ESBD_393327_1738100614531_RFP-FY25 Meal Service Provider - Alamo AAA.ProgramFinal.1.28.25.pdf

RFP-25-04-AAA-Meal Delivery Service Provider

Request for Proposal 2025-Meal Delivery Service Provider

Alamo AAA Contracted Services for FY25 – FY26

Procurement Department 2700 NE Loop 410, Suite 101

San Antonio, TX 78217 Voice (210) 362-5200 Fax (210) 225-5937

RFP Release Date: January 28, 2025 @ 4:00 PM

Deadline to Submit Questions: February 3, 2025 @ 2:00 PM

Response to Questions Posted: February 7, 2025 @ 5:00 PM

Proposal Response Deadline: February 18, 2025, @ 4:00 PM

RFP links:

https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFP-25-04-AAA

NOTICE: Prospective proposers who have received this document from a source other than AACOG should immediately contact AACOG and provide their name, company, and email address in order that an addendum to the RFP or other communication can be delivered. Any prospective proposer who fails to provide the agency with this information assumes complete responsibility for complete submission requirements.

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PART 1.0 – SCOPE OF REQUEST 2

TABLE OF CONTENTS

1.1 - Purpose of Request for Proposal (RFP)

1.2 - Background Information

1.3 - Statement of Work

1.4 - Planning Service Area

1.5 - Project Budget

1.6 - Authority

1.7 - Procurement Standards

2.1 - Response Deadline

2.2 - Procurement Schedule

2.3 - Technical Assistance

2.4 - Availability of Request for Proposals

2.5 - Proprietary Information & Texas Public Information Act

PART 3.0–GENERAL INFORMATION & ADMINISTRATIVE REQUIREMENTS

3.1 - Eligible Providers

3.2 - Contract Information

3.3 - Governing Provisions and Limitations

3.4 - Administrative Requirement and Limitations

PART 4.0 – PROPOSAL REVIEW AND SELECTION PROCESS

4.1 - Evaluation Process

4.2 - Proposal Evaluation Criteria

4.3 - Proposer's Acceptance of Evaluation Methodology

4.4 - Procurement Dispute Resolution

PART 5.0 – PROPOSAL RESPONSE REQUIREMENTS

5.1 - Proposal Format and Number of Proposals

5.2 - Proposal Validity Period

5.2 - Page Limitation

5.3 - Order of Proposal Contents

PART 6.0 – PROPOSAL RESPONSE FORMS

6.1 - Title Page

6.2 - Table of Contents

6.3 - Executive Summary

6.4 - Proposal Narrative

6.5 - Certification Sheet

6.6 - Acknowledgement

6.7 - Conflict of Interest

6.8 - Debarment, Suspension

6.9 - Non-Discrimination Certification

6.10 - Certification Regarding Lobbying

6.11 - Bidder/Vendor List

Attachments: Response Forms Appendix A: Service Definitions Appendix B: Budget

RFP links: https://aacog.gov/procurement https://www.txsmartbuy.gov/esbd/RFP-25-04-AAA

PART 2.0 - SUBMISSION INFORMATION 7

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PART 1.0 – SCOPE OF REQUEST

1.1 PURPOSE OF REQUEST FOR PROPOSAL (RFP)

The Alamo Area Council of Governments (AACOG) Alamo Area Agency on Aging (Alamo AAA) is requesting proposals to provide meal delivery services authorized under Title III of the Older Americans Act of 1965, as amended, and in accordance with the approved Alamo AAA Area Plan.

1.2 BACKGROUND INFORMATION

A. The Alamo Area Council of Governments AACOG is a voluntary association of municipal and county governments and special districts located in Bexar County and the surrounding twelve counties. Defined as a political subdivision of the State of Texas, the AACOG was established in 1967 under Chapter 391 of the Local Government Code as a voluntary association of local governments and organizations that serves its members through planning, information, and coordination activities. AACOG serves the Alamo Area/State Planning Region 18, which covers 13 counties and 12,582 square miles.

Comprising the area planning region are Atascosa, Bandera, Bexar, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties.

B. Purpose

1. The purpose of this Request for Proposal (RFP) is to identify and engage a qualified meal delivery service contractor to manage and operate priority congregate and home meal delivery services within Guadalupe, Wilson, and Karnes counties. The selected contractor will ensure the accessibility and efficiency of delivery systems for older adults, provide supportive services funded under the Older Americans Act of 1965 (OAA), as amended, and the State of Texas, and contribute to the execution of the Alamo AAA Strategic Plan.

Additionally, the contractor will be responsible for funding two staff members dedicated to maintaining senior program operations at the Cibolo Senior Center and the Wilson County Senior Center, ensuring these facilities continue to meet the needs of the communities they serve.

2. The AACOG retains the sole and exclusive right to establish funding priorities for all subcontracted services. This includes the discretion to allocate resources to ensure compliance with program objectives, address community needs, and achieve strategic outcomes.

C. Contract Goals & Objectives The central objectives to be fulfilled through this contract are as follows:

1. AACOG is seeking to award contracts to qualified, eligible contractors for the Aging

Program services as described in this Request for Proposals (RFP) and as defined in Appendix A.

2. The type of services and amounts sought are not to exceed (See Project Budget).

3. The supportive services expenses under this contract shall include the employment of two part-time staff members, as outlined below:

I. Program Manager, Cibolo Senior Center:

One full- time position with an approximate annual salary of $22,000.

II. Program Manager, Wilson County Senior Center:

One part-time position with an approximate annual salary of $12,000.

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D. Implementation of Objectives

1. The objectives for the Alamo AAA contracted services shall be achieved by the meal delivery service contractor upon the approval of the final work plan by AACOG. The final work plan shall be developed in alignment with the Statement of Work outlined in this Request for Proposal.

1.3 STATEMENT OF WORK

A. SERVICE PLAN

1. AACOG is designated as the Alamo AAA under contract with the Texas Health and

Human Services Commission (HHSC). The authority on which this contract is based derives from the OAA, as amended, and its regulations.

2. Congress appropriates funds to implement the OAA and apportions those funds to the states.

Within Texas, HHSC then allocates the apportioned funds to the AAAs for administration at the local level. HHSC awards these funds based on statistical factors such as population aged 60+ living in rural areas, and income levels of population aged 60+ in each of the Planning Service Areas (PSAs). The PSA for Alamo AAA includes twelve Alamo Counties (Atascosa, Bandera, Comal, Frio, Gillespie, Guadalupe, Karnes, Kendall, Kerr, Medina, McMullen, and Wilson counties).

3. Alamo AAA then allocates funds to prioritized programs within the PSA based upon an

Area Plan approved by HHSC. The Area Plan identifies prioritized older adults’ services.

Alamo AAA finally awards a significant portion of funding for those priority services to qualified sub-recipients who then furnish services on behalf of Alamo AAA. We have provided a list of service definitions for these services at Appendix A.

4. The Alamo AAA is seeking qualified Bidders to furnish and provide unitized meals for Older Adults. Food services shall include the daily preparation and delivery of hot and/or cold lunches to approximately 300 adults residing in Guadalupe, Wilson, and Karnes counties. The selected Bidder must ensure compliance with all applicable food safety and quality standards. The Alamo AAA reserves the right to modify the scope of services, including the addition of future delivery sites and the adjustment of meal quantities, to address evolving program needs and priorities.

5. The Contractor shall be responsible for supplying all labor, materials and equipment necessary for the proper execution and completion of the work, and shall perform all services, as stated in the scope of services or reasonably implied there from and in accordance with contract documents.

6. The Contractor shall provide full-time supervision and properly skilled staff to perform the work required under this bid invitation. Unless specified to the contrary, all materials used shall be new and of the best kind and grades specified and all workmanship shall be up to the best recognized standards known to the various trades.

7. AACOG reserves the right to terminate or modify this contract at its sole discretion if federal funding supporting the nutrition program is withdrawn. In the event of termination or modification, AACOG shall have no obligation to compensate the contractor for any meals prepared or delivered after the effective date of termination or modification.

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B. MINIMUM QUALIFICATIONS

1. To be qualified, providing and delivering meals must be a primary line of business for the

Bidder. Additionally, qualified Bidders must have current meal preparation and delivery service experience. The Alamo AAA shall be the sole judge as to whether Bidder’s experience is sufficiently similar to being responsive.

2. Bidder must currently have a permanent place of business located within the AACOG planning service area.

3. Bidder must have been in business for a minimum of three (3) years and employ qualified personnel to ensure vendor’s performance in accordance with all outlined requirements.

4. Bidder must hold a current State or local health certificate for their food preparation facility/facilities.

C. CONTRACTOR REQUIREMENTS

1. Contractor shall be responsible for the following requirements:

2. Adhere to Attachment 1. Texas Health and Human Services Appendix III, Appendix III, Target Nutrient Requirements Computer Analysis of Nutrients | Texas Health and Human Services

3. PROGRAM INVITATION FOR BIDS (IFB) AND CONTRACT FORMS and all its attached provisions. Contractor must meet State and Local Health Department Inspections and licenses required to prepare and distribute/vend food to the public. Meals types and nutritional requirements may be found at F-1600 Meals | Texas Health and Human Services.

D. PRICING

1. All unit costs per meal/item must include all related costs, including but not limited to product, staff, delivery, equipment, supplies and storage.

2. The Alamo AAA is reimbursed based upon each meal actually served and not the estimated number of meals to be served. Since the federal reimbursement rate is subject to change each year, rather than bid a fixed dollar amount, the AAA is soliciting bids based on a discount from the actual reimbursement rate established by Texas Health and Human Services.

E. FOOD SPECIFICATIONS

1. Component yield must meet the minimum requirement as per F-1600 Meals | Texas Health and Human Services

2. All meals in the menu cycle must meet the food specifications and quality standards. All meat and meat products shall have been slaughtered, processed and manufactured in plants inspected under a USDA approved inspection program and bear the appropriate seal. All meat and meat products must be fresh, lean, free from gristle and peppercorns, sound, sanitary and free of objectionable odors or signs of deterioration upon delivery. Meat must not be discolored.

https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/appendix-iii-target-nutrient-requirements-computer-analysis-nutrients https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/appendix-iii-target-nutrient-requirements-computer-analysis-nutrients https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/appendix-iii-target-nutrient-requirements-computer-analysis-nutrients https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/f-1600-meals https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/f-1600-meals https://www.hhs.texas.gov/handbooks/area-agency-aging-policies-procedures-manual/f-1600-meals

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3. Milk, white/chocolate is not to contain more than 1% fat or less and shall contain vitamins A and D at the levels specified by the Food and Drug Administration and consistent with State and local standards for such milk. Milk delivered hereunder shall conform to these specifications.

4. All food components are required to be fresh, ripe, edible and within the date of expiration upon time of consumption. Bidders must possess and submit with their bid response, a Child Nutrition “CN” label and/or manufacturer’s product analysis, specifying the yield of each product’s ingredients.

5. Sodium Levels for meals (aligns with requirements under USDA NSLP).

F. PACKAGING

1. Each meal/lunch must be individually unitized to ensure proper distribution to program participants.

2. Individual meals delivered in unit packs must be delivered and stored in containers to maintain the required temperature until service time.

3. Containers should be adequately sealed to prevent seating or leaking of any kind.

4. Containers should be able to hold ice and contain any liquid caused by melting. Containers used where sweating and leaking occur are considered to be sub-standard and unacceptable.

5. Approved packaging for unitized meals will be:

a) Individual meal unit with seal-able lids or may be heat sealed. Fiber or recyclable plastic containers wrapped and sealed to prevent crushing or leaking of food onto other food within the container (i.e. – ice chest) or leakage within the individual food containers.

b) Containers must maintain required temperature until serving time.

c) The transport of all cold or hot products must be, at a minimum, in thermo-insulated containers (i.e. – ice chests) which have proven to maintain the required temperature more efficiently as well as reduce sweating and leakage.

d) All hot meals must be in a sectioned container, with the other meal components, which can be sealed to ensure proper sanitation. All meal entrée components (lunch) must be packaged into one container [i.e. – entrée and vegetable(s)]. Fresh fruit and bread may be packaged and served individually.

G. DELIVERY REQUIREMENTS

1. Contractor must ensure that, during time of meal preparation, interim storage, transporting, delivering to site and immediately prior to meal service, the maximum, and minimum required temperatures are maintained as per local Health Department Regulations.

2. Meal units must leave the Contractor site in containers that will hold the proper temperature for a minimum four (4) hour window.

3. The Contractor must maintain a log documenting the time of departure and meal temperature.

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4. Contractor will be responsible for completing all documentation required by HHSC for eligibility of meal and meal delivery and will submit monthly to AAA staff to be eligible for reimbursement.

5. All congregate and home delivered meal deliveries shall be made between 9:30 a.m. –

10:30 a.m.

6. The Contractor must have proper transportation to support the time and delivery schedule.

7. The Contractor’s driver must remain at the delivery site(s) until meals have been inspected by designated personnel.

8. Upon food inspection of meals, if drinks do not meet temperature requirement, they will not be accepted, and the AAA will not be charged.

1.4 PLANNING SERVICE AREA

1. The Planning Service Area for this RFP is Alamo Area/State Planning Region 18.

1.5 PROJECT BUDGET

The estimated funds available for the project are not to exceed a total of $100,000. Proposers planned budget must reflect all operating expenses to be incurred in the performance of this proposal and the level of Federal or State funding requested to support the planned expenditures.

1. Proposers must have sufficient financial resources to operate on a reimbursement basis. A three (3) month cash flow is recommended.

2. The Alamo AAA requires the selected applicants to submit a comprehensive rate workbook detailing all proposed costs, including unit pricing, overhead, and any other applicable expenses. Additionally, the selected applicants must provide any price, technical, or other revisions resulting from the negotiation process as required by the AAA. Failure to comply with these requirements may result in disqualification from further consideration.

1.6 AUTHORITY

1. HHS 45 CFR 75.

2. HHS 45 CFR 92.

3. HHS 45 CFR 1321.

4. HHS 45 CFR 91.

5. Texas Uniform Grant Management Standards (UGMS).

6. Texas Administrative Code (TAC), Title 26, Part 1, Chapter 213, Subchapter C, Division

3, Rule §213.203

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7. Texas Local Government Code, Chapter 252

8. Texas Government Code, Chapter 2161

9. HHSC Area Agency on Aging Policies and Procedures Manual, Chapter F-1000 thru F-

1.7 PROCUREMENT STANDARD

It is the policy of AACOG to conduct procurement in a manner that provides for full and open competition. An award will be made only to an organization possessing the qualifications and demonstrated ability to perform successfully under the terms and conditions of a contract. The services solicited under this RFQ are procured under the Competitive Proposal Method.

PART 2.0 – SUBMISSION INFORMATION

2.1 RESPONSE DEADLINE

The Request for Proposals (RFP) will be posted on January 28, 2025. Proposal deadline February 18, 2025, by 4:00 pm CST. Official receipt of Proposals submitted will be by entry on a proposal receipt log. A receipt form will be issued upon request. Respondents who mail a proposal will be sent a copy of the receipt form upon request. Proposals may be hand-delivered prior to the stated deadline between 8:00 a.m. and 5:00 p.m. Monday through Friday or mailed to the following address:

AACOG

Procurement Department

Attn: RFP-25-04-Meal Delivery Service Provider 2700 NE Interstate 410 Loop, Suite 101

San Antonio, TX 78217

Proposals submitted by mail, courier or overnight mail services will be received (Monday through Friday) at the above address. Modifications or amendments to a Proposal must comply with the requirements and response deadline. A respondent may withdraw a Proposal at any time during the procurement process by submitting a written request to the AACOG Procurement Department at the above address.

2.2 PROCUREMENT SCHEDULE

All time noted on the Procurement Schedule (Page 1) is Central Standard Time. Dates posted are subject to change.

2.3 TECHNICAL ASSISTANCE

2.3.1 AACOG will accept questions submitted via electronic mail prior to February 3, 2025, 2:00pm

2.3.2 An Addendum to the RFP, to include all questions received, will be delivered to all interested parties and included in archived documents at the Electronic State Business Daily website.

2.3.3 No other representative of AACOG is allowed to accept or respond to questions related to this solicitation other than:

Debbie Ugarte, Contracts and Procurement Director

Alamo Area Council of Governments Procurement Department 2700 NE Interstate 410 Loop, Suite 101

San Antonio, TX 78217 dugarte@aacog.gov

2.3.4 AACOG RFP Secondary Point of Contact:

Isaac Jones III Senior Procurement Analyst

Alamo Area Council of Governments Procurement Department 2700 NE Loop 410, Suite 101

San Antonio, TX 78217 ijones@aacog.gov mailto:dugarte@aacog.gov mailto:ijones@aacog.gov

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2.3.5 During the period between the date AACOG issues this RFP and the date of the selection of the Contractors by AACOG, if any, Respondents shall restrict all contact with AACOG and direct all questions regarding this RFP, including questions regarding terms and conditions, only to the individual identified above in Section “Technical Assistance” in the specified manner. Do not contact members of the Board of Directors, other employees of AACOG or any of AACOG’s agents or administrators. Contact with any of these prohibited individuals after issuance of this RFP and before selection is made, may result in disqualification of the Respondent. The communications prohibition shall terminate when the contract is executed by the Contractor and AACOG.

2.3.6 Prohibited communications include direct contact, discussion, or promotion of any Respondent’s Proposal with any member of AACOG’s Board of Directors or employees except for communications with AACOG’s designated representative as set forth in this RFP and only in the course of inquiries, briefings, interviews, or presentations. This prohibition is intended to create a level playing field for all potential Respondents, to assure that decisions are made in public, and to protect the integrity of the RFP process. Except as provided in the above stated exceptions, the following communications regarding a particular Invitation For Bids, Requests for Proposal, Requests for Qualifications, or other solicitation are prohibited:

2.3.7 Communications between a potential Contractor, service provider, bidder, respondent, lobbyist or consultant and any member of AACOG’s Board of Directors.

2.3.8 Communications between any director and any member of a selection or evaluation committee.

2.3.9 Communications between any director and administrator or employee is prohibited.

2.4 The communications prohibition shall not apply to the following:

2.4.1 Communications with AACOG’s purchasing agent specifically named and authorized to conduct and receive such communications under this RFP or upon the request of AACOG, with AACOG’s general counsel.

2.4.2 Presentations made to the Board of Directors during any duly convened public meeting.

2.4.3 Nothing contained herein shall prohibit any person or entity from publicly addressing AACOG’s

Board of Directors during any duly convened public meeting, in accordance with applicable Board policies, on a matter other than this RFP or in connection with a presentation requested by AACOG’s representatives.

2.5 AVAILABILITY OF REQUEST FOR PROPOSALS

The RFP will be posted as noted on Page 1, RFP Links, or at the request of the proposer, by contacting procurement staff at the above phone or e-mail beginning January 28, 2025. The RFP is also available at the agency address from 8:00 a.m. – 5:00 p.m., Monday through Friday (except for holidays). Any interested party that receives this RFP by means other than directly from AACOG is responsible for notifying AACOG that it has received an RFP package so that when an addendum to this RFP is issued, the information can be provided to all interested parties.

2.6 PROPRIETARY INFORMATION AND THE PUBLIC INFORMATION ACT

2.6.1 Because contracts are awarded by a governmental entity, all responses submitted are subject to release as public information after contracts are executed. If a Respondent believes that its response, or parts of its response, may be exempted from disclosure, the Respondent must specify page-by-page and line-by-line the parts of the response, which it believes, are exempt.

In addition, the Respondent must specify which exception(s) are applicable and provide detailed reasons to substantiate the exception(s). Any information that is unmarked will be considered public information and released, if requested under the Public Information Act.

2.6.2 The determination of whether information is confidential and not subject to disclosure is the duty of the Texas Office of Attorney General (OAG). AACOG must provide the OAG sufficient information to render an opinion and therefore, vague and general claims to confidentiality by the Respondent are not acceptable. AACOG must comply with the opinions of the OAG.

AACOG assumes no responsibility for asserting legal arguments on behalf of any Respondent.

Respondents are advised to consult with their legal counsel concerning disclosure issues resulting from this procurement process and to take precautions to safeguard trade secrets and other proprietary information. After completion of the award, these documents will be available for public inspection.

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PART 3.0–GENERAL INFORMATION & ANDMINISTRATIVE REQUIREMENTS

3.1 ELIGIBLE PROVIDERS

3.1.1 AACOG expects to receive proposals from established and knowledgeable entities with demonstrable expertise in the tasks required. The proposer(s) selected for contract will become an approved AACOG vendor and responsible for tasks outlined in the SOW.

3.1.2 It is the policy of AACOG to encourage participation by small and historically underutilized businesses (HUBs), as defined in Government Code, Chapter 2161, as Contractors to AACOG.

It is the goal of AACOG to include HUBs in at least ten percent (10%) of the total value of contracts awarded annually.

3.1.3 To be eligible for consideration: Licensed to do business in the State of Texas.

3.1.4 ACOG is prohibited from contracting with any entity debarred, suspended, or otherwise excluded from or ineligible for participation. Accordingly, a contract requires Contractors to certify that they are in compliance with the Federal regulations implementing Executive Order 12549, Debarment and Suspension, 29 CFR Part 98, Section 98-510, Participant’s Responsibilities. The Contractor must certify that to the best of its knowledge and belief that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by a federal department or agency.

3.1.5 Respondents must possess the knowledge, experience and expertise, professional judgment and capacity within their organization to perform the services and activities requested under this RFP and meet high standards for public service and fiduciary responsibility.

3.2 CONTRACT INFORMATION

3.2.1 TYPE OF CONTRACT: This Request for Proposal may result, assuming a Contractor is selected, and an award made, based on budget based fixed price award.

3.2.2 CONTRACT PERIOD: It is anticipated that the initial contract period will be for three (3) years, with an option for two (2) one (1) year extensions, mutually approved annually by the vendor and AACOG Board of Directors. The maximum number of consecutive years that an auditor may provide services will be five (5) years.

3.2.3 AACOG reserves the right to terminate a contract at any time based on Contractor performance or noncompliance.

3.2.4 ADDITIONAL FUNDING: AACOG reserves the right to extend the contract to include additional tasks in the Proposal response that AACOG deems beneficial to the area.

3.2.5 REASSIGNMENT: In the event a Contractor fails to perform as required, AACOG reserves the right to terminate the contract early and assign the contract in whole or in part to a comparably ranked respondent/Proposal obtained through this procurement, subject to successful contract negotiations.

3.2.6 Within 30 days written notice by either party if Contractor shall be required to satisfactorily complete all projects in progress at the time notice is giving to.

3.2.7 In the event of a breach of this RFP by either party hereto that is not remedied within five (5) working days after delivery of written notice of such breach, the non-breaching party may terminate this RFP by providing ten (10) days written notice to the other party of their intent to terminate this RFP.

3.3 GOVERNING PROVISIONS AND LIMITATIONS

Violation of any of the following provisions may cause a Proposal to be disqualified and rejected from consideration:

3.3.1 The Proposal, if accepted, will become the basis for the contract scope of work.

3.3.2 Respondents must submit a comprehensive Proposal for all services solicited. Any Proposal that is not comprehensive will be deemed non-responsive.

3.3.3 The only purpose of this RFP is to ensure uniform information in the solicitation of Proposals for the procurement of identified services. This RFP is not to be construed as a purchase agreement, contract or as a commitment of any kind; nor does it commit AACOG to pay for costs incurred prior to the execution of a formal contract unless such costs are specifically authorized in writing by AACOG.

3.3.4 AACOG reserves the right to accept or reject any or all Proposals received, to

RFP-FY25 Meal Service Provider - Alamo AAA.pdf Page 11 cancel or reissue this RFP in part, or its entirety.

3.3.5 AACOG reserves the right to award a contract(s) for any services solicited in this RFP in any quantity AACOG determines is in its best interests.

3.3.6 AACOG reserves the right to extend, shorten, increase, or decrease any contract awarded as a result of this RFP.

3.3.7 AACOG reserves the right to request additional information, clarification of or explanation for any aspect of a response to this RFP.

3.3.8 AACOG reserves the right to waive any minor defect in the procurement process or to correct any error(s) and/or make changes to this solicitation it deems necessary. AACOG will provide notifications of any changes in this RFP to all interested parties having requested or received a copy of this RFP.

3.3.9 AACOG reserves the right to negotiate the final terms of all contracts or agreements with selected proposers and any such terms negotiated as a result of this RFP may be renegotiated and/or amended in order to successfully meet the needs of the regional area.

3.3.10 AACOG reserves the right to contact any individual, agency, employer, or granting agencies listed in a Proposal, contact others who may have experience and/or knowledge of the respondent’s relevant performance and/or qualifications; and to request additional information from all respondents.

3.3.11 AACOG reserves the right to conduct on-site reviews of records, systems, procedures, including credit and criminal background checks of any entity selected for funding under this RFP. This may occur either before or after the award of a contract or agreement. Any misrepresentation of the proposer’s ability to perform as stated in the RFP response may result in the cancellation of any contract or agreement awarded.

3.3.12 AACOG reserves the right to withdraw or reduce the amount of an award or to cancel any contract or agreement resulting from this RFP if adequate funding is not received by AACOG from funding sources or due to legislative changes.

3.3.13 Respondents shall not, under penalty of law, offer or provide any gratuities, favors or anything of monetary value to any officer, board member, employee, Proposal evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

3.3.14 Respondents shall not attempt in any manner to advocate for, lobby or otherwise attempt to influence ay officer, board member, employee, Proposal evaluator, or agent of AACOG or elected official for purposes of having an influencing effect on this procurement.

3.3.15 No officer, board member, employee, Proposal evaluator, or agent of AACOG shall participate in the selection, award, or administration of a contract if a conflict of interest, or potential conflict, is involved.

3.3.16 Respondents shall not engage in any activity that will restrict or eliminate competition.

Violation of this provision will cause a respondent’s Proposal to be disqualified and rejected.

This does not preclude joint ventures or subcontracts.

3.3.17 The contents of a successful Proposal will become a contractual obligation if selected for the award of a contract. Failure of a respondent to accept this obligation may result in cancellation of an award. No plea of error or mistake shall be available to the successful proposer as a basis for release from proposed services at the stated price/cost. Any damages assessed by AACOG as a result of a successful proposer’s failure to contract with AACOG may be recovered from the proposer.

3.3.18 A contract with a selected proposer may be withheld, at the sole discretion of AACOG, if issues of contract or questions of non-compliance, questioned/disallowed costs, audit/monitoring findings or legal issues exist, until such issues are satisfactorily resolved.

3.3.19 AACOG is exempt by law from paying State Sales Tax and Federal Excise Tax.

3.3.20 The contractor shall retain all records for a minimum period of seven (7) y after AACOG makes final payment and all other pending matters are closed. This requirement is to assure fair settlement of disputes or complaints that may arise, as well as to fulfill federal audit requirements. This requirement survives the termination of this RFP for any reason.

3.3.21 NON-DISCRIMINATION AND EQUAL EMPLOYMENT OPPORTUNITY:

Contractor provides its assurance that it will comply with all requirements of applicable Federal

RFP-FY25 Meal Service Provider - Alamo AAA.pdf Page 12 and State laws that no person providing or receiving services under this contract will be excluded from participation, or be otherwise subjected to discrimination because of race, color, religion, gender, sexual orientation, national origin, age, disability or political affiliation or belief.

3.4 ANDMINISTRATIVE REQUIREMENT AND LIMITATIONS

3.4.1 Contractor will be required to procure all insurance required by this RFP and to list AACOG as an additional insured on each policy prior to the commencement of any work pursuant to a contract executed as a result of this RFP when applicable (or if funding becomes available).

Liability coverage and deductibles must be acceptable to AACOG.

3.4.2 INSURACE REQUIREMENTS - CONTRACTOR will be required to provide proof of general liability and casualty insurance coverage prior to contract execution:

3.4.2.1 General Liability: $1,000,000

3.4.2.2 Personal Injury: $1,000,000

3.4.2.3 Property damage: $100,000

3.4.2.4 Automobile Liability: $500,000 per occurrence

3.4.3 Respondents must be able to demonstrate the necessary administrative and fiscal capability necessary to successfully provide required services and to meet the financial accountability requirements of federal grants when applicable (or if funding becomes available).

3.4.4 Contractors must provide reports upon demand as may be requested or required by AACOG.

3.4.5 Private for-profit corporations submitting a Proposal must include a statement signed by an authorized representative of the corporation authorizing submission of a Proposal.

3.4.6 AACOG shall require the Contractor to remove any employee or staff member from the contract who is alleged (accused, arrested, or charged) to have committed a disqualifying offense after the background check performed. The contractor is required to immediately notify AACOG when it becomes aware of the alleged offense to determine if it disqualifies the employee or staff member from continuing to work under the contract.

3.4.7 Respondents must possess the knowledge, experience and expertise, professional judgment and capacity within their organization to perform the services and activities.

PART 4.0 – PROPOSAL REVIEW AND SELECTION PROCESS

4.1 EVALUATION PROCESS: The evaluation process will consist of:

4.1.1 An initial review of responsiveness and eligibility with the criteria specified in the RFP by

AACOG personnel.

4.1.2 All eligible Proposals will be evaluated and scored by an independent team of reviewers. The proposer’s qualifications will be evaluated on specific criteria outlined in Section 4.2 by reviewers using a standardized scoring matrix.

4.2 EVALUATION CRITERIA

4.2.1 AACOG will make its selection of a proposer based on demonstrated competence, experience, knowledge, and qualifications as reflected in the criteria set forth below. The responses will be scored by an AACOG evaluation committee.

4.2.2 Scoring Criteria, with Percentages: Proposers must achieve an overall score of at least 70 points to be considered for the award of funds. The review and evaluation of proposals shall be based upon the following criteria:

A. Organizational Capacity 35 points

1. Business Organization: State full name and address of your organization and identify parent company if you are a subsidiary. Specify the branch office or other subordinate element which will perform, or assist in performing, work herein. Indicate whether you operate as a partnership, corporation, or individual. Include the State in which incorporated or licensed to operate.

2. System Concept and Solution: Define in detail your understanding of the requirements presented in the Scope of Work of this request for proposal and your system solution. Provide all details as required in the Scope of Work and any additional information you deem necessary to evaluate your knowledge of HHS regulations, target populations and administering aging programs.

RFP-FY25 Meal Service Provider - Alamo AAA.pdf Page 13

3. Project Management Structure: Provide a general explanation and chart which specifies project leadership and reporting responsibilities; and who will interface with the AACOG project management and team personnel. Provide a detailed description of fiscal controls, reporting capabilities and performance accountability protocol. If use of subcontractors is proposed, identify their placement in the primary management structure, and provide internal management description for each subcontractor.

4. Personnel: Include names and qualifications of all professional personnel who will be assigned to this project. State the primary work task assigned to each person and the percentage of time each person will devote to this work. Identify key persons by name and title. Provide all resumes.

B. Demonstrated Performance 20 points

1. Prior Experience: Describe only relevant corporate experience and individual experience for personnel who will be actively engaged in the project. Do not include corporate experience unless personnel assigned to this project actively participated. Supply the project title, year, and reference name, title, present address, and phone number of principal person for whom prior projects were accomplished.

C. Service Delivery Plan 25 points

1. Service Delivery Plan: Describes plan design, Nutrition Services, Older Americans Act

Assurances, and outreach to targeted populations. Older Americans Act Assurances (Required)

2. The Older Americans Act of 1965, as amended, requires assurances that specific objectives will be met by the AAA and its sub-recipients. Please provide a narrative response for how your organization plans to meet each of the following OAA objectives.

3. Provide assurances that the agency will set specific objectives for providing services to older individuals with greatest economic need and older individuals with greatest social need. Include specific objectives for providing service to low-income minority individuals and older individuals residing in rural areas. The assurance should be in written narrative form and specific to low-income minority and older individuals residing in rural areas individuals rather than a statement covering both criteria, even if the characteristics of the clients are both low-income minority and reside in rural areas.

D. Budget 20 points

1. Information described in this section is required from each proposer to determine the cost per delivery. Your method of costing may not contain all the elements identified below but must be enumerated in detail:

a. The budget should include separate line items as noted in Appendix B.

b. Provide federally audited indirect rates, if applicable

c. Agency that approved the rate

d. Date the rate was approved

e. Personnel. Itemize the following for each category of personnel with separate hourly rates:

f. Manager, senior consultant, analyst, subcontractor, etc.

g. Estimated hours for each category of personnel

h. Rate applied for each category of personnel

i. Total personnel cost

j. Itemized cost of supplies and materials

k. Other itemized direct costs

l. If applicable, general, and administrative burden. Indicate base used, percentage, and total cost relative to this procurement.

m. Travel expenses.

n. Printing

TOTAL POSSIBLE POINTS 100 points

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4.3 PROPOSER’S ACCEPTACE OF EVALUATION METHODOLOGY

By submitting a Proposal, Proposer acknowledges:

4.3.1 Proposer’s acceptance of the Proposal evaluation process

4.3.2 The scoring criteria for selection

4.3.3 Proposer’s recognition that subjective judgments may be generated during evaluation.

4.4 PROCUREMENT DISPUTE RESOLUTION

Appeal and Debriefing Process

4.4.1 Appeal Process

4.4.1.1 Proposers not selected for funding may appeal only with respect to any fault or violation of law or regulation regarding the procurement process. Appeals must be filed within ten calendar days of receipt of AACOG notification of final action. Appeals shall be directed to:

Contract and Procurement Director Alamo Area Council of Governments Procurement Department 2700 NE Interstate 410 Loop, Suite 101 San Antonio, TX 78217

4.4.1.2 The appeal must indicate the AACOG action appealed and the violation, which forms the basis for the appeal, and shall be signed by the Proposers organization’s authorized representative. Fax and e-mail transmittals will not be accepted. The filing of the appeal must be within the time frame identified. There is no relief accorded appellate for not filing within the published deadlines. Hearings are at the discretion of AACOG and shall be conducted in accordance with existing AACOG procedures.

4.4.1.3 Proposers must provide a detailed statement of legal and factual grounds including copies of relevant documents and the form of relief requested.

4.4.1.4 Proposers may NOT appeal the scoring and ranking of Proposals, unless substantiated by material or relevant facts.

4.4.1.5 Proposers may NOT appeal solely on the belief that their Proposal is superior to the one selected for award.

4.4.1.6 Proposers understand that review and action shall be considered final, with no further formalities considered.

4.4.2 Debriefing Process

Proposers not selected by this procurement process, and have elected not to file an appeal, may submit, within 10 days of the receipt of AACOG notification of the procurement decision, a Request for Debriefing to obtain information on the procurement process and how their Proposal or offer was received and ranked. AACOG shall acknowledge receipt of the Request for Debriefing in writing within 10 days of receipt, along with the date and time of the scheduled debriefing. The debriefing shall be scheduled as soon as possible and no later than 10 days from the receipt of the Request for Debriefing. A debriefing is offered as a courtesy to any bidder who is not selected for funding. The purpose of the debriefing is to promote the exchange of information, explain the Proposal evaluation system, and help unsuccessful bidders understand why they were not selected.

PART 5.0 – PROPOSAL RESPONSE REQUIREMENTS

5.1 PROPOSAL FORMAT AND NUMBER OF PROPOSALS

5.1.1 NUMBER OF COPIES

Respondents must submit three (3) exact copies of the Proposals. Finally, one (1) electronic copy sent to the procurement@aacog.com and ijones@aacog.com with the email subject line to include RFP Submission: RFP-25-04-AAA- Meal Delivery Service Provider. Copies may be submitted in a 9 x 12 paper folder or envelope, clipped or stapled in the upper left-hand corner.

Any submission lacking the required number of Proposals maybe ruled non- responsive and may not be considered under this procurement. Any differences between the original and the copies are the liability of the respondent.

5.2 PROPOSAL FORMAT

5.2.1 Proposals must be typed, single-spaced, and submitted on 8 ½ x 11-inch plain white paper.

5.2.2 Please do not use less than a 10-point font.

5.2.3 Each page of the Proposal, except for the coversheet, must be sequentially numbered, mailto:procurement@aacog.com mailto:ijones@aacog.com

RFP-FY25 Meal Service Provider - Alamo AAA.pdf Page 15 including attachments.

5.2.4 Proposals must contain all required elements in the order prescribed.

5.2.5 Proposals that do not conform to this requirement may be considered non- responsive and excluded from consideration under this procurement.

5.3 PROPOSAL VALIDITY PERIOD

Each Proposal will remain valid for AACOG’s acceptance for a minimum of thirty

(30) days after the submittal deadline, to allow for evaluation, selection and Board action.

5.4 PAGE LIMITATION

Proposers are asked to keep responses brief, concise and to the point, with maximum 3-page limit for the Executive Summary and Proposal Narrative.

5.5 ORDER OF PROPOSAL CONTENTS

Proposals must follow the format below. All items must be clearly labeled and in the exact order shown below. Compile the Proposal in the following order:

5.5.1 Proposal Title Page- This must be the very first page of the application.

5.5.2 Table of Contents

5.5.3 Executive Summary (maximum 1-page limit)

5.5.4 Proposal Narrative (please refer to criteria in section 6.4 for order of narrative; maximum 5-page limit not including attachments)

5.5.5 Certification Sheet

5.5.6 Acknowledgement Form

5.5.7 Conflict of Interest Questionnaire

5.5.8 Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion

5.5.9 Non-Discrimination Certification

5.5.10 Certification Regarding Lobbying

5.5.11 Request to be added to AACOG Bidder’s/Contractor List

PART 6.0 – PROPOSAL RESPONSE FORMS

6.1 PROPOSAL TITLE PAGE

Each Proposal must be accompanied by a complete Proposal title page. Respondents must designate a contact person responsible for all communications concerning the Proposal and notification of award. Respondents must also designate a person with documented signatory authority and for contract negotiations.

6.2 TABLE OF CONTENTS

Each Proposal must have a Table of Contents that lists each item of the Proposal, including attachments, with corresponding page numbers. Clearly identify the material by section and page number.

6.3 EXECUTIVE SUMMARY

Provide a summary highlighting your organization’s history, qualifications and experience;

overall approach to delivering the services solicited in this RFP; and any unique or innovative aspects of your Proposal. Briefly state the proposer's understanding of the service to be provided and make a positive commitment to perform the work in a timely manner.

6.4 PROPOSAL NARRATIVE

Business information, address, email, point of contact names, phone numbers, cell numbers, fax number, business history information, business experience information.

6.5 CERTIFICATION SHEET (complete and sign form)

6.6 ACKNOWLEDGEMENT FORM (complete and sign form)

6.7 CONFLICT OF INTEREST QUESTIONNAIRE (complete and sign form)

If a conflict exists. You may review the Agency’s current Board of Directors at https://aacog.gov/board-members-committees

6.8 CERTIFICATION REGARDING DEBARMENT (complete and sign form)

6.9 NON-DISCRIMINATION CERTIFICATION (complete and sign form)

6.10 CERTIFICATION REGARDING LOBBYING (complete and sign form)

6.11 REQUEST TO BE ADDED TO BIDDER’S/CONTRACTOR’S LIST

https://aacog.gov/board-members-committees

RESPONSE FORMS Page 1

P R O PO SA L TITLE PAGE

Alamo AAA Contracted Services for FY24 – FY26

Legal Name of Proposing Entity

Name of Owner/Director of Entity

Title

Mailing Address

Physical Address (If different than mailing)

Telephone Number

Fax Number

E-mail Address

Contract Signatory Authority & Title

Federal Tax ID Number

Historically Under-Utilized Business? If “yes”, attach copy of current certification.

Yes No

Legal/Tax Status of Organization

Corporation Sole Proprietor

Partnership Other (Specify)

RESPONSE FORMS Page 2

TABLE OF CONTENTS

RESPONSE FORMS Page 3

EXECUTIVE SUMMARY

RESPONSE FORMS Page 4

PROPOSAL NARRATIVE

RESPONSE FORMS Page 5

CERTIFICATION SHEET

All specifications and terms and conditions of the RFP have been read.

Our Company accepts the specifications and conditions unless otherwise accepted in writing to the Executive Director, Alamo Area Council of Governments (AACOG).

Company Name:

Mailing Address:

City: State Zip Code Phone: Fax:

Web Site:

Email

Name of Representative authorized to sign for bidder:

(Print name) (Signature)

(a) Does your "residence state" require bidders whose principal place of business is in Texas to underbid bidders whose residence state is the same as yours by a prescribed amount or percentage to receive a comparable contract?

"Residence State" is defined as the state in which the principal place of business is located. YES NO

(b) What is that amount or percentage?

I certify that the above information is correct:

Name

Position Signature Date

RESPONSE FORMS Page 6

ACKNOWLEDGEMENT FORM

Having carefully examined the terms and conditions and specifications within this RFP document, the undersigned Proposer's Agent hereby proposes and agrees to furnish the proposed product(s)/service(s) in strict compliance with the specifications as quoted.

The Proposer affirms that, to the best of his knowledge, the response has been arrived at independently and is submitted without collusion with anyone to obtain information or gain any favoritism that would in any way limit competition or give them an unfair advantage over other bidders in the award of this RFP.

The Proposer affirms that he/she has not participated in any act of favoritism, gratuity, or inside dealings with any member of the staff of AACOG or its Board of Directors.

Company Name:

President/Designee:

Position:

Signature:

Date:

RESPONSE FORMS Page 7

CONFLICT OF INTEREST QUESTIONNAIRE

This questionnaire reflects changes made to the law by H.B. 1491, 80th Leg., Regular Session.

This questionnaire is being filed in accordance with chapter 176, Local Government Code by a person who has a business relationship as defined by Section 176.001 (1-a) with a local governmental entity and the person meets requirements under Section 176.006(a).

By law this questionnaire must be filed with the records administrator of the local government entity not later than the 7th business day after the date the person becomes aware of facts that require the statement to be filed. See Section 176.006, Local Government Code.

OFFICE

USE

Date Received

1.

Name of person who has a business relationship with local governmental entity.

2.

Check this box if you are filing an update to a previously filed questionnaire.

(The law requires that you file an updated completed questionnaire with the appropriate filing authority not later than the 7th business day after the date the originally filed questionnaire becomes incomplete or

3.

Name of local government office with whom filer has employment or business relationship.

T…