Childcare meals Statement of Work SLCC202527928.docx

DOCX document 59 KB Posted Sep 26, 2024

Attached to: SLCC Child Care Meal Delivery Service
Solicitation number: SLCC202527928
Issued by: Utah

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Written by GovTribe AI · Sep 27, 2024

This document is a Statement of Work for a childcare meals contract opportunity issued by Salt Lake Community College (SLCC). SLCC is seeking a food vendor to deliver fresh, ready-to-serve hot modified family-style individual lunches for children ages 6 months to 12 years old at their South City Campus and Jordan Campus childcare centers. The vendor must provide a minimum of 50 lunches per day at the South City Campus and 35 lunches per day at the Jordan Campus, Monday through Thursday, excluding semester breaks and holidays, with an option to add Fridays. All meals must meet the Child & Adult Care Food Program (CACFP) guidelines. The contract is for an initial 12-month period with four 1-year renewal options.

Pricing for the contract will be based on the number of meals prepared, with the vendor required to substantiate any requests for price increases during renewal periods. The vendor must have a minimum of 3 years of experience providing similar services and meet all licensing, permitting, and insurance requirements. SLCC will retain control over the quality, extent, and nature of the food service and reserves the right to reject any unacceptable meals.

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2023-05-15_ContractTemplate-1684168962106-12292466_-_Goods_and_Services_(version_1) (7).docx	DOCX document	Sep 26, 2024
1257791-event.pdf	PDF	Sep 26, 2024

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SLCC202527928

VENDOR:

QTY

Description

Unit

Extended

South City Campus

All Materials and Services required for delivering fresh ready to serve hot modified family-style individual lunches for children ages 6 months to 12 years old (Flexible number up to 100 children + 20 Adults), per day. (Monday through Thursday excluding all semester breaks and holidays. This figure will be multiplied by 75. The option of adding Friday must be available.

Jordan Campus

GRAND TOTAL

NOTE: THIS PAGE MUST BE SUBMITTED WITH YOUR BID!

All meals must meet the Child & Adult Care Food Guidelines A sample of a two-week menu is required to be submitted with this bid.

Statement of Work Tim and Brenda Huval Childcare Hot Lunch Meal Service

SLCC PROJECT COORDINATOR

Holly Garcia Manager/Director 801-957-3070

PROJECT OVERVEIW

Salt Lake Community College is seeking a food vendor to serve hot individual lunches with cutlery and dishware for children ages 6 months to 12 years old. To be delivered on a daily basis Monday through Thursday (Option of adding Friday later) excluding all semester breaks and holidays. All meals must meet the Child & Adult Care Food Program guidelines. Delivering to both our South City Campus in the Tim & Brenda Huval Childcare Center, at 1535 S. Edison St., Salt Lake City UT 84115; and the Jordan Campus Childcare Center at 9251 S. Wights Fort Rd, West Jordan, UT 84088. Interested parties will need to be able to provide a hot modified family style lunch with milk which would need to be delivered daily by 11:30 a.m. Then provide same day pick up service for the dishware to be cleaned and sanitized. Dishware needs to be plastic and follow all health code standards. The food will need to be fixed from scratch daily while being in compliance with the following:

· Licensing Regulations

· CACFP Regulations

· Child Care Regulations

· NAEYC (National Association for the Education of Young Children) Accreditations Regulations Must also provide the highest quality of fresh produce without exceeding the maximum rate of reimbursement provided by CACFP. Qualified vendors will need to provide menu cycles, transport sheets indicating food components, number of meals delivered, serving size for contracted meal service and meal production records; assure that new staff receive training on the CACFP program, and provide all meals to comply with religious needs, vegetarian needs, and allergies in mind. Facility must be nut free.

The Contractor shall operate in accordance with current Program regulations 7CFR §226.6(i)(9). The meals furnished by the contractor shall meet or exceed all requirements of the Child and Adult Care Food Program Meal Patterns as specified in the federal regulations governing this program (7CFR Part 226.20).

The meals served under this Agreement shall conform to the cycle menus upon which the bid was based, any attached criteria from the request-for-quotes process, and to menu changes as agreed upon by the Institution and the Contractor. Unit prices submitted are based on the criteria, CACFP requirements, and the provided cycle menu, which becomes a part of this Agreement. Any change of menus must be agreed upon by the institution and the Contractor. (§226.6(i)(4))

If the Contractor agrees to deliver meals, they must be delivered during the time frames indicated.

The Contractor agrees to package and deliver meals in containers that meet local health standards. The Contractor shall have local health certification for the plant in which it prepares meals for use in the Program and shall ensure that health and sanitation requirements are always met.

The contractor agrees to maintain all records (supported by invoices, menus, production records, receipts, etc.) that the Institution needs to meet its responsibilities under the Regulations. The contractor shall submit to the Institution daily transportation records; other records will also be made available upon request. The contractor shall make these records available for inspection and audit by representatives of the Institution, the State Agency, USDA, and the US Government Accounting Office at any reasonable time and place up to three years from the day of receipt of final payment, or until final resolution of any audits (whichever is longest).

The Contractor agrees to utilize any donated commodities received by the Institution only for the Food Service Program of the Institution.

Contractor may not subcontract for total meal, with or without milk, or for the assembly of the meal.

Qualified vendor will understand the practices of NAEYC accreditation and criteria that is set in Health Standards, how their practices impact child teacher interactions, and have menus reflect diversity and culture. Menus must provide for accommodations for allergies, food disabilities, and religious preferences.

SCOPE OF WORK

•	Meal delivery 4 days per week Monday through Thursday, with the option of adding Friday at a later date. Except for school closure.
•	Meals include:
o	LUNCH (Only)- delivered by 11:30- Served ready to eat at the proper temperature in a modified family style way with reusable plastic ware which are then picked up for cleaning after lunch but no later than 5pm. Paper goods (napkins, spoons, forks, portion cups, Etc.) and milk shall be included. Meals must also include substitutions for religious, and allergy restrictions. Option of adding dinner service at a later date must be available.
•	Meals must meet the Child & Adult Care Food Program guidelines.
•	Quantity of food served must provide for up to 100 children and 20 teachers but could be much lower during summer term. Quantity must be able to change with the flow of student changes each semester, and the contract cost will be based on meals prepared. SLCC Teachers and Staff will be able to change this amount 72 hours in advance to reflect changes.
•	Preparation and documentation necessary for participation in the CACFP.
•	A minimum of a two-week rotation is required on all menu items. Vendor must provide a copy of all menus.
•	Must be currently operating this type of service for more than a minimum of 3 years.
•	Must have all proper licensing, permits, and needed legal certifications as required by city, county and State of Utah ordinances.
•	Caterer must have proper licensing for employees and representatives. All employees in direct contact with children must have passed a federal background check to work around the children.
•	Caterer must have insurance coverage of company, employees, and representatives.
•	The successful bidder will be required to provide evidence of these requirements prior to the execution of the contract.
•	Fresh fruit is to be served ripe and is preferred over canned and processed fruit. Fresh fruit must be served a minimum of 90% of each month. Fruit juice may not be served in place of fresh fruit. Whole grain/whole grain rich foods are to be served at a minimum of 90% of each month.
•	Meals must conform to cycle menus upon which the bid was based, and menu changes agreed upon between the institution and the FSMC.

The winning bidder will be awarded a contract that will start on the first of the month after it is signed and will end on September 30, 2025. With the option of four (4) one-year extensions.

Additional Contractor Requirements

1.	The Contractor will be working in and around small children. Contractor must take care for the safety and security of the children and the premises and notify the College Representative of any condition that exists which may harm or cause damage. Contractor will also insure the safety of their employees and all College Personnel.
2.	Qualifications: The contractor’s past performance, organization, equipment, and ability to perform and complete their contracts in the manner and within the time limit specified will be elements, along with the cash amount of the bid, will be considered by the owner in the letting of the contract. The contractor shall comply with and require all subcontractors to comply with the license laws as required by the State of Utah.
3.	The contract will be for a twelve (12) month period beginning on or about the date of award or other date as negotiated with the successful contractor. At the option of the College, the contract may be renewed for four (4) additional one-year periods of time. The contract can be terminated by the College upon thirty (30) days written notice to the contractor for any reason with or without cause. The prices bid must be firm for the initial twelve (12) month contract period. The contractor may request price increases thirty (30) days prior to the expiration of the initial or renewal contract period(s) for consideration by the College for any subsequent renewal period. The college, at its sole discretion, will determine if renewal periods will be awarded at a negotiated price increase. Any request for price increases for renewal periods shall be substantiated with Contractor’s records of labor and/or material cost increases during the period and may not exceed the consumer price index (CPI).

4. Experience References (must provide all information requested). The vendor represents that they have performed work similar to that requested in this IFB for the following entities and that the College may contact the individuals listed concerning past work performance: (list at least three (3) previous jobs, listing company name, person to contact, when work was performed, the nature of the work, and total contract price.) References are required from accounts that you have had for at least three (3) years. (Attach a separate sheet.)

Additional State Requirements Section B - Institution Responsibilities

1.	Provisions under Program Agreement, §226.21(a) – ensure that the food service operation is in conformance with the Institution’s agreement with the State agency.
2.	Procurement of meals, §226.22 - food service management companies shall adhere to procurement standards set forth in §226.22.
3.	Responsibility, §226.15(c)–accept final administrative and financial responsibility for Program operations. Management of Program may not be contracted out.
4.	Staffing, §226.15(d)- provide adequate supervisory staff and operational personnel for management of Program.
5.	Recordkeeping, record retention and record access, OMB (Office of Management and Budget) Circular No. A-102, Attachment O, paragraph 14.h and §226.10(d),§226.15(e), §226.6(I)(5), §226.16©, §116,19a (b)(8)(9)(10)– establish procedures to collect and maintain all program records as required by USDA and State Agency–maintain records to support the Institution’s Claim for Reimbursement; make all records available to the State Agency, USDA and U.S. General Accounting Office, and the USDA Office of Inspector General upon request; and retain all records for a period of three (3) years after the Institution submits the final Claim for Reimbursement for the fiscal year for inspection and audit by representatives of the Institution, State Agency, USDA and Comptroller General, at any reasonable time and place. In instances where audit findings have not been resolved, the records must be retained beyond the 3-year period until resolution of the issues raised by the audit State Agency
6.	Meals Served, §226.17(b) (3), §226.19a (b) (5) - serve one or more of the following meal types: breakfast, lunch, supper, snacks.
7.	Quality, Extent and General Nature of Food Service §226.21(a) - retain control of the quality, extent, and general nature of its food service. Make no payment for meals that are spoiled or unwholesome at the time of delivery, incomplete meals, meals not delivered within the specified delivery time period, potentially hazardous foods delivered between the temperature of 45F to 140F, do not meet CACFP requirements, or do not otherwise meet the requirements of the contract. The institution shall notify the contractor in writing as to the number of meals rejected and the reasons for the rejection.
8.	Health Certification - maintain all applicable health certifications and assure that all state and local regulations are being met by a FSMC preparing or serving meals at a CACFP facility. Maintain all applicable health certifications and assure that all state and local regulations are met by the CACFP facility itself.
9.	Supervision and Inspection - the institution shall always provide management supervision and maintain constant quality control inspections to check for portion size, appearance, packaging, and wholesomeness and quality of food.

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File details come from the government source that posted it. Updated Sep 27, 2024.