24-8294_Soliciation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

SENIOR MEALS PROGRAM

SOLICITATION NO.: 24-8294

LISA.OIEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

24-8294

PROJECT TITLE: Senior Meals Program

DUE DATE: October 23, 2024 at 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com/

INTRODUCTION

As requested by the Community and Human Services Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

Community and Human Services Division is seeking to procure a food vendor for its Senior Meals Program. The vendor will prepare and deliver meals to area program eligible Seniors. Funding for these services involves grant funding originating via the Older American’s Act and General Revenue Funds. The Florida Department of Elder Affairs is charged with oversight and management of the grant funding.

The Senior Meals program serves approximately fifty- five thousand (55,000) meals per year. Historical spend for the Senior Meals Program for 2023 was $225,064.95, however, this may not be indicative of future buying patterns.

BACKGROUND

The Senior Meals program provides frozen home delivered meals, congregate style meals and shelf stable meals.

Home delivered meals (lunches) are delivered to the homes of eligible program registered seniors throughout the County. Shelf stable meals are provided on an as needed basis and Congregate meals are delivered to four specific sites locations. The congregate meal sites locations are listed below:

East Naples Community Center, 3500 Thomasson Drive, Naples, Florida 34112.

Golden Gate Senior Center, 4898 Coronado Pkwy., Naples, Florida 34116 Goodlette Arms, 950 Goodlette Rd. N, Naples, Florida 34102 Beraca Baptist Church 905 Roberts Avenue, Immokalee, Florida 34142

Lunch is served at all four congregate locations. The Beraca Baptist Church and Goodlette Arms locations also serve breakfast. The Division reserves the right to alter meal site locations and/or add breakfast as needed.

The East Naples Community Center meal site is subject to change as another location is being considered for this program.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one-year renewal options.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Contract under all of the terms and conditions contained in this Contract for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the County's intention to extend the Contract term not less than ten (10) days prior to the end of the Contract term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery, provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

It is the intent of Collier County to award to the lowest, responsive, and responsible vendor(s) that represents the best value to the County.

For the purposes of determining the winning bidder, the County will select the vendor as outlined below:

Lowest Total Bid

Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

Award a Single Vendor

The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

Pre-Award Meeting

A meeting may be held with the apparent winning bidder(s) to discuss the contract operational requirements prior to contract development. This will include but is not limited to supply ordering, invoicing, meal counts, meal packing, correspondence, cooler, and supply storage.

DETAILED SCOPE OF WORK

Collier County’s Community and Human Services Collier County is seeking a vendor to provide the following types of meals

Home delivered pre-packaged frozen meals

Congregate pre-plated meals

Shelf Stable meals

Unit pricing provided shall be all inclusive. Unit pricing shall include preparation, packaging, and delivery. The Vendor shall provide a match of 10 percent (10%) of the unit prices. The vendor’s match will be deducted as a discount from the subtotal on invoices.

1. Home Delivered Meals

Locations and scheduling

Meals are to be delivered between 8:00 a.m. and 5:00 pm.

Meals are delivered to locations throughout Collier County.

Collier County will provide the vendor with an up-to-date address and telephone number, along with any special instructions, on an ongoing basis, as necessary.

Drivers and delivery services are to be provided by the awarded vendor.

Meals will be provided approximately 260 days annually and holidays.

Holiday home delivered meals will be for all home delivered clients, as well as meal site clients whose locations are closed.

Meal count changes will be made at 9:00 am on Friday’s of the week prior to the deliveries.

Third party (ex: FedEx) delivery is not permitted.

Preparation and Delivery

Meals are to be prepared, packaged, and frozen by the vendor.

Home delivered meals are to be provided in two or three compartment sealed trays.

Food containers/trays, condiments, meal instruction lids are to be provided with each meal by vendor.

The delivered meal may be distributed in five and seven packs per week based on the authorization issued by Collier County.

Meals will be ready for transport in individual containers that are suitable to maintain safe temperatures up to the time of delivery. For the health and safety of participants, home delivered meals must be frozen solid at time of delivery.

The vendor is to monitor daily the temperature of all home delivered meals to ensure that they are no more than 20 degrees Fahrenheit or are frozen solid.

Driver’s may not leave meals on doorstep.

Driver’s must obtain a written delivery signed statement from client or client’s designated representative.

The Awarded vendor must attempt to make at least two scheduled deliveries to the clients’ home in the same week.

If no one is home the driver must return the meal back to the vendor and reattempt delivery the next day.

Failure to provide meal delivery for a period of three consecutive days by the awarded vendor, without proper notification, shall be justification for Collier County to terminate or suspend the vendors Contract, among other remedies, unless a satisfactory resolution can be reached.

NOTE: The vendor must be willing to be flexible as it pertains to home-delivered meals, as counts will vary daily due to the fragility of the clientele being served.

2. Pre-plated Food Congregate

Location and scheduling

Collier County presently has four (4) established meal sites. The location and meal types required at all four meal sites can be found in the background section of this solicitation.

Collier County will notify the vendor of the number of meals required by Thursday at 10:00 a.m. for the following week; however, the number may be adjusted 48 hours before the actual serving day.

The vendor shall be flexible regarding the number of meals to be provided at each site from day to day.

A one-week notice will be provided when meals will not be served on a particular day, unless there is an emergency or other evidently unforeseeable situation.

Meals are expected under emergency conditions and/or for special events if such occasions occur during the regular meal schedule.

Meals will be provided approximately 249 days annually.

Preparation and Delivery

All Meals will be delivered individually to each site between 8:00 a.m. and 11:30 a.m. for lunch and breakfast, pre-packaged with or without side items per the food order submitted by Collier County.

The awarded vendor shall provide breakfast the day prior. For Mondays, breakfast is provided on Friday and for breakfasts following a holiday, it is provided the day before the holiday.

Food is to be pre-measured and assembled into portion size packages for distribution to the clients.

The awarded vendor shall provide pre-plated heated meals for congregate lunches.

The awarded vendor shall provide pre-plated cold food for congregate breakfast at sites serving breakfast.

The vendor will purchase all food and appropriate condiments and will prepare noon meals for delivery.

All food must be transferred to insulated transport containers provided by vendor for distribution.

Milk is to be provided in coolers that are either sanitized daily by the vendor or in a cooler that has a non-reusable liner to prevent contamination.

All meals must be provided by vendor in such a manner as to maintain safe temperatures up to the time of meal service.

Vendor must record the time and temperatures of the hot and cold foods at the time of meal delivery for each location.

Collier County has the right to reject payment for hot meals with temperature readings below 140 degrees Fahrenheit and cold meals with temperature readings above 40 degrees Fahrenheit and will be reimbursed from vendor for the purchase of replacement meals.

3. Shelf Stable Meals

Shelf stable meals shall be meals that contain foods that can be safely stored at room temperature and are in a sealed container. Shelf stable meals are utilized in the event of a declared disaster, or an emergency as determined by Collier County. Shelf stable meals may be utilized for clients who receive home delivery or attend a congregate meal site.

Shelf stable meals are typically ordered at least one month prior to the start of hurricane season (June

1) for the year; however, additional meals may be ordered throughout the year as needed.

The total number of shelf stable meals ordered is contingent upon the census of home delivered and congregate meal clientele who have indicated a desire to receive shelf stable meals.

These shelf stable meal packs may be distributed in two, three, five, and seven meal packs as determined by Collier County.

4. Nutrition

The awarded vendor must be able to comply with all food preparation, storage, safety, and delivery standards as outlined throughout the attached Department of Elder Affairs (DOEA) Programs and Services Handbook, Chapter 5 (pgs. 1-56). See 82-8294 - Attachment A DOEA Handbook Chapter 5.

Critical nutrition, safety, preparation, storage, and delivery fundamentals required by DOEA must be adhered to and are listed below:

Nutrition & Menus

Comply with the Dietary Guidelines for Americans, published by the Secretary of Health and Human Services and the Secretary of Agriculture and provide a minimum of 33 1/3 percent of the Dietary Reference Intake/Adequate Intake (DRI/AI) for 51+ year-old adults as established by the Food and Nutrition Board of the National Academy of Sciences - National Research Council.

Comply with all requirements of The Older Americans Act which requires client choice and, to the maximum extent practicable, adjustments to meet any special dietary needs of program participants as requested by the County.

All menus must be developed in accordance with the nutritional dietary guidelines outlined in the attached Department of Elder Affairs (DOEA) Programs and Services Handbook, Chapter 5 (pgs. 1-

56. Deviating from the meal pattern may be required if dictated by a particular meal site’s cultural or religious preference. For Computer-assisted Nutrient Analysis the following must be utilized:

Computer-assisted Nutrient Analysis Documentation using computer-assisted nutrient analysis shall include the following nutrients to ensure menu adequacy:

o Macro-nutrients: calories, protein, carbohydrate, fat, saturated fat, fiber, and sodium.

o Micro-nutrients: vitamins A, C, E, thiamin, riboflavin, B6, folate, calcium, iron, magnesium, sodium, and zinc.

Computer-assisted nutrient analysis is required when one or more meal(s) deviates from the State meal pattern (i.e. menu does not provide all components or does not provide the required serving sizes).

It is required that all computer-assisted nutrient analyzed menus include at least three of the State meal pattern’s required six meal components. Meal components are bread/bread alternate, vegetable, fruit, meat/meat alternate, milk/milk alternate, and dessert.

Computer-assisted nutrient analysis menus shall ensure that the average nutrient value of meals provided in any one week provide at least the minimum 33 ⅓ percent of the DRI/AI values as indicated in the Daily Nutrient Requirement Table. For example:

o If a Vendor serves one meal a day to a client and that center is only open two days per week, the average is obtained by adding the nutrient information from the two meals together and dividing by two.

o If a Vendor serves one meal per day to a client and that center serves meals five days a week, the average is obtained by adding the nutrient information from all meals together and dividing by five.

o If a Vendor serves two meals per day to a client, five days per week, the average is obtained by adding the nutrient information from all meals together and dividing by ten and all daily menus must provide ⅔ RDA.

o Vitamin and mineral supplements or dietary supplements shall not be included in menus under any circumstance or situation.

o Computer-Assisted Nutrient Analysis Requirements are provided within the DEA Handbook, Chapter 5.

5. Safety

Food must be prepared with the least possible manual contact, with suitable utensils and on surfaces that, prior to use, have been cleaned, rinsed, and sanitized to prevent cross contamination.

Should any person eating meals prepared under this contract become ill as a result of food poisoning attributable to the negligence of the vendor, as determined by the Department of Health or the County’s Risk Management, then such action shall be justification to terminate or suspend immediately the Contract, among other remedies.

Should spoilage occur, Collier County may replace spoilages at vendor’s expense. Meals, or portions of meals, that are determined to be inedible, will not be accepted. Vendor shall provide reimbursement for replacement meals.

The awarded vendor MUST adhere to applicable food safety and hygiene regulations outlined in Chapter 381.0072 Florida Statutes and Chapter 64E-11, Florida Administrative Code that requires the enforcement of sanitation rules to ensure the protection of the public from food-borne illness. These rules shall provide the standards and requirements for the storage, preparation, serving, or display of food in food service establishments as defined by that Chapter. This includes submitting all inspection reports to Collier County within 24 hours of the report, including any corresponding corrective action plans, when food vendor facilities’ inspections are completed by the State of Florida’s Health Department. If 10 violations or more are received, Collier County reserves the right to cancel the contract. The vendor must agree to report any closure or administrative complaint related to food safety.

Vendor shall have policies and procedures, and provide with bid response, regarding health and hygiene for all individuals who prepare and/or serve food that include issues such as infectious illness such as diarrhea, vomiting, fever, sore throat, etc.

6. Storage and Delivery

The vendor shall stack home delivered meal trays inside vendor provided coolers in an alternating manner to help evenly displace the weight during transport and to eliminate crushing or damage to goods.

Food carriers should be enclosed to protect food from contamination, crushing, or spillage and be equipped with insulation and/or supplemental sources of heat and/or cooling as necessary to maintain safe temperatures.

Pre-plated/pre-packaged hot meals shall be stored for transportation in an alternating manner to help evenly displace the weight during transport and to eliminate crushing, spillage, or damage to goods.

7. Special Conditions

Kitchens will abide by Florida Department of Health Food Regulations. All foods, whether purchased by or donated to the program, must meet the following criteria:

Food shall be obtained from sources that comply with federal, state, and local laws.

Meet or exceed all applicable federal, state, and local laws, ordinances, and regulations.

Safe and unadulterated.

Food in a hermetically sealed container shall be obtained from a food processing plant that is regulated by the Regulatory Agency that has jurisdiction over the plant.

Pasteurized shell, liquid, frozen, or dry eggs, or egg products shall be substituted for raw shell eggs in the preparation of foods such as Caesar salad, hollandaise or béarnaise sauce, mayonnaise, egg-fortified beverages, and for recipes in which more than one egg is broken, and eggs are combined.

The following food must not be used:

Prepackaged un-pasteurized juice (including un-pasteurized apple cider).

Raw animal foods, such as raw fish, raw-marinated fish, raw molluscan shellfish, and steak tartare.

Partially cooked animal food such as lightly cooked fish, rare meat, soft-cooked eggs that are made from raw shell eggs, and meringue.

Raw seed sprouts (including alfalfa, clover, and radish).

Home-canned foods.

Any foods prohibited under Florida’s Department of Health Regulations.

8. Access to Inspect

Collier County shall have the right and authority to inspect at any reasonable time any food preparation, packaging, and storage areas, and the food containers used in transporting prepared meals and other food supplies to Collier County sites to determine the adequacy of sanitation and maintenance practices.

Designated Collier County staff will conduct an annual inspection of the vendors facility using a Collier County Monitoring Tool with a written report of finding submitted to the vendor for review.

Additionally, Collier County will have the right to monitor the delivery routes and monitor temperature of home delivered meals at any time. Both parties shall meet and/or talk quarterly to review contract performance.

9. Substitutions and Alternate Options for Performance

The County reserves the right, at their sole discretion, to reject the entire meal, or a portion/percentage of the meal (bread or bread alternate, vegetable, fruit, milk or milk alternate, meat or meat alternate, fats, oils, sweets, desserts etc.) and the vendor must provide a substitution within one (1) hour of the rejection by the County. Should the vendor not deliver the replacement product for the whole meal or a component of the meal within one (1) hour, the vendor shall issue a credit for the entire meal.

In the event the vendor fails to perform any required service under the contract, including food or meal preparation, packaging, delivery, nutritional value, or quality and safety of the final product, the County reserves the right to obtain alternate options (i.e. ordering catering, etc.) to meet the contract requirements.

The County reserves the right to deduct the cost of such alternate options from the vendor’s payments.

The vendor may be exempt from this provision if such exemption is granted by the County’s project manager, in writing, prior to any delays or as a result of an act of nature.

10. Meal Payment

Collier County Community and Human Services (CHS) will pay the vendor for the actual number of meals received and accepted by Collier County’s meal program during the monthly billing period.

A monthly invoice from each vendor will reflect the following:

Total number of meals ordered.

Amount charged per meal.

Credit(s) for rejected whole meals or portion of meals that were below acceptable temperature, which were not replaced within the one (1) hour of rejection. If rejected meals are not replaced, reimbursement by the vendor for alternative meals is required.

Amount of total invoice, to include customer subtotal, 10 percent (10%) discount and customer total.

Purchase Order number must be included on all invoices.

Original monthly invoices are to be uploaded in Neighborly by the winning vendor by the fifth day of the following month. Invoices shall contain details of services provided. A valid Collier County purchase order number must appear on each invoice. Invoices shall be submitted to the ordering department at the conclusion of each transaction.

11. Subcontracting

No part of this Contract may be assigned or subcontracted by the vendor without prior written approval by Collier County.

12. Gratuities

The vendor certifies that they have not given any gifts, gratuities, or special compensation to any Collier County employee prior to the award of this contract and shall further certify that no gifts, gratuities, or special compensation shall be given to any Collier County employee during the term of this contract, as evidenced by vendor self-certification.

The vendor certifies that they will not accept any gifts, gratuities, or special compensation from clientele during the term of this contract.

13. Civil Rights Compliance

The vendor certifies that it will conform to the applicable provisions of the Federal Civil Rights Act of 1964, as amended, and the Americans with Disabilities Act.

During the performance of this contract, the vendor agrees as follows:

Not to discriminate against any employee or applicant for employment because of race, religion, color, sex, national origin, or disabilities, except where religion, sex or national origin is a bona fide occupational qualification reasonably necessary to the normal operations.

Post in conspicuous places notices setting forth the provisions of the nondiscrimination clause. This shall be made available to employees and applicants for employment.

In all solicitations or advertisements for employees, placed by or on behalf of the vendor, will state that such vendor is an equal opportunity employer.

Notices, advertisements, and solicitations placed in accordance with federal law, rules, or regulations shall be deemed sufficient for the purpose of meeting these requirements.

Include the provisions of number 1 above in every subcontract or purchase order over $10,000 so that the provisions will be binding upon each subcontractor or vendor.

14. Service Standards/Compliance

Standard of Service The vendor must provide a single point of contact during the duration of the contract.

Vendor agrees to perform the Scope of Services as described herein in accordance with the DOEA Programs and Services Handbook, chapter 5 and its implementing regulations as they may be promulgated and amended from time to time, and other legal and regulatory standards, as applicable.

Vendor shall comply with and be otherwise controlled and governed by the ethics and standards of care of the profession and industry in which Vendor shall, from time to time, provide services hereunder.

Vendor shall ensure that all services provided under this Contract are delivered timely, completely, and commensurate with required standards of quality. If Vendor fails to meet the prescribed quality standards for services, such services may not be reimbursed under this Contract.

Licensing and Credentialing Vendor shall at all times during the Term of this Contract maintain all registrations and licenses required by the state in which services are performed and shall comply with applicable federal and state laws; be and remain duly licensed by the state, or other credentialing authority, to provide services as contemplated herein without restrictions. The Vendor shall have in effect all necessary licenses, permits, and food handlers’ certificates as required by law, and includes but is not limited to health, fire, and safety codes and regulations; purchasing regulations; licensure requirements; insurance; and other requirements applicable for meal preparation. Vendor agrees to provide proof of insurance, licensure, or certification (occupational, professional, and driving when applicable), and evidence of credentials upon request and to notify Collier County immediately upon any change in insurance, licensure, or other required credentials.

The following documents must be turned in with the Bid or prior to notice of recommended award:

Three most recent Health Inspections.

Food Service License(s).

Copy of License/Registration for Nutritionist/Dietitian on staff.

Sample Menus for all food products referenced throughout this solicitation. Each menu must cover a minimum of four weeks.

Most recent Financial Statement.

Adult Protective Services Priority/Mandated Reporting Vendor understands and agrees that it will give priority to clients that Collier County identifies as Adult Protective Service clients. Vendor understands and agrees that if at any time an employee of Vendor is aware of or suspects that abuse, neglect, or exploitation of children, disabled persons, or aged persons has occurred, as defined in Fla. Stat. Chapter 415, Florida Statutes, the employee of Vendor is required to immediately report such known or suspected abuse or neglect to the State of Florida’s Central Abuse Registry and Tracking System on the statewide toll-free telephone number (1-800-96ABUSE). Failure of the employee to immediately report known or suspected abuse, neglect, or exploitation may constitute a material breach of this Contract and may result in the termination of this Contract.

Program Compliance Guidance Vendor agrees to conduct activities and to provide services prescribed herein in full compliance with all applicable federal and state statutes, regulations, and the provisions of:

DOEA Programs and Services Handbook, Chapter 5.

DOEA Notices of Instruction.

Collier County and Funding agency Policy Releases.

Personnel Background Screening and Qualifications Vendor agrees that its employees, volunteers or other personnel will submit to all background screening, criminal record checks, and credit checks as may be required by Fla. Stat. §430.0402, and Chapter 435, Florida Statutes, or as otherwise requested by Collier County including local, state, and federal checks; and at no time shall any employee, volunteer, or other personnel, be assigned to work with clients until required background screening has been completed. Vendor shall ensure that its employees responsible for performing any duties or functions under this Contract have the qualifications as specified in the DOEA Programs and Services Handbook, Chapter 5.

Accounting Requirements Vendor agrees to comply with the cost principles, administrative requirements, and other provisions of all applicable state and federal laws and regulations including: Sections 215.97 and 216.348, Florida Statutes; Title 45, Code of Federal Regulations (CFR), Part 74 and/or 45 CFR, Part 92; CFR 200, and/or 48 CFR Part 31; and Office of Management and Budget (OMB) Circulars A-21, A-87, A-102, A- 110, A-122, and A-133, whichever is applicable to Vendor’s organization. Vendor shall timely report any violations of the above to Collier County.

Environmental Conditions Vendor agrees to comply with all applicable standards, orders, or regulations issued under Section 306 of the Clean Air Act 42 USC 7401, et seq.; U.S. Department of Labor, Occupational Health and Safety Code; Title 29 CFR Part 1910.1030; and the Federal Water Pollution Control Act as amended (33 USC 1251, et seq.) Vendor shall timely report any violations of the above to Collier County.

Trafficking in Persons Prohibition Vendor agrees to comply with Title 2 CFR Part 175 regarding Trafficking in Persons.

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients(from the past 5 years) whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope, and complexity of this project using Form 5 provided in BidSync as part of the Required Forms.

Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

VENDOR CHECKLIST