Questions and Answers to Feasibility Study.docx

NorthWest Senior and Disability Services Commercial Kitchen Feasibility Study RFP Questions and Answers

1. How many months is the contract?

The contract will cover completion of the feasibility study rather than a fixed number of months. The study is expected to take approximately eight weeks (two months) after notice to proceed. The final schedule will be established with the selected consultant.

2. How many meals are currently being prepared?

The Salem kitchen currently produces approximately 500,000 hot meals and 300,000 frozen meals, for a combined total of approximately 800,000 meals annually. The study will evaluate current production and projected future needs.

3. What is your monthly food cost?

NWSDS contracts with a food-service provider using a sliding pricing scale based on meal volume. We currently pay $6.00 per hot meal and $5.58 per frozen meal. Monthly costs vary depending on the number and type of meals purchased. These figures represent contracted meal prices rather than food ingredient costs alone.

4. Do you want to pick up or delivery or we on the spot to work with kitchen space?

NWSDS uses its own vehicles to transport meals from the Salem kitchen to individual meal sites, where NWSDS staff and volunteers package and deliver them to consumers. This RFP is for a consultant to conduct a feasibility study of the Salem kitchen and Meal Program operations, rather than to provide meal preparation or delivery services.

5. What type of food is served?

The Salem kitchen produces hot and frozen meals for NWSDS’s Meal Program, which serves older adults and adults with disabilities. Current menus and additional meal-program information will be made available to the selected consultant.

6. What is your daily budget for each client?

NWSDS pays its contracted food-service provider based on meal volume rather than a fixed daily budget per consumer. Current rates are $6.00 per hot meal and $5.58 per frozen meal. These are contracted meal prices and do not represent the full cost of serving each consumer.

7. Do any consumers have health problems?

The Meal Program serves older adults and adults with disabilities, including individuals who may have health conditions affecting their nutritional needs. NWSDS has a system in place to provide 2 meal options to assist consumers with special dietary needs. Our kitchen does not prepare medically tailored meals. Relevant information about dietary needs and meal requirements will be provided to the selected consultant, subject to confidentiality restrictions.

8. May the prime consultant rely on subconsultants’ relevant projects and references to demonstrate the team’s collective experience?

Yes. The RFP allows proposals from a single firm or a multidisciplinary team and evaluates the team’s collective qualifications. Relevant projects and references may include those of proposed subconsultants. Clearly identify which firm performed each project, its role, and which team members will participate in this study. Provide the three client references requested in the RFP.

9. Is an on-site facility assessment expected even though no mandatory pre-proposal conference is listed?

Yes. The scope requires the selected consultant to conduct an on-site assessment of the Salem kitchen and relevant site conditions. The optional pre-proposal meeting and site visit are separate from this required assessment, which will occur as part of the study.

10. Are out-of-state prime consultants permitted when appropriately qualified or Oregon-licensed specialists perform regulated work?

Yes. The RFP does not restrict prime consultants to Oregon-based firms. The proposed team must demonstrate the required qualifications, including knowledge of Oregon requirements and local market conditions. Any regulated professional services must be performed by individuals holding the licenses required to perform that work in Oregon.

11. Must every team member be identified when the proposal is submitted?

The proposal must identify the proposed project manager, key personnel, and subconsultants and describe their roles, availability, relevant licenses, office locations, and anticipated percentage of effort. The RFP does not expressly require every support staff member to be named. However, the proposal must provide enough information to evaluate the team’s qualifications and capacity to complete the study. Replacement of key personnel or material subconsultants will require prior NWSDS approval.