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AI- 3340   12. B. 3.    
BOC Regular
Meeting Date: 10/15/2020  
Inmate Food Service Contract Extension
Submitted For: Kelli Scott
FROM: Brad Wilcox, Assistant County Administrator , Administration
Department: Administration  

Information
RESOLUTION:
Resolved the Calhoun County Board of Commissioners does hereby approve the three-year extension effective October 25, 2020, for the Inmate Food Services agreement with Canteen Services as presented and authorizes Administrator/Controller Kelli Scott to execute the agreement on behalf of the County contingent upon approval by Corporation Counsel.  
RECOMMENDATION:
County Administration recommends a three-year extension of the inmate food services agreement with Canteen Services in the total amount estimated at $1,846,000. Corporation Counsel Dyer has approved the contracting process as presented.
BACKGROUND:
In April 2015, Aramark Food Services and Calhoun County mutually agreed to terminate the existing inmate food services agreement for the jail. The terminated agreement provided for food service management in the preparation of meals to inmates housed in the Correctional Facility. Following the Aramark termination, the County negotiated an agreement with Canteen Services to provide substantially similar services and contract terms.

The food service contract specifications were developed to provide a turn-key operation designed to prepare and serve over 575,000 meals per year to inmates housed in the correctional facilities. The supplier is responsible for all areas of food preparation including; management, personnel, food inventory, menu planning, nutritional requirements, legal compliance and documentation. The County is only responsible for providing capital equipment and normal utility services. The Sheriff Department maintains control of food through required approval of the supplier’s basic menu cycle, operational plans and contracted kitchen staff.

Canteen, a local company based in Tekonsha, is entering their final option year per the agreement executed in October of 2017. Canteen has provided this critical service for the last five years and has earned the recommendation from the Sheriff Jail Command staff to continue providing food services in the jail. In negotiations for the contract’s final option year, Canteen offered to extend the contract for three years at a cost savings of $34,250. The food service costs for the balance of 2020 and the 2021 fiscal year through October are frozen at this year’s levels resulting in no budget impact. Also, the County does not recommend making a change in the food service provider during the current COVID-19 pandemic. The Sheriff Office has done an excellent job of minimizing the impact of COVID infection in the jail. Contractors including medical and food service have coordinated preventative measures with the Sheriff Command which have contributed to the low infection rate for inmates in the jail.

The Purchasing Department recommends extending the current contract for an additional three years. All other terms and conditions of the agreement will remain unchanged.
SUMMARY:
Canteen, a local company based in Tekonsha, is entering the final option year per the agreement executed in October of 2017. The Purchasing Department recommends extending the current contract for an additional three years at a total cost estimated at $1,846,000. All other terms and conditions of the agreement will remain unchanged.

Fiscal Impact
BUDGETARY IMPACT:
The 2020/2021 inmate food service cost estimated at $604,000 per year are budgeted in the Sheriff Office budget for contractual services. As a result of the three-contract extension the savings are estimated at $34,250.

Inmate Food Service Cost Estimates*

Year One (October 2020 - October 2021) $604,000
Year Two (October 2021 – October 2022) $621,000
Year Three (October 2022- October 2023) $621,000

*Officer Dinning Room (ODR) meal costs are fixed at $2.35 each for 3 years. ODR meal costs ($34,000/year) are not included in the Inmate food cost estimates.
Attachments
Inmate Food Service Contract

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