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Michigan.gov/MiProcurement
BIDDER QUESTIONS & ANSWERS
Request for Proposal No. 260000002176 Nutritional Services at the Michigan Veteran Homes Chesterfield Township (MHV CT) and Michigan Veteran Homes D.J. Jacobetti Home for Veterans (MVHDJJ) – Department of Veteran and Military Affairs (DMVA) and Michigan Veteran Homes (MVH)
| Q # |
| Document and Section |
| Page # |
| Bidder Question |
| Answer (to be completed by the State) |
| 1 |
| Schedule A – 4.7 Catering for Meeting and Activities |
| 12 |
| The second bidder question asks for the document to be labeled as “4.6 Sample Catering Quote”. However, this is section 4.7. Do you want it labeled as 4.6 or 4.7? |
| Either labeling convention is acceptable. The document may be titled “4.6 Sample Catering Quote” or “4.7 Sample Catering Quote,” and the State will accept either format as long as the required content is included. |
| 2 |
| Schedule A – 4.9 Nutrition Management System |
| 13 |
| Will the vendor be able to integrate with the MVH CT MealSuite system and will it be started on day one of the contract? |
| MVH currently uses a Nutrition Management system and will be transitioning to MealSuite, with the conversion planned for early 2027. This transition will overlap with the new contract term. The awarded Contractor will be required to assist with the transition, including mapping and migrating information into MealSuite. Implementation will begin at both MVH CT and MVHDJJ at the same time. While vendors may use their own systems that interface with MealSuite, all required nutrition services data must ultimately reside within the State’s MealSuite environment. The State will support a smooth and coordinated transition. |
| 3 |
| Schedule A – 7.2.D MVH CT Meal Service Requirements |
| 23-25 |
| Staffing requirements - states during meal times. Are staff expected only during meal service times and during clean up? |
| At MVH CT, the household kitchens must be staffed during meal service and the associated cleanup period. Staffing is not required during gaps between meal periods unless operational needs arise. The main kitchen must remain staffed throughout the day, and MVH CT will communicate directly with main kitchen staff if additional support is needed during a meal period gap. |
| 4 |
| Schedule A – 7.2.H The Bistro |
| 23-24 |
| Are all the tables and chairs in the MVH CT bistro included in the cleaning responsibility of the dietary department? |
| Yes. The Contractor is responsible for the full operation of the Bistro, which encompasses cleaning the entire dining area, including all tables and chairs. |
| 5 |
| Schedule A – 7.2.H The Bistro |
| 23-24 |
| What are the expected hours of operation for the Bistro? |
| The RFP does not set fixed hours for Bistro operations. The Contractor must propose operating hours for Program Manager approval. The State’s current preference is for the Bistro to operate from approximately 11:00 a.m. to 2:30 p.m., seven days per week. Historically, the Bistro also operated from 6:00 a.m. to 7:00 a.m., and expanded hours, such as reinstating breakfast service, may be implemented upon mutual agreement if demand supports it. |
| 6 |
| Schedule A – 7.2.H The Bistro |
| 23-24 |
| Are sales from the Bistro subject to tax? |
| Yes. According to Section 7.2.H.4 - The Bistro, the Contractor is solely responsible for sales‑tax compliance, including all required registration, reporting, and remittance for Bistro retail sales. |
| 7 |
| Schedule A – 7.2.H The Bistro |
| 23-24 |
| Is the MVHCT Bistro intended for both staff and residents? |
| The Bistro is intended for the general public, including guests and staff. Members will not purchase meals from the Bistro, as their meals are provided through the daily meal service. This operational clarification supersedes earlier references to member access and ensures the Bistro functions separately from the contracted meal‑service program. |
| 8 |
| Schedule A – 7.2.H The Bistro |
| 23-24 |
| How are the resident purchases at the MVH CT Bistro going to be regulated for diet, texture, etc.? |
| The Bistro is intended for guests, families, and staff. Members will not be allowed to purchase items at the Bistro, as all member meals are provided through the daily meal service program. |
| 9 |
| Schedule A – 7.5.C Employee, Volunteer and Guest Meal Service |
| 35 |
| For MVH CT- it states 100 employees, volunteers and guests per day. Are all these meals through the BISTRO only? Can the meal count be adjusted if volume levels change? |
| Yes, at MVH CT, all employee, volunteer, and guest meals are served through the Bistro. The estimate of 100 meals per day is not fixed; it is a projected volume and may vary. Contractors are expected to adjust operations as needed to ensure the Bistro is run efficiently and meet facility needs. |
| 10 |
| Schedule A – 7.5.C Employee, Volunteer and Guest Meal Service |
| 35 |
| Are Members allowed to eat in the BISTRO? Is the BISTRO open 7 days per week for all meal periods? |
| The Bistro is expected to be open for lunch seven days a week. Additional meal periods, such as breakfast or dinner, may be offered only through mutual agreement based on demand. Members will not purchase items from the Bistro, as all member meals are provided through the daily meal service program. |
| 11 |
| Schedule A – 10.1.F Office Furnishings |
| 42-43 |
| The contractor is responsible for providing all additional office supplies, furnishings, and general supplies. Is this solely at Contractor's cost or can it be charged back to the state? |
| Under the pass‑through pricing model, only items directly tied to required meal service operations may be treated as pass through costs. Additional office supplies, furnishings, or administrative items that reflect a preference rather than a business need are not pass through expenses and must be covered by the Contractor. For example, basic materials needed to perform meal service documentation may be allowable, but upgraded or specialty office supplies would not qualify. |
| 12 |
| Schedule A – 10.4.B and E Service Area, Household and BISTRO furnishings |
| 45-46 |
| The contractor is required to provide all disposable and consumable service items and BISTRO Specific Requirements. Are these expenses and all BISTRO expenses solely at Contractor's cost or is this a cost that can be charged back to the state? |
| Disposable and consumable items required for member meal service in households, neighborhoods, and service areas may be treated as pass‑through costs under the updated pricing model. However, all Bistro specific disposable, consumable, and operational expenses remain entirely the responsibility of the Contractor and are not eligible as pass through costs. |
| 13 |
| Schedule A – 10.4.B and E Service Area, Household and BISTRO furnishings |
| 45-46 |
| Should pricing for the BISTRO include applicable taxes? Does the contractor have to remit the taxes? |
| Yes, Bistro pricing may either include applicable sales tax or list tax separately at the point of sale. Section 7.2.H.4 states that the Contractor is solely responsible for sales‑tax compliance, including registration, reporting, and remittance for all Bistro retail transactions. The RFP does not prescribe how tax must be displayed, only that the Contractor must ensure full compliance. |
| 14 |
| Schedule A – 11.5 Employment Requirements |
| 55-58 |
| Are the employees currently unionized at either MVH CT or MVHDJJ |
| To the best of the State’s knowledge, Contractor staff at MVH CT are not unionized, while Contractor staff at MVHDJJ are unionized. |
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