3-RFP-Catering-071525.docx

Jefferson County

Request for Proposals

Food Catering Services-FED

Project # 25-14586H-EM

Funding for this is project may be from County funds, State funds or Federal funds.

July 2025

RFP TITLE - 5 - Project – #

CONTENTS

I. INTRODUCTION

Jefferson County is requesting mass feeding services during emergency incidents, including, but not limited to wildfires, floods, and other natural or man-made disasters requiring mass feeding for emergency responders, evacuees, and other designated individuals

II. BACKGROUND

Jefferson County responds to emergency incidents throughout the year and may occur at any time of year. Locations of the incidents will vary within the county of Jefferson. Some examples of emergencies include:

1. Weather related events (e.g. extreme cold or heat)

2. Wildfires

3. Floods

4. Other natural or man-made disaster

During these emergency incidents, on-call mass feeding services for a variable number of people are needed for the duration of the event. The duration of the emergency incidents is undetermined at the onset. Thus, it is important for contractors awarded under this Request for Proposal (RFP) to be able to scale up or scale down their services based on need and also be able to respond within the timeframe outlined in the next section, Scope of Services.

Firms may submit proposals for all or some of the meals included in this RFP.

Multiple contracts may be awarded under this Request for Proposal. However, the award of a contract does not guarantee that a firm will receive any work, or any specific level of work under the contract due to the uncertainties of emergency incidents. In addition, one or multiple contractors may be requested to provide services during any emergency incident.

Awarded contracts will be for a three-year initial term and may be renewed annually for four additional one-year terms.

Current funding for these services is County funds. However, future emergency incidents may be funded by state or federal dollars.

III. SCOPE OF SERVICES

Refer to attachment Statement of Work for Food Catering Services.

IV. MINIMUM QUALIFICATIONS

To be considered for award of this contract, the following minimum qualifications must be met:

A. The firm must have a minimum of one (1) year of experience providing similar services.

B. The firm must have a current Retail Food Establishment License.

C. The ability to meet the County’s insurance requirements with any exceptions approved by the County’s Safety and Compliance Office.

D. Firm may not be currently debarred or have any exclusions from receiving federal funds according to the System for Award Management (SAM) at https://sam.gov/search/?index=_all&page=1&pageSize=25&sort=modifiedDate&sfm%5Bstatus%5D%5Bis_active%5D=true&sfm%5Bstatus%5D%5Bis_inactive%5D=null E. Firm must have an active Unique Entity Identifier (UEI) and an active registration according to the System for Award Management (SAM) at https://sam.gov/search/?index=_all&page=1&pageSize=25&sort=modifiedDate&sfm%5Bstatus%5D%5Bis_active%5D=true&sfm%5Bstatus%5D%5Bis_inactive%5D=null

Proposals that do not meet the minimum qualifications will not move forward in the evaluation process.

V. EVALUATION CRITERIA

The County will evaluate proposals based on the evaluation criteria listed. The evaluation criteria are not listed in any order of predominance. Firms should consider all criteria when submitting their proposal. Selection will be based solely on the information each firm provides. Missing or incomplete information may be cause for rejection. Proposals will be evaluated on the following criteria:

A. Similar Project History B. Statement of Work C. Fit and Appropriateness of Proposed Solution D. Firm Stability (i.e., bankruptcy, etc.)

E. Quality & Completeness of Proposal F. Cost Proposal G. Interview/Presentation, if applicable H. References (may only be reviewed for top-rated firms)

The top-rated firms may be interviewed as part of the evaluation.

VI. PROPOSAL FORMAT

Include the following items listed below in the order requested.

CLEARLY IDENTIFY EACH SECTION

A. Retail Food Establishment License Include a copy of your firm’s current Retail Food Establishment License.

B. Similar Project History Provide examples of three (3) major contracts with governmental entities which are similar to the scope of these services. Include the following information for each project:

1. Firm/facility name

2. Term of contract

3. Total dollar amount of contract

4. Number of meals served

5. Contact name at facility

6. Phone number for contact

C. Statement of Work

1. Provide proposed edits to the attached Scope of Work to create a detailed Statement of Work describing the implementation of the solution and the services to be provided including all deliverables and schedule of milestones and/or deliverables.

2. Include a list of equipment that will be provided by your firm.

3. The Statement of Work should be a free-standing document and separate in the proposal so it can easily be attached as an exhibit to the final contract.

D. Sample Menus

1. Provide samples of Menu A containing meals consisting of standard caloric requirements (approximately 2000 calories per day for adults). Include the following in the menu:

a. Breakfast, lunch, dinner

b. 3-day menu and 7-day menu

c. Equipment (e.g. utensils, etc.) provided by your firm for each meal

d. An option for providing less than 250 meals and an option for providing up to 500 meals if there is different approach based on number of meals

e. Children’s option (not required, but firms are encouraged to include)

2. Provide samples of Menu B containing meals consisting of increased caloric requirements wildland firefighters need to sustain dietary needs (based on minimum of 6000 calories per day):

a. Breakfast, lunch, dinner

b. 3-day menu and 7-day menu

c. Equipment (e.g. utensils, etc.) provided by your firm for each meal.

d. An option for providing less than 50 and an option for providing up to 250 if there is a different approach based on number of meals

E. Cost Proposal Enclose the Cost Proposal in a separate envelope in accordance with the Proposal Submittal Section. Costs must include all labor, equipment and materials required for the goods and/or services.

In the Cost Proposal, include and identify all proposed costs, including but not limited to:

1. Menu A-Cost per meal

a. Breakfast-Single packaged meal pricing vs. buffet style if pricing differs.

b. Lunch- Single packaged meal pricing vs. buffet style if pricing differs.

c. Dinner- Single packaged meal pricing vs. buffet style if pricing differs.

d. Specify if the cost for providing less than 250 meals differs from the cost for up to 500 meals

2. Menu B- Cost per meal

a. Breakfast

b. Lunch

c. Dinner

d. Specify if the cost for providing less than 50 meals differs from the cost for up to 250 meals

3. Cap increase percentage for renewal years.

Proposed pricing must remain firm until December 2026.

VII. METHOD OF SUBMITTAL

Proposals shall be submitted in the format as stipulated in the Proposal Submittal Section found in the exhibits.

All proposals submitted shall become the property of Jefferson County and will become public record. Jefferson County reserves the right to reject any and all proposals in whole, or in part, received in response to this RFP.

All costs related to the development of a response to this RFP and any subsequent interview are the exclusive responsibility of the responding firm. The County will not pay for any information herein requested, nor is it liable for any costs incurred by the participating firms.

VIII. METHOD OF AWARD

The selection process may include a request for additional information or an oral presentation to support the written proposal.

The County reserves the right to award this Contract not necessarily to the firm or firms with the lowest price, but to the firm or firms that demonstrate the best ability to fulfill the requirements of this request for proposal. The successful firm or firms will be chosen based on the qualifications and selection criteria discussed in this Request for Proposal.

For emergencies, the County reserves the right to use any of the successful firms. If it is in the best interest of Jefferson County, the County reserves the right to release separate Requests for Quotes, Invitation to Bids or other solicitations for emergencies, as needed.

The successful firm or firms shall commence work only after the transmittal of a fully executed Contract and Notice to Proceed. The successful firm will perform all services indicated in the proposal in compliance with the executed Contract.

RFP: Food Catering Services-FED 25-14586H-EM