RFP 00002753 Vended Meals PreSchool For All Proposal Response Packet.pdf

RFP # 00002753 1 of 24 RFP Response Packet

RFP Number 00002735 Goods + Services May 11, 2026

Request for Proposals (RFP) for

Vended Meals Service for Nine Community Center Locations Proposal Response Packet Section 7: Submission Instructions

Section 8: Required Proposal Components

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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.

The City is looking to award up to three (3) vended meal service contracts. 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.

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 2: Submission Instructions: Optional Pre-Proposal Meeting for details.

Submit Your Proposal:

City of Portland Online Procurement Center:

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

Refer to Section 7: Submission Instructions for details.

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/

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Have Questions or Need Help? Contact the 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

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Section 7: Submission Instructions By submitting a proposal, you accept the general Terms and Conditions listed in Section 6 of the RFP Information Packet for this RFP and the insurance required in Section 5 of the RFP Information Packet.

Proposals are Due June 4, 2026 4:00 p.m. Pacific Time Late proposals are not accepted.

Proposal Page Limit is 20 Pages The Evaluation Committee will not read or consider additional pages of the proposal beyond the page limit.

Not all parts of the proposal are included in the page limit. The Proposal Checklist in Section 8 of this document lists which parts are included in the page limit.

Proposal Contents and Organization You must provide all information requested in this RFP in your response. Responses must follow the format outlined in this RFP. We will not consider additional or unrequested materials.

Follow the order outlined in Section 8: Proposal Checklist for your submission.

Proposal Submission Instructions Submit your proposal through the City’s Online Procurement Center (BuySpeed) at:

https://procure.portlandoregon.gov/

The entire proposal must be submitted before the due date. Allow extra time to upload proposal documents.

Instructions for submitting through BuySpeed are available at:

https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://support.microsoft.com/en-us/office/video-share-a-document-92701e68-148d-42d3-9cd3-7eeab997a738 https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/buyspeed-electronic-submittal-instructions/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download https://www.portland.gov/business-opportunities/documents/guia-de-envio-de-documentos-de-proveedores-para-buyspeed/download

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Modifying or Withdrawing Your Submission You can modify or withdraw your submission through the City’s Procurement Website, BuySpeed, any time before the proposal due date.

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Section 8: Required Proposal Components Proposal Checklist

Proposal Component Required/Optional Included in page limit?

Proposer Information Form Required N □

Response to City’s Functional Requirements Required N □

Proposer Capabilities Required Y □

Project Team Required Y □

Project Approach Required Y □

Pricing Proposal Required N □

References Required N □ Equal Employment Opportunity and Access in Subcontracting Required Y □

Equal Opportunity Employer and Community Involvement Required Y □

Sustainable Business Practices Required Y □

Civil Rights Data Collection Required N □

Exceptions and Deviations to the Contract Form Optional N □

Redacted for Public Disclosure Copy Optional N □

Redaction Summary Form

Required if Redacted for Public Disclosure Copy is provided.

N □

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Proposer Information Form

Proposer’s Full Legal Name

(If Applicable) Doing Business As

Proposer’s Address

Authorized Representative Name

Authorized Representative Title

Authorized Representative Phone

Authorized Representative Email

Authorized Representative Mailing Address

(If Different) Local Contact

Local Contact Phone

Local Contact Email

City of Portland Business License Tax Account # (if currently licensed) https://www.portlandoregon.gov/rev enue/29320

State of Oregon Registry Number https://egov.sos.state.or.us/br/pkg_ web_name_srch_inq.login

State of Incorporation

Common Parent My firm is not owned or controlled by a common parent Name common parent:

Redaction for Public Records I acknowledge that I may request redactions by including a redacted copy and a summary of redactions in the proposal.

https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07 https://support.microsoft.com/en-us/office/share-onedrive-files-and-folders-9fcc2f7d-de0c-4cec-93b0-a82024800c07 https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions https://www.portland.gov/businessopportunities/documents/buyspeed-electronic-submittal-instructions

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Open Data Requirements https://efiles.portlandoregon.gov/Re cord/10879908/

I acknowledge the goals of the City of Portland’s Open Data Policy and will work with the City to meet the goals of the Policy, as is applicable to this project.

Insurance Requirements

I acknowledge the insurance requirements for the resulting Contract have been read, and either currently have or will be able to obtain insurance at level required if awarded the Contract.

I request insurance reductions.

List requested insurance reductions:

https://efiles.portlandoregon.gov/Record/10879908/ https://efiles.portlandoregon.gov/Record/10879908/

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Response to the City’s Functional, Requirements Respond to each requirement in the Section 3: Scope of Work and Section 4: Exhibits A, B, and C.

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Proposer Capabilities Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

1. General Firm Description Describe your firm’s legal structure, areas of expertise, length of time in business, number of employees, and other information that would be helpful in characterizing the firm. Provide the address of the firm’s home office, the location vendor will prepare and package meals, and address of the office that will manage the project, if applicable.

2. Describe your firm’s resources available to perform the work for the duration of this project and other ongoing projects

3. Describe your firm’s management and organizational capabilities A statement about how your firm is prepared to respond promptly to problems or changes to the Scope of Work

Copies of standard reports used by your firm in existing contracts

4. Describe your firm’s specific experience in:

a. accurate reporting, reconciliation, and invoicing

b. Providing healthy, hot and cold appealing meals with

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c. Providing healthy, hot and cold appealing meals with variety and meeting nutritional requirements for other government or non-government customers

d. consistent on time delivery for each scheduled meal at each established site

5. Describe qualifications and relevant experience of subcontractors and/or partnership entities, if any.

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Project Team Provide the following information. You can type in the form below or format this information in a separate document.

Boxes will expand as you type.

Project Team Information Approximate number of people who would be assigned to this project.

Involvement of the company’s principal member

Identify any training requirements for key personnel to keep current on industry best practices

Identify a proposed project manager, who would be responsible for the day-to-day management of project tasks and would be the primary point of contact with your firm. Describe the project manager’s experience with similar projects and with managing and leading interdisciplinary teams.

Key Personnel Name of Key Personnel 1:

Roles and responsibilities

Relevant experience on similar or related projects

Qualifications

Demonstrated performance record on similar projects

Percentage of their time that will be devoted to this project

Resumes listing educational background, professional development, and demonstrated experience and qualifications to perform the work of this RFP

Name of Key Personnel 2:

Roles and responsibilities

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Name of Key Personnel 3:

Roles and responsibilities development, and demonstrated experience and

Project Approach Proposers shall provide a Scope of Work (SOW) for their proposed solution including a sample menu. The City has provided information on the requirements and responsibilities for a successful vendor in the Project Information Packet. The proposed SOW should demonstrate a clear and concise understanding of the Project.

The Proposed SOW should include:

a. How meals will be packaged and prepared

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b. If meals will be served hot or cold

c. Explain how proposer will keep meals at the preferred temperature

d. State ability to provide alternative options for dietary or cultural needs

e. Ability to provide meals for preschoolers above 3 years old

You can type in the form below or format this information in a separate document. Boxes will expand as you type.

Proposed SOW Describe the proposed work tasks and activities.

Describe how you would execute the tasks during each project phase.

Identify the team members who will work on each task.

Describe the proposed work products that will result from each task or activity.

Describe your approach to training and overseeing the work of subcontractors, tracking utilization, and adjusting if delivery is off track with commitments.

Based on your expertise and experience with similar projects, demonstrate how you will effectively complete the proposed project.

If applicable, discuss any unique aspects of the project, alternative approaches the City might wish to consider, or special considerations related to programmatic/ funding requirements.

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Pricing Proposal The proposal shall include the number of hours each staff member will work on each task. The proposal shall include the true estimated cost per meal and per snack to all participants to perform the work irrespective of the City's anticipated cost.

Every obligation of the City under the awarded contract is conditioned upon the availability of funds appropriated or allocated for the fulfillment of the City’s obligations. If funds are not allocated and available for the continuance of the contract, the contract may be terminated by the City at the end of the period for which the funds are available.

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References Include references for three (3) clients your firm has worked with in the past five (5) years on projects of similar scope and complexity.

Reference 1 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Project contract value (initial and current ending value)

Reference 2 Contact name

Contract title

Address

Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

Reference 3 Contact name

Contract title

Address

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Phone number

Email address

Location/jurisdiction

Summary of the project

Project start and end dates

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Corporate Responsibility The City of Portland is committed to contracting with equitably aware and environmentally responsible businesses. The City values and supports diversity, advancing equity, and is dedicated to expanding economic opportunities by growing both the demand for and capacity of local subcontractors, including those owned by people of color and women.

Equal Employment Opportunity and Access in Subcontracting How are you providing equal opportunity and access in subcontracting for all businesses, including minority- and women-owned businesses? Your approach and description must, at a minimum, address the following:

For three (3) projects worked during the past three (3) years, for either public agency or non-public agency projects, list:

Project 1 Project name

All subcontractors utilized under those projects

Total project value (including amendments, if any)

Total project dollars

Percentage of total project dollars paid to each subcontractors

Project 2 Project name

Project 3 Project name

RFP # 00002753 19 of 24 RFP Response Packet subcontractor

Describe your firm’s approach and methodology for identifying subcontractor opportunities (including suppliers, manufacturers and services) as an equal opportunity employer.

How outreach will be conducted to inform opportunities.

Any mentoring and technical assistance to be made available to subcontractors.

Any strategies, methods, initiatives, or examples of innovation to provide equal opportunity and access which may be utilized in the execution of the work.

Equal Opportunity Employer and Community Involvement List the top three actions/ongoing practices your firm has implemented to ensure you provide opportunities for, and remove barriers to, employment in your workforce for everyone, including women and people of color, at all levels of your firm (e.g., upper management, middle management and lower-level management).

Action/Ongoing Practice 1 Describe the action or ongoing practice

Describe when you started and any timelines for implementation

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Describe any performance metrics that characterize these achievements or third-party awards/recognition

Action/Ongoing Practice 2

Action/Ongoing Practice 3

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Sustainable Business Practices List the top five actions/ongoing practices your firm has implemented to reduce the environmental impacts of your operations (for example, energy efficiency, use of recycled content or non-toxic products, use of public transit or alternative fuel vehicles, waste prevention and recycling, water conservation, green building practices, etc.).

Action/Ongoing Practice 1

Action/Ongoing Practice 2

Action/Ongoing Practice 3

Action/Ongoing Practice 4

Action/Ongoing Practice 5

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Does your firm hold any third-party certifications related to sustainable business operations?

(e.g. B-Corp certification or similar) Name of the Certification Link to the certification requirements Name of organization who administers the certification

Civil Rights Data Collection The information provided in this section will be retained separately and will not be used for purposes of evaluating and scoring proposals.

Proposer Information Is your firm COBID Certified? Yes

No, and my firm does not qualify.

Describe your firm’s workforce demographics

Subcontractor Information (please identify all subcontractors to be used) Subcontractor 1 Information COBID

Certified?

Scope and percent of work allocated

Firm’s legal name Yes Certification

No

Email

BuySpeed Vendor #, if applicable

Subcontractor 2 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes https://www.oregon.gov/biz/programs/cobid/pages/default.aspx

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Subcontractor 3 Information COBID Certified?

Scope and percent of work allocated

Firm’s legal name Yes

Add additional rows for additional Subcontractors as needed

Exceptions and Deviations to the Sample Contract

The Sample Contract Vended Meal Agreement is available in Section 5 of the RFP Information Packet. It contains the terms and conditions that will govern the resulting Contract between the City and the Contractor.

Proposers will be required to submit exceptions and deviations to the City’s Sample Contract.

Proposers must make exception and deviation requests through this form.

Only requests submitted on the form will be considered. Requests that state the entire Contract be negotiated will not be considered.

Contract Exceptions and Deviations Form Contract Section No.

Current language Requested exception (in redline)

Reason

EXAMPLE:

Section 1.0 Definition - System

“System” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

“System” or “Solution” means collectively all Products to be provided by Contractor to City and the Third Party Software and equipment specified by Contractor under this Contract.

Company requests this change because our SLA and EULA refer to “Solution”. No equipment is being provided under this Contract.

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Proposal Redactions for Public Records Purposes If you want to request redactions to your proposal, you must:

1. Include one “Redacted for Public Disclosure” copy of the proposal in unprotected Microsoft Word format, with the requested redactions highlighted in yellow

a. When exempt information is mixed with nonexempt information on the same page, the exempt information must be redacted in a way that allows the disclosure of the non-exempt information

b. Any portion of a proposal you claim as exempt from disclosure must meet the requirements of ORS 192.345, ORS 192.355 and/or ORS 646.461 et seq.

2. Complete the table below and submit it with your proposal.

Redaction Summary Form Proposal Page Number and Section

Content to be redacted Reason for redaction