2024_RFP_for_home_delivered_meals.doc

REQUEST FOR PROPOSALS (RFP)

CHARLES COUNTY, MARYLAND

HOME-DELIVERED MEALS

The following contract shall commence on the first (1st) day of October, 2024, and shall extend until September 30, 2028.

The proposed unit meal price will remain firm for a period of two years and shall include all costs relative to this contract, including, but not limited to, food, supplies, labor, delivery cost, portion control guidelines, management, and overhead. Adjustment in unit meal price may be negotiated after the second year for the third and fourth years of contract. Adjustment will be no more than 3% total for the third and fourth years. The County has final authority on any price change.

Inquiries concerning proposal document preparation, or schedules should be directed to Purchasing Office, Charles County Government Building, La Plata, Maryland 20646. Telephone number: (301) 645-0656. Inquiries of a technical nature should be directed to Lisa Furlow, Chief of Aging and Human Services, Department of Community Services. Telephone number: (301) 934-0100.

SECTION I

GENERAL INFORMATION AND CONDITIONS

A.

PURPOSE

The purpose of the Charles County Meal Program is to provide one or more home delivered meals to older persons. Each meal must provide a minimum of 1/3 of the Recommended Dietary Allowance (RDA), as established by the Food and Nutrition Board of the National Academy of Sciences/National Research Council, meet the current state menu standards, and must meet other quality assurance standards, as described herein.

B.

FUNDING

The majority of the Meal Program is established under two federal programs:

· The Congregate Nutrition Service for the Elderly Program is established under Title III, Part C, Sub-part 1, of the Older Americans Act of 1965, as amended.

· The Home-Delivered Meals Program is established under Title III, Part C, Sub-Part II of the Older Americans Act of 1965, as amended.

Other meals are served as local initiatives, as described under D. LEVEL OF SERVICE.

C.

PROGRAM ADMINISTRATION

The Meal Program is administered locally by the Charles County Department of Community Services Aging Division, with policy guidance provided by the Maryland Department of Aging. Charles County receives state and federal funds to support the Meal Program through the Maryland Department of Aging.

D.

LEVEL OF SERVICE

Meals are to be provided five (5) days per week, Monday through Friday, except for designated holiday closings, inclement weather cancellations, or special events planned by the Department of Community Services which replace regular Meal Program activities. If meals are not able to be delivered daily, a proposed delivery schedule must be included which outlines the delivery frequency and confirms that a total number of meals equivalent to 5 days a week would be provided.

Based upon previous performance, the Meal Program expects to serve approximately 50,000 home delivered meals annually. These statistics are provided as a guideline for prospective bidders, but are subject to change based upon client participation. The quantities of meals to be served and locations are not guaranteed; they represent the best estimate of the County at this time, and may be more or less than what has been provided in previous years.

E.

TERMINATION OF CONTRACT

This contract is contingent upon adequate federal and state funding. Any reduction or withdrawal of funds from the program shall be sufficient grounds for immediate cancellation of the contract.

In the event that the Contractor fails to meet any of the requirements of this contract, the County reserves the right to declare the Contractor in default and terminate this contract at any time in whole or in part without the necessity of showing cause.

The County may, by providing 30-day written notice to the Contractor, terminate this agreement at any time, either for the County's convenience, or due to the failure of the Contractor to fulfill his obligations under this agreement.

In the event of termination for convenience of the County, no allowance will be provided to the Contractor for anticipated profit on unperformed services.

F.

INDEMNIFICATION

The Contractor will indemnify and hold harmless the County against any and all loss, damage and expense for any injury to persons from the consumption of food, for any loss or penalty resulting from the violation of any law or ordinance by the Contractor or employees engaged by the Contractor, or for any injury to persons or property in any manner whatsoever arising under the contract.

The Contractor shall perform this contract as an independent contractor and shall not be considered an agent of the County nor shall any of the employees or agents of the Contractor be considered agents of the County.

G.

INSURANCE REQUIREMENTS

Unless specifically waived by the County Commissioners, the successful contractor shall be required to purchase and maintain, throughout the life of the contract, Commercial General Liability Insurance, Business Automobile Liability Insurance, and Worker's Compensation and Employer's Liability Insurance with limits of not less than those set forth as follows:

1.

Worker's Compensation Insurance:

Statutory Requirements.

2.

Employer's Liability Insurance:

$100,000 for each accident for injury, $100,000 each employee, $500,000 aggregate for disease.

3.

Comprehensive General Liability Insurance:

$1,000,000 each occurrence bodily injury and property damage liability.

4.

Personal Injury Liability Insurance:

$1,000,000 each offense.

5.

Business Automobile Liability Insurance:

$3,000,000 each occurrence bodily injury and property damage liability, including the MotorCarrier Act of 1980 endorsement.

The successful contractor shall provide the County with Certificates of Insurance evidencing the coverage required within ten (10) days of receipt of the Notice of Contract Award. Such certificates shall provide that the County be given at least ninety (90) days prior written notice of any cancellations of, intention to not renew, or material change in such coverage.

The providing of any insurance required herein does not relieve the contractor of any of the responsibilities or obligations assumed by the contractor in the contract awarded or for which the contractor may be liable by law or otherwise.

Failure to provide and continue in force such insurance as required above shall be deemed a material breach of the contract and shall operate as an immediate termination thereof.

H.

SUB-CONTRACTING AND ASSIGNMENT

Sub-contracting and assignment of any rights, duties or responsibilities under the contract is expressly prohibited.

SECTION II

TERMS OF CONTRACT

A.

THE CONTRACTOR SHALL:

· Provide meals which are wholesome, suitable for human consumption, and which satisfy all applicable nutrition and health requirements, including those of the United States Department of Health and Human Services, other federal regulatory agencies, and all State and Local requirements governing standards of food procurement, storage, production, handling and delivery.

· Serve only "temperature controlled" meals, which, at time of delivery, meet "hot" or "cold" temperature requirements as specified by the Maryland Department of Health and Mental Hygiene (DHMH) in COMAR 10.75.03.

· Assure that time between packaging and delivery of meals is kept to a minimum. Contractor shall provide a schedule that details the times of meal production, meal packing, and all meal deliveries.

· Hold and post a valid food service facility permit for each facility used in the preparation of meals throughout the term of this agreement.

· Comply with all applicable HACCP regulations, submit copies of all program/facility inspections to the Department of Community Services within 24 hours after inspection, and immediately correct deficiencies. NOTE: Continual failure of the Contractor to meet COMAR 10.15.03 regulations, or failure to correct any serious violations, may result in termination of contract.

· Ensure that, at the time the contract goes into effect, there is sufficient capability to prepare and deliver home delivered meals in accordance with established schedules, routes and delivery sites, including adequate numbers of vehicles, drivers, and thermal containers/carriers.

· At time of delivery, the Contractor’s driver verify that the correct quantity of meals and all menu items contained therein have been delivered to the appropriate delivery address.

11. The Contractor can choose to utilize menus developed and provided by the Nutritionist at the Charles County Department of Community Services or use predetermined, preapproved menus developed by contractor. A sample 6-8 week cycle menu is provided (Attachment A) as a guideline to prospective bidders, as relates to food items and menu standards. If the contractor chooses to use menus developed by them, they must be provided to the county at least 6 weeks in advance for review and approval.

12. General requirements include:

1. Home Delivered Meals will be "regular" diets, prepared with no added salt.

2. Menus will include a varied assortment of high quality foods, including fresh fruits and vegetables in season, international/ethnic foods, and other specialty items.

13. Select, purchase, and prepare food in accordance with menus developed by the Department of Community Services, obtain prior permission from the Department of Community Services before changing/substituting any menu items. Contractors who use any commercially formulated convenience foods must submit processor's or packer's nutritional analysis of each convenience food product for review and approval by the Department of Community Services prior to use. Any commercially prepared food used must still adhere to menu standards.

14. Retain standardized recipes for prepared foods on file for each menu item. Recipes must address HACCP guidelines. The Department of Community Services reserves the right to obtain copies of any and all recipes for nutritional analysis and compliance with food standards specified herein.

15. The contractor shall follow appropriate food handling techniques for preparation, storage and delivery of frozen meals.

16. Assure adequate quantities of food to meet minimum dietary requirements:

a.

3 oz cooked, edible meat or high quality protein alternative ( at least 17 grams of protein ) b.

3 ½ cup servings of vegetables and/or fruit c.

2 servings enriched or whole grain bread or alternate complex carbohydrate d.

1 teaspoon margarine e.

½ pint 1% milk f.

1 serving dessert ( can use one of the fruit servings to meet ) g.

4 oz. fruit juice or 8 oz. soup h.

Serve legume dishes at least 2 times per week

I.

Use whole grain products at least two times per week j.

Serve Vitamin A rich foods at least two times per week k.

Serve at least one Vitamin C rich food or two fair foods per meal l.

Follow current dietary guidelines for sodium

16. Assure compliance with the following food standards:

a.

All types of meat will be USDA Choice.

b.

All frankfurters will be All Beef.

c.

Ground chuck and ground turkey not to exceed 20% fat and not to contain soy or other additives.

d.

Milk 1% fortified and provided in individual half pint containers.

e.

All fruits and vegetables must be USDA Grade A.

f.

All juices must be 100 % juice or cranberry juice, without added sugar and provided in individually commercially pre-packed, pre-portioned containers, containing a minimum of 4 ounces. When possible use Vitamin C fortified juices.

g.

All cheeses used in food preparation or served as part of the meal must be real cheese, not artificial cheese or cheese food.

h.

All raw fruits and vegetables shall be thoroughly washed before packing for delivery.

i.

All fresh fruits requiring portioning will be pre-cut or pre-portioned into correct serving sizes before delivery. Use of fresh seasonal fruits is encouraged in order to maximize nutritional value and appearance.

j.

All eggs must comply with standards and regulations set forth by the Maryland Department of Health and Mental Hygiene as reflected in COMAR 10.15.03.10.

k.

All commercially prepared foods and recipes must be formulated to minimize sodium content of foods within the bounds of palatability, and shall be adapted to include herbs, spices, extracts, succulent vegetables, fruit juices, and/or low sodium sauces or soup bases to enhance flavor.

l.

Fat content of foods and sauces shall be carefully controlled. Excessive visible fat will be trimmed from meats. Surface fat will be skimmed from soups, sauces, stews, and other combination dishes before the food is portioned and prepared for delivery.

m.

All condiments, such as ketchup, mustard, relish, and salad dressing, shall be provided in individual commercial "PC" packets.

n.

Use of fresh vegetables is encouraged. Peas, kale, spinach, broccoli, turnip greens, squash, and certain mixed vegetables are encouraged to be fresh or frozen to ensure quality after cooking. All other vegetables may be canned.

17. Provide menu items of "acceptable quality" as determined by the Department of Community Services. Items of unacceptable quality shall be subject to financial penalty provisions outlined herein, unless said menu items are replaced within sixty (60) minutes of initial delivery time, or prior to the originally scheduled serving time. Replacement strategies must be negotiated with the Department of Community Services on a case by case basis to determine whether the corrective action plan meets the needs of the program. For purposes of this contract, unacceptable food includes, but is not limited to:

a.

burned or discolored food, b.

badly bruised or rotten fruit or vegetables, c.

lumpy or curdled soup, gravy, pudding, d.

leaking or spoiled milk, e.

crumbled cake, f.

stale, wet, or moldy bread, g.

gluey rice or spaghetti, h.

wilted or slimy salad greens, and

I.

improperly packaged items.

j. foods not delivered within required time or temperature guidelines

18.

Provide all packaging for home delivered meals, and wash and sanitize food carriers according to a mutually agreed schedule. Contractors are encouraged to provide individual packaging for home delivered meals which is “dual ovenable.” The Department of Community Services reserves the right to negotiate a change in packaging materials commensurate with cost, at any time during the duration of the contract and will provide appropriate notice of intent prior to initiating any change request.

19.

Comply with the following personnel-related requirements:

a.

Provide sufficient personnel, which meet all requirements for certification and credentials, to properly support and service this contract, and comply with all applicable federal, state, and local laws and regulations pertaining to wages, hours, and other employment practices.

b.

Designate a staff person who shall be accessible at all times during operating hours, to receive and respond quickly to calls from the Department of Community Services, who shall have the authority and responsibility to make any and all decisions regarding late and/or undelivered meals, meal counts, unacceptable food, and other operational concerns.

For purposes of this contract, the Contractor is not responsible for cleanliness of kitchen areas not used by contractor's staff. General clean-up responsibilities will be determined by the Department of Community Services, based on facility use proposed by the Contractor.

20.

Maintain local or toll-free telephone service at the food production facility(ies) and administrative office(s). Provide a reliable mechanism for contacting by telephone or pager, meal delivery personnel as necessary to address problems or concerns with daily transportation and delivery of meals.

21 Attend any and all scheduled meetings and conferences requested by the County, to be held at a mutually agreeable place and time or virtually. Meetings and conferences may be requested for purposes of menu planning, analyzing current menus, planning special events, and problem-solving.

22.

Comply with the following billing policies:

a.

The Contractor will credit 100% of the meal price if:

1.

The entree has not been delivered, or is of incorrect portion size, 2.

The entree is inedible or of unacceptable quality, as determined by Department of Community Services,

3. Multiple components of the meal, other than the entree, are missing or inedible (e.g., if any 2 or more of the listed menu items are missing or inedible)

4.

The entree does not comply with food safety codes due to temperature, presence of foreign matter, or other potentially hazardous conditions, 5.

Meals have been delivered too late for meal service, or

6.

Food is provided in dirty or broken containers.

b.

The Contractor will credit 50% of the meal price if:

1.

Any single menu item, other than the entree (e.g. salad, soup, juice, vegetable, potato or other starch, bread, margarine, dessert or milk) is missing or inedible, or fails to comply with food safety requirements.

2.

Menu changes/substitutions which occur without the prior permission of the Department of Community Services.

For purposes of this contract, in the case of any dispute regarding quality of service, billing practices, or issuance of credit(s), the decision of the Department of Community Services shall prevail.

SECTION III

PROPOSAL FORMAT AND SPECIFICATIONS

A.

QUALITY ASSURANCE AND CONTROLS

1. Submit copies of specific forms used to meet standards and policies of quality assurance, including:

a. food sample evaluation

b. food temperature monitoring

c. food purchasing specifications

2. Submit copies of any and all Health Department inspections and violations, citations, and commendations regarding preparation and/or sale of any food received during the period covered by this contract.

3. All meals must be packaged and portioned and packed in containers high efficiency thermal containers. Containers must be capable of keeping hot food at 145 degrees or above and cold food at 45 degrees or below for a period of at least two (2) hours after delivery at the site. Changes to current packaging materials must be submitted to the Department of Community Services for approval.

B.

PHYSICAL PLANT

1. Provide a detailed description of the site(s) to be used for food preparation, including: physical location, descriptive list of commercial equipment on site, size of food preparation area, and cubic foot storage capacity for dry, fresh and frozen products, and supplies.

NOTE: Any change in the location of the food preparation and storage area(s) other than that described is strictly prohibited, unless written approval of such change is provided by the Department of Community Services.

C.

TRANSPORTATION

Describe the meal delivery plan, including a prospective daily time schedule for each drop-off location. Please include an explanation of the organization’s ability to provide additional transportation for future program expansion.

Provide written assurances that the organization will be able to meet or exceed all transportation requirements of the Department of Community Services, throughout the duration of the contract, including strict adherence to time and temperature specifications listed in SECTION II, A3 of this document.

ATTACHMENT A

SAMPLE MENUS

Monday

Tuesday

Wednesday

Thursday

Friday

“Let’s Do Brunch”

V-8 Juice

Quiche Lorraine

Tossed Green Salad with Dressing

Low-Fat Fruit-flavored Yogurt

Pumpernickel Roll

Margarine

Ambrosia Cran-apple Juice

Veal Parmesan

Seasoned Spaghetti

Spinach

Tossed Salad with

Dressing

Italian Bread

Margarine

Chilled Cherries

1% Milk White Grape Juice

Beef Stew with Stew Vegetables

Fluffy Rice

French Green Beans

Wheat Roll

Margarine

Chocolate Pudding

1% Milk Orange Juice

Baked Chicken with Gravy

Candied Sweet Potatoes

Brussels Sprouts

Multi grain Dinner Roll

Margarine

Peach Halves

1% Milk Apple Juice

Swiss Steak

Garlic Mashed Potatoes

Dilled Carrots

Potato Roll

Margarine

Strawberry Jell-O with mixed fruit

1% Milk

* On Monday, the 8 oz. yogurt will replace milk on the menu.

ATTACHMENT A (Continued)

SAMPLE MENUS

Monday

Tuesday

Cran-Apple Juice

Sliced Turkey

Cranberry Sauce

Mashed Potatoes with Gravy

Cauliflower with Red Peppers

Wheat Roll

Margarine

Pistachio Pudding

1% Milk A Celebration of American Heritage

“New England”

New England Clam Chowder with oyster crackers

New England Style Pot Roast with Vegetables

Beet and Apple Salad

Parker house Roll

Margarine

Apple Pie

1% Milk Cranberry Juice

Meat Lasagna

Italian-Style Green Beans

Broccoli, Cauliflower & Carrot Blend

Italian Bread

Margarine

Fresh Fruit: Seedless Grapes

1% Milk Hearty Minestrone Soup with Crackers

Sloppy Joe Sandwich on a Soft Kaiser Roll

County-style Cole Slaw

Corn Cobbette

Margarine

Blackberry Cobbler

1% Milk Pineapple Juice

Sweet & Sour Chicken

Herb-Buttered Noodles

Peas & Carrots

Wheat Bread

Margarine

Chocolate Ice Cream

1 % Milk

* Friday: Meals on Wheels may substitute Peanut Butter Cookies for Ice Cream to prevent melting during delivery

SAMPLE MENUS

Monday Tuesday

Wednesday

Thursday

Friday

“Soup & Sandwich Day”

Potato Corn Chowder with Crackers

Shaved Honey-Ham on Light Rye, with Lettuce, Tomato and Mustard

Marinated Cucumber & Onion Salad

Fresh Fruit: Banana

Snickerdoodle Cookies

1% Milk White Grape Juice

Dijon Chicken

Baked Sweet Potato with Brown Sugar

Green-Bean Casserole

Multi-grain dinner roll

Margarine

Fresh Fruit Cup

1% Milk Pineapple Juice

Lemon-Pepper Cod with Tartar Sauce

Penne Pasta with Creamy Alfredo Sauce

Baby Peas with pearl onions

Tossed Lettuce & Tomato Salad with Dressing

Raspberry Sherbet

1% Milk

BIRTHDAY CAKES AT ALL CENTERS

Apple Juice

Vegetable Lasagna

Stewed Tomatoes

California Style Vegetables

Italian Bread

Margarine

1% Milk Cran-Apple Juice

BBQ Chicken

Hash Browned Potatoes

Spinach with Vinegar

Cornbread Muffin

Margarine

Lemon Bars

* Wednesday: Meals on Wheels may substitute canned fruit for Sherbet, to prevent melting during delivery

SAMPLE MENUS

Monday

Tuesday

Apple Juice

Hamburger on Bun with Lettuce, Tomato, Mustard, Catsup, & Relish

Baked Beans

Cole Slaw

Sliced Watermelon

1% Milk A Celebration of American Heritage:

“The South”

Grape Juice

Chicken Fried Steak with Gravy

Home-style Mashed Potatoes

Okra Mix

Cornbread

Margarine

Cinnamon Baked Apple

1% Milk Pineapple Juice

Oven Baked Pork Chop with Gravy

Potatoes Au Gratin

Broccoli Bits

Wheat Bread

Margarine

Banana Pudding

1% Milk Cran-Apple Juice

Chicken Salad on a lettuce leaf

Sliced Fresh Tomatoes

Country Style Potato Salad with egg

Bran Muffin

Margarine

Strawberry Parfait

1% Milk White Grape Juice

Baked Chicken with Gravy

Candied Baby Carrots

Spinach with Vinegar

Soft White Dinner Roll

Margarine

Frosted Brownie

ATTACHMENT C

COST OPTIONS WORKSHEETS

1. Bidders may submit a bid on any or all of the following Contract Options.

2. While the County prefers to award a single contract Home Delivered Meals, it will thoroughly evaluate and reserve the right to award contracts for multiple service options.

CONTRACT OPTION 1:

ATTACHMENT D

REQUEST FOR PROPOSALS (RFP)

CHARLES COUNTY GOVERNMENT

MEAL PROGRAM

CONTRACTOR REFERENCES

Provide information regarding three (3) references of a governmental nature for which your organization has performed work similar to that described in this RFP during the past five (5) years.

1.

Agency Name and Address: Agency Contact Person: Telephone Number:

Annual Dollar Value of Contract: $

Date of Contract Start and Completion:

FROM: TO:

Brief Description of Work Performed Under Contract:

2. Agency Name and Address: Agency Contact Person: Telephone Number:

FROM: TO:

Brief Description of Work Performed Under Contract:

3. Agency Name and Address: Agency Contact Person: Telephone Number:

FROM: TO:

Brief Description of Work Performed Under Contract:

I certify that the above information is true and correct.

Signature:

Date:

Title:

New Attachment E

Average Daily Meal Counts Per Area of County Current Home Delivered meal routes:

Average Monthly Number of Service Days: 20

Average Daily Counts Per Area:

Bel Alton:

Cobb Island:

La Plata:

White Plains:

Nanjemoy:

North Charles:

Bryans Road:

Waldorf St. Charles:

Bryantown:

NE Charles:

Total number of meals =