Meal Truck RFP 2024.docx

REQUEST FOR PROPOSALS

Meal Delivery Truck

FOR

NorthWest Senior and Disability Services

Responses/Proposals Due:

Friday, March 22, 2024

4:30 PM

NorthWest Senior and Disability Services 3410 Cherry Avenue NE Salem, OR 97303 Attention: Carl Gomoll Email: carl.gomoll@nwsds.org Phone: 503-304-3483 Fax: 503-304-3434

SECTION 1: INTRODUCTORY INFORMATION

NorthWest Senior and Disability Services (NWSDS) is a local, intergovernmental organization formed by Clatsop, Marion, Polk, Tillamook and Yamhill counties. The Agency was created for a single purpose: to provide services to seniors & people with disabilities. NWSDS is governed by a five-member Board of Directors. The Board of Directors is comprised of one elected county commissioner from each county in the service area (Clatsop, Marion, Polk, Tillamook, and Yamhill). NWSDS is designated by the State of Oregon as the Area Agency on Aging (AAA) and the Aging and Disability Resource Connection (ADRC) for its 5-county service area. The Board of Directors is assisted by two Advisory Councils, the Senior Advisory Council (SAC) and the Disability Services Advisory Council (DSAC). The function of the Advisory Councils is to advise the Board and Executive staff on the needs of consumers served by the NWSDS, the general well-being of older adults and persons with disabilities in our service area, and on important matters affecting the operations of the agency.

Funding for NWSDS is primarily from state and federal sources through contractual agreements with the State of Oregon’s Department of Human Services, Aging and People with Disabilities. Services are delivered from offices located in Dallas, McMinnville, Salem, Tillamook, Warrenton and Woodburn.

The purpose of the Request for Proposals (RFP) is to solicit proposals to purchase 1 truck with cold and hot meal delivery boxes up-fitting on to the truck.

Proposal Due Date:

· RFP response deadline: Friday, March 22, 2024 not later than 4:30 PM, Pacific Time

· Issuance of RFP: Wednesday, February 14, 2024

· Information: Please direct questions and request for information to: Carl Gomoll, 3410 Cherry Ave NE, Salem, OR 97303. Email: carl.gomoll@nwsds.org Phone: 503.304.3483

Proposal Requirements: The proposal in response to this request should include the following information:

1. Transmittal letter signed by an authorized representative of the company with authority to contractually bind the company during the evaluation and purchase processes. The letter should identify the project manager and the person to contact with any questions regarding the response;

2. Certification and Contract Offer. (Attachment A, Proposal Response Packet) Failure to sign and submit this form may be cause for rejection.

3. Current company profile including the following: ownership, licenses, bonded, industries served, number of clients, size of company and hours of operation;

4. Past projects/experience in designing and up-fitting hot/cold delivery boxes on trucks.

5. References – Describe similar projects your firm has completed, with particular emphasis on meal delivery. List the firm name, address, contact person, and telephone number for three (3) such projects. References must be for services provided within the last five (5) years. List any contracts terminated for cause within the same time period and include the reason why;

6. Pricing, The vendor is asked to supply the price in three parts:

Part 1: Cost of chassis and warranties

· Please provide prices for all three parts if one vehicle is ordered.

· NWSDS is a member of Meals on Wheels America, identify the discount price.

Proposal Submission:

Proposals must be received by Carl Gomoll, Operations Manager, 3410 Cherry Avenue NE, Salem, OR 97303 or via email to carl.gomoll@nwsds.org on or before 4:30 PM, Friday, March 22, 2024. Delivery may be made via email, in person, or by U.S. Mail. Electronic proposal in PDF form are preferred and will be accepted in lieu of hard copies, with on-time proposal confirmed by Carl Gomoll.

· Proposals received after the designated time and date will be returned unopened.

· If submitting in hard copy, include one (1) original signed copy of the proposal plus three (3) copies in a sealed envelope with the name and address of the proposer.

· Proposers are required to submit the proposal forms furnished in this RFP document. Please retain a copy for your records.

· Proposals will not be read aloud.

By submitting a proposal, the proposer acknowledges that: the proposer has read and understands this RFP; and the proposer is familiar with the conditions that will affect the proposer’s performance, if the proposer is selected.

Contract Terms

NWSDS intends to purchase 1 Truck with an up-fitted hot/cold meal delivery box.

Should contractor fail to perform the scope of work or meet the performance standards established under the contract, NWSDS may:

· Reduce or withhold payment under the contract

· Require the contractor to perform, at the Contractor’s expense, any additional work necessary to perform the scope of work or to meet the performance standards under the contract.

· Declare a default of the contract, terminate the resulting contract, and to seek damages and other relief available under the contract or applicable law.

SECTION II: SCOPE OF WORK

A. DESCRIPTION OF USAGE: TRUCK Chassis or Cargo Van

Road Conditions:

· Freeway driving with posted speeds of 55 to 65 MPH

· State two-lane highways with straight stretches and traveling into steep graded curves through mountains

· City driving is always combined with daily highway driving

· Rural paved roads with posted speeds of 25 to 35 MPH

· Rural gravel roads with posted speeds of 25 to 35 MPH

Starts and stops:

· Each truck will make as few as 5 stops and could make as many as 10 stops per day to complete the route. Routes consist of rural and city/town driving.

· Total payload average per truck: 2,500 pounds per day.

· On average, the routes will run 120 miles and 4 hours.

B. Minimum Specifications: TRUCK Chassis or Cargo Van Conversion

· Preference Chevrolet, GMC, Ram, or Ford. Truck or Cargo Vans are acceptable if able to meet up-fitting criteria below. (Chassis or Cargo Van must be American Made)

· GVW Rating of 12,000-14,000 lbs.

· Dual Rear Wheel configuration

· Floor mats included

· Diesel, gas, or electric engine

· 6 Speed Automatic transmission with overdrive

· Power steering and Power brakes

· Heavy duty transmission coolers

· Gas or Electric operated

· Power windows and locks

· Air conditioning in the cab

· High Bucket Seats

· Navigation System with AM & FM radio, back up camera and back up alarm

· 12-ply tires for safe road handling, full size spare tire and jack

· Wide stance mirror configuration for maximum safety

· Heavy duty battery

· Extended warranties drive train, bumper to bumper, heating and refrigeration

· Keyless entry, 2 sets of keys per vehicle

· Options for 4WD, tow package, GPS, Graphics package, other

C. Information Required: TRUCK Chassis

· Define the chassis you recommend to be used and define the benefits of using the chassis you selected.

· What is the down side of the recommended chassis?

· Describe what you would see as the maintenance history of the chassis you selected based on driving miles, payload and road conditions we have provided.

· Does the chassis selected have adequate springs, struts and shocks installed at the factory or do you plan on adding additional support to carry the payload?

· Describe the suspension to support the payload.

· What is the warranty of the shocks installed on the truck?

· Describe size, placement and quantity of mirrors you recommend.

· Define engine specifications.

· Provide a price for the chassis selected and documentation from factory on cost of chassis to vendor.

NWSDS Reserves the option to purchase our own chasses and provide it to the vendor for up-fitting.

D. UP-FITTING Design

· All interior design should eliminate “dead” space. Interior piping, lighting etc. should be flush mounted. Interior design should use parts that are rust proof and can withstand ongoing condensation and possibly even water accidentally being sprayed or splashed onto them.

· Define the kit specifications you are proposing to use and provide documentation that this kit matches the engine and chassis factory specification.

· Provide factory documentation that up-fitting is factory approved and up-fittings do not negate factory warranty or that the warranty is effective.

· Provide total weight of all up-fitting materials.

E. ELECTRICAL:

· Fuse box should be clearly marked for easy identification in the box when replacements are necessary.

· In cab temperature sensors and door alarms. The open door alarm sensor on exterior hot and cold compartments should be located on door handle end of the door rather than the hinge end.

· Include a wiring diagram that is identical for all subsequent trucks ordered.

· Document the total amperage load of all up-fitting and prove that wiring will handle this load.

· Provide documentation that the electrical up-fitting will not interfere with engine operations.

· Provide documentation that preheating the hot compartment to 180 degrees and pre-chilling the cold compartment to 34 degrees is possible without turning on the engine.

· Submit fuse diagram for a trouble shooting guide for checking and replacing fuse failures.

· Heating compartment (180 degrees) and cooling compartment (34 degrees) to include fans, while in motion, must be able to provide/withstand a constant temperature for 8 hours for every day of use.

· Compartments temperature gauges are required in chassis.

F. LIGHTING

· Interior box lighting should run independent of engine. Lights turn on when engine is off.

· Interior lighting should be recessed to maintain use of all shelves.

· Automatic light switches should be sturdy enough to withstand 70-80 openings per day.

· Top mounted running lights covered to reflect light down the box and attached in a manner which allows use of drive-through car wash.

G. REFRIGERATION: Compressor must be exterior mounted

· Provide the specifications for compressor with sufficient capacity to cool the size of the cold compartment needed to accommodate the pans described below.

· Define maintenance requirements.

· Define life expectancy (running hours) of compressor used.

H. SHELVING:

· Adjustable width and depth shelving in both hot and cold compartments.

· Each shelf must be built to be able to hold 110 pounds.

· Shelving design which maximizes the use of interior space.

· The hot side requires either 52 – 4” full size pans with the lid on or 68 – 2” full size pans with the lids on or 42 full size sheet pans or any combination of all three.

· The cold side requires 42 – 4” full size pans with lids on or 60 – 2” full size pans with the lids on or 16 full size sheet pans AND 14 milk crates full of milk.

1. Describe method to be used to anchor shelving beyond the fiberglass walls to withstand weight requirements and load shifting during travel as described above.

2. Document use of rust proof screws and rivet in the hot and cold compartments.

3. Describe locking mechanism on the ends of shelves to securely hold double stacked pans and prevent top pan from slamming into door. Locking mechanism should be removable for loading and unloading.

4. Describe shelving surface to be used which allows for sliding of pans during loading but minimize shifting during transit.

5. Provide recommended cleaning procedures/chemicals for the shelving.

6. Provide a complete set of drawings of the shelving design to validate the ability to load pans as requested.

I. BOX:

· Body of the hot and cold box should be made of molded fiberglass with reinforced corners.

· Exterior door swing should be 180.

· Door hinges and handles should be heavy duty enough to withstand 70-80 openings per day.

· Hinges should be mounted in the center.

· Doors need to be anchored open.

1. Define maximum height of the box, including the compressor.

2. Describe interior design proposed that will assure a smooth, easily cleaned, non-porous surface in compliance with all health department and safe food handling regulations.

3. Describe recommended cleaning procedures for the interior compartment to include handling spills in either the hot or cold compartment. Will you install drains in each compartment to facilitate hosing out each side?

J. REPLACEMENT PARTS:

1. Specify replacement parts and define local availability.

2. Supply a price list for replacement parts.

3. Provide names of local sources.

SECTION III: EVALUATION CRITERIA

NWSDS is looking for one company to provide the needs from the Scope of Work above. Following receipt and review of the proposals by NWSDS, the selected firm may be invited to an interview to make a presentations of their proposed solutions. Those directly responsible for the design of this project (s) will be expected to attend. The decision to interview the respondents will be solely at the discretion of NWSDS based on evaluation of each respondent’s proposal.

NWSDS reserves the right to reject any and all responses, and to waive any irregularities or information in the evaluation process. NWSDS may cancel or reject any or all proposals in accordance with ORS 279B.100. NWSDS reserves the right to provide the chassis to be up-fitted. NWSDS reserves the right to evaluate factors that in their opinion would affect the usefulness of the vehicles to their consumers.

Proposer shall be responsible for determining the appropriate specifications and other restrictions or constraints on any goods, service, or improvement requested under this RFP. NWSDS shall voluntary and timely provide any information reasonably necessary to facilitate such an accurate response. In the event that Proposer’s response to this RFP contains a price quote that differs from the actual cost to provide the goods, services or improvement requested hereunder, and an accurate price quote could have been obtained by Proposer's due diligence prior to responding to this RFP, then Proposer shall be solely responsible for that difference in cost.

Proposers must comply with the non-discrimination terms of ORS 279A.110

NWSDS gives preference to proposers that use Oregon goods and services as set forth in ORS 279A.120.

Although NWSDS may conduct interviews to select among the final candidates, it is not NWSDS’s intent to seek extensive clarification of the proposals received. Therefore, it is to the benefit of the respondent to provide an explicit, detailed, and complete discussion of the work in the proposal.

The successful firm will be chosen through qualitative review of these factors:

1. Companies should possess knowledge, expertise, and experience in the planning, project management and execution of the goods and services for which they are responding.

2. Experience and past performance.

3. Capability of proposed solutions.

4. Track record of meeting project deadlines.

5. Value of product.

6. Cost of products provided.

7. Able to provide requested items as listed in Scope of Work

SECTION IV: Solicitation Protests and Requests for Change

Pursuant to OAR 137-048-0240, proposers may file a written protest or make a written request that the NWSDS change an RFP specification or term. Protests must comply with ORS 279B.400 – ORS 279B.425 and any other applicable laws. Any protest or request for change must be delivered in writing to the Primary Contact seven (7) or more calendar days before the due date for submission of proposals.

Award Protests

A copy of the notice of intent to award the contract will be provided to all proposers. Pursuant to OAR 137-048-0240, an adversely affected or aggrieved proposer may submit to the Primary Contact a written protest of the NWSDS intent to award the engagement for services to a proposer within seven (7) calendar days after issuance of the notice of intent to award. Award protests must comply with applicable laws.

ATTACHMENT A

PROPOSAL RESPONSE PACKET

1. CERTIFICATION AND CONTRACT OFFER

2. PROPOSAL COST

3. REFERENCES

Meal Delivery Trucks

PROPOSAL DUE DATE

Friday, March 22, 2024

NorthWest Senior and Disability Services 3410 Cherry Avenue NE Salem, OR 97303

THIS PROPOSAL PACKET MUST BE COMPLETED AND RETURNED WITH YOUR PROPOSAL

ATTACHMENT A

CERTIFICATION AND CONTRACT OFFER

PROPOSAL TITLE: Meal Delivery Trucks

PROPOSAL DUE DATE: Friday, March 22, 202

The undersigned after having carefully examined the Special Instructions, Project/Proposal Information, General Instructions and all other related material and information, agrees to comply with the terms set forth in those documents and to furnish the services described at the rates proposed.

The proposer further agrees that this offer will remain in effect at the rates proposed for a period of not less than 180 calendar days from the date that proposals are due and that this offer may not be withdrawn or modified during that time.

The proposer hereby certifies that this proposal is genuine and that it has not entered into collusion with any other vendor(s) or any other person(s).

The proposer hereby certifies that they have complied with the tax laws of Oregon and all political subdivisions of the State of Oregon, including ORS 305.620 and ORS chapters 316, 317 and 318.

The proposer hereby certifies that it has not discriminated and will not discriminate against any minority, women or emerging small business enterprise or against a business enterprise that is owned or controlled by or that employs a disabled veteran as defined in ORS 408.225 in obtaining any required subcontract per ORS 279A.110.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS – The proposer certifies to the best of its knowledge and belief that neither it nor any of its principals:

ATTACHMENT A

1. Are presently debarred, suspended, proposed for debarment, or declared ineligible from submitting bids or proposals by any federal, state or local entity, department or agency;

2. Have within a three-year period preceding this offer, been convicted or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performance of a public (Federal, state or local) contract or subcontract; violation of Federal or state antitrust statues relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statement, tax evasion, or receiving stolen property;

3. Are presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 2 of this certification;

4. Have within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal, state or local public agency.

The proposer will provide immediate written notice to NWSDS if at any time prior to contract award, the proposer learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

Where proposer is unable to certify to any of the statements in this certification, proposer shall attach an explanation to this offer. A certification that any of the items in the above paragraphs exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the proposer’s responsibility.

ATTACHMENT A

The proposer has carefully examined all of the solicitation documents and addenda (if any).

The proposer will extend pricing and terms to other public agencies |_|Yes or |_| No

The proposer is a resident bidder as defined in ORS 279A.120* |_| Yes or |_| No

SIGNED BY:

DATE:

PRINTED NAME:

TITLE:

FIRM:

DUNS Number (if applicable):

MAILING ADDRESS:

PHYSICAL ADDRESS:

CITY, STATE and ZIP

E-MAIL ADDRESS:

PHONE: (AREA CODE)

FAX: (AREA CODE)

*ORS 279A.120(1)(b) – Resident bidder means a bidder that has paid unemployment taxes or income taxes in this state during the 12 calendar months immediately preceding submission of the bid, has a business address in this state and has stated in the bid whether the bidder is a resident bidder. Nonresident bidders shall comply with the provisions of ORS 279A.120(3).

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