SOP 409.04.05: Contracted Meals

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Contracted Meals|Policy Name: Contracted Meals|Policy Name: Contracted Meals|
|Policy Number: 409.04.05|Effective Date: 8/19/2020|Page Number: 1 of 5|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

I. Introduction and Summary:

A. Contracted food services may be utilized by facilities when such service from an

outside source is economical or is otherwise deemed to be in the best interest of
the State and Georgia Department of Corrections (GDC).

B. The Commissioner of GDC has final authority for contracting food services. This

authority is not delegated to local facilities.

C. All contractors and contracted facilities shall abide by the terms and conditions of

the established contract.

II. Authority:

A. Ga. Comp. R. & Regs. 511-6-1; and

B. GDC Standard Operating Procedures (SOPs): 409.04.10 Sanitation and 409.04.28

Alternative Entrée Program.

III. Definitions:

A. Contract Proposal - A preliminary written draft including terms and scope of

services to be provided.

B. Final Contract - The final written agreement for contracting services.

C. Contracted Food Service - A method by which food is prepared and/or served to

staff and/or offenders per terms of a Final Contract for this service.

D. Contracted Facilities - State institution and centers at which meals are prepared

and served from some source other than a GDC operated kitchen.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Contracted Meals|Policy Name: Contracted Meals|Policy Name: Contracted Meals|
|Policy Number: 409.04.05|Effective Date: 8/19/2020|Page Number: 2 of 5|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

IV. Statement of Policy and Applicable Procedures:

A. Contracting:

1. The State Food Service Administrator will draft a Contract Proposal in

conjunction with GDC purchasing and legal services.

2. Costs shall be negotiated through Food and Farm Services Central Office and

in consultation with the central budget office. Invoicing terms should be
included in the contract.

3. Staff of Food and Farm Services Central Office shall review the Contract

Proposal and negotiate or adjust terms with the contractor prior to submission
for final approval.

4. A finalized contract will be submitted to the Commissioner or his designee

for approval.

5. The Food and Farm Services Central Office designee will provide a copy of

the contract to each facility under the contract after approval.

6. Monitoring of the terms of the contract shall occur at the local level. Problem

resolution procedures shall be included in the Final Contract.

B. Accounting Guidelines:

1. Accounting procedures governing contracting shall be followed.

2. Each facility’s Business Office will complete the daily and monthly meal

count summaries to include changes for background check fees, phones, etc.
to Food and Farm Services Central Office for final approval. Food and Farm
Services will forward to GDC Administration Division for payment.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Contracted Meals|Policy Name: Contracted Meals|Policy Name: Contracted Meals|
|Policy Number: 409.04.05|Effective Date: 8/19/2020|Page Number: 3 of 5|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

3. All payment documents must be submitted to the Food and Farm Services

Central Office designee by the 5th of each month.

C. Standard Requirements:

1. Menu
a. Contractors should follow the standard GDC Master Menu.

b. Contractor’s Master Menu will be approved by Food and Farm Services
with nutritional analysis review and approval by the Food and Farm
Central Office Registered Dietitian.

c. The menu needs to provide sufficient calories per day with reference to
the Dietary Reference Intakes. The current Dietary Guidelines for
Americans should be considered when developing a menu.

d. Food quality, quantity, nutritional value and cost are the major variables
to consider in Contract Proposal negotiations.

2. Feeding Strength - Food Service contractors shall prepare meals in volumes

as determined by a feeding strength census for each meal to be served. The
method of determining feeding strengths should be a part of the Final
Contract.

3. Emergency Feedings - A contingency plan shall be determined by the local

facility, and contractor will provide service in the event of an emergency in
accordance with the terms of the Final Contract.

4. Sanitation and Security - Contractors shall abide by all GDC rules for

sanitation, in addition to the policies established by the Georgia Department
of Public Health. Refer to SOP 409.04.10, Sanitation. Contractors shall also

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Contracted Meals|Policy Name: Contracted Meals|Policy Name: Contracted Meals|
|Policy Number: 409.04.05|Effective Date: 8/19/2020|Page Number: 4 of 5|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

abide by GDC security regulations, which shall be provided by the local
facility.

5. Staffing Patterns - Responsibilities and duties of the department and of the

contractor are to be specified in the contract. Staffing is to be considered and
included in the contract terms as needed.

6. Medical Diets - Procedures and costs for providing medical diets shall be

included in the Final Contract.

7. Alternative Meals - Contractors shall follow the guidelines outlined in SOP

409.04.28 Alternative Entrée Program.

8. Food Delivery

a. Food delivery may be contracted if needed. Responsibility for delivery

should be addressed in the Final Contract.

b. If contracted, a mealtime delivery schedule shall be agreed upon as part

of negotiation and should be left subject to change by mutual agreement
of the parties to accommodate special needs.

9. Food Preparation and Service

a. Meals are prepared and delivered in a nutritious, wholesome, palatable,

and visibly pleasing manner.

b. Food temperatures shall be monitored by contractor during delivery and

food shall be prepared, handled, stored, and transported properly for
provision of safe, sanitary, and secure meal service.

|GEORGIA DEPARTMENT OF CORRECTIONS
Standard Operating Procedures|Col2|Col3|
|---|---|---|
|Policy Name: Contracted Meals|Policy Name: Contracted Meals|Policy Name: Contracted Meals|
|Policy Number: 409.04.05|Effective Date: 8/19/2020|Page Number: 5 of 5|
|Authority:
Commissioner
|Originating Division:
Executive Division (Georgia
Correctional Industries - Food
and Farm Services)|Access Listing:
Level I: All Access
|

c. GDC and Food and Farm Central Office reserve the right to inspect the

food and monitor temperatures and appearance to ensure high quality of
food service at all Contracted Facilities.

V. Attachments: None.

VI. Record Retention of Forms Relevant to this Policy: None.