Food Service RFP Final.pdf

Livingston County

REQUEST FOR PROPOSALS

FOOD SERVICES FOR

LIVINGSTON COUNTY CENTER FOR NURSING

AND REHABILITATION

AND

LIVINGSTON COUNTY OFFICE FOR THE AGING

February 19, 2025

Office of the Livingston County Administrator Livingston County Government Center

6 Court Street, Room 302 Geneseo, New York 14454

Proposals due March 26, 2025 at 11:00AM

REQUEST FOR PROPOSALS

#2025-11

(1) INTRODUCTION

Livingston County is soliciting proposals for a vendor to provide food services for the Livingston County Center for Nursing and Rehabilitation (“CNR”) and the Livingston County Office for the Aging (“OFA”).

As a result of this proposal, the County intends to enter into a contract with the selected Vendor to provide food services for the CNR and OFA. However, this intent does not commit the County to award a contract to any responding Vendor, or to pay any costs incurred in the preparation of proposals submitted in response to this request, or to procure or contract for any services. The County reserves the right, in its sole discretion, to accept or reject in part or in its entirety any proposal received as a result of this RFP if it is in the best interest of the County to do so.

Program #1: Operation of the entire Dietary Department of the Livingston County Center for Nursing and Rehabilitation, a 266-bed residential health care facility and 20-slot Garden of Life medical model Adult Day Health Care Program (“ADHC”) located at 11 Murray Hill Drive, Mount Morris, New York 14510.

Program #2: Providing, preparing, and labeling meals for the Livingston County Office for the Aging’s Home Delivered and Congregate Meal Program, utilizing dedicated space (inventory, preparation, packaging, equipment storage) at the Livingston County Center for Nursing and Rehabilitation. The Office for the Aging is located at 3 Murray Hill Drive, Mount Morris, New York 14510.

Program Data The following data is illustrative of prior performance and is not guaranteed for future performance:

CNR patient/resident days for the period of January 1, 2024 through December 31, 2024: 92,278 (94.78% Occupancy) CNR Annual ADHC registrant days with full census: 4,800 OFA Senior Nutrition Program meals for the period January 1, 2024 through December 31, 2024: 81,849

Current rates are as follows:

Nursing Home Price per patient per day: $24.28 Adult Day Health Care Program Price per registrant meal: $5.11 Office for the Aging Program Price per meal: $5.47

PLEASE NOTE: THE NUMBER OF OFA SENIOR NUTRITION PROGRAM MEALS IS NOT

GUARANTEED AND MAY BE INCREASED, REDUCED, OR ELIMINATED DURING THE TERM

OF THE CONTRACT. ANY REDUCATION OR ELIMINATION IS SOLELY AT THE OPTION OF

THE COUNTY AND THE COUNTY SHALL INCUR NO LIABILITY OR PENALTY FOR ANY SUCH

REDUCATION OR ELIMINATION. ADDITIONAL COMPENSATION FOR ANY INCREASE IS

LIMITED TO THE PER MEAL COST.

Vendor must submit one (1) proposal to serve both Livingston County programs.

Introduction and Summary

1. Vendor must provide a concise summary of its organization, history, New York State skilled nursing long-term care food service experience and a general overview of its planned solution. The Vendor’s description must include plans to:

a. Provide food service to patients/residents of the CNR.

b. Provide food service to registrants of the CNR’s Garden of Life Adult Day Health Care

Program.

c. Operate cafeteria services, a snack bar, and gift shop for staff and visitors at the CNR.

d. Prepare, package, and label meals for the OFA Home Delivered and Congregate Meal Program

(Senior Nutrition Program).

e. Provide food service for special functions and mass emergency feeding, the cost of which is not part of the proposal price.

(2) SCOPE OF WORK

A. GENERAL CONDITIONS: PROGRAMS #1 AND #2

1. The Vendor must provide services in compliance with 10 NYCRR Part 14 (Food Service

Establishments). The Vendor’s premises must be open for inspection by local and State Departments of Health, as well as local, State and/or Federal Offices for the Aging.

2. The Vendor will develop, post, and maintain itemized work schedules for every position in the operation, based upon an approved master staffing plan.

Vendor's Note: A Master Staffing Plan for both management and hourly personnel must be submitted as part of this proposal. Such plan must include the number of hours to be worked for each shift for each position. Such plan must be for a typical two (2) week time period with a schedule for the number of hourly employee days off included. One (1) Productive FTE = 40 hours/week.

At a minimum, the Master Staffing Plan must include:

• 40 hours of Registered Dietician services per workweek

• 80 hours of Diet Technician services per workweek

• 40 hours of Chef services per workweek

• 40 hours of Food Service Director services per workweek

The County must approve the initial Master Staffing Plan of management and hourly personnel and all subsequent additions or deletions.

3. The prospective Food Service Director must have a minimum of three (3) years’ experience in an acute care hospital or residential health care facility and must be a qualified Director per the criteria established under 10 NYCRR Section 415.14.

Vendor's Note: Resumes stating the qualifications and experience for the Vendor’s Food Service

Director, Registered Dietitian, and other management personnel must be submitted as part of this proposal. In lieu of resumes identifying specific individuals whom the Vendor proposes for the above positions, resumes may be submitted stating the minimum education, background, work experience, etc., for the individuals the Vendor proposes to employ. However, the proposal will not be awarded until the prospective Vendor provides resumes stating the qualifications for the specific individuals designated to be the Food Service Director and Registered Dietitians.

4. The Vendor must make payroll records available for purposes of auditing performance against the staffing plan. Failure to perform the minimum hours outlined by position within the Vendor’s Master Staffing Plan may result in a recoupment of said costs against subsequent invoices. Vendors should outline their plans for ensuring staffing is consistent with the requirements of the plan.

5. The Vendor’s organizational chart must be provided as part of the Master Staffing Plan. The Master

Staffing Plan must delineate the staffing that will be assigned for service to each program and the respective hours to be worked daily. The proposed staffing must be sufficient for the effective and efficient operation of both programs.

6. The Vendor’s employees used in the operation will be under the jurisdiction of the Food Service

Director, who shall be responsible for hiring, discharging, supervising, and directing these employees. The Vendor, its employees and agents, will be considered an independent contractor and not employees or agents of the County.

7. The Vendor shall be solely responsible for compensating its employees including all applicable taxes and insurance and shall be responsible for any losses incurred by the County resulting from dishonest, fraudulent, or negligent acts on the part of its employees or agents.

8. The Vendor must conduct employee training on hire and annually for the duration of the awarded contract to ensure employees perform their jobs with the highest standards of efficiency and sanitation. Programs must include: County required orientation subjects, regular in-service classes, on-the-job training, and mandatory employee ServSafe Certification. Such training must be documented and reports made available to the County upon request.

9. The Vendor must furnish uniforms, at its expense, for all its employees. The Vendor is to submit a photo or illustration indicating the type of uniform to be worn by its staff. For security and building access purposes, all employees of the Vendor must wear County supplied identification badges. The County will supply badges and related supplies at cost; the cost of said service will be part of the normal operating expenses borne by the Vendor.

10. All employees of the Vendor must have a pre-employment physical examination, the cost of which shall be borne by the Vendor. The pre-employment physical must include TB screening and evidence of MMR immunization or exposure. All employees of the Vendor must additionally be verified as not being listed on the New York State Nurse Aide Registry by contacting ProMetric at 800-321- 6443 or https://registry.prometric.com/registry/public or the designated agency contracted by the State of New York to maintain the database should ProMetric no longer be that agency during the awarded contract term.

11. All employees of the Vendor must have a Criminal History Record Check (“CHRC”) performed, the cost of which is borne shall be borne by the Vendor. The County will coordinate performance of the CHRC with the Vendor. The fee is established by the New York State Department of Health, it is currently $103.50 per new hire and must be paid unless the new hire had a CHRC performed through the CHRC System of the NYSDOH after September 1, 2006.

12. The Vendor must have a Quality Assurance & Performance Improvement (“QAPI”) Program to monitor the operation through periodic and ongoing internal auditing of said services and procedures. The County may conduct periodic, unannounced inspections and food tasting to monitor quality and performance.

Vendor's Note: As part of this proposal, the Vendor must submit an overview of the QAPI Program to be used. The program must contain, but is not limited to, activities related to sanitation monitoring, plating and portion accuracy, and meal satisfaction evaluation.

13. The Food Service Director will serve on agency committees and attend any necessary departmental meetings at the County’s discretion.

14. The Vendor must maintain a Dietary Operations Manual and a copy shall be furnished to the CNR and OFA. The Vendor shall review and update the Manual no less than annually.

15. All financial, statistical, operating, and personnel data, including but not limited to recipes, menus, diets, meal plans, and operational manuals, utilized in the business of the Vendor will be kept confidential at all times. The County agrees to keep such information confidential and so instruct its agents, servants, independent contractors, and employees.

16. The Vendor must prepare monthly operating reports that reflect all true and actual operating statistics in a form agreeable to the County. Such reports must be submitted to the respective program within fifteen (15) working days following the close of the month.

17. The Vendor must purchase, receive, store, and maintain products of specified quality in sufficient quantities to meet menu requirements. No product may be used in production or served beyond its expiration date.

18. a.) The Vendor must provide food products that meet or exceed the following product standards:

https://registry.prometric.com/registry/public

18. b.) The Vendor must provide nutrition services in accordance with the Academy of Nutrition and

Dietetics (formerly American Dietetic Association) Evidence-Based Nutrition Practice Guidelines.

18. c.) The Vendor will perform to the following production standards:

Use of standardized recipes to yield a consistent and satisfactory product.

Meats must be tender as it is served.

To prevent vitamin and mineral loss, cooking time of vegetables should be as short as possible, but consistent with an acceptable texture.

All meals must be cooked without added salt.

Proper Inventory Levels for product and supplies to meet menu demands.

19. The County will have the right to terminate the awarded contract if the CNR facility is deemed uninhabitable due to disaster.

20. For the purpose of implementing Section 1861 (v) (I) of the Social Security Act, as amended, and the written regulations thereto, the parties agree to comply with the following statutory requirements governing the maintenance of documentation to verify the reasonable cost of services rendered under this contract:

a. Until the expiration of four (4) years after the furnishings of such services pursuant to the awarded contract, the successful Vendor shall make available, upon written request by the Secretary, or upon request to the U.S. Comptroller General, or any of their duly authorized representatives, the contract, and books, documents and records of the parties that are necessary to certify the nature and extent of such costs; and

b. If the successful Vendor carries out any of the duties of the awarded contract through a subcontract, with a value or cost of $10,000 or more over a twelve (12) month period, with a related organization, such subcontract shall contain a clause to the effect that until the expiration of four (4) years after the furnishing of such services pursuant to such subcontract, the related

Meat, Poultry, Fish Beef and Lamb USDA Choice or equivalent specific to menu specs Veal USDA Choice or better Pork USDA #1 (as defined in U.S. standards of pork carcasses) Ground Beef

Not to exceed 20% fat content. Ground beef is to be free from all extenders, additives, moisturizers, and fillers.

Provision and variety meats USDA Grade #1 (as defined in U.S. standards) Poultry USDA Grade A, Fresh or Frozen Seafood USDA Grade A and in conformance with all government standards

Eggs, Dairy, Margarine Eggs (liquid or shell) Pasteurized, USDA Grade A Milk, Butter and Cheese (dairy) USDA Grade A. Milk fortified with Vitamin D Margarine Reddies

Juice Juice USDA Grade A - 100% juice or 100% juice blends, naturally high in Vitamin C or Vitamin C fortified Vegetables

Fresh Canned Frozen

US #1 Top Choice USDA Grade A USDA Grade A

Fruit Fresh Canned Frozen

US #1 Top Choice USDA Grade A USDA Grade A

Bread Bread Enriched or Whole Grain organization shall make available, upon written request by the Secretary, or upon request by the Comptroller General, or any of their duly authorized representatives, the subcontract, and books, documents and records of such organization that are necessary to verify the nature and extent of such costs.

B. UTILITIES & EQUIPMENT

1. The County will furnish without charge all electricity, gas, water, heat, and light to the awarded

Vendor for its operations as in the judgment of the County are reasonably needed and necessary. The Vendor agrees to comply with the Livingston County Computer Use Policy for work activities performed on computers provided by the County.

The Vendor will be responsible for all charges associated with the maintenance and use of separate telephone and facsimile services necessary for its operation.

2. The County will furnish pursuant to these specifications, all space, equipment, and furnishings to the successful Vendor for its operation as in the sole judgment of the County is deemed to be reasonably needed and necessary. This provision will include pots and pans, shelving and replacement parts for equipment, and office space and equipment, but it will not include expendable supplies and materials.

At the time of contract signing, an itemized inventory (to be certified by representatives of both the

County and the awarded Vendor) of all items then furnished by the County that will be made part of the awarded contract. The County may amend the itemized inventory by making additions and/or deletions as may be authorized in writing.

3. The Vendor agrees that its employees and agents will at all times use the County's equipment, machinery, furnishings, and paraphernalia in a good and proper manner and will at all times keep the same free from damages, in proper condition, and in a state of cleanliness at all times to assure compliance with all health and sanitary regulations and procedures as required by the NYSDOH regarding dietary operation in a residential health care facility. Sanitation and stain removal of small wares will be the responsibility of the Vendor at its expense.

4. Repairs and replacements of equipment and other related County-owned property that may be necessary due to the negligence of the Vendor, its employees or agents will be the sole responsibility and the sole expense of the Vendor. The Vendor will be responsible for ensuring no equipment of any type is removed from the CNR facility except for repairs that have been authorized in writing by the County. The County reserves the right to select the vendor(s) performing repairs to County-owned property.

5. The successful Vendor may make recommendations to the County for additional equipment or replacement of equipment that it deems necessary for the complete and efficient service specified and required hereunder. The County reserves solely to itself the final decision as to replacement or procurement of said equipment. Such recommendations must be submitted as part of the RFP process and as such constitutes one (1) time expenses that will be used in determining the outcome of this

RFP.

6. The County may from time to time, in its sole option, repair or replace any equipment not functioning properly after receiving written notification from the awarded Vendor of the need for such repair or replacement.

7. No alterations, changes, or improvements will be made to the areas within the CNR facility granted to the Vendor without obtaining prior written permission from the County, with the final decision as to alterations, changes, or improvements reserved solely with the County.

8. The County will be responsible for repairs to all permanent fixtures such as faucets, lights, sewers, air conditioning, heating, refrigeration, and other related mechanical and electrical work which is required by the Vendor to perform under the awarded contract. All such repairs will be at the sole discretion of the County.

9. The County will provide without charge for the removal of all trash and garbage relating to the food service operations, with the Vendor being responsible for the proper storage and placement of said trash and garbage until its removal. The County will provide, without charge, for the disposal of grease from food production activities.

10. The County will provide without charge for all extermination services at such times as it deems necessary. The County reserves the right to charge the Vendor for any extermination services required as a result of the negligence in food handling and storage by the Vendor, its employees and/or agents.

11. The County will be responsible for the cleaning of ducts, hoods above the filter line in the central kitchen, at such times as it deems necessary.

12. Upon termination of the awarded contract due to whatever cause, the Vendor will surrender to the

County all equipment, furnishings, and other related County-owned property located in the food service areas assigned to the Vendor, as shown on the certified inventory lists of all County-owned property. Such property and equipment must be returned to the County in the same good order and condition as when received by the Vendor. Reasonable wear and tear, damage from casualty, fire and hazards covered by insurance alone will be accepted. Another inventory will be taken upon termination to determine the status of all equipment hereunder. Discrepancies will be corrected at the Vendor’s sole expense for said equipment based upon a comparison with the original inventory.

Upon termination of the awarded contract, the County reserves absolute right to withhold all of the Vendor’s bonds and deposits until this section, in the sole opinion of the County, is totally complied with and all conditions are satisfied.

13. The Vendor will be solely responsible for the purchase, payment, and control of all foods, beverages, paper and soap supplies, china and dishes, glasses, flatware and small ware utensils, and such other materials and expenses necessary for it to render proper performance of the food service program as stated herein. Current dishware, flatware, glasses and utensils owned by the CNR may be used by the Vendor, but all new and/or replacement items will be the responsibility of the Vendor. Purchases and performance will apply to all items in addition to the above. Any delinquency in the payment of such costs by the Vendor after investigation by the County will be cause for termination of the awarded contract. At no time will purchases be charged to or purchased in the name of the County.

14. The County will have unlimited access, with or without notice to the successful Vendor, to all areas assigned to and used by the Vendor for purposes of audits and inspections.

15. The Vendor may use its own equipment only upon receipt of prior and specific written approval by the County and in every instance approval must be received before said equipment is brought into the facility.

16. In the event any Vendor-owned equipment or other articles are permitted to be brought into the facility, any risk or actual loss or damage thereto will be solely that of the Vendor, and the Vendor agrees that it will assert no claims for liability on the part of the County. Further, the Vendor will be solely responsible for the maintenance and operation of said equipment.

C. VENDOR PERFORMANCE

1. In the event the awarded Vendor, during the term of the awarded contract, fails to meet the specifications of the contract or fails to perform its obligations under the contract in a manner satisfactory to the County, the County will notify the Vendor in writing, of the Vendor’s specific deficiencies. If the Vendor fails to correct the deficiencies in a manner acceptable to the County within thirty (30) days of the Vendor’s receipt of the notice of deficiencies, the County reserves the right to immediately terminate the contract without liability to the Vendor for any damages as a result of such cancellation, notwithstanding any other provision contained herein. The Vendor may request a review meeting with the County during the thirty (30) day correction period.

2. The Vendor and the County understand and agree that in a case where there is a violation of the interpretation of the terms of the awarded contract and any plans or specification incorporated herein, the County does expressly have the right to determine which will control, said decision to be in every case binding and final.

3. The Vendor warrants its compliance with and agrees to be bound by any and all applicable Federal or State codes, rules and regulations governing food handling and sanitation in healthcare institutions and Older Americans Act Senior Nutrition Programs, in addition to any local rules and regulations.

4. The Vendor must guarantee the rates set, per the contract terms and conditions, for the duration of the contract period.

5. The County reserves the right to audit and verify all meal count statistics used by the Vendor to prepare its monthly invoices. Said audits to include labor hours at the discretion of the County. All records needed to substantiate the invoice charges will be made available to the County, at no expense.

6. No portion of the services described in the specifications may be subcontracted by the awarded

Vendor unless the County grants the Vendor permission in writing.

7. Minimum Wage Law: There may be legislative changes concerning the Federal or State minimum wage law and the Vendor will be required to comply with any changes therein to the extent applicable to the awarded contract. If the Federal or State Minimum Wage Rate is increased during the contract term, the Vendor will have the right to pass through to the County the actual difference in wage rates associated with compliance. Actual costs are those that represent the difference between an employee’s rate of pay at the former minimum wage rate and any newly established minimum wage rate from the effective date of Federal or State implementation.

2.1 - PROGRAM #1:

Full service operation of the complete Dietary Department of the Livingston County Center for Nursing and Rehabilitation and Garden of Life Adult Day Health Care Program, including cafeteria services and a snack bar and attached gift shop for residents, registrants, staff and visitors.

GENERAL REQUIREMENTS

1. The awarded Vendor must use GeriMenu or an equivalent menu planning system, at its expense, to promote efficient and accurate delivery of services to residents and registrants. The Vendor must have the capacity to obtain resident meal selections seventy-two (72) hours in advance of meal production to accommodate resident preferences.

2. The Vendor must maintain a comprehensive nutritional resident care program to include: frequent visitation of all residents; nutritional assessment and plan of care, and documentation of activities in compliance with all Federal, State, and local codes, rules and regulations.

3. A four (4) week cycle menu, detailing regular items and extensions for modified diets, must be provided at least ten (10) days before its intended introduction to residents for approval by the County. Failure to follow this procedure rigidly or using frequent "menu item substitutions" will be deemed a breach of the awarded contract. The Vendor must make provisions for three (3) seasonal menus per year.

PROGRAM BACKGROUND

The CNR facility is constructed in the “Neighborhood” model with decentralized resident living areas. There are six (6) Neighborhoods located across four (4) separate floors. A Neighborhood is a forty-eight (48) bed resident setting subdivided into two (2) “Households” of twenty-four (24) residents further divided into two

(2) twelve (12) bed “Family Units”. Each Household contains a Country Kitchen and dining room serving twenty-four (24) residents. Resident meals will be served from each of the eleven (11) Country Kitchens at each service.

The central kitchen is located on the ground floor. The number and locations of Country Kitchens are as follows: Ground floor – 1, 1st floor – 4, 2nd floor – 4, 3rd floor – 2.

EMPLOYEE/VISITOR MEAL SERVICES

The Vendor will retain all revenues from the operation of cafeteria services, Tid Bits Café, and the Essentials Gift Shop. All profits or losses generated from the Vendor’s operation will be retained or absorbed by the Vendor. Vending machines located in the cafeteria are supplied and maintained under a contract with a third party and are not a part of the awarded contract.

1. Hours of operation for the cafeteria serving line, Tid Bits Café, and the Essentials Gift Shop will be as mutually agreed upon between the awarded Vendor and the CNR. Employee dining services are to be available seven (7) days per week. Expansion or curtailment of hours, once established, will be as mutually agreed upon between the Vendor and the CNR.

2. Prices must be kept reasonable. The food cost to price ratio to be maintained by the Vendor must be provided on the Proposal Sheet attached to this RFP.

3. Vendor must submit as part of its response a typical one (1) week cafeteria menu cycle with a minimum of two (2) hot entrees and appropriate side dishes, showing anticipated portions and selling prices. Portion sizes must be stipulated with the typical menu.

4. The Vendor must provide an ongoing program of food promotions to employees.

5. The Vendor must post a menu board in a conspicuous location in the serving line area plainly displaying items and their costs.

6. The Vendor must conduct the operation of the serving line in such a way as to ensure the timely and orderly service to employees and visitors.

RESIDENT MEAL SERVICES

The first breakfast meal service currently starts at 8:00 a.m., the last at 8:30 a.m. The first lunch meal service currently starts at 11:45 a.m., the last at 12:25 p.m. The first supper meal service currently starts at 5:00 p.m., the last at 5:25 p.m. The CNR will be responsible for establishing a meal service schedule for individual Households in consultation with its residents and collaboration with the awarded Vendor.

The Vendor must offer residents a choice of the regular menu and an alternate for each meal in addition to making available an option of soups and sandwiches. A full range of special diets must be provided as may be required by a resident’s physician. Portion sizes for all foods and beverages must be developed in a manner that ensures compliance with resident nutritional requirements. Those residents requesting portion sizes larger than that which is on the menu must receive it without additional expense to the facility.

Dietary staff delivers Neighborhood stock twice daily after the noon and evening meals. Neighborhood stock items may include, but are not limited to, pre-portioned sandwich spreads, pre-portioned cereals, pre-portioned soups, bread, crackers, applesauce, pudding, milk, ice cream, juices and various other beverages and beverage mixes, condiments, etc. The Neighborhoods determine par quantities for Neighborhood stocked items.

Thickened beverages are the responsibility of the Vendor - commercially available pre-thickened fluids or naturally thick fluids. Fluids not available commercially as pre-thickened are thickened primarily by County personnel using a commercial food thickener provided by the Vendor.

All residents, except those on full enteral feeding or NPO (nothing by mouth) status, must be furnished three (3) meals daily plus nourishments and supplements. Residents on full enteral feeding will be the responsibility of the County.

All residents must be furnished nourishments as requested and supplements as required. This may include sandwiches, crackers, applesauce, pudding, milk, ice cream, juices and various other beverages.

Nourishments must be available for 10:00 a.m., 3:00 p.m., and HS Care (hours of sleep care) offerings to all residents. Nourishments and supplements are delivered to Neighborhoods daily.

Nourishments - any food item provided to residents outside of the scheduled meal service.

Supplements - any food or drink item served in addition to the standard menu during the scheduled meal service. Commercial supplements (provided by the Vendor) include, but are not limited to: Ensure, Glucerna, Nepro, Juven, Ensure Pudding, Mighty Shake, Super Doughnut (The Vendor shall not responsible for commercial supplements for individuals receiving 100% of nutrition via enteral feeding tube).

The successful Vendor will assemble bulk steam well pans of hot food items in the Central Kitchen for distribution by Dietary employees to eleven (11) separate Country Kitchens utilizing mobile heated storage units. A four (4) well steam table is integral to each Country Kitchen. Cold food items are delivered to the Country Kitchen refrigerator or Neighborhood Cress Core coolers located in each Neighborhood Pantry by Dietary employees.

Dietary staff will setup and temp foods in preparation for service, and provide approximately twenty (20) minutes of service per dining room per meal to plate food for residents in each Country Kitchen. In the event tray service is required due to quarantine, isolation, or other reasons, Dietary staff will prepare the trays and nursing staff will distribute them and return trays to the Pantry for washing by Dietary staff.

The Vendor will be responsible for distribution of Neighborhood stock and nourishments to all Country Kitchens. The Vendor will provide the Activities Department, at cost, baking supplies and other kitchen sundries, when requisitioned, i.e. bread, peanut butter, eggs, butter, flour, sugar, etc.

RESPONSIBILITIES

CONTRACTOR COUNTY

Hot Carts delivered to resident areas X Hot Carts retrieved from resident areas X Food plated X Floor Stock to Neighborhood refrigerators X Nourishments distributed to Neighborhood X Neighborhood refrigerators cleaned X Household dining room tables and chairs cleaned X Food preparation area cleaned X Cafeteria & TidBits Café/Essentials cleaning X Food passed to tables X Trays delivered to resident X Trays retrieved from residents X Nourishments distributed to residents X

Dietary staff will:

Clean the staff cafeteria counter surfaces, walls, floor, tables, and chairs daily and as needed.

Trash removal from the staff cafeteria.

Clean all Household Country Kitchen walls, counter surfaces, steam tables, and appliances after each meal service.

De-lime steam tables located in each Country Kitchen on a scheduled basis and as needed.

Clean all Pantry Room floors, walls, surfaces, and appliances. Trash removal from the Pantry.

Clean all floors, walls, ceilings, surfaces, and equipment used in the central kitchen and employee cafeteria. This includes all dietary storage areas.

Clear tables, clean and wash tables, table bases and chairs in the Country Dining Rooms.

Process dirty dishes and small ware in the dishwashing facilities located in the Pantry on each

Neighborhood and return clean wares to storage in each Country Kitchen.

Facility staff will:

Set tables in advance of the meal and pour beverages for seated residents.

Distribute plated food, cold food, and dessert items.

Clean all Household Dining Room counter surfaces, floors and walls, and Country Kitchen floors.

Place bussed items from resident rooms in the Pantry for processing by Dietary employees.

All cleaning supplies used to perform the cleaning functions required of the Dietary Department will be purchased by the Vendor and are to be incorporated as a cost of the contract. Safety Data Sheets will be maintained by the Vendor and copies made available to the County upon request. The Vendor will review all proposed cleaning agents with the County, for approval, prior to their use. Linens supplied by the facility that are used in the performance of such functions will be billed to the Vendor at facility cost.

REGISTRANT MEAL SERVICES

The menu is the same as that served to patients/residents of the CNR. Dietary employees distribute food (hot and cold items) from the central kitchen to the ADHC Program at approximately noon. A four (4) well steam table is integral to the ADHC Country Kitchen. ADHC staff will prepare the registrant dining room for meal service; preparation to include pouring beverages and setting the tables. A Dietary employee will plate food and serve cold food items to registrants.

The ADHC staff will be responsible for clearing tables and cleaning the dining area after the meal. Dietary staff will process dishes and serving ware in the ADHC dishwasher and store them in their proper place for the next meal service. The Vendor will be responsible for retrieval of steam well pans from the ADHC Program.

Program stock is delivered daily, or on a mutually agreed upon schedule, consisting of various beverages, milk, crackers, condiments, etc. Some registrants may receive nourishments during the Program day upon their request or as directed by the written plan of care. The Vendor will provide hot and cold beverages to the Program’s registrants as part of the per meal price.

2.2 - PROGRAM #2:

LIVINGSTON COUNTY OFFICE FOR THE AGING (OFA) SENIOR NUTRITION PROGRAM

Full service program responsible for preparing, packaging, and labeling meals for the Livingston County Office for the Aging’s Senior Nutrition Program - Home Delivered and Congregate Meal Programs in compliance with Older American Act regulations, New York State Office for the Aging regulations, and all applicable federal, state and local laws and regulations. Should there be a discrepancy between the contents of this RFP and any Federal, State, or local laws and regulations, regulations shall supersede the content of this RFP.

The Vendor must be able to provide meals approximately 240 days per year. The County agrees to provide daily, accurate point of service counts. The Vendor must supply meals, and other food, condiments, as reserved, at approximately 8:15 a.m.

All meals furnish one-third Dietary Reference Intakes (“DRI”) including recommended daily allowances (“RDA”) and Adequate Intakes (“AI”) as required by the Older Americans Act 2,000 Nutrition Requirements, and in accordance with subsequent updates. Menus planned according to the Nutrient Standard Monitoring or Nutrient Analysis or the following meal pattern must be adhered to to ensure one-third RDA and AI.

Actual Number of Meals Served for the period January 1, 2024 through December 31, 2024:

Congregate Meals 25,150 Home Delivered Meals 56,799

TOTAL 81,849

PLEASE NOTE: THE NUMBER OF OFA SENIOR NUTRITION PROGRAM MEALS IS NOT

GUARANTEED AND MAY BE INCREASED, REDUCED, OR ELIMINATED DURING THE

TERM OF THE AWARDED CONTRACT. ANY REDUCTION OR ELIMINATION IS SOLELY

AT THE OPTION OF LIVINGSTON COUNTY AND LIVINGSTON COUNTY SHALL INCUR

NO LIABILITY OR PENALTY FOR ANY SUCH REDUCTION OR ELIMINATION.

ADDITIONAL COMPENSATION FOR ANY INCREASE IS LIMITED TO THE PER MEAL

COST.

Background Congregate Senior Nutrition Services: A noon-time meal is available to individuals sixty (60) years of age and over in Livingston County at four (4) sites (Avon, Dansville, Livonia and Mt. Morris). The program offers a meal meeting 1/3 RDA and AI requirements, nutrition education and counseling, and various social activities.

Home Delivered Meal Program: Home delivered meals are provided to individuals sixty (60) years of age and over who are determined eligible through an in-home assessment by Office of the Aging staff. Meals are delivered Monday through Friday.

Livingston County Office for the Aging transitioned to cook chilled meals in 2015. Food items will be packed and transferred to OFA Meal Couriers at a temperature no greater than forty (40) degrees. The Vendor will record food temperatures daily at time of transfer to OFA Meal Couriers on a form approved by the Office for the Aging and made available on request for purposes of audit. The County may perform independent temperature audits.

The functions to be performed by the Vendor include, but are not limited to, the following:

a. Congregate Meal Program: Cooked chilled food items are sent to sites in serving pans/cambros.

The cold meal items are bulk packed at a temperature of forty (40) degrees or below in coolers (hard and soft) and covered with ice mats or blue ice provided by the County. The OFA Meal Couriers will be responsible for cleaning the coolers upon their return to the CNR facility.

b. Home Delivered Meal Program:

o Entree – Three (3) compartment tray with thermal cover o Side Salad - disposable bowl and lid o Dessert – container or box with lid, pie slice lidded container o Container of Milk and Juice o Bread/Butter packed in sealable plastic sandwich bag

• Hot and cold foods must be kept in separate containers from the point of preparation to transfer to OFA Meal Couriers.

c. A list of all disposables required for the packaging of Home Delivered Meals will be provided to the Vendor upon request.

d. The individual cold foods (salad, milk, juice, bread, fruit, and dessert) portion of the Home Delivered

Meal Program is packed in appropriate container(s) (i.e., paper bags, etc.) provided by the Vendor.

All individual cold food containers are placed in coolers and covered with blue ice or ice mats for transport.

e. The three (3) compartment trays for the Home Delivered Meal Program are to be packed in thermohausers. The OFA Meal Couriers will be responsible for cleaning the thermohausers upon their return to the facility.

f. Vendor separates packaged Home Delivered Meal’s by route for pick up by the OFA Meal Couriers.

OFA will notify the Vendor of route meal counts two (2) days in advance.

General Provisions:

1. The Vendor must provide all information requested, including but not limited to recipes necessary for required nutritional analysis in advance of production, for review and approval by OFA’s Registered Dietitian.

2. OFA will work with the Vendor on monthly menus.

3. Any deviation from the approved menu must be approved by OFA in advance of service. OFA will request unique menus for special events such as picnics and holiday meals at least two (2) weeks in advance for production and meal cost evaluation.

4. No reimbursement will be made for any meal, which fails to provide 1/3 of the RDA and AI’s as required by the Older Americans Act Nutrition Requirements. The County will receive monetary credit for any menu item that is not deemed palatable or does not comply with portion requirements.

5. The Vendor shall provide dedicated space for the storage of food and supplies specific to special event meals requisitioned by the Livingston County Office for the Aging Senior Nutrition Program.

Food Safety/Sanitation

1. Assurance must be given that a trained Food Service Manager will supervise food handling to insure that quality and safety of foods is maintained.

2. The Office for the Aging staff or designee(s) reserves the right to monitor quality, quantity, temperatures, cleanliness, etc. on the premises.

3. All foods must be shipped at the following temperatures: hot foods not less than 165 degrees and cold food temperatures at/or below 40 degrees.

4. The Vendor will meet the following standards:

Vegetables for the Congregate Sites may be sent to the site portioned but not cooked, when applicable.

Proper portion sizes at meal service with the use of food scales to check standard serving sizes.

Vendor agrees to wash fruit and vegetables before serving raw.

Food may not be held more than thirty (30) minutes in advance of meal pickup to maintain product quality and temperature standards.

5. The Vendor agrees not to partially cook poultry one (1) day in advance. Poultry must be either completely cooked the day before or cooked the day of serving.

6. The Office for the Aging staff or designee(s) may periodically request food samples for testing purposes.

Minimum Food Specifications for Four (4) – Week Cycle

1.) Meat , Poultry, Fish Alternate – 3 oz. edible portion, cooked weight 2.) Vegetables – ½ cup represents drained weight of vegetables

• Fresh vegetables contain no Bi sulfates 3.) Fruit – 1/2 cup represents drained weight of fruit

• Fresh fruit contain no Bi sulfates 4.) Juices – 100% Juice or Juice Blend - 4 oz liquid minimum

• Fresh, frozen, canned (no sugar added) USDA Grade A 5.) Desserts –

• Gelatin – fortified with vitamin C

• Pudding mix – milk based puddings

6.) Milk

• Homogenized Grade A

• 1%

• ½ pint containers

• May not expire within three (3) days of service

7.) Bread – 1 oz. minimum

• Enriched or Whole Grain

• All bread individually wrapped for Home Delivered Meal Delivery

8.) Margarine

• Reddies

Serving Day Cancellation The Office for the Aging shall notify the Vendor by 7:30 a.m. if a food service day must be canceled in part or whole. If food production has been initiated prior to the time of notice that meal shall be served the next program day if palatable. If not palatable, the Office for the Aging may be responsible for the meal cost. The Vendor will notify the Office for the Aging twenty-four (24) hours in advance if it cannot provide meals on a given day.

(3) REFERENCES/COMPANY INFORMATION

Each Vendor’s proposal must include the following information:

• A list of current clients receiving services of comparable scale and scope, including length of service relationship and contact names, addresses, email address, and telephone numbers, with whom the County may consult.

• A list of the Vendor’s professional staff members who would be involved in the engagement and the experience each possesses in service to long-term care. Résumés for key personnel shall be provided as part of the RFP proposal submission.

• A list of any current New York State county-owned skilled nursing facility clients.

The County reserves the right to perform such investigations as it may be deem necessary to ensure that competent personnel and management will be utilized in the performance of the contract to be awarded under this RFP. A Vendor shall furnish to the County, within five (5) days of request, all such information and data for this purpose. The County reserves the right to reject any proposal if the information submitted by, or investigation of, such Vendor fails to satisfy the County that such Vendor is properly qualified to carry out the obligations set forth in this RFP and/or the resulting contract and to complete the work contemplated therein. Conditional proposals will not be accepted.

(4) CONTRACT TERM

The County's intent is to secure a contract for an initial three (3) year period, which may be renewed at the County’s sole option for two (2) additional one (1) year terms. Either party may terminate the contract without cause upon sixty (60) days advance written notice to the other party.

Contract Approval Process: Responding Vendors must be aware that any contract resulting from this RFP is subject to prior approval by the Livingston County Administrator and the Livingston County Attorney.

(5) QUESTIONS

A Proposer’s Conference will be held at the Livingston County Center for Nursing and Rehabilitation, 11 Murray Hill Drive, Mount Morris, New York at 10:00 a.m. on March 11, 2025. Interested Vendors are encouraged to attend but attendance is not mandatory.

Questions regarding this RFP and the required services are to be sent to the attention of Roger ‘Eric’ Townsend, Director of Long Term Care, Administrator of Record via email at RTownsend@co.livingston.ny.us AND Ashley Scutt, Purchasing Director, via email at ascutt@co.livingston.ny.us, no later than 12:00 p.m. on March 14, 2025. Only written Requests for Information (RFIs) will be accepted. The questions received and all answers will be sent to all in receipt of the RFP documents no later than 4:00 p.m. on March 18, 2025.

If necessary, an addendum to the proposal documents will be issued and all addenda so issued shall become part of the RFP documents.

(6) PROPOSAL SUBMISSIONS

Please submit all proposals, one (1) original (unbound) and two (2) copies, to:

Office of the Livingston County Administrator Livingston County Government Center 6 Court Street, Room 302 Geneseo, New York 14454

Please mark in the lower left-hand corner of the envelope: “RFP – Food Services”.

mailto:RTownsend@co.livingston.ny.us mailto:ascutt@co.livingston.ny.us

The attached Price Proposal Sheet must be completed, signed, and returned with each proposal. Livingston County Appendices A, B, C, and I must also be signed and returned.

Proposals will be received by the Office of the Livingston County Administrator until 11:00 a.m. on March 26, 2025. All proposals submitted must have original signature and date.

The official time for the receipt of proposals will be the time shown on the time stamp located in the Board of Supervisors/County Administration area, Room 302 on the third floor, Livingston County Government Center, 6 Court Street, Geneseo, New York 14454.

It is the sole responsibility of responding Vendors to ensure proposals are received in a timely fashion.

Unfortunately, the County is not able to accept proposals via email or fax.

Security procedures are in effect at the Livingston County Government Center. Vendors who intend to hand deliver proposals and/or conduct business with Livingston County should allow sufficient time for any delay which may arise as a result of security procedures. Vendors responding assume the risk of any delay in the mail or in the handling of the mail by County employees. Whether a proposal submission is sent by mail or by means of personal delivery, Vendors assume responsibility for having their proposals deposited on time at the place specified. To be considered “delivered on time,” a submission must be received by County Administration by the appointed day and time. All proposals received after the day and time stated will not be considered and will be returned unopened to the responding Vendor.

(7) SUBMISSION CONDITIONS

The proposal submitted by each individual Vendor is the document upon which Livingston County will make its initial judgment regarding the Vendor’s qualifications, understanding of the County’s scope of work, objectives, and methodology, and ability to perform services under the contract to be awarded pursuant to this RFP.

Those submitting proposals do so entirely at their expense. There is no express or implied obligation by Livingston County to reimburse any firm or individual for any costs incurred in preparing or submitting a proposal, preparing or submitting additional information requested by the County, or for participating in any selection interviews.

Submission of a proposal indicates acceptance of the conditions contained in this RFP, unless clearly and specifically noted otherwise in the proposal.

Proposals will remain valid until the execution of a contract by Livingston County, unless otherwise rejected consistent with this RFP.

Oral, emailed, faxed, or telephoned submittals, or modification thereof, will not be accepted. Livingston County reserves the right to waive any and all informalities and to disregard all nonconforming, non-responsive or conditional proposals. Livingston County reserves the right to reject any or all proposals.

Livingston County may, at any time by written notification to all responding Vendors, change any portion of the RFP described and detailed herein.

(8) GENERAL GUIDELINES

This section of the RFP provides general guidance for preparing proposals. The Vendor’s proposal must include all data and information requested by the RFP and must be submitted in accordance with these instructions. Nonconformance with the instructions provided in this RFP may result in an unfavorable proposal evaluation.

The proposal shall be clear, concise and shall include sufficient detail for effective evaluation and for substantiating the validity of stated claims. The proposal should not simply rephrase or restate the RFP requirements, but rather shall provide convincing rationale to address how the Vendor intends to meet these requirements. Responding Vendors shall assume the County (1) has no prior knowledge of their facilities and experience, and (2) will base its evaluation on the information presented in the Vendor’s proposal.

All submitted proposals become the property of Livingston County.

The Vendor must furnish, as part of its response the following:

1. (a.) Vendor must demonstrate at least three (3) years’ experience of successfully operating a complex long-term care food service operation offering a complex range of…