BPM002345_YCFB_-_TEFAP_RFP_Requirements_via_Amendment_7.pdf

Request for Proposal (RFP)

Scope of Work

Contract No.: BPM002345

Description: Hunger Relief Program – The Emergency Food Assistance Program (TEFAP)

Revised via Amendment 7

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 ADES 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 Emergency Food Assistance Program (TEFAP) administered by the U.S Department of Agriculture (USDA) to income eligible individuals and Recipient Agencies which includes congregate meal sites, community food banks, food pantries, and homeless and domestic violence shelters.

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 TEFAP will serve approximately two (2) million households annually.

2.4 Funding: Fund sources that support these services may include USDA, TEFAP, Social Service Block

Grant (SSBG), State General Funds and Temporary Assistance to Needy Families (TANF).

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: This service provides for the coordination, storage, handling and distribution of emergency food TEFAP commodities. The ADES encourages Contractors to utilize donated product, produce, and purchased food products by Regional Food Banks to assist in supplementing the TEFAP commodities.

TEFAP is a federal program that helps supplement the diets of low-income individuals and families by providing them with emergency food assistance at no cost. USDA provides 100% American-grown USDA Foods. Services shall be provided in accordance with 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.

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

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 July 1, 2020 with an end date of June 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:

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

3.3.2.1 SDA1 – Maricopa County- Region A

3.3.2.2 SDA2 – Maricopa County- Region B

3.3.2.3 SDA3 – Maricopa County- Region C

3.3.2.4 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).

Each of the following counties represent a SDA:

3.3.2.5 SDA 4 - Apache County;

3.3.2.6 SDA 5 - Cochise County;

3.3.2.7 SDA 6 - Coconino County;

3.3.2.8 SDA 7 - Gila County;

3.3.2.9 SDA 8 - Graham County;

3.3.2.10 SDA 9 - Greenlee County;

3.3.2.11 SDA 10 - La Paz County;

3.3.2.12 SDA 11 - Mohave County;

3.3.2.13 SDA 12 - Navajo County;

3.3.2.14 SDA 13 - Pima County;

3.3.2.15 SDA 14 - Pinal County;

3.3.2.16 SDA 15 - Santa Cruz County;

3.3.2.17 SDA 16 - Yavapai County; and

3.3.2.18 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 Client Choice Model is a food distribution model in which eligible individuals seeking food assistance choose what products they receive.

4.3 Congregate Meal Sites / Soup Kitchens are public and charitable institutions that maintain an established feeding operation to provide food to needy persons on a regular basis as an integral part of their normal activities. Examples of such institutions are dining halls serving free meals, shelters for battered women and children, run-away children, and/or homeless families and individuals.

4.4 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.

4.5 Key Staff, for the purposes of this solicitation, is program management and staff who are essential to carrying out the work of the program, those responsible for submitting reports and invoices relating to the resulting contract.

4.6 Regional Food Bank (RFB), also known as Eligible Recipient Agency (ERA) is a nonprofit organization as defined by 7 U.S.C. 7501(3), and an emergency feeding organization that provides food in bulk quantities to Recipient Agencies (Distribution Sites), with programs that provide food directly to recipients in a Hunger Relief Program (HRP) defined region. 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.

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

4.8 Statewide Produce Logistic Task Force (SPLTF) or Logistics Task Force are teams that AzFBN brings together members from each food bank to efficiently share produce among each other and transport as quickly as possible.

4.9 The Emergency Food Assistance Program (TEFAP): A federal program that helps supplement the diets of low-income individuals and families by providing emergency food assistance at no cost. The U.S. Department of Agriculture (USDA) provides 100% American-grown USDA Foods.

4.10 Additional definitions are available in the 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.

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://www.usda.gov/

5. Background

5.1 Historically, ADES has contracted with three (3) Regional Food Banks (RFBs) to ensure the distribution of TEFAP statewide through agreements put in place with Local Food Banks, Food Pantries, and Congregate Meal sites. ADES has used historical data, GIS mapping, poverty data, and unemployment data to establish the distribution model of the regions in order to ensure equitable distribution statewide.

5.2 TEFAP provides low–income individuals and households with Federal surplus commodities donated by USDA. ADES enters into contracts with ERAs to serve as a distribution network for TEFAP.

Although TEFAP began as a temporary program, intended to end when Federal surpluses had been reduced, many low–income individuals and families came to rely on the surplus food to supplement their diets. Congress re–authorized TEFAP through the Hunger Prevention Act of 1988 and the 1990 Farm Bill. These reauthorizations provided funds to purchase foods for low income individuals and families.

6. Contractor Requirements

The Contractor shall:

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

6.2 Adhere to the Arizona State Plan The Emergency Food Assistance Program, located at:

https://ourdes.az.gov/document-center under Hunger Relief category, as may be amended.

6.3 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.

6.4 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 recipient eligibility determination.

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

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

6.6 Comply with all USDA regulations contained in 7 CFR Parts 250, 251, 253 and 254 and all Final Rules, Instructions and Policy Memorandums for the USDA Food Distribution Programs.

6.7 Solicit, receive, warehouse and distribute emergency food within the service area.

6.8 Identify, recruit and establish Recipient Agencies to provide emergency food distribution throughout the service area.

6.9 Participate and facilitate communication within the Hunger Relief Network to create an optimal statewide food bank network to reduce hunger throughout the state.

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

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

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

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

6.14 Conduct annual onsite monitoring of all Recipient Agencies.

6.15 Share current and essential information about various hunger-related topics with all Recipient Agencies in the service area.

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

6.17 Utilize the Arizona State Plan the Emergency Food Assistance Program formula, as may be amended, to distribute Emergency Food to recipients and Recipient Agencies.

6.18 Record and track inventory received and disbursed by product type, cases and/or pounds, and destination utilizing a computer-based tracking system.

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

6.20 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.

6.20.1 Ensure Link2Feed database is being utilized by Recipient Agencies.

6.20.2 Ensure accurate client participation information is entered in Link2Feed at time of distribution

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

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

6.23 Establish and maintain membership in the SPLTF.

6.24 Coordinate and participate with the other members of AzFBN and SPLTF to decrease distribution costs, maximize the emergency food available and equalize distribution of emergency food across the state.

6.25 Utilize other tracking systems and/or software as directed by ADES.

6.26 Maintain documentation verifying that key staff has received appropriate training or hold appropriate certification/licensure in accordance with job descriptions.

6.27 Ensure equity in the number of pounds of food distributed per person in each service area annually per the Arizona Coordinated Hunger Relief Program - The Emergency Food Assistance Program (TEFAP) Commodity Senior Food Program (CSFP) Policy and Procedure Manual.

6.28 Conduct the annual TEFAP Client Satisfaction Survey provided by ADES HRP in Link2Feed, which runs November to April. The survey will identify the following:

6.28.1 Achieve at least eighty-five percent (85%) of clients’ response rate annually, with the services they receive within their SDA; and

6.28.2 Achieve at least eighty-five percent (85%) of Recipient Agencies response rate annually, with the services they receive within their SDA.

6.29 Notify ADES Contract Specialist in writing within seven (7) calendar days of any changes in Key Staff relating to this contract.

6.30 Maintain TEFAP 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 Food Distribution Monthly Statistical Report Form HRP 1012A, as may be amended, located at: https://ourdes.az.gov/document-center under Hunger Relief category.

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

7.1.1.4 Monthly ADES Produce Report (Exhibit C).

7.1.2 Quarterly, submit the following:

7.1.2.1 Reserved.

7.1.2.2 For recipients of the TEFAP Reach and Resiliency Grant Funds only a Performance

Progress Narrative Report due by October 15th, January 15, April 15th, and July 15th of each contract year while TEFAP Reach and Resiliency Grant Funds are available. The Program Activities should be provided as specified in the approved Attachment 5; Project A Budget Narrative (attached) and include the following:

a) Goals/objectives and the activities performed in support of these goals/objectives;

b) A description of project progress comparing actual accomplishments to the objectives, tasks completed, and roadblocks or problems;

c) Reasons why goals/objectives were not met, if appropriate, particularly at predefined go/no-go decision points, and justification of decision to proceed;

d) Budget impact and/or cost information to demonstrate cost effective practices associated within the reporting period;

e) Key activities planned for the next report period or a final accomplishment statement if the project has been completed;

f) Findings or activities which may require changes in schedules, accomplishments, or costs, particularly those changes which may impact the Recipient’s ability to utilize grant funds within the specified time period;

g) Other pertinent information including, when appropriate, analysis and explanation of cost overruns; and

h) Any unique aspects that you would like to share.

7.1.3 Annually, submit the following:

7.1.3.1 Reserved.

7.1.3.2 An executive summary outlining the annual TEFAP Client Satisfaction Survey results; due by July 15th of each contract year; and

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 ten (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 Notices, correspondence, from the Contractor to ADES shall be sent to:

Arizona Department of Economic Security

Office of Procurement Attn: Procurement Manager 1789 W Jefferson St, Mail Drop 1222 Phoenix, AZ 85007