RFP # 00002753 1 of 14 RFP Information Packet

RFP Number 00002753 Goods + Services May 11, 2026

Request for Proposals (RFP) for

Vended Meals Service for Nine Community Center Locations

Project Information Packet Section 1: Opportunity Overview

Section 2: How Your Proposal Will Be Evaluated

Section 3: Scope of Work

Section 4: Exhibits

Section 5: Sample Contract

Section 6: RFP Terms and Conditions

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RFP at a Glance Proposals Due:

June 4, 2026 4:00 p.m. Pacific Time

Summary:

The City of Portland is seeking proposals from qualified contractors with demonstrated experience in vended meal service. Per Portland City Code 5.10, Portland Parks and Recreation (PP&R) requests Proposals for a Vended Meal Agreement to provide a variety of nutritious meals and snacks to approximately 160 preschoolers (ages 3-5) each week at nine

(9) community centers. These meals are provided to preschoolers using one hundred (100) percent of the funding from Preschool for All Program (PFA) from Multnomah Country. Meals provided must meet federal, state and USDA nutritional guidelines.

Optional Pre-Proposal Meeting:

May 20, 2026 10AM. Pacific Time

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/23 677648878675?p=l438qdqFMqzddN aWSy Meeting ID: 236 776 488 786 75 Passcode: Ur9Dr2EU

Need help? | System reference

Dial in by phone +1 971-323-0035,,879754194# United States, Portland Find a local number Phone conference ID: 879 754 194# For organizers: Meeting options | Reset dial-in PIN Org help | Privacy and security

Refer to Section 1.6: Mandatory On-Site Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

https://procure.portlandoregon.gov/bso/

Refer to the Proposal Response Packet: Section 7: Submission Instructions for details.

Have Questions or Need Help? Single Point of Contact:

Send questions, requests for clarification, or requests for assistance by 7 calendar days before June 4, 2026 4:00 p.m. Pacific Time. Any questions received after may not be answered. Only the Single Point of Contact can answer questions about this RFP.

Paris McCall-Johnson Procurement Specialist, Procurement Services

(503) 823-6220 paris.mccall-johnson@portlandoregon.gov https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDQyNzQ5ZjAtM2NlYy00ZTcwLWJlZDYtOThmOWM2ODYwZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22636d7808-73c9-41a7-97aa-8c4733642141%22%2c%22Oid%22%3a%224e829d7a-ac07-45fa-ba04-e7fb8caede70%22%7d tel:+19713230035,,879754194 https://dialin.teams.microsoft.com/af3b9ae0-e4d3-4755-ae3e-4b8bf5b3b7d1?id=879754194 https://teams.microsoft.com/meetingOptions/?organizerId=4e829d7a-ac07-45fa-ba04-e7fb8caede70&tenantId=636d7808-73c9-41a7-97aa-8c4733642141&threadId=19_meeting_ZDQyNzQ5ZjAtM2NlYy00ZTcwLWJlZDYtOThmOWM2ODYwZTVl@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://portland.service-now.com/sp?id=index https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-408-information https://procure.portlandoregon.gov/bso/

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Section 1: Opportunity Overview

1.1 Background

This Request for Proposals (RFP) document is a request for sealed competitive proposals under Portland City Code Chapter 5.10. The City of Portland is seeking proposals from qualified proposers with demonstrated experience in vended meals each week at nine (9) community center locations, two (2) sites have two (2) classes, Mt. Scott and Southwest.

Portland Parks and Recreation (PP&R) Overview Portland Parks and Recreation (PP&R) requests Proposals for a Vended Meal Agreement to provide a variety of nutritious meals and snacks to approximately 160 preschoolers each week at nine (9) community centers. These meals are provided to preschoolers using hundred (100) percent of the funding from Preschool for All Program (PFA) from Multnomah Country. Meals provided must meet federal, state and USDA nutritional guidelines for vended meals provided.

Preschoolers served at the community centers range in age from 3 and 5 years old.

Needs Statement The City is looking to award one contract. The contract shall commence the 2026-2027 school year. The initial Term of the Contract is anticipated to be five (5) years from the Effective Date, with the City’s option to renew for additional periods.

See the Scope of Work below for Requirements and Exhibits A and B for a complete list of the City’s specifications, requirements and required services, and deliverables.

1.2 Outcome Goals

PP&R has provided educational preschool programs to young community members for over 30 years. Starting in September 2025, Portland Parks and Recreation (PP&R) joined the Preschool for All (PFA) Program, which is funded by Multnomah County. This program offers participants free preschool education along with meals, including a morning snack, an afternoon snack, and lunch.

This program serves 160 meals and 308 snacks each weekday distributed through nine (9) community center locations to preschoolers from the ages of 3-5 years old. The timing of the program is from September 1st to June 6th each year (varies per calendar).

Prepared and pre-packaged hot and cold meals – quantity of 308 snacks and 160 lunches per day for all 9 sites served 5 days per week (a total of 1,540 snacks and 770 lunches per week)

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Monday through Friday and coinciding with the Portland Public school (PPS) calendar days for in-service days.

The 2026-2027 in-service days calendar is set to release April 2026. The attached link will update but can be used as an example for in-service days, (https://www.pps.net/calendar#calendar1/20250117/month).

Parks serves a diverse group of preschool participants in the Portland Parks Preschool.

Participants are 3 to 5 years old, we want to offer a morning snack, lunch, afternoon snack, and lunch meal with options (gluten-free diet, dairy-free diet, lactose-free diet, nut-free facility, and vegetarian meal options) from a diverse menu so participants receive nutritious meals and snacks per the Preschool for All Program.

1.3 Contract Details

The City is looking to award one contract. The contract shall commence the 2026-2027 school year. The initial Term of the Contract is anticipated to be five (5) years from the Effective Date, with the City’s option to renew for additional periods.

[This space intentionally left blank] https://www.pps.net/calendar#calendar1/20250117/month

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1.4 Estimated RFP Timeline

The timeline below is an estimate for the RFP and Contracting process.

Event Date Pre-Proposal Meeting May 20, 2026 Deadline for RFP Questions May 28, 2026 Written proposals due at 4:00 p.m. (for Phase 1) June 4, 2026 Short list posted and Phase 2 instructions shared [if applicable]

June 26, 2026

Notice of Intent to Award Posted July 9, 2026

The City will adjust the schedule as necessary.

1.6 Optional Pre-Proposal Meeting

There will be a non-mandatory pre-proposal meeting scheduled for this Project on May 20, 2026 10:00 a.m. Pacific Time virtually over Microsoft Teams (links below).

This meeting is not mandatory. You can submit a proposal without attending this meeting.

May 20, 2026 10AM. Pacific Time

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/23 677648878675?p=l438qdqFMqzddN aWSy Meeting ID: 236 776 488 786 75 Passcode: Ur9Dr2EU

Need help? | System reference

Dial in by phone +1 971-323-0035,,879754194# United States, Portland Find a local number Phone conference ID: 879 754 194# For organizers: Meeting options | Reset dial-in PIN Org help | Privacy and security

The City of Portland will make reasonable accommodation for people with disabilities. Please notify the Official RFP Contact at least two (2) Business Days prior to the event, by the City’s TTY at 503-823-6868, or by the Oregon Relay Service at 1-800-735-2900.

https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://teams.microsoft.com/meet/23677648878675?p=l438qdqFMqzddNaWSy https://aka.ms/JoinTeamsMeeting?omkt=en-US https://teams.microsoft.com/l/meetup-join/19%3ameeting_ZDQyNzQ5ZjAtM2NlYy00ZTcwLWJlZDYtOThmOWM2ODYwZTVl%40thread.v2/0?context=%7b%22Tid%22%3a%22636d7808-73c9-41a7-97aa-8c4733642141%22%2c%22Oid%22%3a%224e829d7a-ac07-45fa-ba04-e7fb8caede70%22%7d tel:+19713230035,,879754194 https://dialin.teams.microsoft.com/af3b9ae0-e4d3-4755-ae3e-4b8bf5b3b7d1?id=879754194 https://teams.microsoft.com/meetingOptions/?organizerId=4e829d7a-ac07-45fa-ba04-e7fb8caede70&tenantId=636d7808-73c9-41a7-97aa-8c4733642141&threadId=19_meeting_ZDQyNzQ5ZjAtM2NlYy00ZTcwLWJlZDYtOThmOWM2ODYwZTVl@thread.v2&messageId=0&language=en-US https://dialin.teams.microsoft.com/usp/pstnconferencing https://portland.service-now.com/sp?id=index https://www.portland.gov/policies/human-resources-administrative-rules/employee-behavior-expectations/hrar-408-information

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1.7 Addenda

The City will share more information about this RFP if something is missing or unclear. The City will share this information as an addendum (or addenda, if more than one). The City will post addenda on the City’s Procurement Website BuySpeed.

Addenda issued seventy-two (72) hours or more before the due date are binding. The seventy-two (72) hour window excludes Saturdays, Sundays, and City-observed holidays.

You are responsible for complying with the addenda, even if you do not see it.

https://www.portland.gov/policies/human-resources-administrative-rules/leaves/hrar-602-holidays

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Section 2: How Your Proposal Will Be Evaluated

2.1 Proposal Review and Selection

Evaluation Overview The City will appoint an Evaluation Committee (Committee) to evaluate the proposals received.

To score proposals, the Committee will evaluate each proposal using the criteria below. The Committee may seek outside expertise. The Committee will require at least ten (10) Business Days to evaluate and score the proposals.

The City will decide how or when to proceed through the evaluation process. The City will also decide if additional clarifications are needed, when to begin or end negotiations, reasonable timelines, and whether to open negotiations with a lower scoring proposer.

The City can also decide to cancel the solicitation or reject all proposals.

Evaluation Process Each proposal is evaluated using these criteria:

Responsiveness, Responsibility, and Mandatory Criteria

The City will determine if you are a Responsible Proposer who has submitted a Responsive Proposal (ORS 279B.005).

Refer to Portland Public Contracting Rules for details.

To meet the minimum requirements and bid on this opportunity, firms must be able to service every site on time, with nutritious food that accommodates dietary, religious, and cultural needs.

Evaluation Phase 1–Written Scoring

Proposals that meet the responsiveness, responsibility, and mandatory requirements will be evaluated in Evaluation Phase 1. The Committee will conduct a detailed review of the written proposals:

https://www.portland.gov/policies/public-contracting-rules

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Phase 1 Evaluation Criteria

Evaluation Criteria Percent of total points

Percent of points for sub-criteria

Response to City’s Functional Requirements 25% — Proposer Capabilities 15% — Project Team 15% — Project Approach 15% — Pricing Proposal 10% References REQUIRED — Corporate Responsibility 20% —

Equal Employment Opportunity and Access in Subcontracting — 10

Equal Opportunity Employer and Community Involvement — 5

Sustainable Business Practices — 5 Total 100%

Short Listing

At the end of any evaluation phase, the Evaluation Committee may focus on only a limited number of proposals by developing a “short list” based on the scores. The number of proposals on the short list depends on the number of proposals the Committee believes have a reasonable chance of leading to a contract award. If you are eliminated from further consideration, you will be notified by a Notice of Shortlisting posted on the City’s Procurement Website.

Subsequent Evaluation Phases The City will proceed with subsequent evaluation phases as needed. These phases may include oral interviews, demonstrations, presentations, site visits, clarification of the proposals, or other activities.

If you are invited to participate in subsequent evaluation phases, the City will share additional information and instructions a reasonable amount of time before any further evaluation is held.

Evaluation Phase 2 – Interviews, Demonstrations, or Presentations [Optional]

The scoring of Phase 2 generally will be as follows.

Phase 2 Evaluation Criteria

Evaluation Criteria % Allocation

Content of Phase 2 Evaluation To be determined 100

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Additional Optional Evaluation Phases and Methods

In addition to the evaluation phases above, the City can use other methods like best and final offers, serial negotiations, and competitive simultaneous negotiations.

Proposers eliminated at any stage of the evaluation process will be notified.

Total Overall Score

At the end of each evaluation phase, the points from that phase will be added to your cumulative score to determine your Total Overall Score. The proposer with the highest Total Overall Score may be identified as the finalist.

The selection of the finalist may also be based on negotiated costs and agreeing to the City’s terms and conditions within the City’s Sample Contract.

Negotiations will follow with the finalist. If successful, negotiations may result in a final award and Contract for the work. If the Contract with the finalist cannot be reached within a time that is reasonable to the City, the City may elevate the proposer with the next highest Total Overall Score to be the finalist.

2.2 Award Review and Protest

Review The City will post a Notice of Intent to Negotiate and Award on the City's Procurement Website.

The Notice will identify the proposer(s) to which the City intends to award a contract.

Following the Notice of Intent to Negotiate and Award, the public may view proposal documents, in accordance with the Oregon Public Records Act.

If you were not awarded the Contract, you can ask for clarification or debriefing, request time to review the selection procedures, or discuss the scoring methods used by the Evaluation Committee.

Protests Proposers can challenge the City’s decision to exclude the proposer from the next step in the evaluation process, and to award a contract. If you wish to protest your elimination, you must submit a protest within seven (7) Calendar Days of the City’s posting of the Notice of Short List or Notice of Intent to Award.

Proposers can read Portland Public Contracting Rules regarding protest procedures, all of which may be found online: https://www.portland.gov/policies/public-contracting-rules.

Proposers may also learn more about protests by reviewing ORS 279B.405 and ORS 279B.410.

Protesters may not use judicial appeal rights unless all protest and appeal rights are exhausted.

https://www.portland.gov/policies/public-contracting-rules

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Section 3: Scope of Work Provide one meal and two snacks to preschoolers at nine community centers for Portland Parks Preschools, five days a week. The number of meals varies by site, but the total is approximately 160 meals and 308 snacks each day across all nine sites. This amounts to around 770 meals and 1,540 snacks per week for the nine sites.

Provide one meal to preschoolers at nine community centers for Portland Parks Preschools, five days a week. The number of meals served each day varies by site, but approximately 160 lunches will be provided daily across all nine sites. This totals approximately 770 meals each week for the nine locations.

Nine (9) Sites to serve:

Charles Jordan Community Center: 9009 N Foss Ave. Portland OR

East Portland Community Center: 740 SE 106th Ave. Portland OR

Matt Dishman Community Center: 77 NE Knott St Portland OR

Montavilla Community Center: 8219 NE Glisan St Portland OR

Mt. Scott Community Center: 3756 SE Oak St Portland OR

Peninsula Park Community Center: 700 N Rosa Parks Way Portland OR

St. Johns Community Center: 8427 N Central Ave. Portland OR

Southwest Community Center: 6820 SW 45th Ave. Portland OR

Woodstock Community Center: 5905 SE 43rd Ave. Portland OR

Deliver to each site, every weekday per Portland Public School Calendar.

PPS 2026-27 District Calendar.pdf

Milk can be stored on-site for the week.

Meals are prepared and pre-packaged individually, whether as meals, snacks, or similar items.

Prepared meals must maintain their original temperature using insulated bags and should allow for flexible meal substitutions to accommodate food allergies, dietary requirements, or cultural preferences.

Parks seeks to provide nutritional meals to preschoolers, one meal and two snacks. Please include sample menus of a full month of various meal offerings in the proposal.

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Variety is essential in our meal offerings, which include hot options such as bentos, noodles, vegetables, and rice accompanied by protein choices. We also provide culturally significant meals throughout the year. This program serves as an important food resource for many participants, and we aim to offer the best possible options for on-site consumption. Additionally, cartons or jugs of milk, as well as milk alternatives.

Sponsor (City) will serve meals to participants, will manage any left-over meals, and determine eligible participants for after school meal program. Sponsor will provide refrigerator space to hold a few days worth of milk (approximately 160 cartons). Sponsor will provide access to kitchen and/or storage area for vendor to drop off meals prepared for the day. Meals must be prepared in a commercial kitchen.

Sustainable Procurement Practices

1. Whenever possible, deliverables shall be submitted electronically. Any paper-based deliverables shall be printed double-sided and in bindings or report covers that are fully recyclable, using materials containing post-consumer waste (PCW) recycled content.

2. Deliveries: Local Transportation

a. Vehicle idling is not permitted at delivery sites/loading docks.

b. All diesel-fueled delivery vehicles utilized for the resulting contract shall have a model year 2007 engine or newer, or have retrofit emission control devices that reduce diesel particulate matter to similar levels as a 2007 engine. Emission control devices shall be in good operating condition throughout the resulting contract.

3. Food Service Ware:

a. Follow a "reusables" first approach. If exclusively using reusable food service ware is not possible, identify key items that can be reusable or for which end users can bring their own.

b. For Disposables:

i. Products shall not be made from extruded polystyrene foam or XPS (i.e.

Styrofoam™)

ii. Products shall be GreenScreen™ certified

iii. Products shall contain recycled content materials and/or agricultural residues.

Agricultural residues do not include purpose crops grown for fiber. They include agricultural residues that would likely otherwise be burned, such as wheat straw, rice straw, seed flax straw, corn stalks, sorghum stalks, cotton stalks, cotton linters, sugar cane bagasse, and rye seek grass straws.

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Section 4: Exhibits

1. Exhibit A – Requirements to Participate in USDA Food Program

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Exhibit A requiremen

2. Exhibit B – Minimum Food Requirements

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Exhibit B Minimum F

3. Exhibit C – USDA Nutritional Meal Guidelines

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Exhibit C USDA Nutr

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Section 5: Sample Contract:

Vended Meal Agreement

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Sample Contract Ven

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Section 6: RFP Terms and Conditions Link to RFP Terms and Conditions: https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download https://www.portland.gov/business-opportunities/documents/terms-and-conditions-rfp-sample-v1/download