Special_Provisions_-_240702_-_Final.pdf

Appendix A: Home Delivered Meals for Seniors RFP 25-007

Table of Contents

APPENDIX A – SPECIAL PROVISIONS (d. 07/02/2024)

1.0 SPECIAL PROVISIONS

1.0 SPECIAL PROVISIONS

GENERAL DESCRIPTION

The Contractor will provide home delivered meals for seniors in Charles County.

PURPOSE

Home Delivered Meals for Seniors in Charles County this service provides home delivered meals to frail elderly senior citizens across the county. Each meal must provide a minimum of 1/3 of the Recommended Dietary Allowance (RDA), as established by the Food and Nutrition Board of the National Academy of Sciences/National Research Council, meet the current state menu standards, and must meet other quality assurance standards, as described herein.

FUNDING/PROGRAM ADMINISTRATION

The majority of the Meal Program is established under two federal programs:

a. The Congregate Nutrition Service for the Elderly Program is established under Title III, Part C, Sub-part 1, of the

Older Americans Act of 1965, as amended.

b. The Home-Delivered Meals Program is established under Title III, Part C, Sub-Part II of the Older Americans Act of 1965, as amended.

Other meals are served as local initiatives, as described under (Section 1.6 – Scope of Work).

PROGRAM ADMINISTRATION

The Meal Program is administered locally by the Charles County Department of Community Services Aging Division, with policy guidance provided by the Maryland Department of Aging. Charles County receives state and federal funds to support the Meal Program through the Maryland Department of Aging.

FY24 MEAL DELIVERY ESTIMATES

Meals are currently provided three (3) days per week. Below are the quantities by zip code. The Contractor is not guaranteed these quantities and are subject to change.

• Hughesville Daily Delivery – 25 meals

• Indian Head Daily Delivery – 65 meals

• White Plains Daily Delivery – 45 meals

• Bel Alton Daily Delivery – 35 meals

• Spring Dell Daily Delivery – 30 meals

• Northern Charles Daily Delivery – 50 meals

• St. Charles Daily Delivery Route – 30 meals

• Cobb Island Daily Delivery – 25 meals

• La Plata Daily Delivery – 25 meals

• Nanjemoy Daily Delivery – 45 meals

SCOPE OF WORK

Meals are to be provided five (5) days per week, Monday through Friday, except for designated holiday closings, inclement weather cancellations, or special events planned by the Department of Community Services which replace regular Meal

Program activities.

Based upon previous performance, the Meal Program expects to serve approximately 50,000 home delivered meals annually.

These are provided as a guideline for prospective offerors but are subject to change based upon client participation. The quantities of meals to be served and locations are not guaranteed; they represent the best estimate of the County at this time and maybe more or less.

MEAL COMPLIANCE

Provide meals which are wholesome, suitable for human consumption, and which satisfy all applicable nutrition and health requirements, including those of the United States Department of Health and Human Services, other federal regulatory agencies, and all State and Local requirements governing standards of food procurement, storage, production, handling, and delivery.

Serve only "temperature controlled" meals, which, at time of delivery, meet "hot" or "cold" temperature requirements as specified by the Maryland Department of Health and Mental Hygiene (DHMH) in COMAR 10.75.03.

Assure that the time between packaging and delivery of meals is kept to a minimum.

Possess and post a valid food service facility permit for each facility used in the preparation of meals throughout the term of this agreement.

Comply with all applicable Hazard Analysis Critical Control Points (HACCP) regulations, submit copies of all program/facility inspections to the Department of Community Services within 24 hours after inspection, and immediately correct deficiencies.

NOTE: Continual failure of the Contractor to meet COMAR 10.15.03 regulations, or failure to correct any serious violations, may result in termination of contract.

Ensure that, at the time the contract goes into effect, there is sufficient capability to prepare and deliver home delivered meals in accordance with established schedules, routes, and delivery sites, including adequate numbers of vehicles, drivers, and thermal containers/carriers.

At time of delivery, the Contractor’s driver verifies that the correct quantity of meals and all menu items contained therein have been delivered to the appropriate delivery address.

Provide a complete report on a monthly basis that includes the total number of meals delivered, date of delivery, listing of clients receiving delivery, any missed or undelivered meals, and any changes in client status.

The Contractor can choose to utilize menus developed and provided by the Nutritionist at the Charles County Department of

Community Services or use predetermined, preapproved menus developed by contractor. A sample 6–8-week cycle menu is provided (Refer to Section 1.8 – Sample Menus) as a guideline to prospective bidders, as relates to food items and menu standards. If the contractor chooses to use menus developed by them, they must be provided to the county at least 6 weeks in advance for review and approval.

1. General requirements include:

A. Home Delivered Meals will be "regular" diets, prepared with no added salt.

B. Menus will include a varied assortment of high-quality foods, including fresh fruits and vegetables in season, international/ethnic foods, and other specialty items.

2. Select, purchase, and prepare food in accordance with menus developed by the Department of Community Services, obtain prior permission from the Department of Community Services before changing/substituting any menu items. Contractors who use any commercially formulated convenience foods must submit processor's or packer's nutritional analysis of each convenience food product for review and approval by the Department of Community Services prior to use. Any commercially prepared food used must still adhere to menu standards.

3. Retain standardized recipes for prepared foods on file for each menu item. Recipes must address HACCP guidelines. The

Department of Community Services reserves the right to obtain copies of all recipes for nutritional analysis and compliance with food standards specified herein.

4. The contractor shall follow appropriate food handling techniques for preparation, storage, and delivery of frozen meals.

A. Assure adequate quantities of food to meet minimum dietary requirements:

1) 3 oz cooked, edible meat or high-quality protein alternative (at least 17 grams of protein).

2) 3 ½ cup servings of vegetables and/or fruit.

3) 2 servings enriched or whole grain bread or alternate complex carbohydrate.

4) 1 teaspoon margarine.

5) ½ pint 1% milk.

6) 1 serving dessert (can use one of the fruit servings to meat).

7) 4 oz. fruit juice or 8 oz. soup.

8) Serve legume dishes at least 2 times per week.

9) Use whole grain products at least two times per week.

10) Serve Vitamin A rich foods at least two times per week.

11) Serve at least one Vitamin C rich food or two fair foods per meal.

12) Follow current dietary guidelines for sodium.

B. Assure compliance with the following food standards:

1) All types of meat will be USDA Choice.

2) All frankfurters will be All Beef.

3) Ground chuck and ground turkey not to exceed 20% fat and not to contain soy or other additives.

4) Milk 1% fortified and provided in individual half pint containers.

5) All fruits and vegetables must be USDA Grade A.

6) All juices must be 100 % juice or cranberry juice, without added sugar and provided in individually commercially pre-packed, pre-portioned containers, containing a minimum of 4 ounces. When possible, use

Vitamin C fortified juices.

7) All cheeses used in food preparation or served as part of the meal must be real cheese, not artificial cheese, or cheese food.

8) All raw fruits and vegetables shall be thoroughly washed before packing for delivery.

9) All fresh fruits requiring portioning will be pre-cut or pre-portioned into correct serving sizes before delivery.

Use of fresh seasonal fruits is encouraged in order to maximize nutritional value and appearance.

10) All eggs must comply with standards and regulations set forth by the Maryland Department of Health and

Mental Hygiene as reflected in COMAR 10.15.03.10.

11) All commercially prepared foods and recipes must be formulated to minimize sodium content of foods within the bounds of palatability, and shall be adapted to include herbs, spices, extracts, succulent vegetables, fruit juices, and/or low sodium sauces or soup bases to enhance flavor.

12) Fat content of foods and sauces shall be carefully controlled. Excessive visible fat will be trimmed from meats. Surface fat will be skimmed from soups, sauces, stews, and other combination dishes before the food is portioned and prepared for delivery.

13) All condiments, such as ketchup, mustard, relish, and salad dressing, shall be provided in individual commercial "PC" packets.

14) Use of fresh vegetables is encouraged. Peas, kale, spinach, broccoli, turnip greens, squash, and certain mixed vegetables are encouraged to be fresh or frozen to ensure quality after cooking. All other vegetables may be canned.

C. Provide menu items of "acceptable quality" as determined by the Department of Community Services. Items of unacceptable quality shall be subject to financial penalty provisions outlined herein, unless said menu items are replaced within sixty (60) minutes of initial delivery time, or prior to the originally scheduled serving time.

Replacement strategies must be negotiated with the Department of Community Services on a case-by-case basis to determine whether the corrective action plan meets the needs of the program. For purposes of this contract, unacceptable food includes, but is not limited to:

1) burned or discolored food,

2) badly bruised or rotten fruit or vegetables,

3) lumpy or curdled soup, gravy, pudding,

4) leaking or spoiled milk,

5) crumbled cake,

6) stale, wet, or moldy bread,

7) gluey rice or spaghetti,

8) wilted or slimy salad greens,

9) improperly packaged items, and

10) foods not delivered within required time or temperature guidelines.

D. Provide all packaging for home delivered meals, and wash and sanitize food carriers according to a mutually agreed schedule. Contractors are encouraged to provide individual packaging for home delivered meals which is “dual ovenable.” The Department of Community Services reserves the right to negotiate a change in packaging materials commensurate with cost, at any time during the duration of the contract and will provide a 30-day notice of intent prior to initiating any change request.

E. Comply with the following personnel-related requirements:

1) Provide sufficient personnel, which meet all requirements for certification and credentials, to properly support and service this contract, and comply with all applicable federal, state, and local laws and regulations pertaining to wages, hours, and other employment practices.

2) Designate a staff person who shall be accessible at all times during operating hours, to receive and respond quickly to calls from the Department of Community Services, who shall have the authority and responsibility to make any and all decisions regarding late and/or undelivered meals, meal counts, unacceptable food, and other operational concerns.

i. For purposes of this contract, the Contractor is not responsible for cleanliness of kitchen areas not used by contractor's staff. General clean-up responsibilities will be determined by the Department of Community Services, based on facility use proposed by the Contractor.

F. Maintain local or toll-free telephone service at the food production facility(ies) and administrative office(s). Provide a reliable mechanism for contacting by telephone or pager, meal delivery personnel as necessary to address problems or concerns with daily transportation and delivery of meals.

G. Attend any and all scheduled meetings and conferences requested by the County, to be held at a mutually agreeable place and time or virtually. Meetings and conferences may be requested for the purposes of menu planning, analyzing current menus, planning special events, and problem-solving.

H. Comply with the following billing policies:

1) The Contractor will credit 100% of the meal price if:

i. The entree has not been delivered, or is of incorrect portion size,

2) The entree is inedible or of unacceptable quality, as determined by Department of Community Services,

i. Multiple components of the meal, other than the entree, are missing or inedible (e.g., if any 2 or more of the listed menu items are missing or inedible)

ii. The entree does not comply with food safety codes due to

a) temperature, presence of foreign matter, or other potentially

b) hazardous conditions,

c) Meals have been delivered too late for meal service, or

d) Food is provided in dirty or broken containers.

3) The Contractor will credit 50% of the meal price if:

i. Any single menu item, other than the entree (e.g., salad, soup, juice, vegetable, potato or other starch, bread, margarine, dessert, or milk) is missing or inedible, or fails to comply with food safety requirements.

ii. Menu changes/substitutions which occur without the prior

a) permission of the Department of Community Services.

iii. For the purposes of this contract, in the case of any dispute regarding quality of service, billing practices, or issuance of credit(s), the decision of the Department of Community Services shall prevail.

I. All meals must be packaged and portioned and packed in containers with high efficiency thermal containers.

Containers must be capable of keeping hot food at 145 degrees or above and cold food at 45 degrees or below for a period of at least two (2) hours after delivery at the site. Changes to current packaging materials must be submitted to the Department of Community Services for approval.

J. Any change in the location of the food preparation and storage area(s) other than that described is strictly prohibited unless written approval of such a change is provided by the Department of Community Services.

SAMPLE MENUS

Monday Tuesday Wednesday Thursday Friday

“Let’s Do Brunch”

V-8 Juice

Quiche Lorraine

Tossed Green Salad with Dressing

Low-Fat Fruit-flavored Yogurt

Pumpernickel Roll

Margarine

Ambrosia

Cran-apple Juice

Veal Parmesan

Seasoned Spaghetti

Spinach

Tossed Salad with

Dressing

Italian Bread

Chilled Cherries

1% Milk

White Grape Juice

Beef Stew with Stew

Vegetables

Fluffy Rice

French Green Beans

Wheat Roll

Chocolate Pudding

Orange Juice

Baked Chicken with

Gravy

Candied Sweet

Potatoes

Brussels Sprouts

Multi grain Dinner

Roll

Peach Halves

Apple Juice

Swiss Steak

Garlic Mashed

Dilled Carrots

Potato Roll

Strawberry Jell-O with mixed fruit

* On Monday, the 8 oz. yogurt will replace milk on the menu.

Cran-Apple Juice

Sliced Turkey

Cranberry Sauce

Mashed Potatoes with Gravy

Cauliflower with Red

Peppers

Wheat Roll

Pistachio Pudding

A Celebration of

American Heritage

“New England”

New England Clam

Chowder with oyster crackers

New England Style

Pot Roast with

Beet and Apple Salad

Parker house Roll

Apple Pie

Cranberry Juice

Meat Lasagna

Italian-Style Green

Beans

Broccoli, Cauliflower &

Carrot Blend

Fresh Fruit: Seedless

Grapes

Hearty Minestrone

Soup with Crackers

Sloppy Joe Sandwich on a Soft Kaiser Roll

County-style Cole

Slaw

Corn Cobbette

Blackberry Cobbler

Pineapple Juice

Sweet & Sour

Chicken

Herb-Buttered

Noodles

Peas & Carrots

Wheat Bread

Chocolate Ice Cream

1 % Milk

* Friday: Meal may substitute Peanut Butter Cookies for Ice Cream to prevent melting during delivery.

“Soup & Sandwich

Day”

Potato Corn Chowder with Crackers

Shaved Honey-Ham on Light Rye, with

Lettuce, Tomato and

Mustard

Marinated Cucumber

& Onion Salad

Fresh Fruit: Banana

Snickerdoodle

Cookies

Dijon Chicken

Baked Sweet Potato with Brown Sugar

Green-Bean

Casserole

Multi-grain dinner roll

Fresh Fruit Cup

Lemon-Pepper Cod with Tartar Sauce

Penne Pasta with

Creamy Alfredo

Sauce

Baby Peas with pearl onions

Tossed Lettuce &

Tomato Salad with

Dressing

Raspberry Sherbet

BIRTHDAY CAKES

AT ALL CENTERS

Vegetable Lasagna

Stewed Tomatoes

California Style

BBQ Chicken

Hash Browned

Spinach with Vinegar

Cornbread Muffin

Lemon Bars

* Wednesday: Meal may substitute canned fruit for Sherbet, to prevent melting during delivery.

Hamburger on Bun with Lettuce, Tomato, Mustard, Catsup, &

Relish

Baked Beans

Cole Slaw

Sliced Watermelon

A Celebration of

American Heritage:

“The South”

Grape Juice

Chicken Fried Steak with Gravy

Home-style Mashed

Okra Mix

Cornbread

Cinnamon Baked

Apple

Oven Baked Pork

Chop with Gravy

Potatoes Au Gratin

Broccoli Bits

Wheat Bread

Banana Pudding

Chicken Salad on a lettuce leaf

Sliced Fresh

Tomatoes

Country Style Potato

Salad with egg

Bran Muffin

Strawberry Parfait

Baked Chicken with

Gravy

Candied Baby Carrots

Spinach with Vinegar

Soft White Dinner

Roll

Frosted Brownie