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Control Number: 404.02.01.001 Version: 3.0 Title: Food Service Management Page Number: 6 of 12  Menus for holiday meals and work camps  Sizeable recipes  Preparation specifications Substitutions or changes to the master menu by the facility food service authority in the following cases require approval in advance by the facility head:  Inadequate supply to feed entire population  Shortage by contract supplier  Facility need due to lock down, escape or mechanical failure/limitations Any substitutions outside of the above instances must be approved in advance by the dietary services manager. All substitutions must be documented on the daily production record and be of a like item with similar nutritional composition based on the food supplies available. Substitutions must be reviewed by the dietary services manager and in some circumstances, a registered dietitian, to ensure nutritional standards are maintained. Special holiday meals are planned and served on the following days:  December holiday dinner (December 25th)  Thanksgiving holiday dinner (4th Thursday in November)  July 4th holiday meal (July 4th) Inmates participating in a selective diet are permitted to eat the mainline holiday meal on these three days , in lieu of their selective diet, without being deemed “non-compliant” (see SOP 404.02.01.003, Diets for Inmates: Selective, Medical, Special Provision, and Infirmary ). Special diet holiday meals must be available for inmates who prefer to continue their selective diet on these days. 6. Food Purchase Contracts Food purchases must be made from approved contractors based on specified allowable products and contract prices. The dietary services manager assists contract officers and/or purchasing agents at IDOC c entral office in preparing food bid specifications. Once a food vendor contract is awarded, the dietary services manager acts as the liaison between the IDOC and the contractor to facilitate related activities and provide contract oversight, including:  Keeping vendor apprised of menu and product needs  Reviewing and approving order guides  Reviewing and approving product substitutions by the vendor  Monitoring internal and external stakeholder’s compliance w ith the terms and conditions of the contract  Evaluating bid price changes and monitoring for contract compliance  Disseminating contract information to food service staff, including changes to products, prices, deliveries, and any other pertinent information