RFP 00002753 Vended Meals PreSchool For All Addendum 1.pdf
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- Attached to
- RFP Vended Meals Preschool For All
- Solicitation number
- 00002735
- Issued by
- Oregon
About this file
This is Addendum No. 1 to RFP 00002753 issued by the Procurement Services division of the City of Portland, Oregon, for vended meals service at nine community center locations supporting the Preschool For All program. The City's preference is to award one contract to a single vendor capable of covering all nine locations, though multiple vendors may be selected if necessary to collectively serve all sites. Meal delivery is expected once daily between 6:00 a.m. and 10:30 a.m., with lunch service occurring between 11:00 a.m. and 12:00 p.m. The City indicates that every-other-day delivery with staggered hot and shelf-stable meals has worked well previously, and shelf-stable meals may be delivered the day prior to service. Proposals were due by June 4, 2026, at 4:00 p.m.
Payment is based on requested meals and snacks rather than delivered or consumed quantities, with the potential for monthly fluctuations in meal requests. The contract allows for annual rate adjustments through signed amendments to address increases in food, labor, fuel, packaging, and other operating costs over the five-year term. Vendors are not required to be registered with USDA food programs but must comply with state licensing rules and USDA Meal Guidelines. Funding for the contract derives from Multnomah County lump-sum payments per child, provided the City follows state licensing requirements and advances menus to families. Exhibit documents referenced in the RFP are available through BuySpeed. Questions should be directed to Paris McCall-Johnson, Procurement Specialist, at paris.mccall-johnson@portlandoregon.gov.
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Procurement Services City Operations City of Portland, Oregon
@PortlandGov portlandgov
PortlandORGov
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May 28, 2026
ADDENDUM NO. 1
RFP No. 00002753
FOR
Vended Meals Service for Nine Community Center Locations Proposals Due: June 4, 2026
By: 4:00 pm
This Addendum provides changes to the specifications for the above-entitled project to be considered by each respondent. This Addendum shall be included within the proposal. Any changes made by this Addendum to said specifications offset only the portion of the words or paragraphs specifically mentioned herein, and the balance of the specifications remain in full force. It is the responsibility of all respondents to conform to this addendum.
This Addendum shall respond to inquiries received.
The following inquiries were received by the deadline of May 28, 2026, at 4:00pm, and the responses are provided below.
1. The Project Information Packet states that the City is looking to award one contract, while the
Proposal Response Packet states that the City may award up to three vended meal service contracts. Can the City clarify whether it intends to award one vendor for all nine sites or if multiple vendors may be selected by site, region, or service type?
Answer: Our preference is to award 1 contract to 1 vendor to cover all 9 locations. That said, if we do not have one vendor apply who is able to cover all 9 locations, it would be ideal to have multiple vendors apply who could cover partial locations and combined could cover all locations together.
2. Can the City clarify the expected delivery windows for each site, and whether the morning snack, lunch, and afternoon snack are expected to be delivered all at once or through separate deliveries?
Answer: Delivered once. Our current vendor had deliveries every other day, for multiple days, staggering hot meals and shelf stable meals, which worked well. If the vendor is supplying shelf stable meals, they can deliver those assembled meals the day before. Lunch is served between
11:00am and 12:00pm. Centers open at 5:30am and delivery would ideally take place between
6:00am at the earliest and complete no later than 10:30 am at the latest.
3. Will vendors be paid based on ordered meals/snacks, delivered meals/snacks, or consumed meals/snacks? Also, will the contract allow for annual price adjustments due to increases in food, labor, fuel, packaging, or other operating costs over the five-year term?
Answer: Yes, payment is based on each requested meal/snack. The number of requested meals could fluctuate per month, with the vendor setting the expectation for the date of notice when there are changes to the total.
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Procurement Services City Operations City of Portland, Oregon
@PortlandGov portlandgov
PortlandORGov
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Contracts can be updated annually via amendment for rate adjustments. The amendment must be signed and agreed to by both parties.
4. We're having issues accessing the Exhibit documents under Sections 4 and 5 in the Information Packet. Is there somewhere else we can access those files?
Answer: Each exhibit has been uploaded to BuySpeed for easier access.
5. Do vendors have to be part of the USDA food program – ie: registered?
Answer: Vendors do not need to be registered however, “Providers must follow state licensing rules and the USDA Meal Guidelines when serving meals and snacks.”
6. Are there any grant requirements from Multnomah County to fund this agreement?
Answer: The County pays us a lump sum per child, agreed upon in our contract. We use those funds to hire a food vendor to provide meals. The only requirement is that “Providers must follow state licensing rules and the USDA Meal Guidelines when serving meals and snacks.”
We are also required to share a menu in advance with families.
Please direct all questions and concerns to Paris McCall-Johnson, Procurement Specialist at paris.mccall-johnson@portlandoregon.gov.
End of Addendum bt: PMJ https://www.instagram.com/PortlandGov/ https://www.facebook.com/PortlandORGov https://twitter.com/PortlandGov
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