Agenda 09/13/2011 Item #16E 59/13/2011 Item 16.E.5.
EXECUTIVE SUMMARY
Recommendation to approve the proposals received for the Letter of Interest (LOI) 11
5731 Food Service for Collier County from Russell's Clambakes, Jason's Dell, Subway
Candito Management, and Country Caterers BBQ Inc, for events that are related to
emergencies and/or, disasters.
OBJECTIVE: To identify food service providers who have the capabilities and capacity to serve
large scale events for emergencies and disasters for first responders.
CONSSIDERATIO_NS Under Emergency Service Function # 7 (known as "Resource Support ")
of the Collier County - Comprehensive Emergency Management Plan, the Facilities Management
Department is designated as the department to provide food service at various locations across
Collier County during emergency activations. Several years ago; this food service was limited
to only Emergency Management personnel, which included approximately eight to twelve staff
members who staffed the emergency operations center for two to three days prior to an event,
through, the event, and coordinated post disaster response to the public. The cost to provide
food service for those operations typically ranged from $1,000 to $3,000 for each event.
Since 2004, the role of Emergency Management has become more formalized and
standardized with ` plans and defined roles, and therefore, Facilities Management's role to
provide meal services increased with each successive hurricane or fire event. In 2005;
Hurricane Wilma provided the most significant challenge as Facilities Management was tasked
to provide catering services 24 hours per day for several days .to emergency responders,
volunteers and county staff (including other agencies like the Sheriffs Office, County and State
Officials, FEMA representatives, etc.). Food service was provided for between 300 400
people per day for approximately 12 days. The County continues to increase its effort to
coordinate several" agencies and programs for its citizens. Each coordinated program involves
staff and volunteers to assist the community prior to the event, followed by execution during and
after the event.
Funding for the support of food services leading up town event, during and after the event for
emergency personnel and first responders has been provided through the FEMA
reimbursement program.
In an effort to be prepared in advance with a list of approved food service providers prior to an
emergency, Facilities Management and Purchasing staff invited food service providers to submit
a letter of interest (LOI).to the County identifying information about their company and its ability
to serve 1,200 -1,800 individuals three meals per day. An LOI was used to pre- qualify vendors
for the following reasons:
• The location of meal service, type of meals; number of meals, or employees to be fed
was not known, only general information was provided to the vendors on past
emergency and disaster events;
• The staff wanted to qua* vendors on location, equipment availability and capacity of
operation; and
• There was no imminent event, and therefore, a contract would not be awarded as a
result.
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9/13/2011 Item 16.E.5.
On April 16, 2010, the Purchasing Department issued LOI 10 -5460 for Food Services; letters
were sent to 215 vendors from the local community with an additional 85 email notices sent to
vendors who were self registered on the County's Online Bidding System; three (3) food service
providers responded.
On June 9, 2011, the Purchasing Department issued LOI 11 -5731 Food Services for Collier
County; letters .were sent to more than 90 local vendors with an additional 85 email notices sent
to vendors. Responses were due on June 24, 2011; four (4) vendors responded.
Prior to an emergency or disaster event staff will endeavor to receive price (and food selection)
quotes from one or more of the awarded vendors to the extent possible, and in accordance with
the Board's Purchasing Policy. Price quotes, and resultant purchase orders or procurement
cards will be used as the contracting mechanism.
Staff recommends that the Board approve the list of vendors attached for use by the Facilities
Management Department for events that are related to emergencies and /or disasters.
FISCAL IMPACT Funding for the cost of meals to workers during declared "emergency and /or
disaster„ events are FEMA reimbursable costs.
GROWTH IIAANAGEMENT IMPACT: There is no growth management impact associated with
this Executive Summary.
LEGAL CONSIDERATIONS: This item has been reviewed and approved by the County
Attorney's Office, is legally sufficient for Board action and only requires a majority vote for
approval--SRT.
RECOMMENDATION: That the Board of County Commissioners approve I the use of the
proposers who responded to LOI 11- 5731 Food Service for Collier County for emergencies
and/or disaster events.
Prepared by: Skip Camp, Director, Facilities Management
Steve Carvell, Director, Purchasing Department
Attachment: >Summary ,of Proposers
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9/13/2011 Item 16.E.5.
n COLLIER COUNTY
Board of County Commissioners
I tem Number:. 16.E.S.
Item Summary: Recommendation to approve the proposals received for the Letter of
Interest (LOI) 11 -5731 Food Service for Collier County from Russell's Clambakes, Jason's Deli,
Subway Candito Management and Country Caterers BBQ Inc, for events that are related to
emergencies and disasters.
Meeting Date: 9/13/2011
Prepared By
Name: CurranJohn
Title: Purchasing Agent,Purchasing & General Services
,8/5/2011 12:44 :41 PM
Submitted by
Title: Purchasing Agent,Purchasing & General Services
Name: CurranJohn
8/5/2011 12:44:42 PM
I
Approved By
I
Name: SmithKristen
Title: Administrative Secretary,Risk Management
Date: 8/8/20118:13:02 AM
Name: Markiewiczloanne
Title: Manager - Purchasing Acquisition,Purchasing & Gene
Date: 8/15/20117:25:10 AM
Name: Carnell5teve
Title: Director - Purchasing/General Services,Purchasing
Date: 8/19/2011 11 :31 :42 AM
Name: CampSkip
Title: Director - Facilities Management,Facilities Manage
Date: 8/22/20114:06:18 PM
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9/13/2011 Item 16.E.5.
Name: TeachScott
Title: Deputy County Attomey,County Attorney
Date: 8/23/20115:21:42 PM
Name: PriceLen
Title: Administrator - Administrative Services,
Date: 8/25/20113:12 :56 PM
Name: TeachScott
Title: Deputy County Attorney,County Attorney
Date: 8/26/20114:38:09 -PM
Name: KlatzkowJeff
Title: County Attorney,
Date: 8/29/2011 12:01 :42 PM
Name: StanleyTherese
Title: Management/Budget Analyst, Senior,Office of Management & Budget
Date: 9/2/2011 11:14:09 AM
1100� Name: SheffieldMichael
Title: Manger - Business Operations, CMO
Date: 9/2/2011 2 :06:42 PM
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