever due to the cancellation of such process.

L. FOREIGN CORPORATIONS. If the Proposer is a foreign corporation, i.e. not incorporated under the laws of Ohio, it shall furnish a Certificate of Good Standing from the Ohio Secretary of State showing the right of the Proposer to do business in the State. If the Proposer is an individual or partnership, the Proposer shall certify it has filed, with the Ohio Secretary of State, a Power of Attorney designating the Ohio Secretary of State as the Proposer’s agent for the purpose of accepting service of summons in any lawful legal action.

M. PROPOSER WARRANTY. Proposer certifies that Proposer has no final judgments against it that have not been satisfied at the time of award in the total amount of fifty percent (50%) of the proposal amount of this project. Proposer warrants that they are not subject to any unresolved finding for recovery with the office of either the State Auditor or the Ohio Attorney General. Proposer further warrants that they are familiar with all applicable ethics law requirements, including, but not limited to, Ohio Revised Code sections 102.04 and 3517.13, and certifies that they are following such requirements. Proposer will, upon notification by any federal, state, or local government agency, immediately notify the County of any debarment or suspension of Proposer being imposed or contemplated by the federal, state, or local government agency. Proposer will immediately notify the County if it is currently under debarment or suspension by any federal, state, or local government agency.

N. PROPOSER EXAMINATION OF THE RFP. Proposers shall carefully examine the entire RFP and any addenda thereto, all related materials and data referenced in the RFP or otherwise available, and shall become fully aware of the nature of the request and the conditions to be encountered in providing the requested products, meeting the requirements and performing the requested services. If the Proposer discovers any ambiguity, conflict, discrepancy, omission or other error in this RFP, it shall immediately notify the Issuing Officer County’s Authorized Representative of such error in writing and request clarification or modification of the RFP. Modifications shall be made by addenda. If a Proposer fails to notify the County prior to July 05, 2026 at 1600 Eastern Standard Time, of an error in the RFP known to the Proposer, or of an error that reasonably should have been known to the Proposer, the Proposer shall submit its proposal at the Proposer’s own risk, and, if awarded the contract, the Proposer shall not be entitled to additional compensation or time by reason of the error or its later correction.

O. PRE-BID CONFERENCE. A Pre-Bid Conference will take place at the Greene County Sheriff’s Office, 2295 Greeneway Blvd, Xenia, Ohio 45385 on July 8, 2026 at 10:00 am. The purpose of the pre-bid conference is to answer questions related to the RFP. The pre-bid conference is mandatory.

Questions regarding this RFP or the proposal process shall be directed to:

Captain Tony Buschur
Greene County Sheriff’s Office
(937) 562-5852

mark.buschur@greenecountyohio.gov

and

Major David Jones

Greene County Sheriff’s Office

(937)562-4851

david.jones@greenecountyohio.gov

To be given consideration, any questions must be received no later than 4:00 P.M., Eastern Standard Time, July 10, 2026. All such interpretations and any supplemental instructions will be in the form of written addenda to the Request for Proposal, which if issued, will be posted on the Greene County Government’s website, no later than 4:00 P.M., Eastern Standard Time, on July 15, 2026. Failure to receive any such addenda or interpretations shall not relieve the submitter from any obligations under their proposal as submitted.

If the Proposer attempts any unauthorized communication with individuals associated with this RFP beyond the authorized means described above, the County will reject the Proposer’s proposal.

The definition of individuals associated with this project is further defined as:
- Public Officials
- Individuals involved with the evaluation process
- Employees of the requesting office

The integrity of the competitive proposal process is very important to the County in the administration of business affairs, the residents of the County, and the Proposers and vendors that participate in the process in good faith. Behavior by Proposers and vendors who violate or attempt to manipulate the competitive proposal process in any way is taken very seriously.

P. FALSE OR MISLEADING STATEMENTS. Proposals which contain false or misleading statements, or which provide references that do not support an attribute or condition contended by the Proposer, may be rejected. If, in the opinion of the County, such information was intended to mislead the County in its evaluation of the proposal and the attribute, condition, or capability, the proposal will be rejected. Proposers who mislead the County by providing demonstrations with products, features or services that are not included in their proposal will have their proposal rejected.

Q. WITHDRAWAL OF PROPOSAL. An offeror may withdraw the offeror’s proposal at any time prior to the award of a contract. The County may terminate negotiations with an offeror at any time during the negotiation process if the offeror fails to provide the necessary information for negotiations in a timely manner or fails to negotiate in good faith. If the County terminates negotiations with an offeror, the County may negotiate with the offeror whose proposal is ranked the next most advantageous to the County according to the selection criteria and direction from County Commissioners.

R. RESERVATION OF RIGHT TO REVIEW CHANGES TO RFP. The County reserves the right to review and evaluate the proposal for a period of 120 days. The County may waive any formalities, discrepancies, or irregularities in the proposals or may negotiate any variance from the RFP specifications. The County reserves the right to reject any, and all proposals. Any proposal submitted unsealed, unsigned, or deemed nonresponsive may be disqualified by the County in its sole discretion. The County, in its sole discretion, shall determine which proposal represents the lowest and best and most advantageous proposal called for under this RFP. Contract award shall be made from all considerations used to determine which proposal best meets the scope and intent of this RFP and is in the best interest of the County.

S. SPECIFICTION REVISIONS. The County reserves the right to make changes, additions, deletions, and revisions to the requirements and specifications of this RFP should there be any changes in federal, state, or local law that may impact the services called for under this RFP.

T. PUBLIC RECORDS. All information, documentation and other materials submitted in response to this RFP may be considered non-confidential and/or non-proprietary and may be subject to public disclosure under the Ohio Public Records Act.

U. PROPOSAL EVALUATION METHODOLOGY. By submitting a response to this RFP, the Proposer accepts the evaluation and selection process outlined in this RFP.

V. RESPONDENT COSTS. Proposer acknowledges and accepts that any costs incurred from the participation in this RFP shall be at the sole risk and responsibility of the Proposer.

II. BACKGROUND INFORMATION

A. INTRODUCTION TO GREENE COUNTY, OHIO. Greene County, Ohio is located in southwestern Ohio, with a population of roughly 168,000 people covering roughly 415 square miles split into 77,000 parcels. The County is located east of the Dayton metropolitan area. The Greene County Jail is a full-service jail. It has a max capacity of 500 inmates. The kitchen was recently renovated in early 2026. The average daily population in the past year has been fluctuating between 180 and 220. The Miami Valley Juvenile Rehabilitation Center and Juvenile Detention Center has had an average daily population between 25 and 30. The County is looking for a company to provide Food Service operations for these facilities. The details and specifications for this operation is detailed in the Scope of Work section.

III. SCOPE OF WORK

A. SCOPE OF WORK FOR ALL LOCATIONS

a. General.

i. The successful bidder will be required to provide food service for inmates and staff.

ii. The food service program shall be operated and maintained as a benefit to the Greene County.

iii. Contractor will carry appropriate insurance on its employees, products and property.

iv. Contractor will supply all food, labor and necessary supplies.

v. Food service will be required 365 days a year (366 in leap year) at the Greene County Jail.

vi. Contractor will provide special medical and religious diets at no additional charge as approved by medical and administrative staff.

vii. Contractor will comply with all applicable Federal, State and local Laws and regulations pertaining to food service as well as meet the general guidelines prescribed by the American Correctional Association.

viii. Contractor will guarantee a price per meal for one year for all regular meals. Per meal, costs are inclusive as to monthly fees invoiced to County less credit for all USDA donated foods­ commodities utilized for the benefit of the residents of the Greene County Jail for that billing period.

ix. Staff Meal prices must also be included in this bid.

x. Contractor will provide per meal for breakfast milk to be included in the morning meal only. All other meals during the day will be tea or juice products. The tea or juice will be served in single use packets.

xi. Contractor will provide per meal bid prices based on preparing cold breakfast.

xii. All food will be stored and prepared within the Greene County Jail Kitchen.

xiii. Contractor will cooperate in record keeping and other data collection necessary for the Greene County Jail to participate in all applicable State and Federal food programs.

xiv. The Greene County Jail kitchen and its equipment shall be used for the sole purpose of preparing meals for inmates and staff of the Greene County Jail.

b. Agreement Terms.

i. The Agreement shall commence September 1, 2026 for a period of one year (“initial term”) may be renewed three times for additional one-year terms (“Optional Renewal Periods”) at the sole discretion of Greene County. Contractor will specify maximum price increase for renewals. The total length of this Agreement shall not exceed four years.

ii. Renegotiation of price changes will be allowed in the subsequent years of the agreement. The annual percentage increase (if sought) will be based on the Consumer Price Index of Food Eaten Away from Home or 10%, whichever is less. Before price increases can be implemented, the food services management company must document, no later than April 1st of each contract year, thorough cost or price analysis, and the need for such price increase.

iii. The contract will have a sixty-day cancellation clause.

c. Contractor Qualifications.

i. Contractor will provide general history, description and status of the company, including a recent financial statement.

ii. Contractor shall submit evidence of experience with an institutional or correctional facility food service.

iii. Contractor shall provide the names, addresses, phone numbers and contract persons of current clients in the institutional or correctional field.

iv. Contractor will demonstrate knowledge in the supervision and control of inmate labor. Contractor will show certifications for inmate workers (Serve Safe etc.)

d. Minimum Personnel Qualifications.

i. Contractor will provide a trained food service manager with correctional or institutional food service experience. The manager and all other employees of the contractor will be subject to review and approval by the contracting agency.

ii. The onsite manager must be a salaried employee and must have managed a component the same size or larger for more than 3 years of continued service. A complete resume with supporting document will be required.

iii. The Assistant Food Service Directors will have a minimum of 2 years Correctional Food Service experience. A complete resume with supporting documents will be required.

iv. The Regional Director/Manager will have a minimum 3 year of Correctional Food Service experience. A complete resume with supporting document will be required.

v. The General Manager should have a minimum, 10 years of mulit-unit institutional Correctional food service in an equal to greater size correctional facility. The General Manger must live within 50 miles of the facility. A complete resume showing all correctional experience will be required with supporting documents clarifying experience.

vi. All employees of the contractor will be required to undergo periodic physical examination as specified by the State and Local Regulations.

vii. Additionally, the County may request in writing the removal of an employee of the contractor who violates any county rules and/or creates a security risk for the Greene County Jail.

viii. In the event of such removal or suspension of any such employee, contractor shall immediately restructure its staff without disruption of service to County.

ix. All Contractor Employees will be subject to hiring drug screening and random screenings. This will be scheduled and paid by Greene County Sheriff’s Office as part of the hiring practices.

x. All contracted employees will be supplied with a uniform to wear daily while working under the contracted company. The uniform will be provided by the contracted company.

e. Contractor Supplies Services.

i. Contractor will purchase, receive, store, prepare, produce, service and/or package and deliver food to meet the prescribed menu.

ii. Contractor will provide tasty, visually appetizing, wholesome, and nutritious quality food at proper serving temperatures, with correct portion sizes, and at the designated serving times.

iii. Contractor will be responsible for all labor-related costs and other expenses such as cleaning supplies, paper supplies, trash bags, laundry and uniforms for contractor's employees, long distance telephone expenses, postage, taxes and licenses, expenses for employee physicals and employment advertising expenses.

iv. Contractor will provide itemized weekly billing invoices for the Jail.

v. Contractor shall prepare initial inventory of equipment, including flatware, trays, kitchen utensils and all other attendant items. Such subsequent inventories shall be prepared by January 1st of each year.

vi. Contractor shall surrender to County, upon termination of the contract, all equipment and furnishing in good repair and condition.

f. County Supplied Services.

i. County will provide, install and replace if necessary and permit the contractor to use all food service equipment pertaining to and in the Greene County Jail kitchen area.

ii. County proposes to maintain, repair, and permit the contractor to use all food service equipment.

iii. If contractor is found to be misusing the County's food service equipment or proper supervision is not given in the use of said equipment, the contractor will be responsible for the total replacement of said equipment.

iv. County will provide trash removal, pest control, office space, inmate uniforms, small wares and utilities (excluding long distance phone service).

v. County will provide adequate security for all food service areas.

vi. County may provide a mutually negotiated level of inmate labor at the times and locations necessary to insure efficient food service operations. Greene County Jail will supply no less then (5) inmate workers and no more then (9) inmate workers.

g. Menu.

i. The menu cycle will be four weeks.

ii. Portion sizes will be specified on the proposed menu as purchased (Uncooked) weight.

iii. Contractor will order and utilize all USDA commodities available to the County. The fair market value of commodities used will be credited to the weekly invoice.

h. Operations.

i. Contractor will be responsible for delivery of all meals.

ii. Three (3) meals will be prepared and served daily, at regularly scheduled intervals, not to exceed fourteen (14) hours between meals, Monday through Sunday using the following schedule:

Breakfast (cold) 0600

Lunch 1100

Dinner 1700

i. Additional Information.

i. In addition to items specified above, each proposal shall at a minimum address the following:

1. A Transition Plan for changing from old system to proposed new system.

2. Security Plan

3. Food Service Methods (Vendor must provide their own box truck for transport of meals to the Juv. Rehab and Detention Center). There must be liability Insurance and Personal Injury insurance.

4. Inmate Labor Supervision

5. Emergency Plans for such things as adverse weather, lock-downs, etc.

6. Quality Assurance

7. Typical Menus

8. Staffing Levels

ii. Contact person for questions:

Captain Buschur

2295 Greeneway Blvd

Xenia Ohio 45385

(937) 562-5852

mark.buschur@greenecountyohio.gov

and

Major David Jones

2295 Greeneway Blvd

Xenia, Ohio 45385

(937)562-4851

david.jones@greenecountyohio.gov

B. SPECIFICATIONS FOR GREENE COUNTY SHERIFF JAIL

a. Contractor will provide separate bid prices per meal based on serving under 219 meals and a separate bid price per meal for serving between 220 to 239 meals, 240 to 260 meals, 261 to 379 meals and above 380 meals to the Greene County Jail. The normal population is based on a count of 500 max capacity.

b. County may provide a mutually negotiated level of inmate labor at the times and locations necessary to insure efficient food service operations. Greene County Jail will supply no less then (5) inmate workers and no more then (9) inmate workers.

c. The menu will have a caloric content of approximately 3,000 calories for the Greene County Sheriff Jail per person per day and be certified by a registered dietitian. Menu shall meet or exceed minimum standards as established by ACA recommended standards for food.

C. SPECIFICATIONS FOR MVJRC/JUVENILE DETENTION

a. Contractor will cooperate in record keeping and other data collection necessary for the Greene County Jail to participate in all applicable State and Federal food programs.

b. The menu will have a caloric content of approximately 2,800 calories per person per day and be certified by a registered dietician. Menu shall meet or exceed minimum standards as established by ACA recommended standards for the food. The contractor must follow USDA child nutrition meal requirements for breakfast, lunch and snack. USDA foods are to be used toward the school food service program.

c. The Greene County Jail kitchen and its equipment shall be used for the sole purpose of preparing meals for inmates and staff of the Greene County Jail.

d. Contractor will comply with all applicable Federal, State and local Laws and regulations pertaining to food service as well as meet the general guidelines prescribed by the American Correctional Association. The Contractor will follow the National School Lunch program guidelines to comply with the Grant funding received for food service at the Miami Valley Juvenile Rehabilitation Center & Juvenile Detention.

e. Per meal, costs are inclusive as to monthly fees invoiced to County less credit for all USDA donated foods commodities utilized for the benefit of the residents of the Miami Valley Juvenile Rehabilitation Center & Greene County Juvenile Detention Center for that billing period.

f. Contractor will provide separate bid prices per meal based on serving under 25 meals and a separate bid price per meal for serving over 50 meals to the Miami Valley Rehabilitation Center & Greene Juvenile Detention Center.

g. Contractor will provide per meal for milk to be included in breakfast and lunch per day. Contractor will provide one snack per day in the pricing of this contract.

h. All food will be stored and prepared within the Greene County Jail Kitchen.

i. Contractor will cooperate in record keeping and other data collection necessary for the Miami Valley Juvenile Rehabilitation Center & Greene County Juvenile Detention Center to participate in all applicable State and Federal food programs.

j. Requirements for breakfast lunch and snack. USDA foods are to be used toward the school food service program. The menu cycle will be four weeks. Portion sizes will be specified on the proposed menu as purchased (Uncooked) weight. Contractor will order and utilize all USDA commodities available to the County. The fair market value of commodities used will be credited to the weekly invoice. Contractor will develop the menus for GCJDC and MVJRC.

k. Food Service Methods (Vendor must provide their own box truck for transport of meals to the Juv. Rehab and Detention Center). There must be liability Insurance and Personal Injury insurance.

l. USDA CHILD NUTRITION PROGRAM BID REQUIREMENTS

i. Ensure that the food service operation is in conformance with all school food authorities permanent agreements between Greene County and the State of Ohio, a copy of the most recent agreement is attached in Appendix E;

ii. Greene County must monitor the food service operation through periodic on-site visits;

iii. Confirmation that Greene County will retain control of the quality, extent, and general nature of its food service.

m. Greene County will retain signature authority on the State agency-school food authority agreement and claims; Ensure that all federally donated foods received by the school food authority and made available to the food service management company accrue only to the benefit of the school food authority's nonprofit school food service and are fully utilized therein.

n. Maintain applicable health certification and assure that all State and local regulations are being met by a food service management company preparing or serving meals at a school food authority facility;

o. Indicate that nonperformance subjects the food service management company to specified sanctions in instances where the food service management company violates or breaches contract terms. The school food authority shall indicate these sanctions in accordance with the procurement provisions stated in 7 CFR § 210.21.

p. The food service management company shall maintain such records as the school food authority will need to support its Claim for Reimbursement under this part, and shall, at a minimum, report claim information to the school food authority promptly at the end of each month. Such records shall be made available to the school food authority, upon request, and shall be retained in accordance with 7 CFR § 210.23(c).

q. The food service management company shall have State or local health certification for any facility outside the school in which it proposes to prepare meals and the food service management company shall maintain this health certification for the duration of the contract.

r. No payment is to be made for meals that are spoiled or unwholesome at time of delivery, do not meet detailed specifications as developed by the school food authority for each food component specified in 7 CFR § 210.10, or do not otherwise meet the requirements of the contract. Specifications shall cover items such a grade, purchase units, style, condition, weight, ingredients, formulations, and delivery time.

IV. PROPOSAL SUBMISSION REQUIREMENTS

The submitted proposal must address all categories and performance expectations within this RFP. Before submitting a proposal, vendors shall examine the specifications to understand all existing conditions and limitations.

A. Executive Summary. Provide a concise overview describing the proposed approach to the project.

B. Description of Organization and Qualifications. Provide a description of the major business functions, history, and structure of the organization. Include a profile of office location as well as staff and services that will be assigned to the County’s project. Specify the number of years the vendor has supplied their proposed solution to the public sector. Provide a brief statement of the company’s background demonstrating longevity and financial stability.

C. Experience/References. Provide references/summaries of at least three (3) projects, preferably in Ohio, performed that were similar in scope to the requirements of this project.

D. Detailed Description of Proposed Solution. Describe how the vendor will meet the functionality and technical requirements listed. Provide a timeline with proposed dates beginning with contract execution and ending with full implementation.

E. Implementation and Training. Provide a detailed schedule including project tasks and milestones. Provide names and qualifications of the project manager and key team members to be involved in the project.

F. System Acceptance Testing. Greene County shall not accept the services until it has validated the vendor has met all requirements outlined in this RFP. The Sheriff’s Office will work with the Proposer to develop acceptance procedures to ensure all requirements have been met. At a minimum the following requirements shall be met to ensure acceptance of the proposed solution:

• Solution is fully functional and operating as required.

• Compliant with all specifications agreed upon.

• All deliverables have been received and accounted for.

The County reserves the right to withhold payment(s) for the system until all requirements have been delivered and approved.

G. Post Implementation Support. The County requires a vendor that will provide exceptional customer support post-implementation. The vendor must be able to provide support in a timely manner in order to remediate technical issues.

The Proposer shall describe their customer support process including phone and web-based support. The Proposer shall provide the county a matrix showing expected resolution time(s) based on event criticality. The Proposer shall also provide customer satisfaction references as it relates to user support.

V. PROPOSAL EVALUATION

A. Criteria

The County will review submitted proposals and determine those that are most qualified. The County will select a vendor, who in its sole judgment, best suits the current and future needs of the County. The award criteria will be weighted on the factors listed below:

Quality of Proposal – Proposer’s responsiveness to this RFP	10 Points
References – Proposer’s quality of references and the quality of performance of previous contracts or services.	15 Points
Qualifications/Experience – Capability and quality of the proposed solution to meet the needs of the County; Experience and reputation in delivering proposed services; Capability in training and supporting software services based on expectation	20 Points
Functionality – Functional capability of the proposed solution to meet the County’s needs and expectations as outlined in this RFP	25 Points
Cost – Fee structure and cost effectiveness of proposed solution	30 Points

Greene County reserves the right to select the bid proposal which best meets its food service needs, as well as other considerations, deemed relevant to its best interests and most advantageous to the county. Greene County further reserves the right to make all necessary investigations and inquiries to determine which is the lowest and the best bid and to determine the qualifications of any bidder.

VI. AWARD

A. Notice. Greene County will send a written notice to the offeror to whom it wishes to award the contract and shall make that notice available to the public. Greene County will also notify all other offerors that the contract has been awarded to another offeror within a reasonable period of time after that written notice of award.

B. Acceptance. Successful Proposer’s acceptance must be performed prior to September 1, 2026, and with enough time to begin performance the awarded contract on September 1, 2026.

C. General Contract Requirements. The successful Proposer’s proposal, this RFP, and other applicable addenda will become part of the final contract and will merge into the contract. The contract shall incorporate the terms, conditions, and requirements of the RFP, the Proposer’s proposal, and all other agreements that may be reached. The following contract provisions are also required:

ARTICLE I: STATEMENT OF WORK

1. The Independent Contractor shall undertake the work and activities set forth in the Scope of Work, labeled Exhibit 1, which is attached hereto, made a part hereof, and incorporated by reference as is fully rewritten herein.

2. The Independent Contractor declares that he/she is engaged as an independent business and has complied with all federal, state and local laws regarding business permits and licenses of any kind, including, but not limited to, any insurance coverage that is required in the normal course of business, as well as any specialized insurance that is specified herein, and that may be required to carry out his/her business and perform under the terms of this Agreement.

3. The Independent Contractor agrees that he/she does not have any authority to sign agreements, notes and/or obligations, or to make purchases, sign drafts, purchase orders, vouchers, and/or dispose of property for or on behalf of the County Vendee.

4. If applicable, the Independent Contractor shall deliver, assign, transfer, and convey to the County Vendee or its authorized representative all rights, title to, and interest in all documents, data, materials, information, processes, studies, reports, surveys, proposals, plans, codes, scientific information, regulations, maps, equipment, charts, schedules, photographs, exhibits, software, software source code, documentation, and other materials and property prepared or developed or created or discovered under or in connection with this Agreement (the “Deliverables”).

5. The Independent Contractor declares that he/she is engaged in the same or similar activities for other clients or customers, or that he/she is free to do so, and that the County Vendee is not his/her sole, only, and/or exclusive client or customer.

6. The Independent Contractor shall furnish professional services performed in accordance with applicable commercial standards necessary for the satisfactory performance of the work hereunder. Services shall be performed by the Independent Contractor and the County Vendee shall not hire, supervise, or pay any assistants to the Independent Contractor in his/her performance under this Agreement. The County Vendee shall not be required to provide any training to the Independent Contractor to enable him/her to perform services required hereunder except to provide general information or data to enable the Independent Contractor to perform under this Agreement.

7. The Independent Contractor shall furnish his/her own support staff, materials, tools, equipment, and other supplies necessary for the satisfactory performance of the work hereunder. Neither the Independent Contractor nor his/her personnel shall, at any time or for any purpose, be considered as employees or agents of the County Vendee, the Board of County Commissioners, or any elected official of Greene County, Ohio for whose benefit, either directly or indirectly, the work hereunder is being performed.

8. The County Vendee may, from time to time, as it deems appropriate, communicate specific instructions and requests to the Independent Contractor concerning the performance of the work described in this Agreement. It is expressly understood by the parties that these instructions and requests are for the sole purpose of performing the specific tasks requested to ensure satisfactory completion of said tasks by the Independent Contractor. The management of the work, including the exclusive right to control or direct the manner or means by which the work described hereunder remains with and is retained by the Independent Contractor. The County Vendee retains the right to ensure that the work of the Independent Contractor is in conformity with the terms and conditions of this Agreement, as specified herein, and as specified in the Scope of Work, labeled Exhibit 1.

9. The Independent Contractor shall determine the hours required to perform the services to be provided under this Agreement, and retains discretion over its schedule when performing services on the premises of the County Vendee, subject to the County Vendee’s normal business hours and security requirements.

ARTICLE II: CERTIFICATION OF FUNDS

It is expressly understood by the parties that none of the rights, duties and obligations described in this Agreement shall be binding on either party until all statutory provisions under the Ohio Revised Code have been complied with and until such time as all necessary funds are made available and forthcoming from the appropriate agencies, and, when required, such expenditure of funds is approved by the County Vendee, the County Auditor on behalf of and/or for the benefit of the County Vendee, or, in the event that state and/or federal funds are used, until such time that the County Vendee gives the Independent Contractor written notice that such funds have been made available for payment to the Independent Contractor.

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