Title
Sheriff’s Office recommending the Board:
1) Make findings that it is appropriate to engage an independent contractor to provide food services at both the Placerville and South Lake Tahoe Jails, as Agreement 9868 can be more economically and feasibly performed by independent contractors than County employees in accordance with County ordinance code 3.13.030(a);
2) Approve and authorize the Chair to sign competitively procured Agreement 9868 with Summit Food Services, LLC for a term of three years beginning December 1, 2025 through November 30, 2028, with two one-year options to extend, for a total possible term of five years through November 30, 2030, in the amount of $3,000,000 for the initial term, contingent upon Human Resources approval; and
3) Authorize the Purchasing Agent to execute amendments to Agreement 9868, contingent upon approval by County Counsel and Risk Management, which do not increase the maximum dollar amount or term of the Agreement.
FUNDING: General Fund.
Body
DISCUSSION / BACKGROUND
Following a competitive solicitation process under Request for Proposals (RFP) 2025-0111, Summit Food Service was awarded the contract on August 19, 2025, to assume responsibility for inmate and staff meal preparation and delivery at the Placerville and South Lake Tahoe Jails.
The agreement, identified as Contract 9868, will become effective December 1, 2025, and will expire on November 30, 2028, with two optional one-year renewals. The amount is not to exceed $3,000,000, inclusive of all costs, taxes, and expenses. Meal pricing will be based on a scaled rate ranging from approximately $2.29 to $2.82 per meal, depending on the number of meals served daily across both facilities. The agreement includes an annual price adjustment based on the greater of five percent (5%), the Consumer Price Index for “Food Away from Home,” or market basket changes.
Transitioning to contracted food services addresses an ongoing challenge for the Sheriff’s Office in maintaining adequate staffing levels for County Correctional Cook positions. Currently, the Jails only have two Correctional Cook positions filled out of six allocated. These positions have become increasingly difficult to fill and retain, often resulting in staffing shortages and reliance on overtime or temporary staff to maintain food service operations. Summit Food Service will provide on-site food service directors at each facility, as well as all purchasing, menu management, and operational oversight. The County will continue to provide facilities, utilities, and limited inmate labor support.
Under the new model, Summit will order food and supplies directly through its own vendor network, which will reduce the volume of food procurement and supply orders processed by the Sheriff’s Office. The transition is expected to streamline operations and provide more predictable cost management while maintaining compliance with nutritional and regulatory standards.
The Sheriff’s Office will monitor contract performance to ensure that Summit meets service expectations related to food quality, meal delivery, and cost control. The agreement includes provisions for termination, renewal, and audit compliance in accordance with County contracting policies.
A cost analysis was performed that shows the use of this contract will not only help solve the challenge of hiring food services staff in the Jails but also produce cost savings. The Agreement will cost the Sheriff’s Office approximately $1 million per year. The FY 2025-26 budget for food services in the Jails is approximately $1.5 million which would generate $500,000 in savings annually if the Correctional Cook positions are fully staffed.
Human Resources is working with labor unions to satisfy meet and confer requirements, however, is not able to meet until after this Board date.
ALTERNATIVES
N/A
PRIOR BOARD ACTION
N/A
OTHER DEPARTMENT / AGENCY INVOLVEMENT
County Counsel reviewed and approved Agreement 9868 and Procurement and Contracts facilitated the RFP.
CAO RECOMMENDATION
Approve as recommended.
FINANCIAL IMPACT
Funding is included in the Sheriff’s Office FY 2025-26 budget and will be requested in future fiscal years.
CLERK OF THE BOARD FOLLOW UP ACTIONS
Please return signed Agreement 9868 to Sheriff’s Office for distribution.
STRATEGIC PLAN COMPONENT
N/A
CONTACT
Undersheriff Bryan Golmitz