RVCOG Meal Preparation Services RFP 2023-05-01.pdf

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REQUEST FOR PROPOSALS (RFP)

FOR

MEAL PREPARATION SERVICES - FOOD & FRIENDS SENIOR MEALS

May 1, 2023

Submittals are due at the address shown below no later than May 15, 2023, at 2:00 p.m. (Pacific Time)

RFP Name: Meal Preparation Services – Food & Friends Senior Meals Issuing Office: Administration Point of Contact (POC): Ann Marie Alfrey Address: 155 North First Street, Central Point, OR 97502 Mailing Address: PO Box 3275, Central Point, OR 97502 Phone: (541) 423-1334 Email: amalfrey@rvcog.org

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Sealed proposals will be received in the Rogue Valley Council of Governments (RVCOG) office at the address, date, and time noted on the cover page of this RFP. LATE PROPOSALS WILL NOT BE ACCEPTED OR CONSIDERED, regardless of reason. The responsibility of submitting a response to this RFP on or before the stated date and time is solely and strictly the responsibility of the proposer.

Proposers shall comply with all applicable procurement laws, including but not limited to Oregon Revised Statutes (ORS) Chapters 279, 279A – 279C, in preparing this response.

Proposers are responsible for informing any commercial delivery service, if used, of all delivery requirements and for ensuring that the required address information appears on the outer wrapper or envelope.

Costs incurred by prospective Proposers in the preparation and response to this RFP are the responsibility of the responding proposer and will not be reimbursed by RVCOG.

All materials submitted in connection with this RFP will be public documents and subject to the Open Records Act and all other laws of the State of Oregon. All such material shall remail the property of RVCOG and will not be returned to the respondent. Any materials submitted by the Proposer that are considered confidential in nature must be clearly marked as such. Due to public records laws and regulations, RVCOG makes no representations or warranty that such material will be kept confidential.

Included in the RFP Submittal should be:

• One (1) original signature master copy, signed in longhand by the Proposer’s authorized representative with their usual signature. Proposals by partnerships must be signed with the partnership name by one of the partners, followed by the longhand signature of the signing partner. If a corporation, the name of the corporation, the registered agent, name of the state of incorporation, date of incorporation, and the signature of the president, secretary, or other person authorized to bind it in the matter. The name of each person signing shall be typed or printed below the signature. An email address and fax number for distribution of any addenda notice of intent to award and other information by RVCOG must be included under the signature(s). The proposal must remain valid for at least ninety (90) days from the date of submittal.

• One (1) electronic copy of the proposal, in PDF format, either on a flash drive or a CD.

• One (1) completed copy from which any proprietary or confidential information has been redacted on a flash drive or CD labeled “Public Records Request Use.” If a redacted copy of the submission documents is not provided, a copy of the non-redacted documents shall be released in response to any request made under the Oregon Freedom of Information Act.

• The data submitted must be in the same order as the RFP. A table of contents should be included indicating page numbers, attachments, and appendices.

• All supporting documents must be pertinent and clearly identified as to the section of the RFP to which it specifically refers.

• RVCOG reserves the right to cancel this RFP at any time.

• For submission, the proposal master and electronic copies must be enclosed in a secure envelope or container marked “Food & Friends Meal Preparation Services Proposal” and delivered to the “Point of Contact” as stated on the cover page of this RFP.

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Contents

I. INTRODUCTION

II. SERVICE INFORMATION

A. OVERVIEW

B. NUMBER OF MEALS

C. ORDERING

D. PREPARATION TIME TABLE

E. STANDARDIZATION OF RECIPES AND PORTION CONTROL

F. MENU REQUIREMENTS

G. MONTHLY MENU REQUIREMENTS

H. MENU PLANNING

I. SPECIAL DIETS

J. FROZEN MEALS

K. PURCHASING STANDARDS

L. COST EFFICIENCY

M. DRIVERS/KITCHEN SUPERVISOR

N. CENTRAL KITCHEN, KITCHEN-RELATED EQUIPMENT AND STORAGE

O. PURCHASING OF RVCOG MEAL SITE SUPPLIES

P. MANAGEMENT, PERSONNEL, AND VEHICLE MAINTENANCE

Q. POLICIES AND PROCEDURES

R. TRAINING

S. RECORDS AND REPORTS

T. RECYCLING

U. SPECIAL ORDERS

V. RVCOG/CONTRACTOR DISPUTE RESOLUTION

W. COMMUNICATION

X. ADDITIONAL BUSINESS

Y. MONITORING

Z. EMERGENCIES

AA. BILLINGS

BB. FACILITY/OFFICE REQUIREMENTS

CC. SANITATION AND SAFETY REQUIREMENTS

DD. TRANSITION PLAN

III. THE RFP PROCESS

A. PROPOSAL PROCESS

B. PROPOSAL FORMAT

C. PROPOSAL COMPLETION INSTRUCTIONS

D. EVALUATION

E. APPEALS PROCESS

IV. MEAL SERVICE RFP 2023 TIMETABLE

V. PROPOSAL DOCUMENTS

Proposal Attachment A – APPLICATION SUMMARY

Proposal Attachment B – STATEMENT OF ASSURANCES

Proposal Attachment C – MANAGEMENT PROPOSAL (20% = 40 points)

Proposal Attachment D – TECHNICAL PROPOSAL (50% = 100 points)

Proposal Attachment E – PRICING PROPOSAL (20% = 40 points)

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VI. APPENDICES

A. APPENDIX A – SAMPLE CONTRACT

EXHIBIT A - STATEMENT of WORK

EXHIBIT B - SPECIAL PROVISIONS

EXHIBIT C - STANDARD TERMS & CONDITIONS

EXHIBIT D - CONTRACTOR INSURANCE REQUIREMENTS

EXHIBIT E - REQUIRED FEDERAL TERMS AND CONDITIONS

B. APPENDIX B – MANAGEMENT EVALUATION TOOL

C. APPENDIX C – TECHNICAL EVALUATION TOOL

D. APPENDIX D – MEAL PROGRAM PROPOSAL REFERENCE CHECK

E. APPENDIX E – STAFF RECOMMENDATIONS AND REFERENCES TOOL

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I. INTRODUCTION

Rogue Valley Council of Governments (RVCOG), through an agreement with the State of Oregon, Department of Human Services (DHS), Seniors and People with Disabilities, administers the Older Americans Act meal site and home-delivered meal programs for seniors sixty (60) and older and the Title XIX Medicaid (including home-delivered meals) and Oregon Project Independence in-home services programs for authorized seniors and persons with disabilities.

RVCOG is the designated Older Americans Act Area Agency on Aging (AAA) for Jackson and Josephine Counties and is responsible for negotiating and managing the senior meals program for this area. RVCOG is issuing this Request for Proposals (RFP) to select one eligible and qualified CONTRACTOR to provide: 1) meal preparation and packaging services; 2) driver services; and 3) driver/kitchen supervisor services for Food & Friends, the Senior Meals and Meals on Wheels Program of Jackson and Josephine Counties.

RVCOG, through its Food & Friends program, provides approximately 925 meals daily to seniors sixty (60) and older and adults with disabilities residing in the two-county area. Meals are currently prepared in a central kitchen located in Jackson County. CONTRACTOR shall package the meals into bulk trays for congregate meal sites, individual meal trays for staging sites, and individual meal trays for all special diet and frozen meals. The meals are then transported to ten (10) meal sites and five (5) home-delivered meal staging sites located in both counties. Congregate site staff shall serve food to meal participants who eat at the meal sites or individually package meals for home-delivery. Hundreds of volunteers pick up the individually packaged meals at congregate or staging sites and deliver home-delivered meals along 50+ routes to eligible home-bound seniors and adults with disabilities.

RVCOG is looking for a CONTRACTOR who will provide:

1. Approximately 925 meals per day and have the capacity to expand to 1,200 meals per day. Meals will be a combination of hot bulk, hot individual, special diet individual, and frozen individual.

2. Driver/Kitchen Supervisor to transport food, supplies, equipment, and courier bag from the central kitchen to the Josephine County Senior Resource Center, supervise kitchen volunteers, and assist in dispersing food and supplies for Josephine County meal sites, wash pans and trays, transport internal mail bags between the central kitchen, Grants Pass, and Central Point, and return clean pans and hot holding equipment to the central kitchen.

3. Two Van Drivers (one 0.63 FTE and one 0.88 FTE) to deliver hot and frozen food, supply orders, courier mail bags, equipment, and other supplies as needed between the kitchen, RVCOG, State Street office, and all meal sites and distribution centers throughout Jackson County.

Rates for services should be all-inclusive and broken out in the following volume price increments:

5,000 meal increments, starting with 200,000 up to 259,999 meals.

RVCOG is looking for the most responsible proposer to provide food production, packaging, and delivery services. Quality assurance and client satisfaction are two important factors that will be evaluated in determining the most responsible proposer.

These services will be provided in accordance with the requirements in this RFP.

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RVCOG is looking for the proposal that best meets the following criteria:

1. Provide appetizing and nutritious meals which are particularly suited to the tastes and special needs of seniors and people with disabilities;

2. Provide meals that meet at least 33 ⅓ percent of the current Dietary Reference Intakes (DRI);

3. Train all staff and volunteers under the supervision of the CONTRACTOR on safe food handling;

and

4. Ensure that all employees and volunteers under supervision of the CONTRACTOR directly involved in handling food have food handler cards issued by the appropriate County Health Department.

Funding for the Food & Friends program is from the following financial resources: Older Americans Act, Title XIX Medicaid, Program Income, RVCOG fundraising, support from local governments, donations, Nutrition Services Incentives Program (NSIP), and, when available, Oregon Project Independence.

RVCOG’s fiscal year is from July 1 – June 30. RVCOG reserves the right to extend the contract for up to an additional forty-eight (48) months without utilization of a formal proposal solicitation process. Contract extensions are contingent upon acceptable CONTRACTOR performance, the continuing availability of funding for the services being provided, and mutual agreement on contract terms between RVCOG and the CONTRACTOR. Contract extensions shall be made by written amendment, with mutual agreement of both parties.

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II. SERVICE INFORMATION

A. OVERVIEW

The contract awarded through this RFP process will be to prepare, package, and deliver hot and frozen meals, site supplies, equipment, and courier mail bags, a Josephine County Driver/Kitchen Supervisor, and two Jackson County Drivers.

The meals will be prepared at a central kitchen located in Medford. The hot congregate food will be freshly prepared, ready to eat, and delivered in bulk. The hot staging site food and special diets shall be freshly prepared, ready to eat, and individually packaged. These meals shall be for the senior participants and adults with disabilities in Jackson and Josephine counties.

The frozen meals will be produced in the central kitchen or procured from another source subject to the approval of RVCOG. The frozen meals will meet the specifications in section II. J. The frozen meals shall be individually packaged and shall include heating instructions.

CONTRACTOR is responsible for transportation of hot and frozen meals, supplies, equipment, and courier bags to the Josephine County Senior Resource Center and to all meal site locations and distribution centers in Jackson County.

The primary goal of the food preparation process is to provide appealing and nutritious meals which are particularly suited to the tastes and special needs of seniors and people with disabilities. Principal food preparation activities include recipe development, menu development, quality control, packaging for delivery, clean up, sanitation compliance, cost control, equipment maintenance, personnel hiring, supervision and training, development of procedures, and other administrative duties.

CONTRACTOR must comply with all federal, state, and local regulations, requirements, and other provisions relating to public health, safety, and welfare. Compliance is required in all stages of food operations.

B. NUMBER OF MEALS

Current participation levels indicate that approximately 235,000 hot and frozen meals will be served during a one-year period. Increases in menu counts can be anticipated during holiday meals, on special occasions, and for favorite food items. The proposed base meal price should be based on serving 235,000 meals and include alternate pricing in increments of 5,000 starting at 200,000 and ending at 259,999.

C. ORDERING

Meals shall be prepared according to orders made in writing by each meal site coordinator no later than noon one weekday in advance unless a holiday falls on a weekday. A meal order form provided by RVCOG will be used. CONTRACTOR will respond to subsequent verbal orders (additions, cancellations) up to 11:30 a.m. of the day prior to meal site delivery unless it causes unreasonable stress on the kitchen staff.

D. PREPARATION TIME TABLE

Meals must be prepared by 7 a.m. in readiness for delivery driver pick up at 7:45 a.m. In the event of a delay contractor is responsible for communicating the length of the delay to Food & Friends administrative staff by 7:30 a.m.

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E. STANDARDIZATION OF RECIPES AND PORTION CONTROL

Recipes used by the CONTRACTOR must be adapted and standardized for use by carefully testing each recipe with the equipment and available ingredients in a batch of at least twenty-five (25) servings. The recipes must then be adjusted for yield (number of servings) based on the number of people to be served and the portion size required. Each recipe must include preparation procedures. A new recipe must be approved by RVCOG prior to use.

A file of standardized recipes that are used in the menus must be accessible at each kitchen. Key food service workers must be familiar with and understand the need and purpose for using standardized recipes. Workers must be given the necessary training and instruction to successfully achieve a consistent, high-quality product in standardized portions.

F. MENU REQUIREMENTS

CONTRACTOR will submit hot meal menus planned for a three (3) month period for approval quarterly.

Menus must be submitted as per the agreed upon menu development timeline.

CONTRACTOR will maintain files of all menus for inspection.

Menu must meet the following standards:

1. Each meal must meet the current USDA/HHS Dietary Guidelines and must contain at least 33 ⅓ percent of the current Dietary Reference Intakes (DRI) as established by the Food and Nutrition Board of the National Academies Institute of Medicine and as recommended in the Department of Human Services, Office of Aging and People with Disabilities, Community Services and Supports Unit, Congregate and Home-Delivered Nutrition Program Standards for Older Americans Act and OPI modified September 2022. A registered Dietician provided by the CONTRACTOR must review and sign the menu plan including special diet substitutions, certifying that menus meet one-third DRI, averaged over a week.

2. Special needs of the elderly and people with disabilities must be considered in menu planning.

CONTRACTOR will have a system in place for involving participants in menu development and for addressing participant concerns about menus. To help ensure that menus will address the nutritional needs of the elderly and people with disabilities, menu planning should be designed to:

a. Include a variety of foods, especially fruits, vegetables, and whole grains;

b. Avoid too much total fat, saturated fat, trans fat, and cholesterol;

c. Encourage mono and poly unsaturated fats;

d. Include foods with adequate complex carbohydrates and fiber;

e. Avoid too much refined carbohydrates and added sugars;

f. Encourage nutrient dense foods;

g. Avoid too much sodium by using salt free herbs and spices, cooking from scratch and utilizing less processed and manufactured foods; and

h. Provide an appropriate number of calories to help maintain ideal body weight.

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3. The nutritional composition of each meal must meet the following Compliance Values:

4. CONTRACTOR must supply printed monthly menus including a Nutrition Education article on the back. Printed monthly menus and articles must be 14-point font or larger for distribution to consumers.

5. CONTRACTOR must submit with each three-month Registered Dietitian approved menu plan:

a. A computerized nutritional calculation for each menu including all Compliance Values above plus carbohydrate, cholesterol, Vitamins A and K, folate, iron, thiamin, riboflavin, niacin, and potassium, including weekly averages for the nutrients specified in the Compliance Values, in 14-point font or larger for distribution to clients; and

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b. A simplified nutrition calculation, including calcium, protein, fat, carbohydrates, sodium, Vitamin A, Vitamin C, and cholesterol supplied in 14-point font or larger for distribution to consumers.

6. All foods must be specifically and precisely identified in the Menu Plan. Example: Listing “Fruit in Season” does not provide enough information to accurately determine the nutrient content of the meal. Nutrient analysis is based upon a specific food listing. New menu items should be tested and added regularly to the current year’s menus.

7. A food identified in one food group category cannot be repeated and counted as a food in another food group category. Example: A fruit identified as a dessert must not be counted toward the "vegetables/fruits" servings. However, that fruit dessert may be included in the total nutrient analysis to meet the nutrition standards.

8. Menu Requirements for Emergency Meals and Special Meals

a. Meeting the Compliance Values is desirable but may not apply to emergency meals and special meals. “Special meals” include holiday meals and monthly birthday meals.

“Emergency Meals” are meals that are provided to participants for emergencies/disasters.

CONTRACTOR may use shelf-stable meals in emergency situations subject to RVCOG approval. Should RVCOG procure emergency meals from an outside source, the Contractor will handle, store, and deliver shelf stable meals.

9. Each day's menu must meet the following group and quantity requirements:

a. Entree - Solid meats must be sliced to produce a minimum serving weight at meal sites of 2

½ ounces, except roast beef which will be served at a minimum weight of 3 ounces.

Casseroles or alternatives must contribute 2 weight ounces of meat or protein equivalent.

Rice and pasta products served as an accompaniment to the entree shall be one-third cup serving. Bread dressing served as an accompaniment to the entree may replace the bread or roll in that menu.

b. Vegetables/Fruits - Two ⅓ cup servings or one ⅔ cup serving when approved. The two one-third cup servings of vegetables, salads, and fruits represent the drained measurement of the food, including such items as: green beans, stewed tomatoes, spinach, and marinated salads. White potatoes, sweet potatoes, pumpkin, squash, dried beans, peas, and lentils may be included in this food group category. All whipped potatoes must be made with a product that is Vitamin C enriched. Fruit served for dessert will be one-half cup serving.

c. All salads, including lettuce salads, fruit salads, gelatin salads, etc. must be a minimum of ½ cup serving.

d. Vegetable or fruit sauces (e.g., tomato sauce on spaghetti) may not be identified as a “vegetables/fruits” serving. Rice, spaghetti, macaroni, and noodles are not vegetables.

e. Bread - One serving. A freshly prepared bread product will be generally expected on the menu. Identify the specific name and serving size of the bread used in this food category.

All breads, crackers, cereals, or baked goods used in this category must be whole grain, enriched, or restored. Breads and their recommended serving sizes include: one slice of bread; one roll, muffin, or biscuit; one sandwich bun; one piece of cornbread (2 ½” by 2 ½”); one tortilla; or one dumpling.

f. Fortified Margarine - One teaspoon individually portioned Zero Trans Fat (ZTF) pats or tubs will be ordered in case lots as needed by sites and paid for separately from the meal rate.

g. Dessert - One serving (4 oz. or ½ cup) required. May include all fruits, puddings, custards, cake, pie, cobbler, cookies, bars, ice cream, sherbet, yogurt etc. For cookies, one large 4" diameter cookie should be served. Cake will be uniformly cut at least 2" x 2" x 2". When diabetic substitutes are required, they should be as similar to the regular dessert as

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h. Milk - 1% pasteurized milk in 8-ounce containers will be provided with each fresh and frozen meal.

i. Beverage - Coffee, decaffeinated coffee, tea supplies, sugar, sugar substitute, and non-dairy creamer shall be provided as requested by the meal sites and shall be paid for separately from the meal rate.

j. Condiments - Includes food items necessary to compliment menu items, e.g., mustard, ketchup, mayonnaise, salt, pepper, salad dressing, lemon, tartar sauce, dessert topping etc.

Salad dressings, mayonnaise, ketchup, and mustard are to be delivered in bulk. Condiments are used to complete and enhance a meal. Serving size is to be 2 Tb (1 fluid ounce) except for cranberry sauce which will be 2 fluid ounces.

k. Additional condiments such as vinegar may be requested by the sites, with the approval of the Nutrition Program Director, and shall be paid for separately from the meal rates.

10. Special holiday menus will be provided at appropriate times of the year.

a. At a minimum, the CONTRACTOR will provide special menus related to the following holidays and special occasions:

Valentine's Day St. Patrick's Day Spring Halloween Thanksgiving* Christmas* New Year’s

b. Birthday cake and an appropriate special meal will be prepared once a month (i.e., roast beef vs. macaroni and cheese or a baked chicken vs. tuna casserole).

c. The CONTRACTOR will work with RVCOG in developing a minimum of one culturally specific “Around the World” menu each month. Example: Hawaiian, Mexican, Asian, Caribbean, etc.

d. *Thanksgiving and Christmas holiday menus may exceed the group and quantity requirements as outlined above.

11. Meals must be prepared as written in the approved menu plan. Substitutions require prior written approval of the dietician and written notification to RVCOG.

12. Only the use of skim and/or non-fat dry milk is permitted in recipes where milk is used (e.g., puddings, cream soups, casseroles, etc.). Substitutions and/or use of a non-dairy creamer are prohibited.

13. No tropical oils or animal fat are permitted to be used in the menu preparation and/or condiments. All fats should be zero trans fats and low in saturated fat. All salad dressings and mayonnaise shall be low in fat.

14. The use of high-quality refrigerated beef, chicken, and vegetable bases which are lower in sodium are required when recipes call for bases. If bases are to be used in flavoring meatless dishes, use of a lower sodium vegetable base is required.

15. All baked goods (loaf bread, bread rolls, quick breads, cookies, pastries, pies, and puddings) must be fresh and will be made fresh by the CONTRACTOR if feasible. If not feasible, they may be purchased or donated by an RVCOG-approved vendor.

16. Meals must be prepared using production and presentation methods that enhance the palatability/acceptability of the food. Acceptability of the food will depend upon appearance

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(color, consistency, shape or form, arrangement, size of portion), flavor (seasoning, texture, and aroma), temperature and degree of doneness. Special emphasis should be placed on salt free, herbal seasonings to enhance the flavor of foods. Steamed vegetables will be seasoned with approved herbs and spices and will be sent separately so the vegetable can be seasoned to meet the particular tastes of the site.

17. Foods must be selected, stored, prepared, packaged, and delivered in a manner to assure maximum nutrient content and freshness. RVCOG may request that some casserole cheese toppings be sent separately and added at the site to preserve the quality of the item.

18. Hot meals will be prepared in both bulk and individual portions as required by each congregate meal site and home delivery staging site. Approximately 10% of the hot meals will be individually packaged for staging site and special diet meals.

19. All meal packaging materials, both bulk and home delivery, are included in the per meal cost and will not be billed separately to RVCOG on supply invoices.

G. MONTHLY MENU REQUIREMENTS

The following menu items are to be used in preparing the monthly menu plan.

1. Meat/Meat Alternative Frequency Minimums

a. At least five different kinds of solid meats per month (whole muscle meats such as chicken, roast beef, roast pork or pork chop, sliced pork, ham (low salt), sliced turkey, and fish).

b. Meatloaf will be served at least twice per month.

c. An appropriate special meal will be served on the days designated for birthday celebrations.

d. An appropriate culturally specific “Around the World” meal will be served the first Friday of each month.

2. Vegetables/Salads

a. Legumes will be served in some menu item a minimum of two times per month.

b. Two hot vegetables will not be served on the same menu unless one is a potato or an approved legume.

3. Breads

a. Whole grain breads will be served a minimum of three times per week.

4. Desserts - The minimum service frequency of items are as follows:

a. Milk pudding, custard, or fruit flavored yogurt once per week.

b. Fruit – canned or fresh, three times per month.

c. Fruit cobblers/crisps – three times per month.

d. Balance of desserts to be cakes, cookies, bars, fluffs, or whips.

H. MENU PLANNING

A minimum of two new menu items will be required each quarter with at least one of those being an entrée. All new menu items must be approved by RVCOG personnel prior to being placed on the menu.

Menu descriptors will be prepared for each item on the menu so that participants will be able to determine the contents of each part of the menu. A current, revised menu descriptor will be issued twice a year.

The following list describes the characteristics of a good menu plan and needs to be used as a checklist during the menu planning process:

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1. Menu pattern - Each meal is consistent with the established menu pattern, including all food components specified as necessary to meet nutritional needs.

2. Color and eye appeal - Color combinations are pleasant and blend well. A variety of colors are used in each meal. Colorless or one-color meals are avoided. Good eye appeal for the entire meal is a goal.

3. Texture and consistency - A mix of soft, creamy, crisp, chewy, and firm textured foods are included in each meal.

4. Flavor combinations - Food flavors are compatible yet varied. Two or more foods with strong or pronounced flavors, such as fish, broccoli, onions, turnips, cabbage and cauliflower, are avoided in the same meal. Other combinations with similar foods, such as stewed tomatoes and macaroni/tomato casserole or macaroni and cheese and pineapple/cheese salad are avoided.

5. Sizes and shapes - Meals include a pleasing contrast of food sizes and shapes. Multiple chopped or mixed items in the same meals, such as cubed meat, diced potatoes, mixed vegetables, and fruit cocktails, are avoided.

6. Food temperatures - As a general rule, hot and cold items are offered in each meal. Climate or season of the year is considered in selecting types and temperatures of foods.

7. Preparation methods - A variety of preparation methods are to be used.

8. Day-to-day distribution - Types of foods offered on consecutive meals and days are varied in ingredients as well as in method of preparation. Variations in the foods offered the same day each week are planned. For example, avoid planning fish every Monday and chicken every Thursday or chicken on both Wednesday and Thursday. A varied menu is to be planned to take into consideration the various serving days at the sites. Good variety at each site must be planned.

9. Availability and Cost of Food - Seasonal foods are used when available. Higher and lower-cost foods are balanced within each day's menu and throughout the menu cycle so that budget constraints are met.

10. Facilities and Equipment - Equipment use is balanced throughout the day and cycle. Menu items are compatible with transport and service equipment at the meal sites.

I. SPECIAL DIETS

Contractor will provide diabetic and low-salt substitutions to meet the specifications listed above.

Complete meals are to be individually packaged and labeled in a sturdy, three compartment microwave/oven tray with heat-sealed film that is easily released. Packaging used must be approved by

RVCOG.

J. FROZEN MEALS

Frozen meals are used primarily for delivery to homebound clients for use on days when hot meals are not delivered.

The frozen meals will be produced in the central kitchen or procured from another source subject to the approval of RVCOG. Regardless of the source, frozen meal menus are subject to approval by RVCOG.

Complete meals are to be packaged, labeled, and frozen in a sturdy, three compartment microwave/oven tray with heat-sealed film that is easily released. Packaging used must be approved by RVCOG. All rolls/bread and appropriate desserts are to be packaged and sealed in a high density, sealed, freezer quality packaging that will ensure product quality and is approved by RVCOG.

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All menu items will be labeled with date produced, expiration date, contents, and heating instructions in readable type approved by RVCOG. Diabetic substitutions will be labeled as such.

Each frozen menu must meet ⅓ DRI, as required in Section II.F., and will include two one-half cup portions of vegetables or fruit, one serving of bread (no margarine), and one serving of dessert meeting specifications stated in this RFP. Eight ounces of one percent (1%) pasteurized milk in RVCOG-approved containers will be served with each frozen meal.

A set menu of twelve complete meals, separate from the regular hot meal menu, will be used. Three four-month cycles will be provided including six entree modifications each cycle. Two meatless and one fish entrée will be provided in each cycle. These menus should provide a variety of items with high customer acceptance. An adequate and varied inventory of frozen meals will be maintained to fill last minute requests from sites. Additional “potluck” meals may be produced from the hot menu if the menu items are appropriate as a frozen/re-heated menu. Potluck meals may be used to maintain par inventory levels and offer additional variety.

A nutritional analysis with all characteristics required in Section II.F. will be provided for the regular frozen menu and diabetic frozen menu.

K. PURCHASING STANDARDS

1. Food must be procured from sources that comply with all laws relating to food and food labeling.

2. Food must be safe for human consumption, sound and free of spoilage, filth, or contamination.

3. Food in hermetically sealed containers must be processed in an establishment operating under appropriate regulatory authority. No home-canned food may be used.

4. All milk products used and served must be pasteurized. Fluid milk must meet Grade A quality standards as established by law.

5. All unprocessed beef, pork and chicken purchased for use under this contract shall meet the following minimum standards (per category):

a. Beef - Beef for stewing IMPS #135A, U.S. Good. Surface or seam fat not to exceed ¼” in thickness at any one point. The fat content of the meat to be determined visually shall not exceed 20%.

b. Roast Beef - Top (inside) Round #168, U.S. Choice. Maximum average thickness of surface fat of ¼” and maximum at any one point of ½”.

c. Ground Beef - Regular, IMPS #136. Fat to lean ratio of 25:75. Ground beef patties, regular, IMPS #1136, 3.2-4 oz. patties. Fat to lean ratio of 25:75. Use of TVP (textured vegetable protein) is required (15%).

d. Chicken - Broiler or fryer (9-12 weeks of age), U.S. Grade A, whole legs, joints to include thigh and drumstick. Back skin not included. 6.3 oz.; Quarter cut = 8.5 oz.; 3-4 oz. boneless, skinless breast; 4oz. skin on boneless thigh. Attempts will be made to source products without small bones that may pose a potential choking hazard.

e. Pork - Boneless Pork Loin Center Cut. Skin and underlying fat in excess of ¼” in thickness shall be removed.

f. Chops, center cut, IMPS #1412, U.S. #2. Surface fat, where present, not to exceed ¼” in thickness at any one point. Specified weight per chop of 4 oz., + or – ¼ oz.

g. Ham - Lower salt, flat buffet, water added, 94% fat free. (Use of turkey ham needs to be noted in the menu plan.)

h. Turkey Roasts - Whole muscle, 2 or 3 lobe, all breast, oven roasted in broth.

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i. Ground Turkey - Prepared from ready-to-cook turkey, turkey parts, boneless parts, meat and skin (turkey products); no more than 11.0% fat.

L. COST EFFICIENCY

CONTRACTOR is encouraged to utilize methods that result in cost efficiency. For example, utilizing a pre-packaged item when doing so costs less than when CONTRACTOR staff prepares the item.

CONTRACTOR will document and credit any savings to RVCOG on monthly invoice.

M. DRIVERS/KITCHEN SUPERVISOR

1. CONTRACTOR will provide a Driver/Kitchen Supervisor to transport food (utilizing an RVCOG vehicle) and supplies from the Medford central kitchen to the Josephine County Senior Resource Center in Grants Pass, supervise kitchen volunteers, and assist in dispersing and packaging of food, equipment, and supplies for meal sites, wash pans and trays, transport internal mail bags between Medford, Grants Pass, and Central Point, and return clean pans and hot holding equipment to the Medford central kitchen. This position is full-time, eight (8) hours per day.

2. CONTRACTOR will provide two Van Drivers to transport food (utilizing an RVCOG vehicle), supplies, internal mail bags, and equipment from the Medford central kitchen to meal sites and distribution centers throughout Jackson County. These positions are part-time – one working five (5) hours per day and one working seven (7) hours per day. The CONTRACTOR may choose to fill these roles with full-time staff by allocating the balance of hours to duties in the central kitchen.

3. CONTRACTOR will provide RVCOG with certification that each driver possesses a valid Oregon Driver License, current food handling permit, and proof of safe driving record for each individual driving RVCOG vehicles.

4. CONTRACTOR will provide RVCOG on the last day of each month a mileage log and all gas receipts.

5. RVCOG is responsible for providing vehicles for transporting meals between the Medford central kitchen and Grants Pass, as well as all meal sites and distribution centers in Jackson County.

RVCOG will be responsible for the cost of gas, oil changes, repairs, maintenance, and insurance on each vehicle.

6. Site locations are subject to change at the discretion of RVCOG. RVCOG may either open or close existing facilities if circumstances necessitate a change. RVCOG may request that meals be delivered to new and/or relocated sites.

7. Sites may occasionally be temporarily closed or relocated on scheduled serving days. In this event, the CONTRACTOR will be given as much notice as possible. If meals are prepared before the sites are closed, the CONTRACTOR shall package the meals as frozen and store for future use. RVCOG shall pay for the meals at the time of preparation and RVCOG shall not be billed when the meals are distributed.

8. Reports of careless driving of RVCOG vehicles will immediately be addressed by the CONTRACTOR.

Failure to correct employee behavior may be considered negligence. Use of RCVOG vehicles outside of the Food & Friends Senior Meals Program strictly is prohibited. Contractor shall reimburse RVCOG for all repairs or vehicle replacements when caused by an accident or negligence due to CONTRACTOR driver error.

9. Upon the delivery of meals and supplies to each location, the driver will wait for the authorized representative to visually inspect and sign the driver log as acknowledgement of receipt of all items.

10. RVCOG is responsible for faxes, copies, and telephone service related to the Food & Friends Senior Meals Program at the Josephine County Senior Resource Center.

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N. CENTRAL KITCHEN, KITCHEN-RELATED EQUIPMENT AND STORAGE

1. Central Kitchen

a. RVCOG will provide the central kitchen facility and kitchen-related equipment through a contract with ACCESS.

b. Under the terms of RVCOG’s contract with ACCESS, the central kitchen must comply with all federal, state, and local fire, health, sanitation, safety and building codes, regulations, licensor requirements, and other provisions.

c. ACCESS is responsible for all necessary kitchen maintenance, utilities, security, liability insurance, building repair and maintenance, and all necessary cleaning of walls, windows, and electric light fixtures.

d. The central kitchen is currently located at 2020 Cardinal Avenue, Medford, Oregon.

e. The central kitchen has the capacity to produce 1,200 meals per day.

f. The central kitchen space is 5,000 square feet.

g. The central kitchen is available from 4:30 a.m. to 5:00 p.m., 5 days a week, Monday through Friday except for the following holidays:

New Year’s Day January 1 or as observed Martin Luther King, Jr. Day Third Monday in January Presidents’ Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19 or as observed Independence Day July 4 or as observed Labor Day First Monday in September Veterans’ Day November 11 or as observed Thanksgiving Day Fourth Thursday in November Day following Thanksgiving Friday following Thanksgiving Christmas Eve December 24 or as observed Christmas December 25 or as observed

Holidays that fall on the weekend are observed on the nearest workday.

2. The meal preparation CONTRACTOR will be responsible for the following with respect to the operations of the central kitchen.

a. Securing and maintaining licenses to meet requirements of the local health department.

b. Maintenance to assure a clean, safe, and sanitary environment.

c. Any repairs necessitated by the negligence of CONTRACTOR, their agents, employees, or invitees.

3. Equipment/Storage Purchase, replacement, maintenance, and repair of all kitchen equipment are the responsibility of ACCESS. The equipment is of sufficient quality to assure compliance with appropriate County Health Department standards.

ACCESS is providing the following necessary equipment:

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a. Automatic dishwasher with capacity to clean and sanitize pots and pans for approximately 1,000 meals;

b. Soiled and clean dish tables;

c. Appropriate duct work;

d. 3-compartment sink;

e. Large capacity garbage disposal;

f. 3 worktables with sinks;

g. Several worktables;

h. Ice maker;

i. 1 automatic slicers;

j. Use of a produce cooler (approximately 10’ x 15’);

k. General cooler (approximately 20’ x 15’);

l. Freezer (approximately 18’x 15’);

m. Racks for coolers and freezer;

n. Locked dry goods room and racks (approximately 20’ x 15’);

o. Hood;

p. Adequate convection ovens – suggested minimum of 8;

q. Steamer;

r. 70-gallon steam jacket kettle;

s. 30-gallon tilt skillet;

t. 2-80-quart mixer;

u. 12-quart mixer;

v. Vertical cutter mixer;

w. Dough diver rounder;

x. 6 Ingredient bins;

y. 8’ baker’s table;

z. Janitor’s sink;

aa. Pot and pan shelving;

bb. Can opener;

cc. A minimum of 2 hot boxes and 1 pass through hot box;

dd. Eye wash station;

ee. Adequate space for an employee break room;

ff. Adequate space for an office;

gg. 9 speed rack carts;

hh. 2 three-tiered carts;

ii. Worktables and counters for cooks and pantry workers; and

jj. Locked storage (approximately 20’ x 15’).

RVCOG-Supplied Equipment:

RVCOG is providing ice chests for delivery of frozen and prepackaged meals as well as Cambros and Camdollies for delivery of hot food. RVCOG will provide steam table pans and general kitchen supplies for meal sites. CONTRACTOR will clean these items daily. RVCOG will purchase parts (such as latches, seals, and hinges) for the CONTRACTOR to make repairs as needed.

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O. PURCHASING OF RVCOG MEAL SITE SUPPLIES

CONTRACTOR agrees to serve as the purchasing agent for all authorized consumable supplies required by RVCOG for use at the meal sites (such as coffee, additional desserts, additional rolls, frozen vegetables, margarine reddies, hair nets, creamer, condiments, napkins, gloves, trash bags, and cleaning products). This does NOT include any materials used to package meals at either the central kitchen or meal sites. CONTRACTOR agrees to secure the most favorable prices available for these products.

CONTRACTOR will be reimbursed for the cost of these supplies only separate from the cost per meal provided by the CONTRACTOR.

1. CONTRACTOR will provide current costs for all supplies and immediately update RVCOG of all pricing changes.

2. Supplies will be requested daily on the Food & Friends Supply Sheet.

P. MANAGEMENT, PERSONNEL, AND VEHICLE MAINTENANCE

CONTRACTOR is responsible for providing:

1. Qualified personnel and management in adequate number to accomplish the goals of the program.

2. Compliance with all applicable laws and regulations.

3. Staff and volunteers trained in sanitation, safety, and emergency situations.

4. Delivery drivers who represent the image of the agency, are courteous on the roads, and maintain safe speeds at all times. Drivers will not transport passengers or use vehicles for activities which have not been authorized by RVCOG. RVCOG will report delivery driver complaints or violations to the CONTRACTOR for investigation and possible disciplinary action.

5. Monthly washing of vehicle exteriors and regular cleaning of interiors. CONTRACTOR will ensure routine and non-routine maintenance of the delivery vehicles and send invoices to RVCOG immediately.

Q. POLICIES AND PROCEDURES

CONTRACTOR agrees to operate by the policies and procedures established by RVCOG in this RFP and to develop additional policies and procedures which are reasonable to the sound operation of the program. CONTRACTOR shall obtain the approval of RVCOG management staff prior to implementing any change in the established policies and procedures.

Written procedures are required, as applicable, for:

1. Food temperature recording and reporting;

2. Emergencies, including kitchen or kitchen equipment failure, and weather-related emergencies;

3. Sanitation and safety; and

4. Collection of data and record keeping, in order to provide required information on numbers of meals.

R. TRAINING

The CONTRACTOR is required to employ an adequate number of qualified, trained personnel to ensure satisfactory performance under the contract. At a minimum, the following requirements must be satisfied:

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1. One or more persons at each production site must receive orientation on the basic concepts of food service sanitation and protection and within sixty (60) days must earn a Certificate of Completion of a Sanitation Course approved by RVCOG. A training plan is to be submitted as part of the response to this RFP.

2. All staff (paid or volunteer) that are involved in any phase of food service including receiving, storage, preparation, serving, delivery, or clean-up must be instructed at the beginning of their first day on the basic concepts of food sanitation and protection. Each food service worker must have a Food Handlers Card form the local county health department at the first available training after employee is hired.

3. In-Service training must be scheduled at least quarterly to reinforce and strengthen sanitation requirements, enhance staff job performance, and resolve problems identified by the CONTRACTOR or RVCOG.

4. A detailed record of training provided, and the signatures of those participating, is required to be retained by the CONTRACTOR.

5. It is the CONTRACTOR’s responsibility to notify the appropriate agency of any observance of unsafe food handling or sanitation practices at the meal sites.

S. RECORDS AND REPORTS

CONTRACTOR will establish a monthly record and reporting system to compile program and fiscal information for RVCOG to facilitate internal and external monitoring and evaluation. Such reporting will be in a format agreed to by RVCOG and will include, but not necessarily be limited to, the following:

1. Daily recording of the temperature of each food item, both hot and cold, as it leaves the central kitchen;

2. Daily recording of the number of all meals ordered by each site;

3. Monthly record of frozen meals ordered;

4. Documentation of all costs by invoices, time records, or other official records;

5. Documentation of cost efficiencies;

6. Any additional business that is carried out by the CONTRACTOR using the kitchen;

7. Documentation of preparation of additional food items ordered by RVCOG;

8. Maintenance records of all equipment in the central kitchen;

9. Consumables ordered by RVCOG;

10. Documentation and attendance sheets from quarterly training;

11. Monthly mileage log and copies of all gas receipts; and

12. Upon request by RVCOG, documentation of new employee orientation.

T. RECYCLING

The CONTRACTOR shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document.

U. SPECIAL ORDERS

The CONTRACTOR may be given the opportunity to provide occasional special food service for RVCOG. These services will be billed and reimbursed separately.

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V. RVCOG/CONTRACTOR DISPUTE RESOLUTION

All issues will be brought to the attention of the RVCOG Nutrition Program Director. If CONTRACTOR is unable to resolve an issue with the RVCOG Nutrition Program Director, the RVCOG Executive Director will make the final decision on resolution of differences of opinion.

W. COMMUNICATION

1. District Management Meetings - CONTRACTOR and RVCOG Nutrition Program Director will meet quarterly to discuss district-wide issues related to the contract. RVCOG will take responsibility for convening the quarterly district management meetings.

2. Communication with central kitchen - CONTRACTOR will communicate directly with CONTRACTOR’S central kitchen manager on day-to-day issues related to use of the kitchen.

X. ADDITIONAL BUSINESS

Any additional business obtained by the CONTRACTOR which involves use of the central kitchen for which RVCOG is paying will result in a payment to RVCOG of 10% of the gross sales or a negotiated price prior to usage. CONTRACTOR must obtain prior approval for such business in writing from RVCOG.

Y. MONITORING

In addition to monitoring of monthly billings, the CONTRACTOR can expect to have regular program reviews conducted by RVCOG staff, Advisory Council members, and/or State Community Services and Supports Unit and Aging and People with Disabilities staff. Such reviews may occur once per year (unless circumstances warrant otherwise). The CONTRACTOR will be notified in advance of the review date(s) and the topics to be covered by the review, which will include contract compliance and quality of service. The CONTRACTOR will be given a written copy of the review and an opportunity to respond. Deficiencies are expected to be corrected in a timely manner. The CONTRACTOR is also expected to cooperate in any participant satisfaction surveys which RVCOG may choose to undertake.

Z. EMERGENCIES

It is the CONTRACTOR’s responsibility to notify RVCOG of their inability to open the kitchen and/or deliver scheduled routes due to hazardous weather by no later than 7 a.m. of the day of the closure.

It is RVCOG’s responsibility to maintain communication with the CONTRACTOR and notify the CONTRACTOR, when feasible, prior to the departure of the scheduled delivery vehicles of a site closure due to hazardous weather or other emergency. All parties will work cooperatively in these situations to minimize loss of food. Any food already prepared will be promptly refrigerated or frozen. If appropriate, the meal will be made into a potluck frozen meal. If the food cannot be frozen, in consultation with RVCOG, appropriate modified menu items will be substituted for the following day's menu provided the correct number of meals can be supplied on the following day.

If menu items cannot be used later or incorporated into frozen meals, RVCOG may reimburse the CONTRACTOR for the cost of the food product only.

It is the responsibility of RVCOG and the CONTRACTOR to provide each other with contact phone numbers for emergency use only and to coordinate emergency services when deemed advisable.

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1. The CONTRACTOR may be expected to plan and print a menu, produce or procure, handle, store, and deliver shelf stable emergency meal boxes, in each contract year according to specifications provided by RVCOG. Emergency meal boxes will be billed to RVCOG and paid for separately from, and in addition to, the unit cost for regular program meals.

2. Should RVCOG procure shelf stable emergency meals from an outside source, the CONTRACTOR will handle, store, and deliver these meals.

The CONTRACTOR…