{
    "sop_number": "409.04.05",
    "old_code": "IVL01-0004",
    "title": "Contracted Meals",
    "division": "Executive Division (Georgia Correctional Industries - Food and Farm Services)",
    "topic_area": "409 Policy-GCI Food Service",
    "effective_date": "2020-08-19",
    "summary": "This policy establishes procedures for Georgia Department of Corrections facilities to contract with outside food service providers when economical or in the best interest of the state. It outlines the contracting process, accounting guidelines, and standard requirements that all food contractors must follow, including menu approval, sanitation standards, security compliance, staffing, medical diets, and food preparation and delivery standards. The Commissioner maintains final authority over all food service contracts.",
    "key_topics": [
        "contracted meals",
        "food service contracts",
        "meal preparation",
        "food contractor",
        "menu approval",
        "nutritional standards",
        "food sanitation",
        "food delivery",
        "medical diets",
        "alternative meals",
        "food safety",
        "feeding strength",
        "food handling",
        "storage and transportation"
    ],
    "cross_references": [],
    "content": "|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|\n|**Policy Number:** 409.04.05|**Effective Date:** 8/19/2020|**Page Number:** 1 of 5|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n**I.** **Introduction and Summary:**\n\nA. Contracted food services may be utilized by facilities when such service from an\n\noutside source is economical or is otherwise deemed to be in the best interest of\nthe State and Georgia Department of Corrections (GDC).\n\nB. The Commissioner of GDC has final authority for contracting food services. This\n\nauthority is not delegated to local facilities.\n\nC. All contractors and contracted facilities shall abide by the terms and conditions of\n\nthe established contract.\n\n**II.** **Authority:**\n\nA. Ga. Comp. R. & Regs. 511-6-1; and\n\nB. GDC Standard Operating Procedures (SOPs): 409.04.10 Sanitation and 409.04.28\n\nAlternative Entr\u00e9e Program.\n\n**III.** **Definitions:**\n\nA. **Contract Proposal**    - A preliminary written draft including terms and scope of\n\nservices to be provided.\n\nB. **Final Contract**    - The final written agreement for contracting services.\n\nC. **Contracted Food Service**    - A method by which food is prepared and/or served to\n\nstaff and/or offenders per terms of a Final Contract for this service.\n\nD. **Contracted Facilities**    - State institution and centers at which meals are prepared\n\nand served from some source other than a GDC operated kitchen.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|\n|**Policy Number:** 409.04.05|**Effective Date:** 8/19/2020|**Page Number:** 2 of 5|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n**IV.** **Statement of Policy and Applicable Procedures:**\n\nA. Contracting:\n\n\n1. The State Food Service Administrator will draft a Contract Proposal in\n\nconjunction with GDC purchasing and legal services.\n\n2. Costs shall be negotiated through Food and Farm Services Central Office and\n\nin consultation with the central budget office. Invoicing terms should be\nincluded in the contract.\n\n3. Staff of Food and Farm Services Central Office shall review the Contract\n\nProposal and negotiate or adjust terms with the contractor prior to submission\nfor final approval.\n\n4. A finalized contract will be submitted to the Commissioner or his designee\n\nfor approval.\n\n5. The Food and Farm Services Central Office designee will provide a copy of\n\nthe contract to each facility under the contract after approval.\n\n6. Monitoring of the terms of the contract shall occur at the local level. Problem\n\nresolution procedures shall be included in the Final Contract.\n\nB. Accounting Guidelines:\n\n\n1. Accounting procedures governing contracting shall be followed.\n\n2. Each facility\u2019s Business Office will complete the daily and monthly meal\n\ncount summaries to include changes for background check fees, phones, etc.\nto Food and Farm Services Central Office for final approval. Food and Farm\nServices will forward to GDC Administration Division for payment.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|\n|**Policy Number:** 409.04.05|**Effective Date:** 8/19/2020|**Page Number:** 3 of 5|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\n3. All payment documents must be submitted to the Food and Farm Services\n\nCentral Office designee by the 5th of each month.\n\nC. Standard Requirements:\n\n\n1. Menu \na. Contractors should follow the standard GDC Master Menu.\n\nb. Contractor\u2019s Master Menu will be approved by Food and Farm Services\nwith nutritional analysis review and approval by the Food and Farm\nCentral Office Registered Dietitian.\n\nc. The menu needs to provide sufficient calories per day with reference to\nthe Dietary Reference Intakes. The current Dietary Guidelines for\nAmericans should be considered when developing a menu.\n\nd. Food quality, quantity, nutritional value and cost are the major variables\nto consider in Contract Proposal negotiations.\n\n2. Feeding Strength - Food Service contractors shall prepare meals in volumes\n\nas determined by a feeding strength census for each meal to be served. The\nmethod of determining feeding strengths should be a part of the Final\nContract.\n\n3. Emergency Feedings - A contingency plan shall be determined by the local\n\nfacility, and contractor will provide service in the event of an emergency in\naccordance with the terms of the Final Contract.\n\n4. Sanitation and Security - Contractors shall abide by all GDC rules for\n\nsanitation, in addition to the policies established by the Georgia Department\nof Public Health. Refer to SOP 409.04.10, Sanitation. Contractors shall also\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|\n|**Policy Number:** 409.04.05|**Effective Date:** 8/19/2020|**Page Number:** 4 of 5|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nabide by GDC security regulations, which shall be provided by the local\nfacility.\n\n5. Staffing Patterns - Responsibilities and duties of the department and of the\n\ncontractor are to be specified in the contract. Staffing is to be considered and\nincluded in the contract terms as needed.\n\n6. Medical Diets - Procedures and costs for providing medical diets shall be\n\nincluded in the Final Contract.\n\n7. Alternative Meals - Contractors shall follow the guidelines outlined in SOP\n\n409.04.28 Alternative Entr\u00e9e Program.\n\n8. Food Delivery \n\na. Food delivery may be contracted if needed. Responsibility for delivery\n\nshould be addressed in the Final Contract.\n\nb. If contracted, a mealtime delivery schedule shall be agreed upon as part\n\nof negotiation and should be left subject to change by mutual agreement\nof the parties to accommodate special needs.\n\n9. Food Preparation and Service \n\na. Meals are prepared and delivered in a nutritious, wholesome, palatable,\n\nand visibly pleasing manner.\n\nb. Food temperatures shall be monitored by contractor during delivery and\n\nfood shall be prepared, handled, stored, and transported properly for\nprovision of safe, sanitary, and secure meal service.\n\n\n|GEORGIA DEPARTMENT OF CORRECTIONS<br>Standard Operating Procedures|Col2|Col3|\n|---|---|---|\n|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|**Policy Name:** Contracted Meals|\n|**Policy Number:** 409.04.05|**Effective Date:** 8/19/2020|**Page Number:** 5 of 5|\n|**Authority:** <br>Commissioner<br>|**Originating Division:** <br>Executive Division (Georgia<br>Correctional Industries - Food<br>and Farm Services)|**Access Listing:**<br>Level I: All Access<br>|\n\n\n\nc. GDC and Food and Farm Central Office reserve the right to inspect the\n\nfood and monitor temperatures and appearance to ensure high quality of\nfood service at all Contracted Facilities.\n\n**V.** **Attachments:** None.\n\n**VI.    Record Retention of Forms Relevant to this Policy:** None.",
    "word_count": 1055,
    "powerdms_url": "https://public.powerdms.com/GADOC/documents/105494",
    "url": "https://gps.press/sop-data/409.04.05/",
    "attachments": []
}