RFP 2025-002 Hot Meal Program Food Catering Service.pdf

Town of Medley RFP 2025-002 Hot Meal Program Food Catering Service

Town of Medley

REQUEST FOR PROPOSAL

RFP 2025-002

TOWN COUNCIL OF THE TOWN OF MEDLEY

ANA L. STEFANO, MAYOR

ARTURO JINETE, VICE-MAYOR

EDGAR AYALA, COUNCILPERSON

LIZELH RODRIGUEZ, COUNCILPERSON

LOURDES RODRIGUEZ, COUNCILPERSON

TOWN ATTORNEY

Michael J. Pizzi, Esq.

TOWN CLERK

Victoria Martinez, FRP, CMC

Town of Medley

PUBLIC NOTICE

RFP Name: Town of Medley Hot Meal Program Food Catering Service RFP No.: RFP 2025-002 Pre-Bid Conference: Non-mandatory

August 28, 2025, at 10:00 AM in person at the Town Hall

Proposal Deadline: September 22, 2025, at 3:00 PM

NOTICE IS HEREBY GIVEN that Town of Medley (the “Town”) is soliciting proposals from experienced Food Catering Services with a proven track record of successfully completing similar work for verifiable public and for-profit entities.

Interested entities (“Respondents”) may obtain a copy of Request for Proposals No. 2025-002 (the “RFP”) to be issued on August 18, 2025, through the current Town of Medley website Town of Medley Home Page PUBLIC INFORMATIONOpen Bid InvitationBids & Solicitations. The RFP contains detailed information about the scope of the Service, submission requirements, and selection procedures. All notices and any addenda issued by the Town with respect to this RFP will be made available through the Town website only. It is the Respondent’s sole responsibility to ensure receipt of any issued notice or addenda relating to this RFP once posted to the Town of Medley website.

Proposals shall be submitted in person at the Town Hall and shall be clearly marked “Proposal to Town of Medley RFP No. 2025-002 for “Hot Meal Program Food Catering Service”, and addressed to Victoria Martinez, Town of Medley Clerk. Proposals must be received by no later than 3:00 PM on September 22, 2025, at which time the Proposals will be opened and recorded publicly. Late submittals shall not be accepted or considered. Respondents are responsible for ensuring that their proposal is received by the deadline.

As stated above, a non-mandatory pre-bid conference will be held on August 28, 2025, at 10:00 AM at the Town Hall.

Pursuant to subsection (t) “Cone of Silence” of Section 2-11.1 “Conflict of Interest and Code of Ethics Ordinance” of Miami-Dade County, public notice is hereby given that a “Cone of Silence” is imposed concerning this solicitation. The “Cone of Silence” prohibits communications concerning this RFP until such time as a written recommendation is presented to the Town Mayor and Commission concerning the transaction.

Any questions, requests for information or clarification regarding this RFP must be made in writing by no later than September 2, 2025 by 5:00 PM at the Town Hall, to: Charmaine Parchment cparchment@townofmedley.com

Published: (August 18, 2025)

TABLE OF CONTENTS

INSTRUCTIONS FOR RESPONDING TO ELECTRONIC SUBMITTALS

SECTION 1 – INFORMATION FOR RESPONDENTS

SECTION 2 – SCOPE OF SERVICE

SECTION 3 – PROPOSAL REQUIREMENTS AND EVALUATION

SECTION 4 – FORMS, AFFIDAVITS AND EXHIBITS

SECTION 1

INFORMATION FOR RESPONDENTS

1.1 INTRODUCTION

The Town of Medley, a municipality located in Miami-Dade County, FL, is soliciting Proposals from experienced and qualified Food Catering Services for the Town’s Hot Meal Program.

The Town of Medley, a municipality located in Miami-Dade County, Florida, is seeking proposals from experienced and qualified Food Catering Service providers to support the Town’s Hot Meal Program.

This initiative serves as a vital service to the residents of Medley, aiming to provide nutritious meals, primarily focusing on Latin and healthy food options, on a consistent basis.

The purpose of this RFP is to select a reputable catering service that can fulfill the Town’s meal service needs with professionalism, efficiency, and a commitment to quality. This service plays a critical role in supporting the health, well-being, and food security of our residents, many of whom rely on these meals as part of their daily nutritional intake.

The selected vendor must have the capacity to prepare and deliver 365 meals per day, five (5) days per week (Monday through Friday), for a period of three (3) years. At a minimum, Respondents must demonstrate the capability and relevant experience necessary to provide the required number of meals on an as-needed, where-needed basis. Proposals must include evidence of a proven track record in delivering high-quality food catering services, including current Health Department inspections, valid certificates and licenses, and the ability to maintain excellent customer service standards throughout the contract term.

The selected vendor will be responsible for providing appropriate food containers suitable for safe transportation of hot meals. However, the Town will be responsible for individually packaging the meals on-site. Vendors must ensure that all delivered food is transported safely, maintaining proper temperature and hygiene standards until it is handed off for packaging.

The Town is particularly interested in partnering with a vendor that values food quality, safety, reliability, and is committed to working collaboratively to meet the needs of our community.

The Town intends to award a Preventive Hot Meal Food Catering Service Agreement to the selected Respondent for the Service described in this RFP. However, the Town reserves the right to reject any or all proposals prior to award, for any reason, to discontinue the selection process, to stop negotiations, to abandon the Service, or to solicit and re-advertise for other proposals, should it so decide. The Town of Medley shall not be responsible for any proposal costs incurred by anyone, at any time.

1.2 DEFINITIONS

When used in this RFP, the following terms shall have the meanings given below:

Hot Meal Program: A food service initiative operated by the Town of Medley that provides nutritious, prepared meals to eligible residents five (5) days per week. The program is designed to support the health and well-being of the community through consistent access to high-quality meals, with an emphasis on Latin and healthy food options.

Food Catering Services: The preparation, packaging, and delivery of hot meals as required by the Town’s Hot Meal Program, including all necessary labor, materials, food products, and transportation to meet program needs on an as-needed, where-needed basis.

Days: Reference made to Days shall mean consecutive calendar days.

Deliverables: All documentation, licenses, certifications, menus, nutritional information, service logs, inspection reports, and any items or final products submitted by the Respondent to the Town for review and approval in writing, pursuant to the terms of the Agreement.

Provider: The entity selected by the Town to perform the Food Catering Services described in this RFP.

Agreement: The written agreement between the Town of Medley and the selected entity or Respondent that contains the terms, conditions, and obligations governing the Food Catering Services.

Project Manager: The duly authorized representative of the Town designated to oversee and coordinate the execution of the Hot Meal Program services and ensure compliance with the Agreement.

Proposal: The written offer of a Respondent to provide the Food Catering Services described in this

RFP.

Respondent: Any entity (individual, firm, partnership, or corporation) submitting a Proposal in response to this RFP, provided the entity meets the minimum eligibility qualifications set forth in this RFP. (Also referred to as “Provider”)

Town: Town of Medley, Florida, a municipal corporation within Miami-Dade County of the State of Florida, whose governing body is a Town Council consisting of a Mayor, Vice Mayor, and three Town Councilmembers.

1.3 SCHEDULE OF PROCUREMENT EVENTS

The following schedule of procurement events shall govern this RFP. The Town reserves the right to change the scheduled dates and times at its sole discretion.

Event Date Time

RFP Available on the current Town website https://www.townofmedley.com

August 18, 2025 TBD

Non-Mandatory Pre-Bid Conference August 28, 2025 10:00 AM

Deadline for Written Questions To be sent to Cparchment@townofmedley.com

September 2, 2025 5:00 PM

1.4. ADDENDA

If the Town finds it necessary to add to or amend this RFP prior to the Proposal submittal deadline, the Town will issue written addenda/addendum, which will be posted on https://www.townofmedley.com. Each Respondent must acknowledge receipt of each addendum by signing the Acknowledgement of Addendum (Form 5) and providing it with its Proposal, when applicable.

Town Response to Written Questions September 8, 2025 5:00 PM

Deadline for Submittal September 22, 2025 3:00 PM

Proposal Opening September 22, 2025 3:30 PM

Review Committee Reviews and Ranks Responses TBD 4:00 PM

Review Committee Issues Recommendation TBD 5:00 PM

Presentations by Short-Listed Respondents to the Town Council

TBD 7:00 PM

Notice of Intent to Award TBD 5:00 PM

Development of Agreement(s) and/or Negotiations TBD 3:00 PM

Notice to Proceed TBD 5:00 PM

1.5. AWARD OF PROPOSAL

The successful Respondent shall be notified in writing of award by the Town. Reasonable efforts will be made to either award the contract or reject all proposals within one hundred and twenty

(120) calendar days after the opening date for the proposals.

The Town reserves the right

1.6. CERTIFICATION

By submitting a Proposal to this RFP, the Respondent declares that the person(s), firm(s) and parties identified in the Proposal are interested in and available for providing the services necessary to develop the Project; that the Proposal is made without collusion with any other person(s), firm(s) and parties; that the Proposal is fair in all respects and is made in good faith without fraud; and that the signer of the cover letter of the Proposal has full authority to bind the person(s), firm(s) and parties identified in the Proposal. By submitting a proposal, the Respondent shall certify that it has fully read and understood this RFP and the proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

1.7. COMPLETENESS

All information required by this RFP must be supplied to constitute an acceptable and complete proposal. Notwithstanding the foregoing, the Town, in its sole discretion, reserves the right to waive irregularities, as further set forth under this Section 1.13. Proposals should be prepared simply and economically, providing a straightforward, concise description of the Respondent’s ability to fulfill the requirements of the RFP.

1.8. CONE OF SILENCE

Notwithstanding any other provision in this RFP, the provisions of Section 2-11.1 Conflict of Interest and Code of Ethics Ordinance, as set forth in subsection (t) “Cone of Silence,” of the Miami-Dade County Code are applicable to this RFP. The “Cone of Silence” prohibits the following activities:

a) Any communication regarding this RFP between a potential vendor, service provider, Respondent, lobbyist or consultant and the Town’s professional staff.

b) Any communication regarding this RFP between the Mayor, Town Council members and any member of the Mayor and Council’s professional staff.

c) Any communication regarding this RFP between potential vendor, service provider, Respondent, lobbyist or consultant and any member of a selection committee.

d) Any communication regarding this RFP between the Mayor, Town Council members and any member of the selection committee, therefore.

e) Any communication regarding this RFP between any member of the Town’s professional staff and any member of the selection committee; and

f) Any communication regarding this RFP between a potential vendor, service provider, Respondent, lobbyist or consultant and the Mayor or Town Council.

Violation of the Cone of Silence by a particular bidder or Respondent shall render the RFP award or bid award to said bidder or Respondent voidable by the Town. Please contact the Town Clerk for any questions regarding Cone of Silence compliance.

1.9. CONFLICTS WITHIN THE SOLICITATION

Where there appears to be a conflict between the sections of the RFP and/or any addendum issued, the order of precedence shall be as follows: the last addendum issued, the Information for Respondents, the Scope of Project Development, and the Proposal Requirements and Evaluation.

1.10. DISQUALIFICATION OF RESPONDENTS

A Respondent may be disqualified temporarily or permanently, and his/her/their proposal(s) rejected for:

i. Poor performance or default, in the Town’s opinion, on previous contracts with the Town;

ii. Poor performance or default, in the Town’s opinion, on previous contracts with other public entities;

iii. Insufficient financial or company size, in the Town’s opinion, to perform the requirements of the contract;

iv. Reason to believe that the Respondent is engaged in collusion with other Respondents;

v. Lack of competency, as may be revealed by qualification statements, financial statements, experience records, and other relevant documents; and

vi. Other circumstances that indicate that the Respondent has failed to comply with the requirements of the RFP, cannot perform the services required for the Project, or has taken actions or is involved with individuals, firms, or partnerships, that create a conflict of interest between the Respondent and the Town.

1.11. INDEPENDENT CONTRACTORS; EMPLOYEES

A. Independent Contractor. It is expressly agreed that the Respondent is an independent contractor and not an agent of the Town. The Respondent shall not pledge or attempt to pledge the credit of Town or in any other way attempt to bind the Town.

B. Respondent’s Employees. All employees of the Respondent shall be at all times considered to be the sole employees of the Respondent under the Respondent’s sole direction, and not employees or agents of Town of Medley. Town of Medley, as the party responsible for overseeing procurement, funding, and management of design and construction of the project is authorized to require the Respondent to remove any employee it deems careless, incompetent, insubordinate, or otherwise objectionable and whose presence on Town property is not in the best interest of the Town.

1.12. PROPOSAL EVALUATION; IRREGULARITIES.

A. Award, Rejection, and Irregularities. Proposals will be selected at the sole discretion of the Town. The Town reserves the right to accept or reject any or all proposals, reject a proposal which is in any way incomplete or irregular, waive any irregularities in the request process, re-bid the entire solicitation, or enter into Development Agreements with any Respondent. In making such determination(s), the Town reserves the right to investigate the financial capability, integrity, experience, and quality of performance of each Respondent, including officers, principals, senior management, and supervisors, as well as the staff identified in the Proposal.

B. Supplemental Information. Respondents shall furnish additional information as the Town may require. This includes information that indicates financial resources as well as ability to provide the requisite services for development of the Project. The Town reserves the right to make investigations of the qualifications of the firm as it deems appropriate, including but not limited to background investigations and checking of references.

C. Late Submission. Proposals received by the Town after the time specified for receipt will not be considered. They will be marked “LATE” and returned unopened. Proposals received after the closing time and date, for any reason whatsoever, will not be considered. Any disputes regarding timely receipt of Proposals shall be decided in the favor of the Town. Respondents shall assume full responsibility for timely delivery at the location designated for receipt of Proposals. The Town shall not be responsible for Proposals received after the submittal deadline and encourages early submittal.

1.13. Proposals Binding; Withdrawal.

A. Proposals Binding. All Proposals submitted shall be deemed binding and enforceable upon the Respondent.

B. Retention of Proposals. The Town reserves the right to retain all Proposals submitted and use any ideas contained in any Proposal, regardless of whether that Respondent is selected.

C. Proposal Withdrawal. Respondents may withdraw their proposals by notifying the Town Clerk in writing at any time prior to the scheduled opening. Respondents may withdraw their proposals in person or through an authorized representative. Respondents and authorized representatives must disclose their identity and provide written receipt for the returned proposals.

Proposals may not be withdrawn and shall be deemed enforceable for a period of 120 days after the time set for the proposal opening.

1.14. LAWS, ORDINANCES

The Respondent shall observe and comply with all federal, state, and local laws, including ordinances, rules, regulations, and professional standards that would apply to the contract.

1.15. LOBBYIST REGISTRATION

Respondents must comply with the Town’s lobbyist regulations. Please contact the Town Clerk at vmartinez@townofmedley.com for additional information.

1.16. PERMITS, TAXES, LICENSES

The Respondent shall, at its own expense, obtain all necessary permits, pay all licenses, fees and taxes required to comply with all local ordinances, state and federal laws, rules, regulations, and professional standards that would apply to this contract.

1.17. PUBLIC RECORDS

Florida law provides that municipal records should be open for inspection by any person under Chapter 119, F.S. Public Records law. All information and materials received by the Town in connection with proposals shall become property of the Town and shall be deemed to be public records subject to public inspection.

Upon opening, proposals become “public records” and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes, to the extent applicable. Respondents are required to identify specifically any information contained in their Proposal which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All Proposals received from Respondents in response to this RFP will become the property of the Town and will not be returned to the Respondents. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the Town.

1.18. REQUESTS FOR INFORMATION/CLARIFICATION

It is the sole responsibility of responding Respondents to assure that they have all information necessary for submission of their proposals. Any and all questions or requests for information or clarification pertaining to this RFP must be made in writing via email to Charmaine Parchment, at cparchment@townofmedley.com no later than September 2, 2025.

1.19. RESPONDENT SUBMISSION RESPONSIBILITIES

Respondents are required to submit their proposals upon the following express conditions:

A. Respondent shall thoroughly examine the RFP requirements, instructions, and all other contract documents.

B. Respondent shall thoroughly inform themselves regarding the Service, perform their due diligence, and conditions involved in the delivery of the Service required by the RFP. No plea of ignorance by the Respondent of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the Respondent to make the necessary examinations and investigations, or failure to fulfill in every detail the requirements of the contract documents, will be accepted as a basis for varying the requirements of the Town or the compensation due the Respondent.

C. Respondents are advised that all Town contracts are subject to all legal requirements provided for in Town of Medley Code and applicable Miami-Dade County Ordinances, State Statutes and Federal Statutes.

D. Respondent shall be solely liable for any costs, fees, or expenses incurred by any Respondent in responding to this RFP, subsequent inquiries, or presentations relating to its Proposal.

1.20. SPECIAL CONDITIONS

A. Competency of Respondents

1. To be considered for award, Respondents must demonstrate that they are fully qualified and capable of satisfactorily providing the food catering services described in this RFP. Prior to execution of the Service Agreement, the selected Respondent shall submit satisfactory evidence of experience in similar meal preparation and delivery work and must show that they possess the necessary organizational structure, financial capacity, staffing, and resources to successfully carry out the scope of services.

2. Supporting evidence shall include, but not be limited to, documentation verifying that the Respondent maintains a permanent place of business, is actively operating in the food service industry, and does not have any pending legal or financial claims that may impact performance.

3. The Respondent must be properly insured, licensed, and certified by all applicable local, county, and state regulatory agencies, including but not limited to food handling permits, health department approvals, and business operation licenses.

4. In evaluating proposals, the Town may consider any relevant information related to the Respondent’s financial stability, technical capacity, regulatory compliance, and track record of performance on contracts of similar scope and complexity. This includes references, prior service history, and regulatory inspection results. The Town reserves the right to make an award in the best interest of the community and shall bear no responsibility for any costs incurred by Respondents in the preparation or submission of their proposals.

B. Minimum Eligibility Qualifications

Respondents shall possess all industry-required certifications, licenses, and credentials necessary to perform Food Catering services. Respondents must provide evidence of having been in continuous business providing Food Catering services for a minimum of ten (10) years prior to the issuance date of this RFP.

The Service shall be awarded only to qualified and responsive Respondents who demonstrate, through their proposal, a history of successful experience in delivering Food Catering services of similar scope and complexity to that described in this RFP. The Town reserves the right to verify experience and references to ensure the Respondent is capable of meeting the Town’s performance expectations.

C. Project Development Performance

Respondent understands and agrees that the Service must be performed in accordance with the terms, conditions, and specifications contained in this RFP, and to provide the Service in a professional manner and in compliance with all applicable laws, ordinances, rules, regulations, and permits. Only the highest quality service shall be acceptable. Services and equipment necessary to provide the service that do not conform to the intent of this RFP, the Agreement, or that do not meet the approval of the Town may be rejected. A dedicated performance representative of the selected Respondent must be available to the Town on an on-going basis.

D. Variations, Contradictions and Substitutions Any Proposal which contradicts or contains variations from RFP specifications, no matter how slight, including substitutions of products or methods, must note those contradictions, variations and/or substitutions and explain fully in the Proposal under the title "Exceptions to Specifications".

If no exceptions are noted, it shall be understood that the plans and specifications will be adhered to exactly. Where an "or equal" is specified, the Town shall be the sole judge in determining equality. Any deviation from these specifications and/or changes during construction must be approved by the Town in writing. If specifications are in contradiction, or if they contain any errors or omissions, bidders shall notify the Town Clerk in writing at least ten (10) working days before the bid opening, or at the pre-bid conference, to allow sufficient time to resolve all discrepancies.

E. Respondent’s Representations Respondent must familiarize itself with the scope of the Service and requirements under this RFP, the locality, all local conditions, laws and regulations, and other aspects related to the Project that in any manner may affect cost, progress, performance, or furnishing of the services necessary to implement the Project. Respondent must give the Town Clerk, Victoria Martinez, FRP, CMC, written notice of all conflicts, errors, or discrepancies that he/she has discovered in this RFP.

END OF SECTION

SECTION 2

SCOPE OF SERVICE DEVELOPMENT

2.1 BACKGROUND

The Town of Medley (the “Town”) is a Florida municipal corporation, incorporated in 1949. The Town located in Miami-Dade County, approximately 3 miles northwest of Miami International Airport. The corporate limits of the Town encompass approximately 8 square miles. The Town is primarily an industrial community, home to about 1,100 residents and 1,800 businesses.

2.2 PROJECT VISION AND GOALS

The Town of Medley is seeking proposals from licensed, experienced, and qualified food catering service providers to support the Town’s Hot Meal Program. The selected Respondent must have a strong record of delivering high-quality, nutritious meals, excellent customer service, and reliable food distribution services tailored to community needs.

The goal of this project is to provide hot, healthy meals to residents five (5) days per week, with an emphasis on Latin and health-conscious cuisine, in a manner that is safe, consistent, and responsive.

The successful Provider will be expected to maintain all food safety standards, provide well-balanced and varied menus, and ensure timely delivery.

Respondents should demonstrate a strong operational capacity, proven food service experience, and a commitment to public service. The Town expects the Provider to proactively manage all aspects of the program, including preparation, packaging, delivery logistics, and responsiveness to feedback from Town staff and program participants.

2.3 PROPOSAL REQUIREMENTS

Respondents’ proposals must present a clear, detailed, and comprehensive plan for delivering professional catering services. At a minimum, proposals must include the following:

A. Executive Summary – A general overview of the Respondent’s approach to food service delivery, highlighting key strengths and why the proposed approach is best suited to meet the Town’s needs.

B. Service & Experience – A description of the Respondent’s service philosophy, organizational capabilities, and relevant experience providing hot meal catering services, preferably for government, nonprofit, or community-based clients.

C. Meal Service Plan – A detailed outline of the meal program including, but not limited to:

Rice, mashed potatoes, or pasta Beans, soup, broths, or creamy soups Protein (variety): beef, chicken, pork, or fish Root vegetables, salad, or other vegetables Dessert

Healthy Meal Options Examples:

1. Grilled Chicken Plate o Brown rice, black beans, grilled chicken breast, steamed broccoli and carrots

2. Fish & Veggie Bowl o Whole wheat pasta, lentil soup, baked white fish, roasted zucchini and bell peppers

3. Pork & Sweet Potato Plate o Mashed sweet potatoes, light chicken broth with vegetables, roasted lean pork loin, mixed greens salad

4. Vegetarian Option o Quinoa, pumpkin soup, chickpeas or tofu, sautéed spinach and mushrooms

D. Personnel Overview – Information on key personnel assigned to the Town’s project, including roles, qualifications, certifications and experience.

E. Compliance Documentation – Copies of all required health permits, business licenses, insurance certificates, and inspection records showing compliance with applicable laws and health department regulations.

F. Customer Service Plan – A description of how feedback and concerns will be addressed, including procedures for complaint resolution and quality control.

H. Pricing Structure – A clear breakdown of all costs, including:

Per-meal cost

Delivery fees (if any)

Administrative or overhead charges

I. Program Benefits – A summary of how the proposed catering services will benefit the Town in terms of resident satisfaction, nutritional quality, operational reliability, and long-term sustainability.

2.3.1 Proposal Summary Requirements

A. Respondents must provide a clear and organized plan for delivering professional food catering services. Proposals should include:

B. Executive Summary – Overview of the approach and why it suits the Town’s needs.

C. Experience – Description of service values, organizational capacity, and relevant catering experience.

D. Meal & Delivery Plan – Details on scheduling, sample menus (with Latin and healthy options), portion sizes, packaging, and food safety procedures.

E. Staffing – Qualifications and certifications of key personnel.

F. Required Documentation – Licenses, health inspections, delivery logs, and weekly menus.

G. Cost Breakdown – Itemized pricing for meals, delivery, and any additional services.

H. Program Benefits – How the service supports nutrition, safety, efficiency, and resident satisfaction.

2.4 PROJECT SCHEDULE

The Respondent’s proposal must include a realistic and detailed implementation schedule for the launch and ongoing delivery of catering services under the Town’s Hot Meal Program. The schedule should include:

1. A timeline for onboarding and commencement of services upon award of the Agreement.

2. At a minimum, the following key milestones with estimated durations (in calendar days or weeks from contract award):

a. Time from contract award to initial coordination meeting and kitchen/facility inspection

b. Time from initial coordination to first day of meal service

c. Weekly or monthly schedule for ongoing meal delivery, including any holiday or service interruptions

Note: Respondents are advised to propose realistic timeframes. These timelines will be evaluated for feasibility and incorporated into the final Agreement. Unjustified delays or failure to meet performance milestones may result in penalties or contract termination, at the Town’s discretion.

2.5 PROVIDERS’S RESPONSIBILITIES

Upon award of the Agreement for Food Catering Services, the selected Provider shall be fully responsible for the successful planning, preparation, and delivery of all meals under the Hot Meal Program. Responsibilities include, but are not limited to, the following:

1. Staffing & Resources Ensuring adequate staffing, kitchen facilities, food supplies, equipment, and vehicles are available to meet daily service requirements.

2. Qualified Personnel Employing only trained and certified personnel for food preparation, handling, and delivery in compliance with state and local health regulations.

3. Menu Planning & Nutritional Standards Providing balanced and appropriate menus that meet nutritional standards and reflect the preferences outlined by the Town.

4. Health & Safety Compliance Complying with all applicable food safety regulations, maintaining valid licenses and certifications, and passing health inspections without violations.

5. Town Communication & Authorization Obtaining written approval from the Town before implementing any changes to menus, delivery routes, or service scope.

6. Financial Responsibility Covering all operational costs as defined in the proposal, including food, labor, packaging, and delivery. No additional costs will be reimbursed unless authorized in writing by the Town.

7. Timely and Professional Service Delivery Ensuring all meals are prepared, packaged, and delivered on schedule and in accordance with the Agreement and industry best practices.

8. Insurance Requirements Maintaining insurance coverage as specified by the Town, including general liability, workers’ compensation, and vehicle insurance for delivery operations.

9. Permits & Licenses Obtaining and maintaining all required permits, licenses, and clearances from relevant regulatory authorities.

2.6 CONTRACT TERM

The term of the Agreement shall be for a period of three (3) years, beginning when the Town executes the Agreement. The Town may renew the Agreement for up to two (2) consecutive one-year terms, conditioned upon the Successful Proposer’s satisfactory performance of its duties and responsibilities under the Agreement, and upon a determination that renewal will be in the best interest of the Town.

SECTION 3

PROPOSAL REQUIREMENTS AND EVALUATION

3.1 GENERAL PROPOSAL INSTRUCTIONS; SUBMITTAL DEADLINE

One (1) signed Proposal shall be submitted to the Town of Medley (“Town”) at Town Hall, 7777 NW 72nd Ave, Medley, FL 33166 and must be clearly marked “Proposal to Town of Medley RFP No. 2025-002 for Hot Meal Program Food Catering Service.

All Proposals must be received by September 22, 2025, at 3:00 PM. All Proposals must be received by the due date and time. Proposals received after the due date and time will not be considered.

All Proposals received will be publicly opened and announced during an open meeting, on the date and at the time specified in the Schedule of Events set forth in Section 1.3 of this RFP. All Proposals received after that time shall not be accepted or considered.

3.2 PROPOSAL REQUIREMENTS

Firms, individuals, or teams interested in development of the requested Service must display relevant experience with the type of Service solicited and should emphasize both the experience and capability of personnel, who will actually perform the work.

To ensure a uniform review process and to obtain the maximum degree of comparability, it is required that the Proposals be organized in the manner specified herein and contain the below-listed information and documents. Failure to do so may deem a submitted Proposal as non-responsive.

In addition to other requirements stated in this RFP, to be eligible to respond, the Respondent shall submit a Proposal that includes all the following information/documentation, appropriately tabbed, in this exact order (“Proposal”):

Tab A. Title Page: Each Proposal submitted shall have a cover page with Respondent’s business name, address, and telephone number; name and all contact information for individual that will serve as “Project Manager,” a primary liaison between the Respondent and the Town; date; and subject “Proposal for RFP No. 2025-002 for HOT MEAL PROGRAM FOOD CATERING SERVICE.

Tab B. Table of Contents. A Table of Contents that outlines in sequential order the major areas of the Proposal, including enclosures. All pages must be consecutively numbered and correspond to the Table of Contents and shall be in the order required by this RFP.

Tab C. Cover Letter and Executive Summary: Briefly introduce the Respondent; the Respondent’s commitment to the Town; an understanding of the Service throughout each anticipated Project phase; and the elements of the submittal, including any unique aspects of the Respondent’s Proposal. The cover letter shall be signed by the party authorized to negotiate terms, render binding decisions, and commit the Respondent’s resources and make a positive commitment to perform the work in accordance with the terms of the proposal being submitted.

Respondent’s Qualifications: Submit detailed information regarding the Respondent’s history and relevant experience and proven track record of providing the development services similar as identified in this solicitation, including experience in developing similar services to public sector.

Respondent must complete and submit Form 2, Respondent Qualifications Statement.

1. To be eligible to respond, the Respondent shall have a minimum of ten (10) years of continuous operation in the food catering industry and must provide documentation to verify this experience.

2. Licensing and Business Registration

Respondent must submit copies of all relevant business licenses, including:

o Occupational/business license(s) o Food service and catering licenses o Florida Department of Business & Professional Regulation (DBPR) registrations o Proof of registration with the Florida Division of Corporations authorizing the Respondent to conduct business in the State of Florida.

3. Insurance and Food Safety Certifications Respondent must provide current certificates of insurance (including general liability, workers' compensation, and vehicle insurance for delivery), as well as relevant food safety certifications

4. Relevant Project Experience Respondent shall provide a list of up to three (3) current or past projects, particularly those involving municipalities, senior nutrition programs, or community meal services.

5. Complaint History Respondent must disclose any official health, safety, or consumer complaints made within the past ten (10) years, including the resolution or current status of each complaint.

6. The Respondent shall identify a Principal in Charge with at least ten (10) years of experience managing catering contracts of similar size and scope. This individual must have the authority to make decisions and act on behalf of the Respondent.

7. The project team assigned to the Town’s Hot Meal Program must have relevant experience within the past ten (10) years in managing or executing similar food catering contracts.

8. Respondent should describe and document any specialized expertise, such as:

o Experience serving diverse populations o Nutritional planning for seniors or specific dietary needs o Volume food preparation and delivery logistics

9. Litigation History Respondent must disclose any past or current litigation related to food service, catering contracts, or regulatory violations within the last ten (10) years.

Tab E. Project Team/Personnel Qualifications:

Include the following information for this requirement:

1. Provide an organizational chart showing reporting structure for all Key Staff, including any key subcontractors (the “Project Team”). Describe the role that each team member will play in providing the development of the Project and each team members’ qualifications.

2. Include a one-page resume including contact information for at least three (3) professional references for the individual designated to serve as Principal in Charge and/or Project Manager.

3. Include one-page resumes for each person or subcontractor, Key Staff and Proposed Subcontractors. Resumes should include education, experience with similar projects, specifying the role the individual employee served on the project, and any other pertinent information.

4. Provide evidence of Florida professional licensure for individuals of the A/E team members with copies of any requisite authorizations to develop the Project in the State of Florida.

5. For each task, list each individual Key Staff member, including subconsultants, and indicate their relative involvement on the task (based on number of hours per week). Also indicate the relative involvement of the Prime Respondent and each key subconsultants on the project in total.

Tab F. Major Achievements/Distinctions: Describe in narrative form and provide documentation regarding any major successes that the Respondent or a member of its team may have achieved, or accolades received in the completion of similar projects.

Tab G. Project Approach: The Respondent shall provide an overall project approach, detailing the Respondent’s (1) Development Approach and Plan and (2) Project Schedule, all as set forth in greater detail under Sections 2.2, 2.3.1 through 2.4 of this RFP.

Tab H. Special Consideration: Describe any special resources that Respondent may bring to the project or in-house expertise in technical areas, which will specifically benefit the project. Not to exceed three (3) pages. Excess pages will be removed prior to submission to the Evaluation Committee.

Tab I. References: Three (3) letters of references shall be submitted as part of the Proposal, which shall each include the following information from the referencing individual: Name;

Title/Position; Entity/Organization; Address; Telephone Number; E-Mail Address; Project Name;

Contract Date, Duration and Value; Description of Project/Work; and Total Cost of the project/work/studies, estimated and actual.

Tab J. Financial Statements: The Respondent shall submit Financial Statements for the Respondent’s financially responsible party for the three (3) most recently completed fiscal years.

The Financial Statements must include an Opinion Letter, a Balance Sheet, an Income Statement, and a Statement of Changes in Cash Flow. Financial Statements must be prepared in accordance with Generally Accepted Accounting Principles (GAAP) or International Financial Reporting Standards (IFRS). The Statements must be audited by an independent party qualified to render audit opinions. If audited statements are not available, the Respondent shall include unaudited Financial Statements, certified as true, correct, and accurate by the chief executive, chief financial officer or treasure (or equivalent) of the entity.

Tab K. Insurance: Respondent must provide evidence of insurance currently in place that meets or exceeds the specifications herein or a commitment from an insurance company that such insurance coverage may be obtained by the Respondent prior to entering into an agreement with the Town. The successful Respondent must submit, prior to signing of a contract, a Certificate of Insurance naming the Town as an additional insured and meeting the following requirements, which will also be set forth in the Development Agreement:

Respondent shall secure and maintain throughout the duration of this RFP and the Project period, if selected, insurance of such types and in such amounts not less than those specified below as satisfactory to Town, naming the Town as an Additional Insured, underwritten by a firm rated A- X or better by A.M. Best and qualified to do business in the State of Florida. The insurance coverage shall be primary insurance with respect to the Town, its officials, employees, agents, and volunteers naming the Town as additional insured. Any insurance maintained by the Town shall be more than the Contractor’s insurance and shall not contribute to the Contractor’s insurance. The insurance coverages shall include at a minimum the amounts set forth in this section and may be increased by the Town as it deems necessary or prudent. Copies of Contractor’s actual Insurance Policies as required herein and Certificates of Insurance shall be provided to the Town, reflecting the Town as an Additional Insured. Each Policy and certificate shall include no less than (30) thirty-day advance written notice to Town prior to cancellation, termination, or material alteration of said policies or insurance. All coverage forms must be primary and non-contributory, and the Contractor shall provide a waiver of subrogation for the benefit of the Town.

The Contractor shall be responsible for assuring that the insurance policies and certificates required by this Section remain in full force and effect for the duration of the Agreement and any Projects.

1. Commercial General Liability coverage with limits of liability of not less than a $1,000,000 per Occurrence combined single limit for Bodily Injury and Property Damage. This Liability Insurance shall also include Completed Operations and Product Liability coverages and eliminate the exclusion with respect to property under the care, custody, and control of Contractor. The General Aggregate Liability limit and the Products/Completed Operations Liability Aggregate limit shall be in the amount of $2,000,000 each.

2. Workers Compensation and Employer’s Liability insurance, to apply for all employees for statutory limits as required by applicable State and Federal laws. The policy(ies) must include Employer’s Liability with minimum limits of $1,000,000.00 each accident. No employee, subcontractor or agent of the Contractor shall be allowed to work on or develop the Project pursuant to this RFP who is not covered by Worker’s Compensation insurance.

3. Business Automobile Liability with minimum limits of $1,000,000.00 per Occurrence, combined single limit for Bodily Injury and Property Damage. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the Insurance Service Office, and must include Owned, Hired, and Non-Owned Vehicles.

4. Professional Liability Insurance in an amount of not less than Two Million Dollars ($2,000,000.00) per occurrence, single limit.

The Town may require higher limits of insurance or additional coverage if deemed necessary.

Tab L. Acknowledgements and Forms: Complete, sign as required and submit as part of the Proposal all Addenda and all forms provided in Section 4 that are not otherwise included in a separate tab.

3.3 EVALUATION CRITERIA

Award shall be made to the responsible Respondent whose Proposal is determined to be the most qualified and advantageous to the Town. Proposals will be evaluated according to the following criteria and respective weight:

Category Criteria Maximum Points

1 Qualifications/Experience of the Respondent

To include years of and types of experience, ability, capacity and skill, accomplishments and reputation, and adequacy of personnel to perform, including timeliness, financial stability and availability and licenses

2 Qualifications/Experience of the Respondent Team

Professional credentials, qualifications, and accomplishments of the proposed team members to be used for the Project

3 Past Performance & Client References

Experience and background in developing similar projects and past performance, including but not limited to, familiarity with local, state, and federal regulatory agencies procedures and requirements, as applicable.

4 Project Approach

The Firm’s understanding of the Town’s needs, local conditions, goals, and objectives of the Project.

5 Design Approach 10

6 Financial Stability 15

7 Financial Approach 15

Total: 100 Points

3.4 SELECTION PROCESS

The Town shall open all submittals that are received prior to the stated deadline in a public forum and will announce the names of the respondents. To be deemed responsive the submittals must meet or exceed the minimum requirements established in this RFP, including, but not limited to, Sections 1.20, 1.21, 2.4, and 2.5, and contain all required forms listed and provided in this solicitation. The Town shall be the sole judge in determining Respondents’ qualifications.

The Town shall conduct the Review and Selection Process as described below. However, the Town reserves the right, at any time, to reject all proposals, to waive non-material, technical variances, or infirmities in a proposal, to discontinue the selection process, to stop negotiations, to abandon the Project or to solicit and re-advertise for other proposals, should they so decide. The Town shall not be responsible for any proposal costs incurred by anyone, at any time.

Step 1 - Staff Level Review for Compliance with Minimum Requirements

The Town Mayor or designee(s) shall review and evaluate the Proposals submitted for responsiveness to the minimum requirements of the RFP. Failure to comply with any mandatory requirements may disqualify a proposal. However, the Town may disregard any irregularities if it is in the interest of the Town.

Step 2 - Review Committee and Shortlisting

The Town Mayor shall appoint a minimum of three (3) representatives to participate on a Review Committee (“Committee”), acting in service and on behalf of the Town. The members of the Committee shall be selected with consideration to their competence to review, evaluate, and rank the qualifications of the Respondents against the requirements set forth in this RFP to advance to Step II of the Selection Process. Each proposal shall be evaluated by each Review Committee member using the procedures outlined in this RFP. The evaluation shall rely on and consider the Criteria described in Section 3.3.

The Committee reserves the right to request additional information or seek clarifications as it deems necessary. Should a tie in ranking occur, both Proposals will be forwarded to the Town Mayor and Council. The ranked short-list resulting from this process shall be forwarded by the Review Committee to the Town Mayor and Council.

Based on the number of Proposals received or the quality of the submittals, the Review Committee may recommend to the Town Mayor and Council that all Respondents participate in Step 3 of the selection process.

Step 3 – Interviews and Selection

The short-listed Respondents shall make presentations to the Town Mayor and Council, who shall consider content and delivery of the Respondents’ presentation together with their proposals and the Review Committee’s recommendations and proceed to select a Respondent with whom to initiate negotiations to perform the outlined tasks. The Town Mayor and Council shall select the Respondent which best meets the vision, goals, requirements and best interests of Town of Medley for the Project.

The Town Mayor and Council shall be the sole judge of its own best interests, the proposals, and the resulting negotiated agreement.

Upon selection and authorization by the Town Mayor and Council to negotiate with the preferred Respondent, the Town Mayor shall negotiate the terms of an Agreement(s) for the provision of the services necessary for the completion of the Project, as described in Section 2. The successful Respondent shall develop the Project pursuant to the requirements contained herein and the terms and conditions of the Agreement(s).

SECTION 4

FORMS, AFFIDAVITS, AND EXHIBITS

The below listed forms, affidavits, and exhibits are attached to this solicitation for completion and submission, as applicable, with the Respondent’s Proposal. These materials are considered essential and non-waivable for any response to this solicitation. Respondents shall submit all required forms in the exact sequence provided, including insertion of documents where specified.

FORMS

Form 1: Respondent’s Information Worksheet

Form 2: Respondent’s Qualifications Statement

Form 3: Single Execution Affidavit (contains the following affidavits:)

Americans with Disabilities Act…