SCOPE OF PROJECT: General Purpose ▪ The parties recognize the vulnerability of Jefferson County citizens and their communities to damage, injury and loss of life and property resulting from Disasters. Such Disasters require 24/7 responses from emergency first responders. Government employees, various elected officials, state and federal representatives and other emergency management personnel. Providing meals to these individuals is mandatory in order for them to carry out their duties to the public effectively. ▪ Jefferson County wishes to make suitable arrangements for the provision of Meals to these individuals prior to actual need by entering into a contractual agreement based on the terms in this IFB 25-019/CG. ▪ This agreement will be entered into by Jefferson County and the awarded bidder for the purpose of providing hot and cold meals, beverages, utensils, disposable plates and cups, other meal related supplies, and meal catering services and staging of equipment and clean up (“MEALS”) for emergency workers in times of hurricanes or other natural or man-made disasters or emergencies (“DISASTERS”). Services to be Provided by Caterer ▪ Caterer agrees to maintain on site at its main facility at all times, but especially during the months of June through November: o Sufficient food products, utensils, disposable paper plates and cups, plastic bags, for cleanup and related products so as to be able to serve a minimum of four (4) days’ worth of MEALS for up to 500 people per meal. o Equipment, including fuel to operate its vehicles and for preparation equipment that is necessary for the provision of meal services for the same number of meals. o Caterer also agrees to employ, and provide on-site, sufficient staff to deliver its services and its MEALS in a timely and efficient manner. ▪ The list of the types of MEALS shall be provided by Caterer See APPENDIX A for minimum requirements. ▪ The number of requested meals will be specified by the County’s Authorized Representative, but in a large disaster situation, such as a hurricane, it is anticipated there may be a request of up to 500 MEALS per regular serving time (one meal per person) and 200 cold meals/ boxed lunches per evening shift and possibly up to 150 cold meals/boxed breakfasts for the initial 24-48 hours of ncident will be required to be prepared on site or delivered to one or more of the County’s staging sites. ▪ There will be 3 regular serving times per day, with additional meals provided for shift workers during the night. Specific meal serving times may be adjusted and/or cancelled by the County’s Authorized Representative at any point during the disaster situation. o Breakfast: 7:00 AM daily..........................................................500 MEALS o Cold breakfast: (initial 24-48 hrs) ......................................150 COLD MEALS o Lunch: 12:00 Noon daily........................................................500 MEALS o Dinner: 6:00 PM nightly .......................................................500 MEALS o Shift: 11:00 PM nightly ..............................................200 COLD MEALS ▪ Caterer agrees to comply with all health and safety codes in effect relating to the preparation and serving of MEALS and clean up for as long as its services are required as a result of the Disaster. ▪ Caterer agrees to respond to an activation request made by Jefferson County’s Authorized Representative and be prepared to serve the first MEALS as soon as is reasonably possible depending on the circumstances. ▪ In the event of an approaching catastrophic hurricane (Category 4-5 on the Saffer-Simpson Scale), Jefferson County’s Authorized Representative will strive to give Caterer thirty-six (36) hours advanced notice of the need for Caterer’s services. In addition, Jefferson County will specify the number of days they anticipate MEALS will be required. Caterer will mobilize its equipment, report to the staging sites and serve the first MEALS within this time period. But, Caterer must be prepared to serve the first MEALS within twelve (12) hours of a Disaster if necessary. ▪ Caterer understands that providing MEALS requires the staging of equipment at the Jefferson County Courthouse 1149 Pearl Street, Beaumont, Texas (Central Main Location); and perhaps at other locations depending on the circumstances at the time of the disaster. ▪ Caterer is solely responsible for ensuring for the proper and necessary set-up, relocation, maintenance, protection and removal of such equipment and to clean-up the staging sites upon request of the County. ▪ Should any damage occur to any staging area as a result of such staging activities of Caterer, Caterer will be responsible for repair of such damage to its pre-damaged condition. ▪ Caterer shall provide a means of accounting for all meals served. It shall be the Caterer’s responsibility to obtain a signature or other form of ID (to be determined by Jefferson County) for each meal that is served and billed to Jefferson County.
