RFP 2024-73-Nutrition Services Provider.pdf

REQUEST FOR PROPOSALS # 2024-73

FOR

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER

BOARD OF COUNTY COMMISSIONERS

TOOTIE SMITH, Chair

PAUL SAVAS, Commissioner

MARK SHULL, Commissioner

MARTHA SCHRADER, Commissioner

BEN WEST, Commissioner

Gary Schmidt

County Administrator

Stephanie Ebner

Contract Analyst

PROPOSAL CLOSING DATE, TIME AND LOCATION

DATE: September 3, 2024

TIME: 2:00 PM, Pacific Time

PLACE: https://bidlocker.us/a/clackamascounty/BidLocker https://bidlocker.us/a/clackamascounty/BidLocker

RFP 2024-73

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page ii

SCHEDULE

Request for Proposals Issued……............................... August 13, 2024

Protest of Specifications Deadline.............................. August 20, 2024, 5:00 PM, Pacific Time

Deadline to Submit Clarifying Questions.................. August 27, 2024, 5:00 PM, Pacific Time

Request for Proposals Closing Date and Time……... September 3, 2024, 2:00 PM, Pacific Time

Deadline to Submit Protest of Award................... Seven (7) days from the Intent to Award

TABLE OF CONTENTS

Section 1 – Notice of Request for Proposals

Section 2 – Instructions to Proposers

Section 3 – Scope of Work

Section 4 – Evaluation and Selection Criteria

Section 5 – Proposal Content (Including Proposal Certification)

SECTION 1

NOTICE OF REQUEST FOR PROPOSALS

Notice is hereby given that Clackamas County through its Board of County Commissioners will receive sealed Proposals per specifications until 2:00 PM, September 3, 2024 (“Closing”), to provide Aging &

Disability Services-Nutrition Services Provider. No Proposals will be received or considered after that time.

Location of RFP documents: OregonBuys

RFP Documents can be downloaded from the state of Oregon procurement website (“OregonBuys”) at the following address https://oregonbuys.gov/bso/view/login/login.xhtml, Document No. S-C01010-

00011269.

Prospective Proposers will need to sign in to download the information and that information will be accumulated for a Plan Holder's List. Prospective Proposers are responsible for obtaining any Addenda, clarifying questions, and Notices of Award from OregonBuys.

Submitting Proposals: Bid Locker

Proposals will only be accepted electronically thru a secure online bid submission service, Bid Locker.

Email submissions to Clackamas County email addresses will no longer be accepted.

A. Completed proposal documents must arrive electronically via Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

B. Bid Locker will electronically document the date and time of all submissions. Completed documents must arrive by the deadline indicated in Section 1 or as modified by Addendum.

LATE PROPOSALS WILL NOT BE ACCEPTED.

C. Proposers must register and create a profile for their business with Bid Locker in order to submit for this project. It is free to register for Bid Locker.

D. Proposers with further questions concerning Bid Locker may review the Vendor’s Guide located at https://www.clackamas.us/how-to-bid-on-county-projects .

Contact Information

Procurement Process and Technical Questions: Stephanie Ebner, sebner@clackamas.us

The Board of County Commissioners reserves the right to reject any and all Proposals not in compliance with all prescribed public bidding procedures and requirements, and may reject for good cause any and all

Proposals upon the finding that it is in the public interest to do so and to waive any and all informalities in the public interest. In the award of the contract, the Board of County Commissioners will consider the element of time, will accept the Proposal or Proposals which in their estimation will best serve the interests of Clackamas County and will reserve the right to award the contract to the contractor whose

Proposal shall be best for the public good.

Clackamas County encourages proposals from Minority, Women, Veteran and Emerging Small

Businesses.

https://oregonbuys.gov/bso/view/login/login.xhtml https://www.clackamas.us/how-to-bid-on-county-projects mailto:sebner@clackamas.us

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SECTION 2

INSTRUCTIONS TO PROPOSERS

Clackamas County (“County”) reserves the right to reject any and all Proposals received as a result of this

RFP. County Local Contract Review Board Rules (“LCRB”) govern the procurement process for the County.

2.1 Modification or Withdrawal of Proposal: Any Proposal may be modified or withdrawn at any time prior to the Closing deadline, provided that a written request is received by the County Procurement Division

Director, prior to the Closing. The withdrawal of a Proposal will not prejudice the right of a Proposer to submit a new Proposal.

2.2 Requests for Clarification and Requests for Change: Proposers may submit questions regarding the specifications of the RFP. Questions must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, at the Procurement Division address as listed in Section 1 of this RFP.

Requests for changes must include the reason for the change and any proposed changes to the requirements.

The purpose of this requirement is to permit County to correct, prior to the opening of Proposals, RFP terms or technical requirements that may be unlawful, improvident or which unjustifiably restrict competition.

County will consider all requested changes and, if appropriate, amend the RFP. No oral or written instructions or information concerning this RFP from County managers, employees or agents to prospective Proposers shall bind County unless included in an Addendum to the RFP.

2.3 Protests of the RFP/Specifications: Protests must be in accordance with LCRB C-047-0730.

Protests of Specifications must be received in writing on or before 5:00 p.m. (Pacific Time), on the date indicated in the Schedule, or within three (3) business days of issuance of any addendum, at the Procurement

Division address listed in Section 1 of this RFP. Protests may not be faxed. Protests of the RFP specifications must include the reason for the protest and any proposed changes to the requirements.

2.4 Addenda: If any part of this RFP is changed, an addendum will be provided to Proposers that have provided an address to the Procurement Division for this procurement. It shall be Proposers responsibility to regularly check OregonBuys for any notices, published addenda, or response to clarifying questions.

2.5 Submission of Proposals: Proposals must be submitted in accordance with Section 5. All Proposals shall be legibly written in ink or typed and comply in all regards with the requirements of this RFP. Proposals that include orders or qualifications may be rejected as irregular. All Proposals must include a signature that affirms the Proposer’s intent to be bound by the Proposal (may be on cover letter, on the Proposal, or the

Proposal Certification Form) shall be signed. If a Proposal is submitted by a firm or partnership, the name and address of the firm or partnership shall be shown, together with the names and addresses of the members. If the Proposal is submitted by a corporation, it shall be signed in the name of such corporation by an official who is authorized to bind the contractor. The Proposals will be considered by the County to be submitted in confidence and are not subject to public disclosure until the notice of intent to award has been issued.

No late Proposals will be accepted. Proposals submitted after the Closing will be considered late and will be returned unopened. Proposals may not be submitted by telephone or fax.

2.6 Post-Selection Review and Protest of Award: County will name the apparent successful Proposer in a Notice of Intent to Award published on OregonBuys. Identification of the apparent successful Proposer is procedural only and creates no right of the named Proposer to award of the contract. Competing Proposers shall be given seven (7) calendar days from the date on the Notice of Intent to Award to review the file at the

Procurement Division office and file a written protest of award, pursuant to LCRB C-047-0740. Any award protest must be in writing and must be delivered by email, hand-delivery or mail to the address for the

Procurement Division as listed in Section 1 of this RFP.

Only actual Proposers may protest if they believe they have been adversely affected because the Proposer would be eligible to be awarded the contract in the event the protest is successful. The basis of the written protest must be in accordance with ORS 279B.410 and shall specify the grounds upon which the protest is based. In order to be an adversely affected Proposer with a right to submit a written protest, a Proposer must be next in line for

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 3 award, i.e. the protester must claim that all higher rated Proposers are ineligible for award because they are non-responsive or non-responsible.

County will consider any protests received and:

a. reject all protests and proceed with final evaluation of, and any allowed contract language negotiation with, the apparent successful Proposer and, pending the satisfactory outcome of this final evaluation and negotiation, enter into a contract with the named Proposer; OR

b. sustain a meritorious protest(s) and reject the apparent successful Proposer as nonresponsive, if such Proposer is unable to demonstrate that its Proposal complied with all material requirements of the solicitation and Oregon public procurement law; thereafter, County may name a new apparent successful Proposer; OR

c. reject all Proposals and cancel the procurement.

2.7 Acceptance of Contractual Requirements: Failure of the selected Proposer to execute a contract and deliver required insurance certificates within ten (10) calendar days after notification of an award may result in cancellation of the award. This time period may be extended at the option of County.

2.8 Public Records: Proposals are deemed confidential until the “Notice of Intent to Award” letter is issued.

This RFP and one copy of each original Proposal received in response to it, together with copies of all documents pertaining to the award of a contract, will be kept and made a part of a file or record which will be open to public inspection. If a Proposal contains any information that is considered a TRADE SECRET under ORS 192.345(2), SUCH INFORMATION MUST BE LISTED ON A SEPARATE SHEET CAPABLE OF SEPARATION

FROM THE REMAINING PROPOSAL AND MUST BE CLEARLY MARKED WITH THE

FOLLOWING LEGEND:

“This information constitutes a trade secret under ORS 192.345(2), and shall not be disclosed except in accordance with the Oregon Public Records Law, ORS Chapter 192.”

The Oregon Public Records Law exempts from disclosure only bona fide trade secrets, and the exemption from disclosure applies only “unless the public interest requires disclosure in the particular instance” (ORS 192.345).

Therefore, non-disclosure of documents, or any portion of a document submitted as part of a Proposal, may depend upon official or judicial determinations made pursuant to the Public Records Law.

2.9 Investigation of References: County reserves the right to investigate all references in addition to those supplied references and investigate past performance of any Proposer with respect to its successful performance of similar services, its compliance with specifications and contractual obligations, its completion or delivery of a project on schedule, its lawful payment of subcontractors and workers, and any other factor relevant to this

RFP. County may postpone the award or the execution of the contract after the announcement of the apparent successful Proposer in order to complete its investigation.

2.10 RFP Proposal Preparation Costs and Other Costs: Proposer costs of developing the Proposal, cost of attendance at an interview (if requested by County), or any other costs are entirely the responsibility of the

Proposer, and will not be reimbursed in any manner by County.

2.11 Clarification and Clarity: County reserves the right to seek clarification of each Proposal, or to make an award without further discussion of Proposals received. Therefore, it is important that each Proposal be submitted initially in the most complete, clear, and favorable manner possible.

2.12 Right to Reject Proposals: County reserves the right to reject any or all Proposals or to withdraw any item from the award, if such rejection or withdrawal would be in the public interest, as determined by County.

2.13 Cancellation: County reserves the right to cancel or postpone this RFP at any time or to award no contract.

2.14 Proposal Terms: All Proposals, including any price quotations, will be valid and firm through a period of one hundred and eighty (180) calendar days following the Closing date. County may require an

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 4 extension of this firm offer period. Proposers will be required to agree to the longer time frame in order to be further considered in the procurement process.

2.15 Oral Presentations: At County’s sole option, Proposers may be required to give an oral presentation of their Proposals to County, a process which would provide an opportunity for the Proposer to clarify or elaborate on the Proposal but will in no material way change Proposer’s original Proposal. If the evaluating committee requests presentations, the Procurement Division will schedule the time and location for said presentation. Any costs of participating in such presentations will be borne solely by Proposer and will not be reimbursed by

County. Note: Oral presentations are at the discretion of the evaluating committee and may not be conducted;

therefore, written Proposals should be complete.

2.16 Usage: It is the intention of County to utilize the services of the successful Proposer(s) to provide services as outlined in the below Scope of Work.

2.17 Review for Responsiveness: Upon receipt of all Proposals, the Procurement Division or designee will determine the responsiveness of all Proposals before submitting them to the evaluation committee. If a

Proposal is incomplete or non-responsive in significant part or in whole, it will be rejected and will not be submitted to the evaluation committee. County reserves the right to determine if an inadvertent error is solely clerical or is a minor informality which may be waived, and then to determine if an error is grounds for disqualifying a Proposal. The Proposer’s contact person identified on the Proposal will be notified, identifying the reason(s) the Proposal is non-responsive. One copy of the Proposal will be archived and all others discarded.

2.18 RFP Incorporated into Contract: This RFP will become part of the Contract between County and the selected contractor(s). The contractor(s) will be bound to perform according to the terms of this RFP, their

Proposal(s), and the terms of the Sample Contract.

2.19 Communication Blackout Period: Except as called for in this RFP, Proposers may not communicate with members of the Evaluation Committee or other County employees or representatives about the RFP during the procurement process until the apparent successful Proposer is selected, and all protests, if any, have been resolved. Communication in violation of this restriction may result in rejection of a Proposer.

2.20 Prohibition on Commissions and Subcontractors: County will contract directly with persons/entities capable of performing the requirements of this RFP. Contractors must be represented directly.

Participation by brokers or commissioned agents will not be allowed during the Proposal process. Contractor shall not use subcontractors to perform the Work unless specifically pre-authorized in writing to do so by the

County. Contractor represents that any employees assigned to perform the Work, and any authorized subcontractors performing the Work, are fully qualified to perform the tasks assigned to them, and shall perform the Work in a competent and professional manner. Contractor shall not be permitted to add on any fee or charge for subcontractor Work. Contractor shall provide, if requested, any documents relating to subcontractor’s qualifications to perform required Work.

2.21 Ownership of Proposals: All Proposals in response to this RFP are the sole property of County, and subject to the provisions of ORS 192.410-192.505 (Public Records Act).

2.22 Clerical Errors in Awards: County reserves the right to correct inaccurate awards resulting from its clerical errors.

2.23 Rejection of Qualified Proposals: Proposals may be rejected in whole or in part if they attempt to limit or modify any of the terms, conditions, or specifications of the RFP or the Sample Contract.

2.24 Collusion: By responding, the Proposer states that the Proposal is not made in connection with any competing Proposer submitting a separate response to the RFP, and is in all aspects fair and without collusion or fraud. Proposer also certifies that no officer, agent, elected official, or employee of County has a pecuniary interest in this Proposal.

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2.25 Evaluation Committee: Proposals will be evaluated by a committee consisting of representatives from County and potentially external representatives. County reserves the right to modify the Evaluation

Committee make-up in its sole discretion.

2.26 Commencement of Work: The contractor shall commence no work until all insurance requirements have been met, the Protest of Awards deadline has been passed, any protest have been decided, a contract has been fully executed, and a Notice to Proceed has been issued by County.

2.27 Best and Final Offer: County may request best and final offers from those Proposers determined by

County to be reasonably viable for contract award. However, County reserves the right to award a contract on the basis of initial Proposal received. Therefore, each Proposal should contain the Proposer’s best terms from a price and technical standpoint. Following evaluation of the best and final offers, County may select for final contract negotiations/execution the offers that are most advantageous to County, considering cost and the evaluation criteria in this RFP.

2.28 Nondiscrimination: The successful Proposer agrees that, in performing the work called for by this

RFP and in securing and supplying materials, contractor will not discriminate against any person on the basis of race, color, religious creed, political ideas, sex, age, marital status, sexual orientation, gender identity, veteran status, physical or mental handicap, national origin or ancestry, or any other class protected by applicable law.

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SECTION 3

SCOPE OF WORK

3.1. INTRODUCTION

Clackamas County is seeking Proposals from vendors to provide meals for the senior nutrition program for six (6) meal sites located in Estacada, Gladstone, Hoodland, Molalla, Oregon City, and Sandy.

Please direct all Technical/Specifications or Procurement Process Questions to the indicated representative referenced in the Notice of Request for Proposals and note the communication restriction outlined in Section 2.19.

3.2 BACKGROUND

The Clackamas County Social Services Division, Aging and Disability Services (“SSD-ADS”) has the responsibility to plan, develop, and coordinate services for a comprehensive delivery system for senior citizens age 60 and older. The ADS receives federal Older American Act Title III funds and state funds to help support this system. The delivery of services is primarily by contracting with service providers.

3.3. SCOPE OF WORK

A. Overview and Facilities

This RFP process will result in: One contract for providing food services as prepared meals to six (6) senior centers in the Clackamas County service area (Estacada, Gladstone, Hoodland, Molalla, Pioneer Community Center (Oregon City), and Sandy).

Meals for the six meal sites may be delivered hot for same day service to participants or prepared by a cook-chill system and delivered chilled. If a cook-chill system is planned, the proposer must show that their kitchen is equipped with proper refrigeration equipment for this type of system.

Transported meals shall be delivered by refrigerated truck or van or in properly insulated containers.

Holidays. Generally, centers are closed on these holidays (or designated days for those that fall on weekends): New Year's Day, Martin Luther King, Jr's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Veterans' Day, Thanksgiving, and Christmas. There is no congregate service on these holidays. Home delivered meal clients will receive two meals on the serving day before a holiday.

B. Detailed Scope of Work

Number of Meals: Current participation levels indicate that approximately 135,000 meals will be served during the term of the contract, July 1, 2024 through June 30, 2025. (See Exhibit 1, List of

Sites, for average number of meals served.) The column titled maximum meals per day gives an estimate of meals needed for special days, such as: holiday meals, birthday meals and favorite food items. A slight decrease in overall participation is usually experienced in the summer, but not always.

Transport-Meals Ordering: Each meal site manager shall order meals in writing at a minimum of one week in advance. For example, the order for week three would be sent via email to the Contractor’s central kitchen on Friday of week one. Verbal phone or email changes in the order can be made based on feasibility of Contractor to fill order. This schedule is negotiable if Contractor can deliver with less lead time.

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 7

Transport-Meals Delivery: Contractor shall provide and maintain meal transport vehicles. Delivery schedule must be agreed to by SSD-ADS and the participating meal sites. Contractor is responsible for unloading meal containers from delivery vehicles and taking the containers into meal site kitchens. Drivers are to put containers in a place designated by site employees.

Chilled or frozen meals may be delivered the previous serving day. Chilled foods must arrive at sites with a temperature between 33° and 40° F. Hot foods must arrive at sites with a temperature at or above 140°F. Frozen meals must arrive frozen. Contractor must make alternative food transportation arrangements if food temperatures cannot be maintained in required temperature zones within a week of food sites identifying unsafe temperatures upon delivery. Contractor will be responsible for the cost of any meals that must be disposed of due to unsafe food temperatures during transport.

Pans will be returned rinsed, but must be washed and sanitized at the central kitchen before being used again. Transport containers should be sanitized, and the inside of transport vehicles should be cleaned after returning to the central kitchen.

Each meal site has a kitchen employee that can finish-off the meals and supervise portioning and service by volunteers.

Transport-Meals Records and Reports. Contractor shall have a reporting system to facilitate internal and external monitoring and evaluation.

Two forms must be used, with format agreed to by SSD-ADS and the participating meal sites:

1. "Meal Order" form -- Used by sites to place written orders for meals (regular and special diet) a week at a time.

2. "Meal Delivery Sheet" -- Form accompanies each shipment of food to meal sites with a copy returned to Central kitchen with empty pans from prior day. It should include at least the following:

Name of site

Day/Date

Arrival time

Serving Date

Number meals ordered (regular and special diet)

Number pans of food (or items) sent for each menu item

Number pans of food (or items) received

Overage or shortage

Portion size

Space for arrival temperatures

Final preparation and serving instructions, if needed

Space for site to write comments to kitchen

Emergency Procedures. Contractor shall develop emergency procedure for delivery of meals in case of vehicle breakdown.

In case of inclement weather, sites will generally close for congregate meals if schools are closed.

Due to different elevations, some sites may close while others remain open. When closures occur, any prepared or partially prepared food may be substituted on the next serving day following closure as long as menu requirements are met. Regardless of weather, sites try to deliver home delivered meals to clients.

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C. Menu

Contractor will at a minimum submit each month's final menu to SSD-ADS six weeks prior to the start of the month. Contractor may submit menus for two or three months at a time if this is more convenient. Menu review meetings between CONTRACTOR and Meal Sites must be held on a minimum of a quarterly basis, to be organized and hosted by Contractor. Menus must meet the following standards:

1. Contract must make every effort to ensure that each meal contains at least 1/3 of the Reference

Dietary Intakes (RDI) as established by the Food and Nutrition Board, National Research Council

- National Academy of Science, for Male 70+ or Female 70+, whichever is greater, and adhere to the target nutrients as outline by the State of Oregon, Dept. of Human Services, State Unit on

Aging. Contractor shall submit menu with appropriate nutritional analysis signed by a Registered

Dietitian. To better achieve these targets while still providing meals that are appealing to participants the targets can be averaged over the course of a week’s meals.

Note: Sites procure their own milk so do not include milk in the budget. You may include milk on the menu, especially if nutritional analysis is used. Most sites serve 1% milk.

Nutritional analysis must reflect the values for the following key nutrients: calories, protein

(grams), total fat (% of calories), saturated fat (% of calories), trans fat (% of calories), fiber (mg-milligrams), calcium (mg-milligrams), magnesium (mg), zinc (mg per meal), vitamin B6 (mg), vitamin B12 (mcg), vitamin C (mg), and sodium (mg). Portion sizes must also be noted.

2. Menus shall be planned to be consistent with the Dietary Guidelines for Americans, HHS &

USDA, 2020-2025. They should be moderate in total fat and low in saturated fat and cholesterol.

Foods shall be chosen and prepared with less salt and moderate amounts of sugar. No tropical oils or products containing these oils shall be used. Foods naturally high in sodium should not appear in the same meal.

3. If a cycle menu is used, the cycle must be at least nine weeks long.

4. A Registered Dietitian (RD) must review and sign the menus to certify that they meet the nutritional guidelines as outlined by SUA and SSD-ADS.

5. Menus should reflect the regional tastes and appetites of the current elderly population.

6. Menus should incorporate a variety of foods and preparation methods with contrasts in color, texture, sizes, shapes, and flavors. Food items should not be repeated two days in a row, or on same day of consecutive weeks. Food items delivered before the week to be served should be capable of longer storage before serving to participants. Menus should reflect seasonal availability of fresh fruits and vegetables.

7. All items must be specifically identified in the menu. Listing such things as "Fruit in Season", "Vegetable" or "Cookie" does not provide enough information. Each menu item should be easily identified by its name.

8. A birthday meal, with cake for dessert, will be planned each month. (The day will be negotiated with SSD-ADS, and probably be a Friday.) Those sites that obtain donated birthday cakes may order meals without dessert.

9. A special meal should be planned for major holidays, such as Thanksgiving and Christmas.

These meal dates will be coordinated with meal site staff. A special food and/or meal for lesser holidays, such as Valentine's Day, St. Patrick’s Day, Mother's Day, and Father’s Day should be planned and delivered before the holiday and/or in coordination with meal site staff.

10. Menus should be served as written and approved. If changes are necessary, they must be of comparable nutrient value. Each change is to be recorded on the working and/or file copy of the menu and initialed and dated by a supervisor. Meal sites need to be informed of changes as soon as possible as they are required to post the menu at the meal sites for participants to view.

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 9

D. Special Diets

Menus shall be planned and meals available for the modified diets listed below. These meals shall be ordered on the Meal Order Form along with regular meals.

Site Managers are responsible for obtaining a written request for these meals from a participant's physician. Since meal site personnel cannot control what participants eat, all special diets have only moderate modifications. The responsibility to adhere to a special diet is the participant's alone.

Uncalculated Diabetic. Eliminates items high in sugar by substituting products or recipes that use artificial sweeteners, or fresh fruits and fruits canned in juice.

Moderate Sodium Restricted. Eliminates menu items or foods that are naturally high in sodium

(not to exceed 0.8 grams per meal).

Low Cholesterol. Eliminates menu items or foods that are naturally high in cholesterol and/or fat

(not to exceed 100 mg per meal).

E. Frozen Meals

The listed meal sites may purchase frozen meals for weekend or alternative day HDM’s. Frozen meals are required to meet the same nutrition standards as for hot meals outlined above as well as meeting the safety standards for Frozen HDM’s as outlined in the State of Oregon, Dept. of Human

Services, Community Services and Supports Unit. Additionally, the other meal sites in SSD-ADS service area may also purchase frozen meals from CONTRACTOR to supplement their nutrition program.

F. Standardized Recipes and Portion Control

Recipes used by the Contractor should be adapted to the requirements of a Title III Senior Nutrition meal. Recipes should be standardized for the kitchen, equipment, ingredients, and skills of personnel using them. Recipes should be adjusted for yield based on portion size and the number of people being served that particular meal. Food service employees must understand and be able to use standardized recipes and produce standard portions.

G. Purchasing

Food must be procured from sources that comply with all federal, state and local laws that relate to food production, manufacturing, packaging and labeling. No home-canned food or raw milk may be used. Donated food that meets the above standards may be used.

Meal sites may purchase supplies and consumables from CONTRACTOR if it is cost effective for sites to do so, and for the CONTRACTOR to supply them. These include such things as: salt and pepper, coffee and tea, individual sugars and cream substitutes, napkins, placemats, paper plates, hot cups and plastic utensils, and sealable, dual-oven home delivered meal containers. However, this service is not part of the contract. Additionally, the other meal sites in SSD-ADS service area may also purchase consumables from CONTRACTOR for their nutrition programs.

H. Sanitation

The CONTRACTOR is required to comply with all federal, state and local laws and regulations pertaining to sanitation requirements and practices in food production, storage, transportation, and service. This includes adherence to Oregon Administrative Rules, Chapter 333, Food Sanitation

Rules. A file of sanitation inspection reports by a Registered Sanitarian from the State Health

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Division or local health department is to be maintained by Contractor and will be available to SSD-

ADS if requested.

Transport-Meals CONTRACTOR must establish and use sanitary procedures for packaging and transporting food from central kitchen to meal sites. This will include procedures for maintaining proper temperatures and cleaning and sanitizing all transport equipment. Food temperatures shall be taken and recorded as the food is panned to leave the production area for transport. Records of these temperature checks shall be maintained in the CONTRACTOR's files.

I. Training

CONTRACTOR is required to employ qualified, trained personnel to assure satisfactory performance. At a minimum, CONTRACTOR must have a new employee orientation, at least one employee at each production kitchen that has completed a community college-level food service sanitation course, and a training plan that includes training for employees and supervisory staff.

J. Complaint Resolution

CONTRACTOR will participate in negotiated complaint resolution process with meal sites and

Clackamas County. Meal sites will document menu fulfillment, quality, and/or safety concerns with

Clackamas County and CONTRACTOR. CONTRACTOR will be expected to respond and resolve identified concerns.

3.3.3. Term of Contract:

The contract shall become effective upon execution and shall terminate June 30, 2025, with the option to renew annually for up to four (4) additional years by agreement of all parties. At time of contract renewal, any request for rate increase must be justified by submission of updated budget pages plus narrative. Contract extensions are contingent upon acceptable Contractor performance, the continuing availability of Title III-C and NSIP Older Americans Act funding, and mutual agreement on contract terms between SSD-ADS and the Contractor.

3.3.4 Sample Contract: Submission of a Proposal in response to this RFP indicates Proposer’s willingness to enter into a contract containing substantially the same terms (including insurance requirements) of the sample contract identified below. No action or response to the sample contract is required under this RFP. Any objections to the sample contract terms should be raised in accordance with

Paragraphs 2.2 or 2.3 of this RFP, pertaining to requests for clarification or change or protest of the

RFP/specifications, and as otherwise provided for in this RFP. This RFP and all supplemental information in response to this RFP will be a binding part of the final contract.

The applicable Sample Goods & Services Contract for this RFP can be found at https://www.clackamas.us/finance/terms.html.

Goods & Services Contract (unless checked, item does not apply)

Travel Expense Reimbursement is Authorized

Article II, Paragraph 29 – Criminal Background Check Requirements

The following insurance requirements will be applicable.

Professional Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for damages caused by error, omission or negligent acts.

Commercial General Liability: combined single limit, or the equivalent, of not less than $1,000,000 per occurrence, with an annual aggregate limit of $2,000,000 for Bodily Injury and Property Damage.

https://www.clackamas.us/finance/terms.html

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Automobile Liability: combined single limit, or the equivalent, of not less than $500,000 per occurrence for Bodily Injury and Property Damage.

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SECTION 4

EVALUATION PROCEDURE

4.1 An evaluation committee will review all Proposals that are initially deemed responsive and they shall rank the Proposals in accordance with the below criteria. The evaluation committee may recommend an award based solely on the written responses or may request Proposal interviews/presentations.

Interviews/presentations, if deemed beneficial by the evaluation committee, will consist of the highest scoring Proposers. The invited Proposers will be notified of the time, place, and format of the interview/presentation. Based on the interview/presentation, the evaluation committee may revise their scoring.

Written Proposals must be complete and no additions, deletions, or substitutions will be permitted during the interview/presentation (if any). The evaluation committee will recommend award of a contract to the final County decision maker based on the highest scoring Proposal. The County decision maker reserves the right to accept the recommendation, award to a different Proposer, or reject all

Proposals and cancel the RFP.

Proposers are not permitted to directly communicate with any member of the evaluation committee during the evaluation process. All communication will be facilitated through the Procurement representative.

4.2 Evaluation Criteria

Category Points available:

Proposer’s General Background and Qualifications 0-30

Scope of Work 0-45

Fees 0-25

Available points 0-100

4.3 Once a selection has been made, the County will enter into contract negotiations. During negotiation, the County may require any additional information it deems necessary to clarify the approach and understanding of the requested services. Any changes agreed upon during contract negotiations will become part of the final contract. The negotiations will identify a level of work and associated fee that best represents the efforts required. If the County is unable to come to terms with the highest scoring

Proposer, discussions shall be terminated and negotiations will begin with the next highest scoring

Proposer. If the resulting contract contemplates multiple phases and the County deems it is in its interest to not authorize any particular phase, it reserves the right to return to this solicitation and commence negotiations with the next highest ranked Proposer to complete the remaining phases.

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 13

SECTION 5

PROPOSAL CONTENTS

5.1. Vendors must observe submission instructions and be advised as follows:

5.1.1. Proposals will only be accepted electronically thru Equity Hub’s Bid Locker. Email submissions to

Clackamas County email addresses will no longer be accepted.

5.1.2. Completed proposal documents must arrive electronically via Equity Hub’s Bid Locker located at https://bidlocker.us/a/clackamascounty/BidLocker.

5.1.3. County reserves the right to solicit additional information or Proposal clarification from the vendors, or any one vendor, should the County deem such information necessary.

5.1.4. Proposal may not exceed a total of 20 pages (single-sided), inclusive of all exhibits, attachments, title pages, pages separations, table of contents, or other information. The Proposal Certification Page will NOT count towards the final page count.

Provide the following information in the order in which it appears below:

5.2. Proposer’s General Background and Qualifications:

Description of the firm.

Credentials/experience of key individuals that would be assigned to this project.

Description of providing similar services to public entities of similar size within the past five (5) years.

Description of what distinguishes the firm from other firms performing a similar service.

5.3. Scope of Work

Overview & Facilities o Kitchen - Give location and capacity of kitchen. Are meals for any other accounts prepared at this kitchen? If so, how many per day, average?

o Meal Preparation - Will meals be prepared/delivered hot or cook-chill method? Are kitchen facilities equipped for cook-chill method?

Detailed Scope of Work o Describe meal ordering system for meal sites to place regular orders.

o Submit a tentative schedule for meal delivery. Include time vehicles loaded, leave kitchen, and arrive at each site. (Please note that our Sites cannot accept deliveries during meal service time.

See Exhibit 1, page 17, for meal service times by Site.)

o Describe vehicles to be used for delivery, how many vehicles/routes, type of transport equipment, how temperatures will be maintained.

o Describe Emergency Procedures for inclement weather, delivery vehicle breakdown, or other disruption of service.

Menu o Submit menus for July – September 2024 with menu nutritional analysis.

o Menu Approval - Give name, position title, and credential of person providing nutritional analysis and approving adequacy of menus.

o Will Contractor use a cycle menu? If so, how long is the cycle?

o What will be the policy for making changes or substitutions in the approved menu?

o Special Meals – Provide example(s) of holiday or other special meal menus.

Special Diets o Describe capacity and plans to provide uncalculated diabetic meals, moderate sodium restricted meals, and low cholesterol meals.

Frozen Meals

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 14 o Describe capacity to provide frozen meals that meet the same standard as other meals provided to sites.

Standardized Recipes and Portion Control o Describe method of ensuring standardized recipes and portion control.

Purchasing o Affirm if food is procured from sources that comply with all federal, state, and local laws that relate to food production, manufacturing, packaging and labeling.

o Indicate willingness to sell consumable supplies to all meal sites in SSD-ADS service area.

Sanitation o Provide Contractor’s most recent sanitation inspection report from the State Health Division or local health department.

o Describe procedures for maintaining proper temperatures and cleaning and sanitizing transport equipment.

Training o Affirm if contractor has a new employee orientation, at least one employee at each production kitchen that has completed a community college-level food service sanitation course, and a training plan for staff.

Complaint Resolution o Describe how Contractor will receive participant input, evaluate participant satisfaction and resolve Meal Site complaints.

5.4. Fees

Fees should be on a time and material with a not to exceed fee basis. Fees should be sufficiently descriptive to facilitate acceptance of a Proposal. List the not-to-exceed amount you propose for the service. Fees and fee schedules should outline all estimated expenses, hourly rates for all assigned individuals, anticipated travel, other reimbursable expenses.

5.5. References

Provide at least three (3) references from clients your firm has served similar to the County in the past three (3) years, including one client that has newly engaged the firm in the past thirty-six (36) months and one (1) long-term client. Provide the name, address, email, and phone number of the references. Please note the required three references may not be from County staff, but additional references may be supplied.

5.6. Completed Proposal Certification (see the below form)

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 15

PROPOSAL CERTIFICATION

RFP #2024-73

Submitted by:

(Must be entity’s full legal name, and State of Formation)

Each Proposer must read, complete and submit a copy of this Proposal Certification with their Proposal. Failure to do so may result in rejection of the Proposal. By signature on this Proposal Certification, the undersigned certifies that they are authorized to act on behalf of the Proposer and that under penalty of perjury, the undersigned will comply with the following:

SECTION I. OREGON TAX LAWS: As required in ORS 279B.110(2)(e), the undersigned hereby certifies that, to the best of the undersigned’s knowledge, the Proposer is not in violation of any Oregon Tax Laws. For purposes of this certification, “Oregon Tax Laws” means the tax laws of the state or a political subdivision of the state, including

ORS 305.620 and ORS chapters 316, 317 and 318. If a contract is executed, this information will be reported to the

Internal Revenue Service. Information not matching IRS records could subject Proposer to 24% backup withholding.

SECTION II. NON-DISCRIMINATION: That the Proposer has not and will not discriminate in its employment practices with regard to race, creed, age, religious affiliation, sex, disability, sexual orientation, gender identity, national origin, or any other protected class. Nor has Proposer or will Proposer discriminate against a subcontractor in the awarding of a subcontract because the subcontractor is a disadvantaged business enterprise, a minority-owned business, a woman-owned business, a business that a service-disabled veteran owns or an emerging small business that is certified under ORS 200.055.

SECTION III. CONFLICT OF INTEREST: The undersigned hereby certifies that no elected official, officer, agent or employee of Clackamas County is personally interested, directly or indirectly, in any resulting contract from this RFP, or the compensation to be paid under such contract, and that no representation, statements (oral or in writing), of the County, its elected officials, officers, agents, or employees had induced Proposer to submit this

Proposal. In addition, the undersigned hereby certifies that this proposal is made without connection with any person, firm, or corporation submitting a proposal for the same material, and is in all respects fair and without collusion or fraud.

SECTION IV. COMPLIANCE WITH SOLICITATION: The undersigned further agrees and certifies that they:

1. Have read, understand and agree to be bound by and comply with all requirements, instructions, specifications, terms and conditions of the RFP (including any attachments); and

2. Are an authorized representative of the Proposer, that the information provided is true and accurate, and that providing incorrect or incomplete information may be cause for rejection of the Proposal or contract termination; and

3. Will furnish the designated item(s) and/or service(s) in accordance with the RFP and Proposal; and

4. Will use recyclable products to the maximum extend economically feasible in the performance of the contract work set forth in this RFP.

Name:_______________________________________ Date:______________________________________

Signature:____________________________________ Title:______________________________________

Email:_______________________________________ Telephone:_________________________________

Oregon Business Registry Number:________________ OR CCB # (if applicable):________________________

Business Designation (check one):

Corporation Partnership Sole Proprietorship Non-Profit Limited Liability Company

Resident Quoter, as defined in ORS 279A.120

Non-Resident Quote. Resident State:__________________________

AGING & DISABILITY SERVICES-NUTRITION SERVICES PROVIDER Page 16

EXHIBIT 1

Clackamas County Food Service - Senior Nutrition Sites

Site Location Congregate Meal

Days & Times

Estacada Senior &

Community Center

220 SW Club House Dr.

Estacada 97023

M T W F

12pm-1pm

Gladstone Senior

Center

1050 Portland Ave.

Gladstone 97027

-- T W Th –

11:30 am-1pm

Hoodland Senior

Center

65000 E Hwy 26

Welches, OR 97067

NA – no current Congregate Meal served

Molalla Adult

Community Center

122 Grange Ave.

Molalla 97038

M T -- Th F

12pm-1pm

Pioneer Community

Center

615 Fifth Street

Oregon City 97045

M T W Th F

11am - 12pm

Sandy Senior &

Community Center

38348 Pioneer Blvd.

Sandy 97005

NA – no current Congregate Meal served