Richmond City Justice Center (RCJC) Inmate Food Services

Q (Facility Tour): Can interested vendors be allowed to tour the kitchen facilities to look at the space, equipment, and workflow?

A: Please see Addendum No. 1

Q ((3) 4-Week Menus for Staff & Incarcerated Meals): The RFP indicates that the Offeror shall submit three (3) proposed four-week menus for inmate meals that meet the requirements of Section 1.2.5 (“Menu Requirements for Inmate Meals”), and similarly requires menu submissions for staff meals. To ensure full compliance with the intent of the solicitation, could you please clarify whether the three (3) menus are expected to represent: 1) Distinct menu cycles with different food items and/or menu rotations, 2) Variations in caloric levels or nutritional profiles, 3) Seasonal menu variations, or 4) Identical menus submitted in triplicate for evaluation purposes? Additionally, please confirm whether the expectation for staff meal menus follows the same structure and level of variation.

A: Response: The three (3) menus are expected to represent:  Distinct menu cycles with different food items and/or menu rotations  Variations in caloric levels or nutritional profiles  Seasonal menu variations The expectation is that staff meal menus will follow the same structure and level of variation.

Q (Staff Recruitment): Can the City of Richmond provide the wages of the current vendor's food service employees?

A: The Richmond City Sheriff’s Office does not possess the salaries of the current vendor’s food service employees.

Q (Pg. 13 (E)): Can the City clarify whether the statement below means that washings will be provided 2 times per year or 2 times within the term of the contract? "The Contractor shall provide at least two annual pressure washings of the RCJC smoke exhaust hoods."

A: The Contractor shall provide annual pressure washings of the RCJC exhaust hoods two (2) times per year.

Q (Pg. 15 (I)): Page 15, section I eludes to the fact that there may be times when incarcerated laborers are not available to assist with food preparation and kitchen cleaning and sanitizing activities.... Can the City please clarify how many times in the past five (5) years the facility was unable to provide incarcerated laborers to perform these activities?

A: During the past five years, incarcerated laborers were not always available to assist with food preparation, kitchen cleaning, and sanitizing activities due to the COVID-19 Pandemic for approximately one (1) month. The RCSO paid the contractor to secure additional staff to ensure adequate kitchen coverage during this time. Should a similar circumstance arise in the future, the RCSO will continue to engage the contractor to provide the necessary staffing to support kitchen operations.

Q (Pg. 9 (F)): Page 9, Section F states that the Contractor shall provide ice, coffee, tea, water, assorted juices, and condiments in the RCSO employee café area at no charge. To accurately develop pricing for these items, can the City provide historical annual usage or estimated volume for these consumables?

A: The RCSO does not have information on the historical annual usage or estimated volume of the consumables (ice, coffee, tea, water, assorted juices). These items are stocked two (2) to three (3) times per week or as needed by the current vendor. RCSO has no additional information to provide.

Q (Pg. 9 (F)): Page 9, section F states: The Contractor shall provide ice, coffee, tea, water, assorted juices, and condiments in the RCSO employee café area at no charge. Can these items be provided in bulk form?

A: Please provide your definition of bulk; we will respond when we fully understand the question.

Q (Grab & Go - Staff Dining): During the prebid walk-through, bags of potato chips and bottles of juice were on display near the cash register. Were these items part of the grab & go offerings or part of the daily meal being served?

A: The items observed near the cash register during the prebid walk-through were grab and go items paid for by staff.

Q (Pg. 19 (F)): Page 19, section F states that vendor employees must comply with mandatory COVID-19 vaccination requirements. Can the City please provide these requirements?

A: The RCSO no longer has mandatory COVID-19 vaccination requirements. The RCSO reviews cases based on current Virginia Department of Health (VDH) requirements.

Q (Shared Labor): Does the current vendor (Aramark) provide any other service in the facility where they might have the ability to share labor with the food service?

A: The current vendor does not provide any other service in the facility where they might have the ability to share labor with the food service.

Q (Pg. 19 (D)): Page 19, section D states that employees are required to have SERVSAFE food handler certification, and some must have SERVSAFE manager certification. Can the City please clarify which is required and for whom?

A: All employees are required to have SERVSAFE food handler certification. All employees serving in a management position such as supervisor and/or manager shall have SERVSAFE manager certification.

Q (Meal Times): Can the City please indicate the time of each meal service? Staff and incarcerated meals?

A: The inmate meal service times are as follows:  Breakfast 04:00 AM – 06:00 AM  Lunch 11:00 AM – 01:00 PM  Dinner 04:00 PM – 06:00 PM The staff meal service times are as follows:  10:00 PM – 02:00 AM  07:00 AM – 10:00 AM  11:30 AM – 02:30 PM

Q (Kitchen Operating Hours): Can the City please indicate the operating hours for the kitchen (open to close)?

A: The Kitchen opens and closes each day at the following times: Kitchen Opens and Closes – 10:00 PM (one evening) – 07:00 PM (next evening)  Kitchen Opens/Inmate Meal Preparation – 02:30 AM – 3:00 AM  Kitchen Closes/Inmate Meal Preparation – 07:00 PM – 8:00 PM

Q (Section 1.2.5(F)(6) - Meals): Section 1.2.5(F)(6) requires that each meal contain a protein, vegetable, and grain. Given that breakfast menus typically include protein, grain, and fruit/juice components, please confirm whether fruit or 100% juice may satisfy the produce requirement for breakfast meals.

A: Please consult your nutritionist. Section 1.2.5 C. states – “The meals provided by the Contractor to each Inmate must contain an average of 2,900 calories per day.”

Q (Subcontract): Can WTS Health be allowed to subcontract personnel to the company awarded?

A: RCSO will respond once we fully understand the question.

Q (Pricing ): Can you please provide the current meal rate/scale being charged by current vendor?

A: Please see Addendum No. 2 - Exhibit A- Sliding Scale - Aramark Pricing

Q (Invoicing ): Can you please provide the last 6 months of all billing invoices?

A: Please see Addendum No. 2 - Exhibit B- Aramark Billing - Past 6 months

Q (Contract ): Can you please provide a copy of the current food service contract along with amendments including price adjustments throughout the term of the contract?

A: The City of Richmond Office of the Sheriff is not in possession of the requested documents. Please contact the City of Richmond Department of Procurement Services. Please send FOIA request to: prc.foia@rva.gov

Q (Menu): Can you please provide a copy of the current inmate menu?

A: Please see Addendum No. 2 - Attachment A - Inmate Menu - Menu Summary

Q (Menu): Can you please provide a copy of the current Value Meal Option?

A: Please see Addendum No. 2 - Attachment C - Value Meal Options - ODR A La Carte Menu

Q (Menu): Can you please provide a copy of the current Enhanced Meal Option?

A: Please see Addendum No. 2 - Attachment B - Enhanced Meal Option Menu.

Q (Meals Served ): Can the City provide historical sales data for RCSO employee meals for the past 12 months? a) Breakfast – number of ‘value meals’ and ‘enhanced meals’ sold? b) Lunch - number of ‘value meals’ and ‘enhanced meals’ sold? c) Dinner – number of ‘value meals’ and ‘enhanced meals’ sold? d) Average daily participation for breakfast, lunch, and dinner?

A: The Contractor serves an average of 55 meals per week. This is combined of breakfast and lunch.

Q (Special Diets ): Please supply a daily break down of how many diets and of each type are currently served? (Diabetic, Low Sodium, etc.)?

A: Below, please find the daily breakdown of how many diets and of each type are currently served:  Cardiac – 17  Diabetic – 14  Renal – 4  Lactose – 5  Vegetarian – 28  Gluten Free – 2  Bland – 1  Dental Soft – 6  High Fiber – 0  No Concentrated Sweets – 0  High Caloric High Protein – 0 Please Note: The numbers change daily, but not by much.

Q (Sack Meals ): How many sack meals are produced daily?

A: Currently Serving about 50 sack meals per day .

Q (Inmate Workers ): How many kitchen inmate workers are currently being utilized in the current operation at each kitchen? a. What are the work hours and how many shifts? b. Are inmates paid? If so, who pays inmate workers? c. Is there any extra food given to kitchen inmate workers as an incentive? i. If so, is this charged back to the Jail?

A: There are currently 22 kitchen workers assigned to work in the kitchen. a. The work hours are 3:00 AM – 12:00 PM and 10:00 AM – 7:00 PM. There are two shifts assigned to the kitchen. b. No, inmates are not paid to work in the kitchen. c. No, there is no extra food given to the inmate workers as an incentive. Inmate workers eat at the end of feeding.

Q (Inmate Cups & Spoons ): What is currently being used for an inmate eating utensil and cups? a. Who is providing this utensil and cup?

A: Sporks and 8oz. Styer form cups are being used as utensils. Edible spoons are used for high-risk, segregation units, and to mitigate safety risks. a. The Contractor provides the inmate eating utensils and cups.

Q (Incentive Meals ): Do you currently have a fresh meals program were inmates can purchase items for themselves? Or families can purchase online for inmates? a) How often are inmates allowed to order? b) What are the delivery days? c) What is the inmates spending limit?

A: No, the RCSO currently does not have a meals program where inmates can purchase items for themselves, or families can purchase online for inmates.

Q (Incentive Meals ): Can the City provide the menus associated with each of these programs and selling prices to the inmates and the friends and family?

A: Not applicable to RCSO.

Q (Supplements): How many nutritional supplements such as Ensure, and electrolytes beverages are currently being provided? a. Who provides these supplements, Medical or Food Service Contractor? i. If Contractor, can you please clarify if the Contractor is able to charge separately for nutritional supplements and electrolyte beverages?

A: There are currently six (6) nutritional supplements, such as Ensure and Electrolytes beverages being provided by the Medical Contractor. a. The Medical Contractor provides nutritional supplements.

Q (Internet ): Can you confirm there is secure internet access in the kitchen office available for contractor use?

A: Yes.

Q (Equipment ): Can the City provide clarification on which equipment is contractor responsibility vs. Sheriff responsibility for repair and replacement?

A: The City of Richmond is responsible for the equipment in the kitchen and is maintained by City Maintenance who are on-site daily. The Contractor is responsible for any breakage of equipment due to negligence or misuse.

Q (Menu): In Section 1.2.5. Subsection E, the RFP references “USDA Grade A Poultry.” For clarity, please confirm whether the intent is to require USDA inspected and approved poultry products, as USDA quality grading (e.g., Grade A) is not defined or applied to ground chicken or poultry

A: Ground chicken and other poultry products are not subject to USDA grading; however, products used on proposed menus must be procured from manufacturers which produce these products in full compliance with all applicable USDA standards and regulations.

Q (Menu): Is a lacto-ovo vegetarian or vegan menu acceptable to provide for all religious meals?

A: Please defer to your companies' nutritionist.

Q (Religious Diets): Please provide the number of individuals receiving a religious diet per day

A: Currently we are serving zero religious diets on a day to day basis (zero Kosher meals). Ramadan meal program is in place and observed yearly.

Q (Religious Meals): What are the current Ramadan & Passover meal accommodation requirements currently in place? Does the county wish to continue with this process? Can you please provide the most recent Ramadan participant count?

A: Ramadan is observed, there were approximately 130 - 150 meals served daily (for those Observing Ramadan this past year). No specialty meals are provided during Passover.

Q (Holiday Meals): Are there any specific menu or product requirements for the special holiday meals listed (Easter, Thanksgiving, and Christmas)?

A: Yes, the current Contractor provides special holiday meals for Easter, Thanksgiving, and Christmas.

Q (Population): What is today’s inmate population (4/06/2026)?

A: 612.

Q (Staff Dining): Can you please detail how service is provided for staff during the hours of 11pm to 1:30am? Do you require contractor staff to be present during these hours? If so, how many and what are their responsibilities?

A: The Contractor will provide staff coverage from 8:00 PM – 11:00 PM to provide Café style options such as prepared meals, sandwiches and other food items that will be made available for the night shift. See the above response.

Q (Staff Meals ): Reference page 9, section 1.2.6. G-H 1. Contractor’s proposals are based on including the staff meal service as outlined in the RFP and understand that the Sheriff reserves the right at any time during the term of the contract to discontinue that service. 2. Since this is considered a multi-service contract, and the discontinuation of staff meal service would change the scope of work, would the Sheriff allow renegotiation if this line of service is removed/discontinued?

A: The Sheriff wishes to continue the staff meal service during the term of the contract.

Q (Inmate Trays and Cups ): Reference page 11, sec.  1.2.9. A Trays, cups and silverware. i.      Can you please provide the make model of the insulated trays, drinking cups you currently have in use? ii.      Will there be a complete inventory of these items on day one of the new contract, OR will the new contractor need a full inventory of these items starting on day one of the new contract? iii.      Is the Contractor only responsible for maintaining the par level of these items during the contract?

A: a.  Tray – Ecopax Regal 9” Foam Container  Sporks – Prestige Advantage  Dart – 8” cup 8J8  Coffee Cup – Ecopax 10oz. White Paper Hot Cup  Dart Foam Hinge Lid 6” Container (60HTI)  Dart clear seal 6” container  Dixie Fork DossPF5 Black  Dixie Spoon Doss PF5 Black Effective July 1, 2026, the new provisions will be followed. b. A complete inventory will be completed on day one of the new Contractor. The RCSO pays the current Contractor for what is used. The Contractor that is awarded the contract must provide a seven (7) days food supply and a ten (10) day inventory. This includes food and paper products. c. The Contractor is responsible for maintaining a seven (7) days food supply and a ten (10) day inventory. This includes food and paper products.

Q (Sack Meals ): Please provide weekly amounts required and meal specifics for Sack meals for work crews, court bags and any additional meals that are to be prepared beyond the cafeteria and tray feeding?

A: The current Contractor provides approximately 50 sack bags per day.

Q (Kosher meals): Can you please provide the total number of kosher and halal meals currently being provided? Do you currently provide pre-packaged meals?                                                               i.      If so, Can vendor charge separately?                                                             ii.      What is the current price for these meals? Do you currently serve a common fare menu?                                                               i.      Is the County ok with an approved common fare menu?

A: Kosher meals are approved by the Chaplain. No kosher or halal meals are served at this time. a. When the RCSO has inmates that require kosher and halal meals, those meals are provided as pre-packaged meals. b. The Contractor may charge separately per tray. c. The current Contractor has not served kosher or halal meals in the past year. d. The RCSO will review common fare menus for approval.

Q (Staff Training ): Is there any cost associated with the facility security orientation to the contractor outside of wages of employees attending?

A: No, there is no cost associated with the facility security orientation to the Contractor outside of wages of employees attending.

Q (MBE Participation ): Can you please provide the current MBE vendor and participation rate?

A: A 10% minority participation goal is assigned to the current contract. The names of the minority vendors, nor the participation rate is available at this time.

Q (Staffing ): What is the current schedule of the food service employee?

A: The current schedule of the food service employment is as follows:  AM Shift – 2:30 AM – 10:30 AM  PM Shift – 9:00 AM – 5:30 PM

Q (Kitchen Usage ): Does the current food service provider utilize the kitchen for any other services not outlined in this RFP scope of work; such as meals on wheels? If so, please provide details and annual dollars paid to the County for the use of the kitchen

A: Yes. The Contractor has prepared meals for the City during various times throughout the year to include Emergency Disaster and Emergency Community Shelters. The food is prepared by the Contractor who then submits an Invoice for the City and/or the Sheriff’s Office for payment. The annual dollar amount paid to the Contractor for preparing these meals in 2025 was $7,275.

Q (Smallware's ): Can you please confirm who is responsible for small ware items such as pots, pans, serving utensils, cooking utensils, carts, etc.?

A: The RCSO is responsible for small ware items such as pots, pans, serving utensils, cooking utensils, carts, etc.