COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

REQUEST FOR PROPOSAL (RFP)

FOR

EMERGENCY CATERING SERVICES (GRANT FUNDED)

SOLICITATION NO.: 25-8520

VALESKA ESCOBAR, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-2220

Valeska.Escobar@collier.gov (Email)

Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County

Government.

SOLICITATION PUBLIC NOTICE

REQUEST FOR PROPOSAL (RFP)

NUMBER:

25-8520

PROJECT TITLE: EMERGENCY CATERING SERVICES

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295

TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112

DUE DATE: January 16, 2026, at 3:00 pm

PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

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

https://procurement.opengov.com/portal/collier-county-fl.

INTRODUCTION

As requested by the Facilities Management Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for Proposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified Proposers/Firms/Vendors in accordance with the terms, conditions and specifications stated or attached. The Proposer, at a minimum, must achieve the requirements of the Scope of Work stated herein.

All references to “Proposer” are also referred to as “Consultant,” “Firm,” “Offeror,” “Contractor,” and “Vendor.”

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance.

Under the current contract, emergency catering services were activated four (4) times—for Hurricanes Ian, Idalia, Helene, and Milton—at a cost of approximately $800,000. For historical meal volumes, in the recent County activations approximately 2,615 meals per day on average over 13 days for Hurricane Ian were served and 1,200 meals per day on average over 3 days for Hurricane Milton were served. These historical expenditures are provided for context only and should not be interpreted as a guarantee or minimum purchase level under any new agreements that may result.

BACKGROUND

Collier County experiences recurring tropical weather events, wildfires, and other emergencies that can disrupt commercial food-service availability and require around-the-clock operations by County staff. During such activations, the County must provide safe and nutritious meals to staff, even when power, potable water, and supply chains are compromised. An on-call emergency catering contract ensures that pre-qualified vendors can rapidly deliver boxed meals or deploy self-contained mobile kitchens, allowing the County to sustain field response and continuity of government functions regardless of the incident’s scale or duration.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for an initial three (3) years with one (1) - two (2) year renewals.

Prices shall remain firm for the initial term of the contract. The intent of the County is to award a Primary, Secondary and Tertiary Vendor.

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

The County Manager, or the County Manager’s designee, may extend the contract under all of the terms and conditions contained in the awarded contract for up to one hundred and eighty (180) days. The County Manager or designee, shall give the Contractor written notice of the County's intention to extend the contract term 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.

https://procurement.opengov.com/portal/collier-county-fl

DETAILED SCOPE OF WORK

1. GENERAL OVERVIEW

1.1. Purpose

1.1.1. The Collier County Facilities Management Division seeks qualified Vendor(s) to ensure uninterrupted delivery of safe, nutritious, high-quality meals and beverages that sustain County operations and emergency response efforts before, during, and after emergency or disaster events.

1.1.2. Emergency catering services may be activated in response to hurricanes, tropical storms, wildfires, tornadoes, pandemics, utility failures, or other natural or man-made disasters requiring mass feeding support.

1.1.3. Vendor(s) must be capable of supporting both preparation models at two primary operational locations: (a) the Facilities Management Division located on the main government campus and (b) the Collier County Emergency Operations Center (EOC).

1.1.4. Depending on incidental needs, the County may direct the vendor to (i) prepare meals off-site and deliver them boxed to either location, or (ii) deploy and operate self-contained mobile kitchens on-site at either location.

1.1.5. Additional Locations. While the Facilities Management Division (main government campus) and the EOC are the primary operational sites, the County reserves the right to designate additional meal-service locations if incident conditions warrant.

1.1.6. Vendor(s) must be prepared to scale their services as required, based on the magnitude and duration of an emergency, including widespread power outages or infrastructure disruptions.

1.1.7. All services under the awarded contract must meet FEMA reimbursement requirements and include cost documentation, audit-ready records, and adherence to applicable federal procurement standards.

2. ACTIVATION & RESPONSE REQUIREMENTS

2.1. Activation

2.1.1. The Vendor(s) will be required to attend an on-site coordination meeting with the County prior to the start of each hurricane season. The County will schedule this meeting.

2.1.2. The County will issue a verbal or written notice to the selected vendor(s) when catering services are required.

2.1.3. Notification Target. The County will strive to provide Vendor(s) with forty-eight (48) hour notice before meal services are required. This timeframe is a target—not a guaranteed requirement—and may be shortened or extended based on the specific circumstances of the emergency activation.

2.1.4. Upon issuance of the activation notice described in Section 2.1.2, the vendor must acknowledge receipt of the notice to the County within two (2) hours. The acknowledgement must identify the vendor’s primary point of contact for coordination and confirm that mobilization preparations are underway.

2.1.5. Mobilization Window. The vendor must be capable of mobilizing staff, equipment, and resources within six (6) hours of the County’s activation notice. This timeframe is a target that may be revised upward or downward based on incident conditions and must be finalized through mutual agreement between the vendor’s designated point of contact and the County liaison after the vendor acknowledges receipt of notice that services are required.

2.1.6. Services may be activated 24 hours per day, 7 days per week, including weekends and holidays, depending on the nature and timing of the emergency.

2.1.7. The vendor(s) must coordinate with the County representatives to determine meal quantities, delivery locations, schedules, and any special dietary requirements.

2.1.8. The vendor(s) must maintain a 24/7 point of contact to respond to activation requests, provide status updates, and address any issues during emergency operations.

2.1.9. The vendor(s) must maintain flexibility to adjust meal production and delivery based on changes in servings, location adjustments, and evolving operational needs.

2.2. Coordination & Communication

2.2.1. Vendor(s) must maintain active communication with the Facilities Management Division or its designee throughout the duration of activation.

2.2.2. Coordination may be conducted on-site or remotely, depending on the operational status of the County and emergency conditions.

2.2.3. The Vendor must notify the County of any disruption to service, delivery delays, or logistical obstacles that may affect execution.

2.2.4. The Vendor(s) must maintain accurate records of all communications, meal preparation, and delivery activities for reporting, invoicing, and audit purposes.

2.2.5. The vendor(s) must respond promptly to any changes in emergency requirements, including meal modifications and adjustments.

2.3. Staffing and Operational Readiness

2.3.1. Vendor(s) must have qualified personnel available to support meal preparation, packaging, transportation, delivery, and the setup and operation of on-site mobile kitchens upon activation.

2.3.2. The vendor must provide the County with current contact lists and internal response procedures at the start of any resultant agreement and must provide updated versions whenever changes occur.

2.3.3. The County may request a pre-activation planning meeting to discuss logistics, delivery locations, and operational expectations.

2.3.4. All staff involved in food preparation and handling must possess current certifications in food safety and comply with all federal, state, and local health regulations.

2.3.5. The vendor must demonstrate the ability to scale staffing levels rapidly to meet changing operational demands, including surges in meal production or delivery volume.

2.3.6. The vendor must maintain operational readiness year-round, including access to licensed kitchen facilities, delivery vehicles, food supplies, and serving equipment.

2.3.7. The vendor must have a continuity of operations plan to address potential disruptions such as supply delays, power outages, and transportation challenges.

2.4. Documentation and Cost Tracking

2.4.1. Vendor(s) must begin tracking costs and documenting meal deliveries upon activation.

2.4.2. All services must be tracked in accordance with FEMA Public Assistance requirements, including meal counts, delivery logs, and supporting receipts.

2.4.3. Vendor(s) must provide daily reports if requested, detailing services rendered, meals delivered, or meals served.

2.4.4. The vendor must maintain detailed records of all meals prepared, delivered, and served, including dates, quantities, locations, and any special dietary accommodations provided.

2.5. Meal Count Process

2.5.1. On-Site Preparation (Buffet or Boxed)

a) Distribution Control: Vendor staff must record each meal issued at the serving line or pick-up station.

b) Reconciliation Timeline: The total number of meals distributed must be reported to the County liaison within two (2) hours after each meal period.

2.5.2. Off-Site Preparation & Delivery (Boxed or Shelf-Stable)

a) Delivery Manifest: Each shipment must include a bill of lading or manifest showing the exact number of meals delivered.

b) County Verification: County personnel will sign the manifest upon verification; discrepancies must be resolved within one (1) hour.

2.5.3. The vendor must follow the counting method outlined in sections 2.5.1 and 2.5.2. The County must approve any alternative counting method by June 1st of each calendar year, the start of hurricane season.

2.5.4. The vendor must implement a verification process at delivery sites to confirm the number of meals delivered, with signatures or digital confirmation from authorized personnel.

2.5.5. The vendor shall maintain the ability to adjust meal production in response to fluctuating demand, ensuring no service interruption.

3. MEAL SERVICE REQUIREMENTS

3.1. Meal Types and Quality

3.1.1. Vendor(s) must be capable of providing a variety of meal types, including hot, cold, shelf-stable, and ready-to-eat meals, based on event needs and direction from the County.

3.1.2. All meals must be safe, nutritious, and include a balanced composition of protein, starch, vegetable or fruit, and beverage. Meals must be free from spoilage, contamination, and substandard ingredients, and should adhere to nutritional standards such as the USDA MyPlate or an equivalent guideline.

3.1.3. Vendor(s) must ensure food safety by maintaining appropriate temperature control during preparation, packaging, storage, and transport in accordance with applicable food handling regulations.

3.2. Meal Packaging and Labeling

3.2.1. Meals must be individually packaged in sturdy, disposable containers suitable for field conditions. Containers must be microwave-safe for hot meals, and recyclable materials must be used when commercially available.

3.2.2. Each meal must be clearly labeled with the production date, meal type (e.g., breakfast, lunch, dinner), and any relevant dietary information (e.g., vegetarian, allergen content).

3.2.3. Labels must identify allergens and major ingredients to ensure consumption by individuals with dietary restrictions.

3.2.4. Disposable utensils, napkins, and condiments must be provided with each meal, unless otherwise specified.

3.3. Dietary Accommodations

3.3.1. Vendor(s) must make reasonable efforts to provide vegetarian and allergy-sensitive dietary accommodations upon request by the County.

3.3.2. Requests for dietary accommodation must be met without disruption to standard meal service.

3.3.3. Vendor(s) must maintain separate preparation and packaging processes to avoid cross-contamination for allergy-sensitive meals.

3.3.4. Menus reflecting dietary accommodations must be submitted to the County for approval upon request.

3.4. Service Timing, Delivery, and On-Site Service

3.4.1. Meals must meet the service windows defined in 3.5.7. Boxed or shelf-stable meals prepared off-site must arrive at the designated location no later than 15 minutes before the window opens, while food prepared on-site must be ready for service at the window’s start, unless otherwise directed by the County.

3.4.2. Vendor(s) must have the capability to adjust delivery schedules and methods based on site accessibility, curfews, or emergency directives. If available, Vendor(s) should utilize delivery-tracking tools or GPS routing to assist with coordination and ensure timely delivery.

3.5. Meal Preparation Models

3.5.1. Off-Site Preparation & Delivery. At the County’s discretion, meals may be prepared at the vendor’s own facility and delivered, fully packaged, to County-designated locations.

3.5.2. On-Site Mobile Kitchen. Alternatively, the County may direct the vendor to deploy mobile or temporary kitchen units at designated sites. Meals may then be:

• Served buffet style onsite, or

• Boxed/packaged on-site for distribution to field personnel.

3.5.3. The County will specify the required model—or a combination of both—at the time it issues the activation notice.

Vendor(s) must transition between models as incident conditions evolve.

3.5.4. The County acknowledges that shifting between preparation models impacts staffing, equipment staging, and logistics; such transitions will be coordinated with the vendor during the activation period to ensure feasible lead times.

3.5.5. After-Hours Meals/Snacks. Each day, the County will notify the Vendor(s) of the number of boxed/packaged meals needed for after-hours staff.

3.5.6. All food-safety, temperature-control, packaging, and labeling requirements in Sections 3.1 – 3.2 apply regardless of preparation model.

3.5.7. Serving Times. Unless otherwise directed by the County, the following default serving windows must apply. All times are Eastern Time and may be adjusted at activation to align with incident conditions or staffing constraints:

Meal Period Service Window Breakfast 06:00 AM – 09:00 AM Lunch 11:00 AM – 02:00 PM Dinner 05:00 PM – 08:00 PM

4. EQUIPMENT, SUPPLIES, AND SANITATION

4.1. Equipment and Supplies

4.1.1. Vendor(s) must provide all necessary equipment, utensils, packaging materials, and consumables required to prepare, store, and serve meals safely and efficiently, including portable cooking, refrigeration, and serving units suitable for mobile-kitchen deployment. Vendor(s) must maintain adequate supplies on hand and be responsible for restocking all supplies as needed.

4.1.2. Self-Sufficiency. The County will not supply any equipment or materials unless expressly agreed upon in writing.

Vendor(s) must be fully self-sufficient, maintaining backup equipment, refrigeration capacity, and fuel reserves (e.g., propane, diesel, gasoline) sufficient to support extended operations—including mobile kitchen trailers or field kitchens—under challenging conditions where County utilities may be unavailable.

4.1.3. Cold-Storage Capacity. When an on-site or mobile kitchen is deployed, the vendor must furnish and maintain refrigerated and frozen storage units that can hold approximately two (2) to three (3) days of raw or prepared food inventory based on the forecasted meal count. The vendor is responsible for powering these units and providing any necessary backup power or fuel to ensure continuous safe temperatures.

4.2. Sanitation and Food Safety

4.2.1. Vendor(s) must maintain sanitary conditions in all food preparation, storage, and delivery operations—including vendor-supplied cold-storage trailers—in compliance with Florida Department of Health requirements, FDA Food Code, United States Department of Agriculture (USDA), and applicable federal food-safety standards.

4.2.2. All personnel involved in meal preparation or handling must use appropriate personal protective equipment (PPE) and maintain proper hygiene at all times.

4.2.3. Food preparation areas, equipment, vehicles, and storage facilities must be clean, sanitized, and inspected regularly to prevent contamination.

4.2.4. All food must be stored, transported, and served at safe temperatures.

4.3. Waste Management

4.3.1. Waste Scope. When meals are prepared on-site, the Vendor(s) must collect and properly dispose of all food waste, packaging materials, and related refuse in appropriate receptacles generated from their operations. For off-site prepared meals delivered in boxes, the vendor’s responsibility is limited to removing any waste generated during delivery and staging. The disposal of empty meal containers consumed on-site will be handled by the County.

4.3.2. All waste generated during meal preparation, packaging, transport, and distribution must be collected, contained, and disposed of properly in compliance with local health and environmental regulations.

4.3.3. Food waste and expired meals must be separated from active food supplies and disposed of promptly to prevent cross-contamination.

4.3.4. Vendor(s) are also responsible for cleaning the food service area after each meal period.

5. VENDOR RESPONSIBILITIES

5.1. General Requirements

5.1.1. Vendor(s) must obtain and maintain all required licenses, permits, and certifications necessary to operate food service during emergency events, including mobile food dispensing units, in accordance with Florida Administrative Code §61C-4.0161 and other applicable laws.

5.1.2. Vendor(s) must comply with all federal, state, and local health, safety, sanitation, and food service regulations.

5.1.3. Vendor(s) must provide all labor, supervision, and consumables necessary to perform under the awarded contract, including but not limited to: Food, beverages, and condiments; - Transportation, packaging, and serving materials;

and – Cooking, refrigeration, refrigerated/frozen storage, and food-service equipment.

5.2. Staffing and Personnel

5.2.1. Vendor(s) must maintain an adequate number of trained food service personnel to meet operational demands during activation.

5.2.2. All staff involved in food handling must be appropriately certified or licensed in accordance with Florida food-safety standards and applicable health regulations.

5.2.3. Vendor staff must wear clean uniforms and identification and maintain a professional appearance and conduct at all times.

5.2.4. Personnel must adhere to professional conduct standards and comply with all safety, security, and site access requirements established by the County.

5.3. Operations and Oversight

5.3.1. Vendor(s) must designate a primary liaison to the County who must be available 24/7 during periods of activation.

5.3.2. Vendor(s) must provide a working telephone number and email address for direct communication throughout the duration of the contract.

5.3.3. Surplus Meals Handling. Leftover or unused food from one meal period must not be reused for subsequent service.

• Off-site boxed delivery: The County will manage the distribution or disposal of unused meals once they have been delivered and accepted.

6. COUNTY RESPONSIBILITIES

6.1. Coordination Support

6.1.1. The County must coordinate with the vendor to identify delivery sites, access instructions, and any location-specific restrictions.

6.2. Site Access and Support

6.2.1. The County must ensure reasonable access to designated delivery locations and/or adequate space for vendor mobile-kitchen deployment and refrigerated/frozen storage when on-site preparation is required.

6.2.2. County personnel will be available on-site or remotely to accept deliveries, provide meal count forecasts, and facilitate service coordination.

6.2.3. Forecast Timing Targets. An initial estimated meal count will be provided with the notice of activation. The County reserves the right to increase or decrease the number of meals. The County will make every reasonable effort to furnish estimated meal counts within the following target windows:

• Off-Site Preparation & Delivery: For each subsequent scheduled service, the County will strive to provide an estimated meal count approximately twenty-four (24) hours in advance, allowing for production and transportation time.

• On-Site Mobile Kitchen: Approximately four (4) hours before each scheduled service period. These timeframes are targets rather than strict requirements; actual notice may be shorter or longer depending on operational conditions. Adjustments to meal counts will be communicated promptly via phone, email, or WebEOC. The vendor must acknowledge receipt of any change within one (1) hour.

6.2.4. The County must communicate any changes as soon as reasonably possible to logistics, curfews, access restrictions, or anticipated meal volumes that may affect vendor operations.

7. INVOICING AND PAYMENT

7.1. Invoicing Requirements

7.1.1. Vendor(s) must submit itemized invoices in accordance with the awarded contract fee schedule following each activation period.

7.1.2. Invoices must include:

• Dates of service

• Number and type of meals provided (e.g., breakfast, lunch, dinner, shelf-stable)

• Preparation model utilized (off-site or on-site, boxed/buffet)

• Unit cost per meal and total cost

• Delivery locations and times

• Reference to activation notice or event name

• Supporting documentation (delivery logs, receipts, and cost-tracking records)

• Purchase Order Number

• Contract Number

7.1.3. Invoices submitted without the required supporting documentation may be delayed or rejected until the necessary corrections are made.

8. RECORD RETENTION AND ACCESS

8.1. Vendor(s) must maintain all documentation related to activation, service delivery, cost tracking, and correspondence for a minimum of five (5) years from the conclusion of services, or longer if required by federal or state law.

8.2. Records must include meal counts, delivery logs, invoices, supporting receipts, and any documentation required to support

FEMA reimbursement.

9. PRICE MODIFICATIONS

9.1. The Vendor must fully document and submit any requested adjustment at least one hundred and twenty (120) days prior to the renewal date of the contract.

9.2. All requests must be submitted in writing to the Contract Administrative Agent.

9.3. Price-increase request review may take over sixty (60) days to complete.

9.4. Retroactive price adjustments are not authorized.

9.5. The Vendor must provide supporting documentation justifying price increases (examples: Bureau of Labor Statistics, supplier material agreements, fuel increases, etc.). If there is no documented proof, price increases will not be considered.

9.6. The Contract Administrative Agent must analyze prices to determine whether increases are fair and reasonable.

9.7. The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended.

9.8. Price increases are not guaranteed.

10. PRICE PER MEAL

10.1. The Vendor’s pricing must be all-inclusive per meal as quoted on the Cost Schedule. The vendor's price per meal must include the actual labor costs and total cost of doing business, including, but not limited to, the following consolidated charges:

a) Labor, overhead, fringe benefits, insurance, and profit

b) Setup and tear-down costs

c) Delivery logistics and mobile-kitchen deployment: transportation, driver labor, fuel (propane, gas, diesel, electric), and on-site kitchen set-up costs

d) Travel-related expenses such as lodging and travel time

e) Service charges, surcharges, and gratuities

f) Potable water and generators for equipment operation

g) Food products, condiments, and disposable serving ware

h) Catering equipment, portable refrigeration/freezers with associated power and fuel, tools, and miscellaneous supplies

11. COST SCHEDULE

11.1 The Vendor shall complete the table under Evaluation Criteria No. 5 – Cost of Services to the County. Failure to complete Evaluation Criteria No. 5 – Cost of Services may deem a vendor non-responsive.

11.2 All Inclusive. All prices must be fully burdened and include every cost element listed in Section 10. On-site preparation prices must include the cost of providing, powering, and maintaining the refrigerated/frozen storage trailers required under Section 4.1.3.

11.3 The County will designate the required preparation model(s) at activation. Vendor(s) must quote all applicable unit prices.

12. SAMPLE MEALS

The following outlines sample meals expected for emergency catering over seven days. These are examples only and subject to availability and County approval.

Days 1 through 3

Breakfast

• 4 oz. Scrambled Eggs and Egg Substitute

• 2 oz. Breakfast Meat

• 1 pc. Breakfast Bread (waffle, pancake) or Toast

• Butter and syrup or jam

• 12 oz. Coffee, Juice, or Milk

Snack

• 1 each Muffin or Bagel

• 1 each Fresh Whole Fruit

Lunch

• Fresh Tossed Salad

• 4 oz. Protein – Chicken, Beef, Pork, sandwiches, etc.

• 4 oz. Starch – pasta, potato, rice

• 3 oz. Vegetable – fresh/frozen

• 12 oz. Beverage

Dinner

• Fresh Tossed Salad

• 6 oz. Protein – Chicken, Beef, Pork, dinner entrées, etc.

• 4 oz. Starch – pasta, potato, rice

• 3 oz. Vegetable – fresh/frozen

• Dessert – Cookie, etc.

• 12 oz. Beverage

By Day 4, the County may direct the vendor to begin transitioning into the remaining frozen items and introduce dry and canned products. The menu should become simpler. Days 5 through 7 will be basic and intended to provide nutrition through shelf-stable products.

Day 4 (example only)

Breakfast

• Hard-Boiled Egg

• 4 oz. Dry Cereal or Hot Cereal

• 3 oz. Canned Fruit and/or Yogurt

• 8 oz. Coffee or Water

Snack

• 1 each Granola Bar, Cheese, Dried Fruit, or Bag of Chips

Lunch

• Carrot Sticks or Celery Sticks

• Deli Sandwich

• Bag of Chips

• 12 oz. Beverage

Dinner

• 8 oz. Entrée – Lasagna, Pasta Bake, Ravioli, Tuna Casserole, etc.

• 3 oz. Frozen or Canned Vegetables

• 12 oz. Beverage

• Dessert

Days 5 through 7 (example only)

Breakfast

• 4 oz. Dry Cereal or Hot Cereal

• 3 oz. Canned Fruit and/or Yogurt

• 8 oz. Water, Coffee if available

Snack

• 1 each Granola Bar, Cheese, Dried Fruit, or Bag of Chips

Lunch

• 8 oz. Soup or Chili, etc.

• 1 pc. Roll or Bread

• 3 oz. Vegetable – fresh/frozen

• 12 oz. Beverage

Dinner

• 8 oz. Entrée – Lasagna, Pasta Bake, Ravioli, Tuna Casserole, etc.

• 3 oz. Frozen or Canned Vegetables

• 12 oz. Beverage

REQUEST FOR PROPOSAL (RFP) PROCESS

1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Evaluation Criteria for Development of Shortlist, which will be the basis for short-listing the Proposers.

The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the County. The County will use a Selection Committee in the Request for Proposal selection process.

1.2 The County will use a Selection Committee in the RFP selection process and follow the process herein and in the RFP Instructions.

1.3 The County will then score and rank at least the top three short-listed Proposers and enter into negotiations with the top ranked Proposer or multiple Proposers. The County reserves the right to issue an invitation for oral presentations to obtain additional information after grading and before the final ranking.

1.4 The intent of the oral presentations, if deemed necessary, is to provide the vendors with a venue where they can conduct discussions with the Selection Committee to clarify questions and concerns before providing a final rank.

1.5 Based upon a review of these proposals, the County will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria and then negotiate in good faith an Agreement with the top-ranked Proposer(s).

1.6 With successful negotiations, a contract will be developed with the selected Proposer(s), based on the negotiated price and/or scope of services and submitted for approval by the Board of County Commissioners.

1.7 If, in the sole judgment of the County, a contract cannot be successfully negotiated with the top-ranked Proposer, negotiations with that Proposer will be formally terminated and negotiations shall begin with the Proposer ranked second. If a contract cannot be successfully negotiated with the Proposer ranked second, negotiations with that Proposer will be formally terminated and negotiations shall begin with the third-ranked Proposer, and so on.

1.8 The County reserves the right to negotiate any element of the proposals in the best interest of the County.

RESPONSE FORMAT AND EVALUATION CRITERIA FOR DEVELOPMENT OF SHORTLIST:

1.9 For the development of a shortlist, this evaluation criterion will be utilized by the County’s Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria:

Evaluation Criteria Maximum Points

1. Cover Letter / Management Summary 5 Points

2. Financial Capacity 15 Points

3. Experience and Capacity of the Vendor 30 Points

4. Plan of Approach 30 Points

5. Cost of Services to the County 20 Points

TOTAL POSSIBLE POINTS 100 Points

Tie Breaker: In the event of a tie at final ranking, the award shall be made to the Proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty-four

(24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie-breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director or designee, before at least three (3) witnesses.

Each criterion and methodology for scoring is further described below.

***Proposals must be assembled, at minimum, in the order of the Evaluation Criteria listed or your proposal may be deemed non-responsive***

EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available)

In this criteria, include the following:

Provide a cover letter, signed by an authorized officer of the Company, describing the Company’s experience and underlying philosophy in providing the services described and requested in this solicitation.

Description should include details such as abilities, capacity, skills, strengths, years in business, and number of employees.

Include the name(s), telephone number(s), and email(s) of the authorized contact person(s) concerning the proposal.

Submission of a signed Proposal is the Proposer’s certification that the Proposal will accept any awards as a result of this

RFP.

EVALUATION CRITERIA NO. 2: FINANCIAL CAPACITY (15 Total Points Available)

• Financial Stability: Proposer must demonstrate financial stability sufficient for the Evaluation Selection Committee to conclude Proposer has the financial ability to perform and support the required services proposed for the term of the contract and the financial resources and capabilities to assume extensive expenditures; including sufficient cash flow such as to not negatively impact staffing and resource levels through uninterrupted timely payment of Sub- Proposer’s for the duration of a large scale extended recovery event.

• The Proposer must provide a statement of the Proposer’s financial stability, including information regarding any current or previous bankruptcy proceedings.

• The Proposer must include a copy of the most recent annual financial report/annual audit, independent certified audit, Dunn & Bradstreet report, 10K, or the most recent 10Q, if appropriate. Financial reports must include, at a minimum, a Balance Sheet, an Income Statement, and a Statement of Cash Flow. *Financial report documents are not included within page restrictions but should be limited as much as possible to five (5) pages. *

• Provide a summary regarding any current, prior, or pending litigation, either civil or criminal, involving a governmental agency, in which the Proposer, any of its partners, employees, or subcontractors, is or has been involved within the last five years. The summary must state the nature of the litigation, claim, or contract dispute, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved. State if there are no litigation claim(s) or contract dispute(s) filed by or against the Proposer which is related to the services that the Proposer provides in the regular course of business.

• List any regulatory or license agency sanctions in the past five (5) years related to the services that Proposer provides in the regular course of business. State if there are no license sanctions against the Proposer in the above-stated calendar years.

If you consider any portion of your documentation to be a trade secret, proprietary, or otherwise confidential, please clearly mark those documents as such in accordance with Chapter 119, Florida Statutes (Public Records Law).

EVALUATION CRITERIA NO. 3: EXPERIENCE AND CAPACITY OF THE COMPANY (30 Total Points Available)

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during a period of the last 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 Proposer that best represent projects of similar size, scope and complexity of this project using form provided in form. Proposers 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.

Details for each project example provided should include:

a. Project Name

b. Project Address

c. Customer Name

d. Customer Contact Information

• Point of contact Name, Phone, and Email

e. Brief description of work provided and dates of event

f. Type of event (i.e., disaster, private, municipal, etc.)

g. Quantity of people served

h. Quantity of meals served

EVALUATION CRITERIA NO. 4: PLAN OF APPROACH (30 Total Points Available)

• Provide a detailed Plan of Approach that explains how your company intends to comply with and meet the anticipated deliverables as detailed within this solicitation. A detailed Plan of Approach must include, but not be limited to, an approach for providing the requested services, anticipated resources, staffing levels, food delivery and preservation, and necessary equipment. Submit details on the process of preparation of meals, serving of meals, delivery of boxed meals off-site, and the ratio of personnel per person being fed. Vendor(s) are requested to provide, in such detail, their food preparation locations and facilities.

• Provide a proposed timeline showing how your company will mobilize, stage, and provide all required services within twenty-four hours after notice of activation by the County.

• Provide seven (7) days’ worth of sample menus that are representative of meals to be served.

• The breakfast menu should include both a typical continental (cold) breakfast and a typical buffet hot breakfast.

• Lunch and dinner menus should include both box meals and hot (buffet) meals.

• Provide a copy of your Company’s meal cancellation policy.

• Provide copies of your Company’s current health inspection records.

• Provide copies of your Company’s licenses and certifications.

EVALUATION CRITERIA NO. 5: COST OF SERVICES TO THE COUNTY (20 Total Points Available)

*The quantities listed in the table below are for bid-evaluation purposes only. Please see the Background Information Section for historical meal quantities during recent County-declared States of Emergency.

Meal Type & Preparation Model Unit Description Quantity* Unit Price (to be completed by Vendor) Total

Breakfast – Off-Site Prep & Delivery Per complete meal 700

Breakfast – On-Site Prep (Boxed) Per complete meal 500

Breakfast – On-Site Prep (Buffet) Per complete meal 200

Lunch – Off-Site Prep & Delivery Per complete meal 700

Lunch – On-Site Prep (Boxed) Per complete meal 500

Lunch – On-Site Prep (Buffet) Per complete meal 200

Dinner – Off-Site Prep & Delivery Per complete meal 700

Dinner – On-Site Prep (Boxed) Per complete meal 500

Dinner – On-Site Prep (Buffet) Per complete meal 200

Shelf-Stable Meal – Off-Site Prep & Delivery Per complete meal 700

Snack (any model) Per snack unit 350

Beverage (12 oz. minimum) Per beverage 350

Total Cost

VENDOR CHECKLIST

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