Department of Purchasing and Contracting Maloof Administration Building, 1300 Commerce Drive, 2nd Floor, Decatur, Georgia 30030

December 15, 2025

REQUEST FOR PROPOSALS (RFP)

FOR

CONGREGATE AND SHELF STABLE MEAL SERVICES FOR

SENIORS (THREE (3) YEAR MULTIYEAR CONTRACT)

DEKALB COUNTY, GEORGIA

THE RESPONSIBILITY FOR SUBMITTING A RESPONSE TO THIS RFP TO THE DEPARTMENT

OF PURCHASING AND CONTRACTING OF DEKALB COUNTY GOVERNMENT ON OR BEFORE

THE STATED DATE AND TIME WILL BE SOLELY AND STRICTLY THE RESPONSIBILITY OF

THE RESPONDER.

Solicitation No.:

Procurement Agent:

2025-149-RFP

Tiffany Reid

Email: tmreid@dekalbcountyga.gov

Mandatory DeKalb First LSBE Meeting:

(Responders must attend 1 meeting on the date listed.)

Wednesday, December 17, 2025 or December 23, 2025 (Meetings are held at 10:00 A.M. and 2:00 P.M.)

For attendance instructions, utilize the following link:

https://www.dekalbcountyga.gov/purchasing-contracting/general-information

Non-Mandatory Pre-Proposal Conference:

2:00 p.m. ET, December 22, 2025 Via Zoom Webinar:

https://dekalbcountyga.zoom.us/j/84148419078

Deadline for Submittal of Questions: 5:00 p.m. ET, December 29, 2025 Deadline for Receipt of Proposals:

Proposal Opening:

3:00 p.m. ET, January 26, 2026

3:00 p.m. ET, January 26, 2026 Via Zoom Webinar:

https://dekalbcountyga.zoom.us/j/87875068617

2025-149-RFP Congregate and Shelf Stable Meal Services for Seniors

TABLE OF CONTENTS

Section Page

I. Introduction………………………………………………………………….3 II. Scope of Work

III. Proposal Format A. Cost Proposal B. Technical Proposal C. DeKalb First Ordinance D. Federal Work Authorization Program

IV. Criteria for Evaluation V. Contract Administration

A. Standard County Contract B. Submittal Instructions C. Non-Mandatory Pre-Proposal Conference D. Questions E. Acknowledgement of Addenda F. Proposal Duration G. Project Director/Contract Manager H. Expenses of Preparing Responses to this RFP I. Georgia Open Records Act J. First Source Jobs Ordinance K. Business and Professional License L. Ethics M. Right to Audit N. Cooperative Agreement

VI. Award of Contract Attachment A. Scope of Work……………………………………………..17 Attachment B. Cost Proposal Attachment C. Contractor Affidavit………………………………………..24 Attachment D. Sub-Contractor Affidavit…………………………………..25 Attachment E. Sub-subcontractor Affidavit………………………………..26 Attachment F. Contractor Reference and Release Form Attachment G. Subcontractor Reference and Release Form Attachment H. LSBE Opportunity Tracking Form Attachment I. First Source Jobs Ordinance Information & Exhibits Attachment J. Sample County Contract Attachment K. Proposal Cover Sheet……………………………………

I. PURPOSE

DeKalb County Government (the County) seeks electronic proposals from qualified firms for the provision of congregate and shelf-stable meals at four (4) neighborhood senior centers, and congregate meals only at one (1) community and senior center contained in this Request for Proposals (RFP), 2025-149-RFP Congregate and Shelf Stable Meal Services for Seniors (Three (3) Year Multiyear Contract).

II. INTRODUCTION

A. GENERAL INFORMATION

The DeKalb County Human Services, Office of Aging (OOA) is the designated County- Based Aging Agency (CBA) for the administration, coordination and implementation of the Older American Act (OAA) programs and services. In this role, the Office of Senior Affairs is responsible for maintaining a coordinated aging services delivery system for the senior residents of DeKalb County, Georgia. Its mission is to ensure the provision of quality services that promote the highest level of independence and quality of life for seniors. The DeKalb County Office of Aging (OOA) enhances the welfare of the County’s seniors by providing an array of health and social support services that can assist seniors to age in place within their communities for as long as possible.

Specifically, OOA ensures the provision and oversight of senior centers, a congregate and home-delivered meal program, transportation services, case management, in-home services and volunteer services.

According to most recent census statistics, there are approximately 143,581 seniors aged 60 years or older living in DeKalb County, Georgia. This number represents approximately 18.84% of the County’s total population. DeKalb County has the second largest senior population in the state of Georgia. It is estimated that by the year 2030, one (1) in five (5) people living in the Atlanta metro region will be over the age of 60.

As the Atlanta metro population continues to age, the OOA anticipates that there will be an increase in the need at the local level for services that will assist seniors with aging in place in their own homes and communities for as long as possible.

B. OBJECTIVE

The objective of this Request for Proposals (RFP) is to obtain proposals from qualified Responders that will result in one (1) contract award for Congregate and Shelf-Stable Meal Services for Seniors to be served in designated zip codes of the identified four (4) DeKalb County Neighborhood senior centers (30317, 30032, 30041, and 30058).

Additionally, this RFP seeks the provision of Congregate Meal Services only at the Community and Senior Center located in zip code 30083.

Provision of these meals will assist with the reduction of hunger and food insecurity among seniors and promote better physical and mental health for older adults living in DeKalb County.

Responders must have a minimum of two (2) years of experience cooking and preparing food according to all rules and regulations governing food service as stated by the Georgia Department of Public Health (290-5-14).

All contracts resulting from this RFP are contingent upon the actual availability of funds from the Georgia Department of Human Services (DHS), Division of Aging Services (DAS), and the Atlanta Regional Commission (ARC).

C. DEFINITIONS

The words and terms listed below, when used in this Request for Proposals (RFP), shall have the following meanings unless the context clearly indicates otherwise.

Consumer refers to any or all of the following groups: older adults, person with disabilities, and/or their caregivers. The term consumer is used interchangeably with the term client throughout this document.

Nutrition Assessment is an evaluation of nutritional status at a given point in time, which may include estimation of nutritional requirements and a care plan with measurable goals.

Nutrition Counseling is the provision of individualized guidance by a qualified professional on appropriate food and nutrient intakes for those with special nutrition needs, taking into consideration health, cultural, socioeconomic, functional and psychological factors.

Nutrition Education is the provision of information about foods and nutrients, diets, lifestyle factors, community nutrition resources and services to people to improve their nutritional status.

Nutrition Screening is the process of using characteristics known to be associated with nutrition problems to identify individuals who are nutritionally at risk.

Older Adults are individuals who are 60 years of age or older.

Therapeutic Diet is a diet ordered by a physician as part of treatment for a disease or clinical condition or to eliminate decrease or increase specific nutrients in the diet.

D. REQUIRED DOCUMENTS

The following Required Documents Checklist includes a list of attachments which are requested to be completed and returned with Responder’s technical proposal.

Required Documents Attachment Cost Proposal Form (1 copy, separate from Technical Proposal)*

B

Contractor Affidavit C Subcontractor Affidavit (if applicable) D Sub-subcontractor Affidavit (if applicable) E Contractor Reference and Release Form F Subcontractor Reference and Release Form (make additional copies as needed)

G

DeKalb First LSBE Documents – Exhibits 1 and 2* H First Source Jobs Ordinance Acknowledgement Form I New Employee Tracking Form I Proposal Cover Sheet* K Business License -

*Failure to complete and return these attachments with your proposal will render your proposal non-responsive.

III. SCOPE OF WORK

Contractor shall provide services as defined in Attachment A, Scope of Work, attached hereto and included herein by reference.

IV. PROPOSAL FORMAT

Responders are required to submit their proposals in the following format:

A. Cost Proposal

1. The cost proposal must be submitted electronically in a separate pdf via the County eProcurement Portal at https://procurement.opengov.com/portal/dekalbcountyga, for “2025-149-RFP Congregate and Shelf Stable Meal Services for Seniors (Three (3) Year Multiyear Contract)”.

2. The pdf containing the cost proposal should be uploaded separately as an additional attachment and should not be included with the technical proposal documents.

3. DO NOT INCLUDE FEES OR COSTS IN ANY AREA OUTSIDE OF THE

COST PROPOSAL. Including fees in any area outside of the Cost Proposal in its separate attachment shall result in Responder’s proposal being deemed non-responsive.

4. Responders are required to submit their costs on Attachment B, Cost Proposal

Form. Responders shall not alter the Cost Proposal Form.

B. Technical Proposal

1. Responders should complete Attachment L, Proposal Cover Sheet, and include this as the first page of the technical proposal, followed by the Introduction, Technical Approach, Project Management, Organizational Qualifications, Personnel, Financial Responsibility, References, and the remaining required documents (see Section I. C. for the list of required documents). To ensure that all requested information is captured in the proposal, Responder should use the format as provided below to respond to this RFP. The Technical Proposal shall not contain any cost information, or the proposal will be deemed non-responsive.

Technical Proposals must be submitted electronically via the County eProcurement Portal at https://procurement.opengov.com/portal/dekalbcountyga.

DO NOT INCLUDE ANY COSTS OF ANY KIND IN THE TECHNICAL

PROPOSAL.

2. Introduction:

Provide general information about your company to include:

a. Firm name and address;

b. Former firm names, joint venture information, out of state offices, as applicable;

c. A statement of which office shall handle the project, if multiple offices exist;

d. A clear and concise response as to why the County should award your firm for this project;

e. A list of any litigations, arbitrations, or mediations in which the firm has been involved in the past five (5) years involving claims for more than $50,000 made by a County against the firm or by the firm against the County, and indicate the disposition of each claim, the name of the County, and the nature of the claim;

f. A statement of whether or not the Responder has been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government; and

g. A statement that the proposal shall remain in effect for and not be withdrawn for one-hundred fifty (150) days after the due date to the County.

3. Technical Approach:

This section shall include the following information in the order listed:

a. A detailed narrative must be provided addressing each of the following:

i. Explain how the meal service will be prepared and provided.

ii. Describe staff scheduling process and describe method for handling alternate scheduling needs to maintain service delivery in the event of expected or unexpected staff absences.

iii. Describe Responder’s policies and procedures that ensure services will be delivered in accordance with Georgia Department of Public Health regulations.

iv. Describe how Responder will resolve client issues effectively and in a timely manner.

v. Identify any proposed subcontractors. Indicate the exact nature of work, amount of work, and cost of work to be done by each proposed subcontractor.

Include a statement from each proposed subcontractor, signed by an individual authorized to legally bind the subcontractor, and stating:

The general scope of work to be performed by the subcontractor;

The subcontractor’s willingness to perform the work indicated; and That the subcontractor does not discriminate in its employment practices with regard to race, religion, age (except as provided by law), sex, marital status, sexual orientation, political affiliation, national origin, or disability.

b. Provide an outline of Responder’s Quality Assurance Plan as follows:

i. Hiring policy of food service personnel that includes:

Job description Specific duties & responsibilities Required qualifications Education & experience Knowledge of food safety Abilities to implement food safety procedures Schedules

ii. Food Safety Procedures

List of QA inspections performed on a weekly basis and submitted to the County.

List of staff on the Quality Management Team

iii. Food Safety Training

iv. Maintenance Records of Equipment

Provide a record of maintaining adequate sanitation, food preparation and storage equipment and proof of pest control

v. Reporting Illness

Reporting any indications of foodborne illness to the County and the DeKalb County Board of Health

vi. Employee Procedures

Handwashing Fingernails Jewelry during food preparation/serving Cleanliness (all employees wearing clean outer garments and headgear) All employees who handle or come in contact with food or any utensil used in the preparation, processing or service of food will:

- Not use any form of tobacco, including e-cigarettes while so engaged

- Be clean

- Wear clean outer garments

- Wear headgear that confines the hair

- Not prepare food when sick, for example when suffering from diarrhea and/or vomiting

- Proper and safe footwear should be worn

- Properly treat and cover cuts, burns and rashes

- Reporting any emergency conditions

vii. Sanitation Procedures

Garbage Storage- Garbage is stored correctly Toxic and Poisonous substances are stored correctly and kept separate from food to prevent contamination of any working surface or utensil Cleaning and sanitizing of equipment

viii. Copy of food production process that outlines the following:

Cooling & cold holding of foods Blast chilling or freezing Hot holding procedures Preparation of surfaces and equipment Contaminated raw ingredients/Food from unsafe sources Delivery and storage of incoming food products for frozen or cold temperatures and record Process to check expiry dates and the best before dates and record Inspection process for damaged cases or boxes and for pinholes, bulging rusting canned products or signs of pest infestation Stock rotation Food Storage procedures Temperature guidelines for cooking/holding/cooling of foods

c. Technology and Ability to Meet Reporting Requirements - provide a detailed narrative that addresses the following:

i. Describe Responder’s capacity for and use of technology, both in agency administration and service delivery.

ii. Describe Responder’s plan for maintaining adequate hardware, software, etc.

iii. Detail person(s) responsible for data validation, data entry, and reporting.

d. Provide a sample of a four-week cycle menu. Include picnic options. Please limit the sample to five (5) pages.

4. Project Management:

a. Describe how Responder will provide new staff orientation and training and provide an outline of the orientation schedule and topics;

b. Describe Responder’s plan for conducting ongoing staff training including topics and number of training sessions to be held;

c. Describe method Responder will use to determine the training needs of staff and/or volunteers;

d. Describe the agency’s staff recruiting practices and retention strategies. Indicate the annual staff turnover rate from the most recent fiscal year;

e. Describe policy or procedures concerning client confidentiality;

f. Describe how Responder will ensure the quality of the program or services to clients;

g. Describe how Responder will determine the client’s satisfaction with services;

and

h. Include the anticipated use of subcontractors/vendors.

5. Personnel:

a. Identify the number of paid full-time equivalents (FTEs) by job titles (i.e., RDs, cooks, etc.) that will be devoted to this project;

b. Provide an organizational chart which clearly identifies current staffing;

c. Discuss Responder’s policy regarding criminal background checks and drug screening of new and current employees; and

d. Provide Responder’s administrative office hours and location(s). Provide any other pertinent information regarding administrative and service delivery site(s).

6. Organizational Qualifications:

This section shall include a concise overview of the Responder’s experience with similar projects and why the Responder is best suited to meet the County’s need for meal services to seniors.

a. Describe Responder’s experience qualifications and capability of staff to provide effective services that will meet the program standards;

b. Explain the Responder’s background and describe Responder’s capacity to provide Responder’s organization to provide the proposed service; and

c. Describe how Responder will interface with the DeKalb County Office of Aging to effectively resolve issues related to service delivery and clients.

7. Financial Responsibility:

a. Provide financial statements for the last three (3) years that evidences the

Responder’s financial capabilities to perform the Statement of Work. (Audited statements are preferable but a minimum of balance sheet, income statement and cash flow statement may be accepted.); and

b. Provide the Responder’s year of incorporation along with financial information.

8. References:

a. Provide at least three (3) references for services similar or larger in size and scope to the services described within this document using the Contractor Reference and Release Form attached hereto as Attachment F.

b. Provide three (3) references for each subcontractor proposed as part of the project team. The references shall be for the same or similar types of services to be performed by the subcontractor (including LSBE-DeKalb and LSBE- MSA firms) on projects similar in size and scope to the anticipated subcontract to the project outlined in this RFP. Use Attachment G, Subcontractor Reference and Release Form. Make additional copies as needed.

C. DeKalb First Ordinance

1. It is the objective of the Chief Executive Officer and Board of Commissioners of DeKalb County to provide maximum practicable opportunity for all businesses to participate in the performance of government contracts. The current DeKalb County List of Certified DeKalb First Local Small Business Enterprise (LSBE) Vendors may be found on the DeKalb County website.

2. It is required that all Responders attend the mandatory LSBE meeting on at least one of the meeting dates provided on the first page of the solicitation or subsequent addenda, and comply with, complete and submit all LSBE forms (Attachment H, DeKalb First LSBE Information with Exhibits 1 and 2) with the proposal in order to remain responsive. Attendance can be via video conference and teleconference. Please visit the following link for instructions on how to attend remotely: https://www.dekalbcountyga.gov/purchasing-contracting/dekalb-first-lsbe-program.

3. For further details regarding the DeKalb First Local Small Business Enterprise Ordinance, contact the LSBE Program representative at DeKalbFirstLSBE@dekalbcountyga.gov.

D. Federal Work Authorization Program Contractor and Subcontractor Evidence of

Compliance

All qualifying Responders and subcontractors performing work with DeKalb County, Georgia must register and participate in the federal work authorization program to verify the work eligibility information of new employees. Successful responder(s) shall be required to register and participate in the federal work authorization program which is a part of Attachment J, Sample County Contract. Attachment C, Contractor Affidavit, should be completed and submitted with the Responder’s proposal.

V. CRITERIA FOR EVALUATION

The following evaluation criteria and the maximum points stated below will be used as the basis for the evaluation of proposals.

A. Cost Proposal (10 points)

B. Technical Proposal (80 points):

1. Technical Approach (25 points)

2. Project Management (15 points)

3. Personnel (10 points)

4. Organizational Qualifications (20 points)

5. Financial Responsibility (5 points)

6. References (5 points)

C. Local Small Business Enterprise Participation (10 points)

D. Optional Interview (10 points) – bonus; The County reserves the right to conduct optional interviews with all responders or a short-listed group of responders. The Evaluation Committee may award a maximum of ten (10) points to each interviewed responder. If the County determines that it is in its best interest to develop a short list of responders for interview, it shall be based on the following calculation: Highest Responder Score – 10 points = Short-listed Score (Example: 91 – 10 = 81. Any responder with a score of 81 or greater would be interviewed.)

VI. CONTRACT ADMINISTRATION

A. Standard County Contract

The attached sample contract is the County’s standard contract document (see

Attachment J), which specifically outlines the contractual responsibilities. All Responders should thoroughly review the document with an officer of the firm having authority to execute the contract prior to submitting a proposal. Any proposed revisions to the terms or language, to include the insurance requirements, of this document must be submitted in writing prior to the questions deadline. Revisions should not be submitted with the proposal unless approved via addendum at the close of the question-and-answer period. Proposed revisions that were not presented and approved during the question-and-answer period, but are submitted with the proposal, may result in a proposal being rejected. No alterations can be made in the contract after award by the Board of Commissioners.

B. Submittal Instructions

1. One (1) Technical Proposal and one (1) Cost Proposal (see Section III. A. for additional instructions regarding submittal of Cost Proposal), must be submitted electronically via the County eProcurement Portal https://procurement.opengov.com/portal/dekalbcountyga, no later than 3:00 p.m. on January 26, 2025.

Proposals must be clearly labeled with the Responder’s name and “2025-149-RFP for Congregate and Shelf Stable Meal Services for Seniors (Three (3) Year Multiyear Contract).”

2. Proposals may be received up to but not later than 3:00 p.m. on January 26, 2025, via the County eProcurement Portal located at https://procurement.opengov.com/portal/dekalbcountyga. The County eProcurement Portal Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. DeKalb County strongly recommends completing your response well ahead of the deadline Responders should plan enough time to ensure that they will be able to deliver their submission prior to our deadline. Late submissions, for whatever reason, will not be evaluated. Responders should plan their submittals accordingly. Paper, telephone or fax proposals will not be accepted.

C. Non-Mandatory Pre-Proposal Conference

A non-mandatory pre-proposal conference will be held at 2:00 p.m. ET, December 22, 2025, via Zoom video conferencing. Interested Responders are strongly encouraged to attend and participate in the pre-proposal conference. For information regarding the pre-proposal conference, please contact Tiffany Reid at tmreid@dekalbcountyga.gov.

D. Questions

All requests must be in writing. All questions concerning this RFP and requests for interpretation of the Contract may be asked and answered during the pre-proposal conference; however, oral answers are not authoritative. Responders shall submit all inquiries regarding this Proposal via the County eProcurement Portal, located at https://procurement.opengov.com/portal/dekalbcountyga. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the County eProcurement Portal. Responders may also click “Follow” on this solicitation to receive an email notification when answers are posted. It is the responsibility of the Responder to check the website for answers to inquiries. Questions and requests for interpretation, revisions or exceptions must be submitted via the County eProcurement Portal by 5:00 p.m. ET, on December 29, 2025. Questions/requests received by the Department of Purchasing and Contracting after this date may not receive a response or be the subject of addenda.

E. Acknowledgment of Addenda

Addenda may be issued in response to changes in the RFP. Responders are required to register for an account via the County eProcurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on the solicitation. Ultimately, it is the sole responsibility of each Responder to periodically check the site for any addenda at https://procurement.opengov.com/portal/dekalbcountyga. It is also the responsibility of the Responder to ensure awareness of all addenda issued for this solicitation.

F. Proposal Duration

Proposals submitted in response to this RFP must be valid for a period of one hundred fifty (150) days from proposal submission deadline and must be so marked.

G. Project Director/Contract Manager

The County will designate a Project Director/Contract Manager to coordinate this project for the County. The successful Responder will perform all work required pursuant to the contract under the direction of and subject to the approval of the designated Project Director/Contract Manager. All issues including, payment issues, shall be submitted to the Project Director/Contract Manager for resolution.

H. Expenses of Preparing Responses to this RFP

The County accepts no responsibility for any expenses incurred by the responders to this RFP. Such expenses are to be borne exclusively by the responders.

I. Georgia Open Records Act

Without regard to any designation made by the person or entity making a submission, DeKalb County considers all information submitted in response to this invitation or request to be a public record that will be disclosed upon request pursuant to the Georgia Open Records Act, O.C.G.A. §50-18-70 et seq., without consulting or contacting the person or entity making the submission, unless a court order is presented with the submission. Responder may wish to consult an attorney or obtain legal advice prior to making a submission.

J. First Source Jobs Ordinance

The First Source Ordinance is a public regulation which requires contractors and beneficiaries of eligible DeKalb County projects to make a good faith effort to hire fifty

(50) percent of all jobs using the First Source Registry. Beneficiaries are immediate recipients of county grants or community development block funds administered by the county of at least $50,000. Contractors include an individual or entity entering into any type of agreement with the county, funded in whole or in part with county funds.

WorkSource DeKalb (WSD) maintains the First Source Registry, comprised of qualified and trained DeKalb County residents. Business Solutions Unit (BSU) is available to assist the employer with selecting the most qualified candidate by using the First Source Registry to meet the company’s hiring needs. WSD manages the First Source program through the Business Solutions Unit by assigning a specific BSU Specialist. The First Source process is conducted similarly to the BSU business service request process. The BSU Specialist works closely with employers using TALEO and BSU processes to ensure the hiring needs of the employers are met.

For more information on the First Source Jobs Ordinance requirement, please contact WorkSource DeKalb at https://www.dekalbcountyga.gov/workforce-center/welcome-workforce-development or 404-687-3400.

K. Business and Professional Licenses

Responder must submit a copy of its current, valid business license with its proposal or upon award. If the responder is a Georgia corporation, responder shall submit a valid county or city business license. If the responder is not a Georgia corporation, responder shall submit a certificate of authority to transact business in the state of Georgia and a copy of its valid business license issued by its home jurisdiction. If responder holds a professional certification or license issued by the state of Georgia, responder shall submit a copy of its valid professional license. Any license submitted in response to this requirement shall be maintained by the responder for the duration of the contract.

L. Ethics Rules

Bidders are subject to the Ethics provision within the DeKalb County Purchasing Policy; the Organizational Act, Section 22A, the Code of DeKalb County; and the rules of Executive Order 2014-4. Any violations will be addressed, pursuant to these policies and rules.

To the extent that the Organizational Act, Section 22A, the Code of DeKalb County, and the rules of Executive Order 2014-4 allow a gift, meal, travel expense, ticket, or anything else of value to be purchased for a CEO employee by a contractor doing business with the County, the contractor must provide written disclosure, quarterly, of the exact nature and value of the purchase to the Chief Integrity Officer, if created, or the Finance Director or his/her designee. Every contractor conducting business with the County will receive a copy of these ethical rules at the time of execution of the contract.

M. Right to Audit

The County shall have the right to audit all books and records, including electronic records, relating or pertaining to this contract or agreement, including but not limited to all financial and performance related records, property, and equipment purchased in whole or in part with County funds and any documents or materials which support those records, kept under the control of the Contractor, including but not limited to those kept by the Contractor's employees, agents, assigns, successors and subcontractors. The County also has the right to communicate with Contractor's employees related to the audited records.

The Contractor shall maintain such books and records, together with such supporting or underlying documents and materials, for the duration of this contract and for seven

(7) years after termination or expiration, including any and all renewals thereof. The books and records, together with supporting documents and materials shall be made available, upon request to the County or its designee, during normal business hours at the Contractor's office or place of business. In the event that no such location is available, then the books, records, and supporting documents shall be made available for audit at a time and location which is convenient for the County.

DeKalb County assures every effort will be made to ensure nondiscrimination in all of its programs and activities, whether those programs and activities are federally funded or not. In addition, DeKalb County will take reasonable steps to provide meaningful access to services for persons with Limited English Proficiency (LEP).

N. Cooperative Agreement

The County through the Department of Purchasing and Contracting may permit piggybacks to this contract from other city, county, local authority, agency, or board of education if the vendor will extend the same prices, terms, and conditions to the city.

Piggybacking shall only be available where competition was used to secure the contract and only for a period of 12-months following entry, renewal or extension of the contract. This provision shall not apply to any contract where otherwise prohibited or mandated by state law.

VII. AWARD OF CONTRACT

A. An evaluation committee will review and rate all proposals and shall determine if interviews are necessary.

B. If the site visit and taste testing are conducted, firms may be scheduled to host the evaluation committee at the location where their meals are prepared. The experience is not to exceed one (1) hour’s duration.

C. A recommendation for award will be submitted to the DeKalb County Board of

Commissioners, who will make the final decision as to award of contract.

D. The County reserves the right to make one (1) award.

THE COUNTY RESERVES THE RIGHT TO REJECT ANY AND ALL PROPOSALS, TO

WAIVE INFORMALITIES, AND TO RE-ADVERTISE.

Sincerely, Tiffany Reid Procurement Agent Department of Purchasing and Contracting

Attachment A: Scope of Work Attachment B: Cost Proposal Form Attachment C:

Attachment D:

Attachment E:

Attachment F:

Contractor Affidavit Sub-Contractor Affidavit Sub-subcontractor Affidavit Contractor Reference and Release Form

Attachment G: Subcontractor Reference and Release Form Attachment H: DeKalb First LSBE Information with Exhibits 1 & 2 Attachment I:

Attachment J:

First Source Jobs Ordinance Information with Exhibits 1 - 4 Sample County Contract

Attachment K: Proposal Cover Sheet

ATTACHMENT A

SCOPE OF WORK

Purpose:

DeKalb County Office of Aging (OOA) requests qualified and experienced contractors to submit proposals to provide meal service for eligible seniors in DeKalb County. Provision of these meals will assist with the reduction of hunger and promote better physical and mental health for older adults living in DeKalb County.

I. Provision of Congregate & Shelf-Stable Meals for Seniors

A. Contractor shall provide meal service for eligible seniors in a designated zip code of the four (4) Neighborhood Senior Centers and one (1) Community and Senior Center. The names and locations of these centers are listed below:

1. DeKalb Atlanta Senior Center [25 Warren Street Atlanta, GA 30317]

2. East DeKalb Senior Center at Bruce Street [2449 Bruce Street Lithonia, GA 30058]

3. North DeKalb Senior Center [3393 Malone Drive, Chamblee, GA 30341]

4. South DeKalb Senior Center [1931 Candler Road, Decatur, GA 30032]

5. East DeKalb Community and Senior Center [4885 Elam Road, Stone Mountain, Ga

30083

The estimated number of seniors to be served and meals to be provided for 2026-2029 are listed in the tables below:

Table 1. Estimated Number of People to Be Served

Service Estimated

Persons Estimated

Persons Estimated

Persons Estimated Persons

SFY 2026 SFY 2027 SFY 2028 SFY 2029

Congregate Meals

604 634 666 699

Shelf-Stable Meals

464 487 512 538

Table 2. Estimated Number of Meals to Be Provided

Service Estimated Estimated Estimated Estimated

Meals Meals Meals Meals

SFY 2026 SFY 2027 SFY 2028 SFY 2029

Congregate Meals

53,290 71,054 74,606 78,337

Shelf-Stable Meals

1,392 1,462 1,535 1,612

Table 3. Estimated Number of Meals to Be Provided by Location

Congregate Location

Estimated Estimated Estimated Estimated Meals Meals Meals Meals

SFY 2026 SFY 2027 SFY 2028 SFY 2029

DeKalb Atlanta 8,413 11,217 11,778 12,367 East/Lithonia 10,078 13,438 14,110 14,816 North DeKalb 12,157 16,209 17,019 17,870 South DeKalb 13,207 17,610 18,490 19,415 East DeKalb Community and Senior Center

9,435 12,580 13,209 13,869

B. Description of Tasks:

1. Contractor must have a current food service license and demonstrate the ability to produce the specified quantities of hot, frozen, dehydrated, chilled and shelf-stable meals in accordance with the Georgia Department of Public Health (290-5-14) and the Older Americans Act, Title III, Subpart 3, Section 339, Dietary Guidelines for Americans.

2. Food service providers shall use procedures that provide for the safety, sanitation, accessibility and convenience of senior participants. Meals should be tasty, appetizing and consist of quality food that is nutritionally balanced. All meals must meet the Dietary Guidelines for Americans and the nutritional content must provide a minimum of 1/3 of the recommended daily allowance/adequate intake. In addition, Contractor must be able to also prepare quality shelf-stable meals and picnic meals on an as-needed basis for use by senior consumers. The preparation of therapeutic meals will be required on an as needed basis. Contractor must have staff to serve food at each center.

3. Lunch service for each congregate location begins at 12:00 p.m. noon (Monday-

Friday), and meals must be fully ready to serve on time. Meals cooked offsite must be delivered at a reasonable time, agreed upon by the Contractor and County, to ensure that they are adequately heated and ready to serve by noon.

4. Specific tasks to be provided include:

a. Use of a Registered Dietitian to develop a twenty-day (four week) appetizing menu cycle, which can be repeated during the quarter for each congregate meal site for review and approval by the County designated representatives.

b. Obtain and maintain documentation of nutrient analysis for each meal per menu cycle.

c. Utilize correct portion sizes (and utensils) to cook and distribute approved lunch menus daily Monday-Friday (250 days a year).

d. Provide a minimum of one (1) staff person or volunteer to serve food at each senior center location as well as to take and record food temperatures daily to document that safe temperatures are maintained.

e. Ensure staff and volunteers follow food sanitation requirements, as prescribed by applicable Federal, State and local rules and regulations for the preparation and serving of all meals.

f. Ensure that food is available to senior participants for at least 30 minutes once serving begins while also ensuring that holding times for hot food do not exceed four (4) hours from the final stage of food preparation until the meal is served to the senior participants.

g. Be able to make meal adjustments based on surveys and feedback from the County and senior participants.

h. Deliver nutrition education materials once per month (overseen by a Registered

Dietician, presented to in written format and in size 14 font).

i. Nutrition counseling shall be provided based on referrals provided by DeKalb County Senior Center Managers with sessions at the respective senior center.

j. Nutrition Education – provider must develop written nutrition programming, including calendar, documentation of subject matter, presenters as well as the multi-cultural composition of participants. Print materials are sufficiently in large print (14 point or larger) and sessions are provided at least monthly in person consisting of not less than 15 minutes at the four (4) neighborhood centers.

The County requires thirty (30) days total time for the transition of food services.

II. Completion Schedule:

Services are generally not provided on weekends and holidays; however, limited service may be required occasionally. DeKalb County-recognized holidays are as follows: New Year’s Day, MLK Day, Presidents’ Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day & the Day After Thanksgiving, and Christmas Day.

Contractor shall utilize its own commercial kitchen space to prepare meals. The congregate meal contractor may re-heat meals at the senior center locations prior to serving.

III. Government Furnished Property/Services:

The County shall provide commercial kitchen space for reheating prepared meals.

IV. Business Requirements:

Contractor must have a current business license and food service license and demonstrate the ability to produce the specified quantities of meals in accordance with the Georgia Department of Public Health (290-5-14).

V. Applicable Working Rules:

All services must be provided in compliance with the Georgia Department of Human Services.

[END OF SCOPE OF WORK]

ATTACHMENT B

COST PROPOSAL FORM

(Page 1 of 2)

CONGREGATE AND SHELF STABLE MEAL SERVICES FOR SENIORS

Responder: Please complete the attached page of the Cost Proposal Form and return with this cover page. The cost proposal must be submitted in a separate PDF and labeled as Cost Proposal Form for “2025-149-RFP Congregate and Shelf Stable Meal Services for Seniors (Three (3) Year Multiyear Contract)”.

By signing this page, Responder acknowledges that he has carefully examined and fully understands the Contract, Scope of Work, and other attached documents, and hereby agrees that if his proposal is accepted, he will contract with DeKalb County according to the Request for Proposal documents.

Please provide the following information:

Name of Firm: ___________________________________________________________

Address: _______________________________________________________________

Contact Person Submitting Proposal:__________________________________________

Title of Contact Person:____________________________________________________

Telephone Number:_______________________________________________________

Fax Number:_____________________________________________________________

E-mail Address:__________________________________________________________

Signature of Authorized Signer

Name and Title of Authorized Signer

ATTACHMENT B

COST PROPOSAL FORM

(Page 2 of 2)

Responder please state the Unit Rate for the congregate meals category if you wish to provide a bid. Include all costs (direct and indirect) for you to supply the service(s) on a three (3) multiyear contract. Please utilize the following formula regarding the cost:

(Number of units x unit cost (dollars and cents) = Subtotal)

Congregate Meals for Seniors

Senior Center (s) Year 1 Unit x Unit Rate

Year 2 Unit x Unit Rate

Year 3 Unit x Unit Rate

Total

DeKalb Atlanta Senior Center

8,413 Units X $_______/unit Subtotal:$_________

11,217 Units X $_______/unit Subtotal:$_________

11,778 Units

Subtotal:$_________

Lithonia

10,078 Units

Subtotal:$_________

13,438 Units X $_______/unit Subtotal:$_________

14,110 Units

North DeKalb

12,157 Units

Subtotal:$_________

16,209 Units X $_______/unit Subtotal:$_________

17,019 Units

South DeKalb

13,207 Units

Subtotal:$_________

17,610 Units X $_______/unit Subtotal:$_________

18,490 Units

East DeKalb Community and Senior Center

9,435 Units X $_______/unit Subtotal:$_________

12,580 Units X $_______/unit Subtotal:$_________

13,209 Units

Grand Total

Shelf-Stable Meals

Year 1 Unit x Unit Rate 1,392 Units X $______/unit Subtotal:$___________

Year 2

1,462 Units X

Year 3

1,535 Units X

Grand Total

[END OF COST PROPOSAL]

ATTACHMENT C

Contractor Affidavit Under O.C.G.A. §13-10-91

By executing this affidavit, the undersigned Contractor verifies its compliance with O.C.G.A. §13- 10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of DEKALB COUNTY has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. §13-10-91. Furthermore, the undersigned Contractor will continue to use the federal work authorization program throughout the Contract Term and the undersigned Contractor will contract for the physical performance of services in satisfaction of such contract only with Subcontractors who present an affidavit to the Contractor with the information required by O.C.G.A. §13-10-91. Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Contractor

Congregate and Shelf Stable Meal Services for Seniors Name of Project

DeKalb County, Georgia___________________________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By: _________________________________ Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the __ day of ______________, 20 ___.

Notary Public

My Commission Expires: _____________________

ATTACHMENT D

Subcontractor Affidavit Under O.C.G.A. § 13-10-91

By executing this affidavit, the undersigned Subcontractor verifies its compliance with O.C.G.A. § 13-10- 91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with _____________________________________________ (insert name of Contractor) on behalf of DEKALB COUNTY, GEORGIA has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned Subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the Subcontractor with the information required by O.C.G.A. § 13-10-91. Additionally, the undersigned Subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the Contractor within five business days of receipt. If the undersigned Subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned Subcontractor must forward, within five business days of receipt, a copy of the notice to the Contractor.

Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

Date of Authorization

Name of Subcontractor

Congregate and Shelf Stable Meal Services for Seniors Name of Project

DeKalb County, Georgia___________________________ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By: _________________________________ Signature of Authorized Officer or Agent

Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the __ day of ______________, 20 ___.

My Commission Expires: _____________________

ATTACHMENT E

Sub-subcontractor Affidavit Under O.C.G.A. § 13-10-91

By executing this affidavit, the undersigned sub-subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract for ___________________________(name of subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract) and _________________________(name of Contractor) on behalf of DEKALB COUNTY, GEORGIA has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91. Furthermore, the undersigned sub-subcontractor will continue to use the federal work authorization program throughout the contract period and the undersigned sub-subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the sub-subcontractor with the information required by O.C.G.A. § 13-10-91(b). The undersigned sub-subcontractor shall submit, at the time of such contract, this affidavit to _____________________________(name of Subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract). Additionally, the undersigned sub-subcontractor will forward notice of the receipt of any affidavit from a sub-subcontractor to __________________________(name of Subcontractor or sub-subcontractor with whom such sub-subcontractor has privity of contract). Sub-subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number Date of Authorization Name of Sub-subcontractor Name of Project

DeKalb County Georgia Government___ Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

Executed on _______________, 20__ in _____________(city), ______(state).

By:_________________________________ Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent

Subscribed and Sworn before me on this the ______ day of ______________, 20 ___.

NOTARY PUBLIC

My Commission Expires:____________

2025-149- RFP Congregate and Shelf Stable Meals for Seniors

ATTACHMENT F

CONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to provide professional experience in architectural design and engineering.

Company Name Contract Period

Contact Person Name and Title

Telephone Number (include area code)

Complete Primary Address

City State Zip Code

Email Address

Fax Number (include area code)

Project Name

Company Name

Contract Period

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signed_______________________________________ Title___________________________ (Authorized Signature of Proposer)

Company Name _____________________________________Date _____________________

ATTACHMENT G

SUBCONTRACTOR REFERENCE AND RELEASE FORM

List below at least three (3) references, including company name, contact name, address, email address, telephone numbers and contract period who can verify your experience and ability to perform the type of service listed in the solicitation.

Company Name Contract Period

REFERENCE CHECK RELEASE STATEMENT

You are authorized to contact the references provided above for purposes of this RFP.

Signed_______________________________________ Title___________________________ (Authorized Signature of Proposer)

Company Name _____________________________________Date _____________________

ATTACHMENT H

DEKALB FIRST LSBE INFORMATION

WITH EXHIBITS 1 – 2

SCHEDULE OF LOCAL SMALL BUSINESS ENTERPRISE PARTICIPATION

OPPORTUNITY TRACKING FORM

The Chief Executive Officer and the Board of Commissioners of…