BPM001904_CFB_-_CSFP_RFP_Requirements_via_Amendment_5.pdf

Request for Proposal (RFP)

Scope of Work

Solicitation No.: BPM001904

Description: Hunger Relief Program – Commodity Senior Food Program (CSFP)

Scope of Work_____________________________

Revised via Amendment 5

1. ADES Mission and Vision Statements

1.1 ADES Mission: The Arizona Department of Economic Security makes Arizona stronger by helping Arizonans reach their potential through temporary assistance for that in need, and care for the vulnerable.

1.2 ADES Vision: All Arizonans who qualify receive timely DES services and achieve their potential.

2. Purpose

2.1 Purpose Statement: The purpose of this service is to maximize the coordination and provision of regional food bank warehouse operational activities for storage and distribution of the Commodity Senior Food Program (CSFP) to Recipient Agencies to serve individuals who are low-income, sixty (60) years age or older and are at 130% federal poverty level.

2.2 Legal Authority: A.R.S. § 41-1954 provides the Department the authority to contract and meet obligations within the general scope of its activities and operations.

2.3 Projected Utilization: The ADES anticipates that the CSFP, at a minimum will distribute approximately 250,000 Caseloads annually statewide which may be adjusted based on federal caseload allocation.

2.4 Funding: Funding for this service is granted by the U.S. Department of Agriculture (USDA).

3. Service Description

3.1 Taxonomy Definition: Hunger - Services provide the availability of food to individuals and families in need and allow for coordination of various organizations to distribute the necessary food.

Services are not limited to food administration and coordination.

3.2 Actual Service Description: CSFP works to improve the health of low-income elderly persons who are at least sixty (60) years of age by supplementing their diets with nutritious U.S.

Department of Agriculture (USDA) Foods. CSFP is administered at the Federal level by the Food and Nutrition Service (FNS), an agency of the USDA. Through CSFP, USDA distributes both food and administrative funds to participating states and Indian Tribal Organizations (ITOs). CSFP food packages do not provide a complete diet, but rather are good sources of the nutrients typically lacking in the diets of low-income elderly persons. CSFP is authorized under Section 4(a) of the Agriculture and Consumer Protection Act of 1973.

3.3 Projected Awards: ADES reserves the right to make one or multiple awards when determined to be in the best interest of the State.

3.3.1 The anticipated contract effective date is October 1, 2020 with an end date of September

30, 2021, with extension options in accordance with the Special Terms and Conditions.

3.3.2 For the purpose of statewide coverage, ADES intends to make a single award for each Service Delivery Area (SDA) (Exhibit A), as follows:

3.3.2.1 Maricopa County consists of three (3) SDAs, divided by zip code:

3.3.2.1.1 SDA1 – Maricopa County- Region A

3.3.2.1.2 SDA2 – Maricopa County- Region B

3.3.2.1.3 SDA3 – Maricopa County- Region C

3.3.2.1.4 In the event a zip code extends into area outside of Maricopa County, that region of the zip code will be serviced by the specified County(ies).

3.3.2.2 Each of the following counties represent a SDA:

3.3.2.2.1 SDA 4 - Apache County;

3.3.2.2.2 SDA 5 - Cochise County;

3.3.2.2.3 SDA 6 - Coconino County;

3.3.2.2.4 SDA 7 - Gila County;

3.3.2.2.5 SDA 8 - Graham County;

3.3.2.2.6 SDA 9 - Greenlee County;

3.3.2.2.7 SDA 10 - La Paz County;

3.3.2.2.8 SDA 11 - Mohave County;

3.3.2.2.9 SDA 12 - Navajo County;

3.3.2.2.10 SDA 13 - Pima County;

3.3.2.2.11 SDA 14 - Pinal County;

3.3.2.2.12 SDA 15 - Santa Cruz County;

3.3.2.2.13 SDA 16 - Yavapai County; and

3.3.2.2.14 SDA 17 - Yuma County.

4. Definitions

4.1 Arizona Food Bank Network (AzFBN) is an association that is working with partners statewide since 1984 to alleviate hunger in Arizona, with the vision of a hunger-free Arizona and mission to make a difference for people experiencing poverty in Arizona.

4.2 Caseload: Total number of people that may be served a CSFP food package on an average monthly basis.

4.3 Commodity Senior Food Program (CSFP): Arizona’s name for the USDA Food and Nutrition Services Commodity Supplemental Food Program (CSFP) works to improve the health of low-income elderly persons at least 60 years of age by supplementing their diets with nutritious USDA Foods. Through CSFP, USDA distributes both food and administrative funds to participating States and Indian Tribal Organizations.

4.4 Eligible Participant: Persons sixty (60) years of age or older, whose household income does not exceed one hundred and thirty percent (130%) of the current designated federal poverty guidelines and who reside in the service area of the contractor.

4.5 Feeding America is the nation's leading domestic hunger-relief charity. Food bank membership in Feeding America benefits the food bank network by providing oversight to members and implementing proven programs and upholds the highest standards for food safety, fiscal responsibility and efficiency.

4.6 Key Staff: Program management and staff who are essential to carrying out the work of the program, those responsible for submitting reports and invoices relating to this contract.

4.7 Regional Food Bank: Also known as Eligible Recipient Agency (ERA) an organization that is a "nonprofit" 7 U.S.C. 7501(3), and an emergency feeding organization that provides food in bulk quantities to Recipient Agencies with programs that provide food directly to participants in a HRP defined service area. It has the ability to store large amounts of dry, cold, and frozen food and has the equipment necessary to support it. It may also provide food directly to eligible individuals.

4.8 Recipient Agency: A Distribution Site (e.g., emergency feeding organizations, food pantries, congregate meal sites, senior centers) that receives federal commodities provided by a pass-through entity for the Recipient Agency to carry out a part of a Federal program.

4.9 Additional definitions are available in Arizona Coordinated Hunger Relief Program - The

Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual https://ourdes.az.gov/document-center under Hunger Relief category, as may be amended.

5. Background

5.1 During the 1960s and 1970s, several laws were enacted to create programs with USDA Foods which were designed to meet the food needs of specific segments of the population. CSFP originally intended to supplement the diets of low income pregnant and breastfeeding women, other new mothers up to one (1) year postpartum, infants, children up to age six (6) and seniors http://www.azfoodbanks.org/index.php/page/what_we_do https://www.feedingamerica.org/?s_src=W19CREFER&s_referrer=https%3A%2F%2Fwww.feedingamerica.org%2F&s_subsrc=https%3A%2F%2Fsecure.feedingamerica.org%2Fsite%2FDonation2%3Fdf_id%3D27790%26mfc_pref%3DT%2627790.donation%3Dform1&_ga=2.138652849.322930606.1575407548-1368467762.1574352937 https://uscode.house.gov/view.xhtml?path=/prelim%40title7/chapter102&edition=prelim https://ourdes.az.gov/document-center was authorized during this period in the Agriculture and Consumer Protection Act of 1973 (Pub.

L. 93-86).

5.2 The Agricultural Act of 2014 (Pub. L. 113-79) brought a change to CSFP in that women, infants and children who applied to participate in CSFP on February 7, 2014, or later were no longer eligible for certification. Women, infants and children who were certified and receiving CSFP benefits as of February 6, 2014 remained eligible for continuing certification, until they were no longer eligible under program rules in effect on February 6, 2014.

5.3 CSFP now focuses on improving the health of low-income seniors at least sixty (60) years of age by supplementing their diets with nutritious USDA Foods and providing administrative funds to participating states and Indian Tribal Organizations. (Food and Nutrition Service Nutrition Program Fact Sheet, January 2016). ADES used historical data, GIS mapping, poverty data, and unemployment data to establish the distribution model of the SDA in order to ensure equitable distribution statewide.

5.4 Historically, ADES administer CSFP and distributes it to contracted Regional Food Banks (RFBs) who then distribute to Recipient Agencies that determine the eligibility of applicants, distribute the foods, and provide nutrition education. Recipient Agencies also provide referrals to other welfare, nutrition, and healthcare programs such as WIC, SNAP, AHCCCS, and Medicare. Historical allocation for reference only is included in the attached Exhibit E - State Caseload Allocation Information, it is important to note that this caseload allocation is subject to change.

6. Contractor Requirements

The Contactor shall:

6.1 Provide all services in a culturally relevant and linguistically appropriate manner for the population to be served.

6.2 Adhere to Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance

Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual, located at: https://ourdes.az.gov/document-center under Hunger Relief category, as may be amended.

6.3 Develop, maintain and utilize a policy and procedure manual related to the service(s) that includes a description of population served, how the service is delivered, inventory management, policies and practices related to Recipient Agencies, and participant eligibility determination.

6.3.1 The policy and procedure manual shall be provided to ADES upon request.

6.4 Comply with all municipal, county, state and federal licensure and food storage requirements related to shipping and handling, food safety and methods of distribution.

https://ourdes.az.gov/document-center

6.5 Comply with all USDA regulations contained in 7 CFR Parts 247, 250, 251, 253 and 254 and all

Final Rules, Instructions and Policy Memorandums for the USDA Food Distribution Programs.

6.6 Monitor and ensure that at least 98% of the assigned caseloads are distributed in each service area monthly.

6.7 Ensure that the distributed caseload do not exceed the caseload allocation per service area annually.

6.8 Ensure that no shared maintenance fees are charged to Recipient Agencies for CSFP services provided under this contract.

6.9 Identify, recruit and establish Recipient Agencies sufficient to ensure the sustainability in providing

CSFP caseload distribution for the Service Delivery Area.

6.10 Participate and facilitate communication within the Hunger Relief Network to reduce hunger throughout the service area.

6.11 Participate at a minimum of four (4) Hunger Advisory Council (HAC) meetings throughout the year.

6.12 Screen program applicants to determine eligibility for program participation in accordance with procedures outlined in the Arizona Commodity Senior Food Program (CSFP) State Plan and Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual.

6.13 Conduct public relation activities and information exchanges with Recipient Agencies, as well as organizations, businesses and individuals related to hunger issues.

6.14 Provide each Participant with information about available health and social services that the participant may be eligible for and make referrals as necessary.

6.15 Provide each Participant with nutrition education as outlined in the Arizona Commodity Senior

Food Program (CSFP) State Plan and Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual. as may be amended.

6.15.1 In case the contractor intends to expand the nutrition education outside the Plan, submit a copy of the proposed plan to be implemented throughout the service delivery area.

6.16 Provide training to all Recipient Agencies on CSFP policies, laws and regulations, food bank management, food safety, marketing, fundraising, logistics and warehouse operations annually.

6.17 Conduct annual onsite monitoring of all Recipient Agencies.

6.18 Share current and essential information about various hunger-related topics with all Recipient

Agencies in the service area.

6.19 Provide leadership and technical assistance to the Recipient Agencies as needed.

6.20 Establish and maintain membership in good standing with the AzFBN and Feeding America.

6.21 Establish and maintain membership in the SPLTF.

6.22 Maintain and utilize the ADES required Link2Feed database, or as directed by ADES, to collect essential data for reporting as outlined in the Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual.

6.22.1 Ensure Link2Feed database is being utilized by Recipient Agencies.

6.22.2 Ensure accurate client participation information is entered in Link2Feed as outlined in the Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual.

6.23 Maintain office and warehouse space, including dry, refrigerated, and freezer storage to handle normal distribution and receiving needs identified for the service area.

6.24 Ensure there is sufficient staff, training, and facilities to meet distribution requirements.

6.25 Record and track inventory received and disbursed by product type, units, and destination utilizing a computer-based tracking system.

6.26 Utilize backup and recovery procedures for computer systems to ensure no data is lost, and no disruption or degradation of services occurs.

6.27 Collect and maintain participant demographic information and complete all data elements required by CSFP regulations.

6.28 Utilize other tracking systems and/or software as identified by ADES.

6.29 Develop and conduct an annual nutrition education evaluation survey in Link2Feed, to be approved by ADES, to be conducted January through June, that identifies the nutrition education effectiveness in accordance with the Arizona Commodity Senior Food Program (CSFP) State Plan and Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual.

6.29.1 At a minimum 50% of CSFP participants per service area shall be surveyed.

6.30 Notify ADES Contract Specialist in writing within seven (7) calendar days of any changes in Key

Staff.

6.31 Maintain CSFP Recipient Organization data with St. Mary’s Food Bank Alliance for use on

AZFoodHelp.org. Data must, at a minimum, include each TEFAP Recipient Organization’s name, distribution address, and phone number that the public can call.

7. Reporting Requirements

7.1 The Contractor shall submit and input billing and reports information into the Division of Aging and Adult Reporting System (DAARS) in accordance with system guide as may be amended, or as directed by ADES.

7.1.1 On a monthly basis, submit the following:

7.1.1.1 Reserved.

7.1.1.2 FNS 153, as may be amended, is located at: https://fns-prod.azureedge.net/sites/default/files/FNS-153.pdf

7.1.1.3 CSFP Commodity Inventory Report, (Exhibit B) as may be amended.

7.1.2 Reserved.

7.1.2.1 Reserved.

7.1.3 Annually, submit the following:

7.1.3.1 Nutritional education evaluation survey results by October 15th of each contract year or thirty (30) days after survey completion.

7.1.4 The Feeding America Audit, within thirty (30) days of receipt of the final report.

7.2 Submit to ADES the Current certificate(s) of insurance within (10) calendar days of award and as required in the Special Terms and Conditions and maintain a valid certificate of insurance on file with ADES Contract Specialist.

8. Payment

Contractors shall be reimbursed actual expenses on a Fixed Price with Price Adjustment basis within the contract reimbursement ceiling.

9. Notices and Correspondence

All notices and correspondence, to ADES regarding this contract shall be sent to the assigned ADES Contract specialist or as directed by ADES.

https://fns-prod.azureedge.net/sites/default/files/FNS-153.pdf https://fns-prod.azureedge.net/sites/default/files/FNS-153.pdf