DATE: December 14, 2021
TO: Board of Supervisors
SUBMITTED BY: Margaret Mims, Sheriff-Coroner-Public Administrator
Kirk Haynes, Chief Probation Officer
SUBJECT: Agreement with Trinity Services Group, Inc.
RECOMMENDED ACTION(S):
TITLE
Approve and authorize the Chairman to execute an Agreement with Trinity Services Group, Inc. for meal service for the Sheriff-Coroner-Public Administrator’s Office and Probation Department detention facilities effective January 1, 2022, not to exceed five consecutive years, which includes a three-year base contract and two optional one-year extensions, total not to exceed $42,617,003.
REPORT
There is no additional Net County Cost associated with the recommended action. On July 28, 2021 the County of Fresno Purchasing Division issued a Request for Proposal (RFP) which solicited proposals to provide comprehensive management of its correctional and juvenile food services. Trinity Services Group, Inc. is the current and selected vendor who provides meal service to the Adult Detention Facilities and Juvenile Justice Campus. This item is countywide.
ALTERNATIVE ACTION(S):
If the recommended action is not approved, meal service to the Adult Detention Facilities and Juvenile Justice Campus will not be provided by Trinity Services Group, Inc. who is the current and selected vendor for this service. Therefore, the County of Fresno Purchasing Division will need to issue another RFP requiring more time to form a new committee to review and select the appropriate vendor for meal service.
FISCAL IMPACT:
There is no increase in Net County Cost associated with the recommended action. The Sheriff-Coroner-Public Administrator’s Office and Probation Department have sufficient appropriations included in their respective budgets (Sheriff-Coroner-Public Administrator Org 3111 and Probation Org 3440) for costs associated with the meal service.
Services provided under the entire term of this agreement shall not exceed $42,617,003 over the five-year term for the Sheriff’s Office or Probation Department. Sufficient appropriations and estimated revenues will be included in subsequent budget requests for the Sheriff-Coroner-Public Administrator Org 3111 and Probation Org 3440.
DISCUSSION:
The current meal service for Sheriff’s Office and Probation Department detention facilities are provided under an existing contract with Trinity Services Group, Inc. The current contract with Trinity Services Group, Inc. will expire on December 31, 2021.
Approval of the recommended action will allow Trinity Services Group, Inc. to continue meal service for the Sheriff’s Office and Probation Department detention facilities. An RFP #22-003 issued by the County of Fresno Purchasing Division was released on July 28, 2021 with a closing date of August 31, 2021 for inmate meal service for the Sheriff’s Office and Probation Department. An evaluation committee was formed consisting of personnel from the Sheriff’s Office and Probation Department. The evaluation committee reviewed two proposals, one from Aramark Correctional Services and the other from Trinity Services Group, Inc. and narrowed their recommendation to select Trinity Services Group, Inc. as the vendor to provide the services listed in the Scope of Work of the RFP.
The recommendation for award to Trinity is based on their complete and responsive bid that specifically addressed the Sheriff’s and Probation’s need for meal service.
The following illustrates the estimated costs for the term of the agreement with Trinity Services Group, Inc.:
• Year 1 $7,868,254
• Year 2 $8,182,984
• Year 3 $8,510,304
• Year 4 $8,850,716
• Year 5 $9,204,745
$42,617,003 Total
The agreement specifies that the Sheriff’s Office and Probation Department may impose liquidated damages if the contractor fails to make any scheduled meal delivery, plus the cost of replacing the meal service from any reasonable available source. Any assessment of the liquidated damages will be withheld from the monies owed to Trinity Services Group, Inc. based on the costs specified in the Agreement for the Sheriff’s Office and Probation Department.
There are no changes to the current Agreement under Termination Without Cause, Trinity Services Group, Inc. requested the same terms as the County to opt out of the contract by giving thirty days advance written notice to terminate. Also, under Liquidated Damages, Trinity Services Group requested that liquidated damages for a delay shall not apply in force majeure circumstances or when the delay is caused by other circumstances beyond the control of the Contractor.
ATTACHMENTS INCLUDED AND/OR ON FILE:
On file with Clerk - Agreement with Trinity Services Group, Inc.
REFERENCE MATERIAL:
BAI #27, April 3, 2018
CAO ANALYST:
Yussel Zalapa