SVEC_RFP_2025-01_-_Meals_and_Catering_Services.pdf

Suwannee Valley Electric Cooperative

Lighting the Way Since 1937

Request for Proposals for

MEALS AND CATERING SERVICES

RFP No. 2025-01

Issued: April 4, 2025

Proposals Due: May 2, 2025

Request for Proposals: Meals and Catering Services

Suwannee Valley Electric Cooperative, Inc. (“SVEC”), is seeking to engage the services of one or more qualified contractors to provide Meals and Catering Services following a disaster or emergency. A complete scope of services is attached as Exhibit A and incorporated into this Request for Proposals (“RFP”).

SVEC is a non-profit electric cooperative that provides electric service to approximately 30,000 meters in Florida’s Columbia, Hamilton, Lafayette, and Suwannee counties. SVEC maintains 4,000 miles of electric distribution lines and serves about 2,000 square miles.

SVEC desires to obtain the services of one or more qualified and experienced contractors that can provide services to assist SVEC’s recovery efforts throughout SVEC’s service territory in accordance with Federal and Government requirements and regulations as a result of any federally-declared event. These services will address or accompany an unexpected and unusually dangerous situation that calls for immediate action or an urgent need for assistance or relief, and address immediate threat to life, public health or safety, or improved property. Contractor will work under the direction of SVEC.

The Agreement for Meals and Catering Services (“Agreement”) to be signed will be based on the requirements in the RFP and the general terms and conditions set forth in the Agreement and Task Order(s).

This Agreement will be funded with FEMA financial assistance. Accordingly, all work will be completed in compliance with FEMA’s rules and guidance, as well as Federal laws, regulations, executive orders, and the federal cost principles at 2 C.F.R. Part 200.

The contractor shall provide personnel, equipment, plans, procedures, and other materials and capabilities necessary to provide Meals and Catering Services to recovery personnel as needed to ensure an efficient and expeditious recovery from a declared event. Respondents shall have experience with providing meals and catering and related services in response to disaster events. Proposals shall document the contractor’s familiarity with and history of compliance with the current FEMA, federal, state, and local guidelines and regulations as they relate to disaster services. The full Scope of Services that contractor may be required to provide is described more fully in Exhibit A to the RFP. SVEC reserves the right to select which specific services the contractor will provide, which may include all or only a portion of the services described in Exhibit A. Specific work authorizations by SVEC will be through written Task Orders that shall define the items(s) of work requested, rates, and time-frame for completion.

Proposals are due by 4:00PM (Eastern) on May 2, 2025. Further instructions for proposal submission are contained in the RFP.

Interested persons or entities may obtain a copy of the RFP by contacting Erin Skeen at erins@svec-coop.com or from VendorLink.com. All proposals may be submitted via VendorLink.com, via email to erins@svec-coop.com, or mailed or hand-delivered to:

Suwannee Valley Electric Cooperative, Inc.

Attn: Erin Skeen

PO Box 160 Live Oak, FL 32064

ENVELOPE MUST BE IDENTIFIED AS RFP #2025-01.

Table of Contents

Request for Proposals: Meals and Catering Services 2

Table of Contents 3

General Information 5

Project Objective 5

Instructions to Respondents 5

Proposal Submission 5

Required Pre-Proposal Conference 6

Changes; Interpretations; Questions; Site Visits 6

Property of SVEC 6

RFP Timetable 7

Ethics Requirement 7

Disclosure and Disclaimer 7

Contract Agreement / Compensation 8

Insurance Requirements; Safety Precautions; and Limitation of Liability 8

Record Retention Requirements 10

Subcontracting 10

Evaluation and Award 10

Evaluation Criteria and Scoring 10

Proposal Format 12

Table of Contents 12

Letter of Transmittal (not to exceed two pages) 12

Addenda (unlimited pages) 12

Proof of Licenses (unlimited pages) 12

Cost Effectiveness (unlimited pages) 13

Technical Approach (unlimited pages) 13

Successful Experience and Qualification of Staff (limited to two pages plus resumes) 13

Similar Projects and References (unlimited pages) 13

Default, Termination, Litigation, Debarment, etc. (unlimited pages) 13

Appendix – Other Relevant and Supporting Documentation (optional). 13

Required Forms Checklist 14

Representations by Submittal of Proposals 14

Protests 14

Exhibits 14

Exhibit A: Scope of Services 16

Exhibit B: Conflict/Non-Conflict of Interest Statement 20

Exhibit C: Authorized Signatories/Negotiators 21

Exhibit D: Price Proposal 22

Exhibit E: Similar Projects Form 24

Exhibit F: References 26

Exhibit G: Certification Regarding Debarment, Suspension and Other Responsibility Matters 27

Exhibit H: Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements 30

Exhibit I: Indemnification Agreement 31

General Information

Project Objective

Suwannee Valley Electric Cooperative, Inc. (“SVEC”), is seeking to engage the services of one or more qualified contractors to provide Meal and Catering Services. A complete scope of services is attached as Exhibit A and incorporated into this Request for Proposals (“RFP”). Services will be performed under individual Task Orders.

Instructions to Respondents

Proposal Submission

Respondents must submit one electronic copy of its proposal either to Erin Skeen or via VendorLink.com by 4:00PM (Eastern) on May 2, 2025. Respondents may also submit its proposal via mail or by hand delivery in a sealed envelope marked “Disaster Meals and Catering Services – RFP No. 2025-01” to:

Suwannee Valley Electric Cooperative, Inc.

Attn: Erin Skeen

PO Box 160 Live Oak, FL 32064

Hard copy proposals must be received by 4:00PM (Eastern) on May 2, 2025. Proposals by telephone, e-mail, or facsimile shall not be accepted. It is the sole responsibility of the Respondent to ensure that its proposal arrives within the given timeframe. Proposals received after the specified time and date shall be returned unopened. The decision to refuse to consider a proposal that was received beyond the date/time established in the solicitation shall not be the basis for a protest.

Proposals submitted electronically must include in the Subject Line “Disaster Meals and Catering Services

– RFP No. 2025-01.” If more than one e-mail containing a proposal is provided by the same Respondent, the latest received proposal prior to the deadline will be considered the Respondent’s final response.

Respondents remain responsible for ensuring that their Proposal is received at the time and e-mail address specified.

Respondents are cautioned that they are responsible for delivery of their proposal to SVEC. Therefore, if a proposal is delivered by an express mail carrier or by any other means, it is the Respondent’s responsibility to ensure proper delivery. SVEC will not be responsible for deliveries made to any place other than the specified address or for any associated delivery delays.

Costs of proposal preparation, attendance at the Pre-Proposal Conference, if any, or any other costs incurred to respond to this RFP are the sole responsibility of the Respondent. SVEC assumes no responsibility for any such costs incurred by the Respondent. The Respondent also agrees that SVEC bears no responsibility for any costs associated with any administrative or judicial proceedings resulting from the solicitation process.

All proposals must be typed or written in ink and must be signed in ink by an officer having authority to bind the Respondent. Signatures are required where indicated; failure to do so may be cause for rejection of a proposal. Electronic signatures are permitted for those proposals submitted via email.

Required Pre-Proposal Conference

If SVEC determines a Pre-proposal Conference is warranted, it will notify Respondents by issuing an addendum to this RFP indicating the time, date, location, and telephone conference information. All Respondents are required to attend the Pre-Proposal Conference by conference call or in person.

Changes; Interpretations; Questions; Site Visits

SVEC reserves the right, and has absolute and sole discretion, to cancel a solicitation at any time prior to execution of a resulting contract. The decision to cancel a solicitation cannot be the basis for a protest.

SVEC also reserves the right, at its sole discretion, to waive any technicality in proposals provided if such action is in its best interest.

SVEC reserves the right to request clarification of information submitted and to request additional information of any Respondent. Any such request should not be construed by a Respondent as an indication of selection to provide proposed services.

Any proposal may be withdrawn until the date and time set above for the submission of the proposals. Any proposal not so withdrawn shall constitute an irrevocable offer, for a period of 90 days, to provide to SVEC the services set forth in this RFP, or until one or more of the proposals have been awarded.

Respondents shall not direct any queries or statements concerning their proposal to SVEC staff during the selection process, from the time of submission of a proposal until the execution of a contract. Any Respondent who initiates any discussions with staff in any manner other than that described below is subject to disqualification from this procurement. No oral interpretation of this RFP shall be considered binding.

All questions or concerns regarding this RFP must be submitted in writing via email no later than April 25, 2025 to the attention of Erin Skeen, referencing the RFP name. Any responses by SVEC to Respondents’ questions or concerns will be addressed, if at all, by Addenda.

Respondents are urged to visit the site/sites where meals will be provided before submitting a proposal to conduct due diligence. The Respondent may request to schedule site visits with Erin Skeen, via e-mail at erins@svec-coop.com

This provision exists solely for the convenience and administrative efficiency of SVEC. No Respondent or other third party will gain any rights by virtue of this provision or the application thereof, nor shall any Respondent or third party have any standing to sue or cause of action arising therefrom.

Property of SVEC

All materials submitted in response to this RFP become the property of SVEC, except to the extent Respondent provides confidential information in response to the RFP and identifies the information as confidential and/or proprietary as described below. SVEC has the right to use any or all ideas presented in any response to this RFP, whether amended or not, and selection or rejection of a proposal does not affect this right. No variances to this provision shall be accepted.

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State or Federal Law, all Respondents should be aware that this RFP and any communications with respect to it, including but not limited to submitted Proposals, may be considered within the public domain by virtue of SVEC’s intent to submit the resulting costs to various grant programs for Federal and/or State reimbursement. Respondents should therefore 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.

RFP Timetable

The anticipated schedule for this RFP and contract approval is as follows:

Questions from Potential Respondents Due 4:00PM on April 18, 2025

Issue Addendum (if necessary) April 25, 20251

Proposal Due Date and Time 4:00PM on May 2, 2025

Proposal Evaluation May 9, 2025

Contract Negotiations/Approval TBD

SVEC reserves the right to amend the anticipated schedule as it deems necessary.

All times are listed in the Eastern time zone.

Ethics Requirement

This RFP is subject to the SVEC’s policy governing conflicts of interest in procurement and contract administration. Accordingly, there are prohibitions and limitations on the activities of SVEC personnel and contractors. Respondents are highly encouraged to review this policy in order to ensure compliance with the same (a copy of the policy is available upon request). All Respondents shall submit a signed and notarized statement regarding conflicts of interest with their proposal on the form provided herein (Exhibit B).

Disclosure and Disclaimer

The information contained herein is provided solely for the convenience of the Respondents. It is the responsibility of each Respondent to assure itself that information contained herein is accurate and complete. Neither SVEC nor its agents provide any assurances as to the accuracy of any information in this RFP. Any reliance on the contents of this RFP, or on any communications with SVEC representatives or agents, shall be at each Respondent’s own risk. Respondents should rely exclusively on their own investigations, interpretations, and analyses in connection with this matter. This RFP is being provided by SVEC without any warranty or representation, express or implied, as to its content, accuracy or completeness and no Respondent or other party shall have recourse to SVEC if any information herein contained shall be inaccurate or incomplete. No warranty or representation is made by SVEC that any proposal conforming to these requirements will be selected for consideration, negotiation, or approval.

1 SVEC will endeavor to issue any addenda on or before this date, but reserves the right to issue the addenda at any time prior to the due date and time of the proposals.

In its sole discretion, SVEC may withdraw this RFP either before or after receiving proposals, may accept or reject proposals, and may accept proposals which deviate from the non-material provisions of this RFP.

Through its own investigation and in its sole discretion, SVEC may determine the qualifications, experience, and acceptability of any Respondent submitting a proposal in response to this RFP. Following submission of a proposal, each Respondent agrees to promptly deliver such further details, information and assurances, including, but not limited to, financial and disclosure data, relating to the proposal and/or the Respondent, including the Respondent’ affiliates, officers, directors, shareholders, partners, and employees, as requested by SVEC. Any action taken by SVEC in response to proposals submitted in response to this RFP or in making any award or failure or refusal to make any award, or in any withdrawal or cancellation of this RFP, either before or after issuance of the notice of intent to make an award, shall be without any expense, liability, or obligation on the part of SVEC, or its advisors.

Any recipient of this RFP who responds hereto fully acknowledges all the provisions of this Discloser and Disclaimer and agrees to be bound by the terms hereof. Any proposal submitted pursuant to this RFP is at the sole risk and responsibility of the party submitting such proposal.

Contract Agreement / Compensation

SVEC intends the contract to be a unit price or lump sum type contract. Under no circumstances will the resulting agreement or any Task Release include a cost-plus-percentage-of-cost (“CPPC”) fee structure and Respondents should not include any CPPC markups in their price proposals. Invoices shall not include CPPC fees and SVEC will reject CPPC fees.

Other terms and conditions of the resulting non-exclusive contract will be negotiated with successful Respondent(s). If SVEC and the successful Respondent cannot agree on the terms and conditions of the resulting contract, SVEC reserves the right to terminate negotiations with the successful Respondent and move to the next ranked Respondent to commence negotiations. Negotiations may continue in this process until SVEC is able to enter into a contract with a Respondent that best meets the needs of SVEC.

The contract must include the contract provisions required by 2 C.F.R. § 200.327 (formerly § 200.326) and FEMA guidance. For more information on these provisions visit https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf

While SVEC anticipates awarding one contract, SVEC reserves the right to award to more than one Respondent if it is in the best interests of SVEC.

Insurance Requirements; Safety Precautions; and Limitation of Liability

Suppliers and Contractors shall procure and maintain at its own expense, the following minimum insurance coverage, unless otherwise specified in the contract. The insurance coverages required hereunder shall be placed with first class insurers and underwriters that have an A.M. Best rating of A or A- (Excellent).

1. General Liability Insurance shall be maintained with limits for bodily injury or death, of not less than $1,000,000 per occurrence and not less than $1,000,000 aggregate per policy period and with limits of not less than $1,000,000 per occurrence and $1,000,000 aggregate per policy period for property damage.

2. Workers Compensation Insurance covering all employees of the firm with not less than the following limits: Bodily injury by accident, $1,000,000 each accident; Bodily injury by disease, $1,000,000 each person https://www.fema.gov/sites/default/files/documents/fema_contract-provisions-guide_6-14-2021.pdf

3. Automobile Liability Insurance on all motor vehicles used in connection with the contract, whether owned, non-owned, or hired, shall have limits for bodily injury or death of not less than $1,000,000 per person and not less than $1,000,000 each occurrence, and property damage limits of not less than $1,000,000 per aggregate.

All Certificates of Insurance Issued to SVEC:

1. Requires a 30 day advance written notice to SVEC of any modification or change of any component of the insurance coverage; or a 10 day advance written notice due to non-pay.

2. Suwannee Valley Electric Cooperative, Inc. shall be named as “Additional Insured” on the Certificate of Insurance.

Waiver of Subrogation: Suppliers and Contractors waive all rights of subrogation against SVEC, its Trustees, officers and employees for recover of damages to the extent these damages are covered by an of the Suppliers and Contractor’s insurance policies maintained above.

No representation of Coverage Adequacy: By requiring insurance, SVEC does not represent that coverages will be necessary to protect Suppliers and Contractors and such coverages shall not be deemed a limitation on Suppliers and Contractors liability under the indemnities or other obligations granted or due to SVEC.

Prior to commencing work, and then upon any change or renewal of any insurance coverage throughout the project’s term, Suppliers and Contractors shall provide SVEC with the following documentation:

1. Current W9

2. Preferred method of payment – Negotiable check (verified remittance address) or ACH

3. Method by which invoices will be presented for payment: paper or e-mail (e-mail is preferred). If vendor selects e-mail, invoices should be emailed to employee overseeing services provided and copied to SVEC’s AP department (debbier@svec-coop.com)

4. Federal Taxpayer Identification Number

5. Indemnity Agreement in the form attached hereto as Exhibit I shall be executed to protect, defend, indemnify and hold SVEC and its respective trustees, agents and employees free and unharmed from and against any liabilities whatsoever resulting from or in connection with the contract or in connection with the performance of the work by the vendor, its employees or subcontractors.

The Contractor shall take reasonable precautions for the safety of, and shall provide all reasonable protection to prevent damage, injury or loss to, its employees on the job, and others. The Contractor shall comply with all applicable provisions of federal, state, and local safety laws, insurance requirements, standard industry practices, the requirements of the operations, and the awarded contract.

The Contractor shall promptly remedy damage and loss to property caused in whole or in part by the Contractor, its subcontractors of every tier, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable.

Record Retention Requirements

The Contractor shall maintain adequate records to justify all charges, expenses, and costs incurred in estimating and performing the work for at least ten years after completion of the contract resulting from this RFP. SVEC shall have access to all records, documents, and information collected and/or maintained by others in the course of the administration of the agreement. This information shall be made accessible to SVEC at the Contractor's local place of business for purposes of inspection, reproduction, and audit, without restriction. If records are unavailable locally, it shall be the Contractor's responsibility to ensure that all required records are provided to SVEC at the Contractor's expense.

Subcontracting

If the Contractor intends to subcontract any portion of the work under the awarded contract in excess of $10,000, it is encouraged to take the below steps to the extent such steps are consistent with Federal law and Executive Orders:

(1) Placing qualified small and minority businesses and women’s business enterprises on solicitation lists;

(2) Assuring that small and minority businesses, and women’s business enterprises are solicited whenever they are potential sources;

(3) Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation;

(4) Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women’s business enterprises; and

(5) Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

SVEC will not require Contractor to take actions inconsistent with existing law and Executive Orders.

Evaluation and Award

SVEC will evaluate and select the most advantageous proposal for contract negotiation and award. The selected Respondent will be notified in writing with an intent to award letter. Submission of an RFP proposal constitutes acknowledgment of any SVEC investigation of Respondent’s qualifications. SVEC is the sole judge in determining Respondent’s qualifications.

Evaluation Criteria and Scoring

The evaluation of the proposals will be conducted in accordance with the following provisions. Scoring is based on a 100-point scale. The following guidelines will be used for the evaluations (with associated weighting). To be considered “Qualified,” a Respondent must receive a minimum 70 points.

EVALUATION CRITERIA Points Awarded

Responsiveness to RFP 0 – 10 points

1. Comprehensiveness of proposal

2. Completeness of proposal

Cost Effectiveness

1. Price proposal 0 – 25 points

Technical Approach

1. Narrative description outlining the method of operation

2. Contingencies / requirements of SVEC

3. Capacity for multiple contractual obligations

0 – 25 points

Successful Experience and Qualification of Staff

1. Experience with similar sized entities

2. Staff qualifications and subject knowledge

3. Evidence of experience and skill

4. Evidence of availability to deliver in the proposed timeline

0 - 15 points

Similar Projects and References

1. Prior experience with three similar projects

2. References from at least three entities for similar projects or work

0 – 15 points

Default, Termination, Litigation, Debarment, etc.

1. Instances of a default under a similar project or contract

2. Instances of litigation related to a similar project or contract

3. Instances of on any debarment by a local, state or federal governmental entity (note that current suspension or debarment will result in disqualification)

0 – 10 points

Total 100 points

Proposal Format

Proposals shall be in a clear, concise format, on 8 1/2" x 11" paper, in English. Each tabbed set shall contain all the information required herein to be considered for award. Omission of required data may result in disqualification. Any other information thought to be relevant, but not applicable to the enumerated sections, should be provided as an appendix to the proposal.

Only one proposal may be submitted by each Respondent. Failure to submit the required documentation in the format identified below may cause the proposal to be rejected. Signatures are required where indicated; failure to do so may be cause for rejection of proposal. Electronic signatures are permitted for proposals submitted via email.

Table of Contents

Letter of Transmittal (not to exceed two pages)

This letter will summarize in a brief and concise manner the following:

• General summary of Respondent’s business operation; how long in business; general approach to tasks and projects; and, why the Respondent should be selected.

• Respondent’s understanding of the scope of services, evidenced by previous experience, references, and other relevant information.

• Respondent’s authorized agent’s signature and agent’s title or authority.

• If more than one firm is named on the Letter of Transmittal, a legal document showing the firms’ relationship shall be submitted showing the legality of such. SVEC may request any other additional information necessary to verify Respondent’s status. SVEC will not consider submittals that identify a joint partnership to be formed.

Addenda (unlimited pages)

This section shall include a statement acknowledging receipt of each addendum issued by SVEC. Each Respondent is responsible for visiting SVEC’s website to view and obtain addenda.

Proof of Licenses (unlimited pages)

Respondents shall provide proof of required licenses for the firm and scope of services to be performed.

This shall include:

• Proof of all applicable licenses for goods and/or services to be rendered;

• Statement or proof of required insurance;

• Proof of Respondent’s Business Tax Receipt (as applicable); and

• Other Proof of Specific Qualifications.

Cost Effectiveness (unlimited pages)

Respondents are to provide a price proposal as identified in Exhibit D of the RFP.

Technical Approach (unlimited pages)

Provide a narrative description of intended methods of performing the work with an organizational chart related to the work. In addition, the Respondent shall describe its ability to handle its various contractual obligations, including the Respondent’s resources (personnel, equipment, etc.). Respondent shall also identify the proportion of personnel that are employees versus independent contractors or subcontractors and, likewise, the proportion of equipment that is owned versus leased, rented, or subcontracted.

Successful Experience and Qualification of Staff (limited to two pages plus resumes)

Provide a summary of work performed for non-profit cooperatives, including any services provided in response to a disaster or emergency, if any, and other experience that demonstrates their understanding of electric cooperative operations and facilities. Information regarding dedicated staff and current workload should be provided. Resumes (not exceeding two pages per person) of key personnel should be included as well as the company safety record for the previous three years.

Similar Projects and References (unlimited pages)

Respondents shall provide a minimum of three similar projects on the form provided (see Exhibit E) and include whether the project was completed on time and within budget.

Respondents shall provide a minimum of three references on the forms provided (see Exhibit F) demonstrating their experience and/or skill with similar projects. Prior experience with other rural electric cooperatives is desirable. Respondents are responsible for verifying correct phone numbers and contact information provided. Failure to provide accurate information may result in the reference not being obtained or considered.

Default, Termination, Litigation, Debarment, etc. (unlimited pages)

Respondents should provide a summary of any default, termination, litigation, or debarment against or which named the Respondent in the past five years which is related to the goods and/or services sought in this RFP or that Respondent otherwise provides in the regular course of business. The summary shall state the nature of the default, termination, litigation, or debarment and a brief description of the outcome or projected outcome, and the monetary amount involved. If none, state as such.

Respondents must also sign and return the Certification Regarding Debarment, Suspension and Other Responsibility Matters and the Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements attached hereto as Exhibits G and H, respectively.

Appendix – Other Relevant and Supporting Documentation (optional).

Respondent must submit all other exhibits not identified above in this section.

Required Forms Checklist

The following forms must be submitted as part of the Proposal, as outlined above. Failure to provide the following forms will negatively impact a proposal’s scoring.

• Conflict/Non-Conflict of Interest Statement (Exhibit B)

• Authorized Signatories/Negotiators (Exhibit C)

• Price Proposal (Exhibit D)

• Similar Projects (Exhibit E)

• References (Exhibit F)

• Certification Regarding Debarment, Suspension and Other Responsibility Matters (Exhibit G)

• Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements

(Exhibit H)

• Indemnification Agreement (Exhibit I)

Representations by Submittal of Proposals

By submitting a proposal, the Respondent warrants, represents and declares that:

(1) The person(s) designated as principal(s) of the Respondent is (are) named and that no other person(s) other than the person(s) mentioned has (have) any interest in the proposal or in the resulting contract.

(2) The proposal is made without connection, coordination, or cooperation with any other persons, company, firm, or party submitting another proposal, and that the proposal submitted is, in all respects, fair and in good faith without collusion or fraud.

(3) The Respondent understands and agrees to all elements of the proposal unless otherwise indicated or negotiated, and that the proposal may become part of any contract entered into between SVEC and the Respondent.

(4) By signing and submitting a proposal, Respondent certifies that Respondent and any parent corporations, affiliates, subsidiaries, members, shareholders, partners, officers, directors, or executives thereof are not presently debarred, proposed for debarment, or declared ineligible to bid or participate in any federal, state, or local government agency projects.

(5) Respondent recognizes and agrees that SVEC will not be responsible or liable in any way for any losses that the Respondent may suffer from the disclosure or submittal of proposal information to third parties.

(6) The Respondent has not participated in developing or drafting this RFP.

Protests

All decisions of SVEC with respect to this RFP and resulting contract award will be final and not subject to challenge or protest.

Exhibits

This RFP consists of the following exhibits (which are incorporated herein by reference):

• Exhibit A Scope of Services

• Exhibit B Conflict/Non-Conflict of Interest Statement

• Exhibit C Authorized Signatories/Negotiators

• Exhibit D Price Proposal

• Exhibit E Similar Projects Form

• Exhibit F References Form

• Exhibit G Certification Regarding Debarment, Suspension and Other

Responsibility Matters

• Exhibit H Certification Regarding Lobbying for Contracts, Grants, Loans, and

Cooperative Agreements

• Exhibit I Indemnification Agreement

END OF RFP – RFP EXHIBITS FOLLOW

Exhibit A: Scope of Services

RFP No. 2025-01 – Meals and Catering Services

The Contractor shall be required to furnish all supervision, labor, materials, equipment, supplies, and transportation necessary to provide meals and catering at multiple base camp locations for up to 500 individuals during a post-disaster period. The base camp site facilities shall be located at:

11340 100th St Live Oak, FL 32060

The Contractor shall be required to provide the meals and catering services outlined below as needed, which may be in part or in full. SVEC reserves the right to select which specific services the contractor will provide, which may include all or only a portion of the services described below. Specific work authorizations by SVEC will be through written Task Orders that shall define the items(s) of work requested, rates, and time-frame for completion.

Timeline of Contract Services

Contractor must be prepared to provide all required meals and catering services within 72 hours after the Contractor receives notice from SVEC that the contract has been activated.

Camp Consolidation: If camp populations fall as workers relocate or the workforce requirements decline, SVEC shall have the right to consolidate camp operations to maximize economies of scale and minimize cost. Such consolidation will be coordinated with the Contractor not less than 48 hours before the consolidation is to begin.

Demobilization: SVEC shall provide the Contractor with 48 hours advanced notice that the meals and catering services will no longer be needed.

Meals and Catering Services

• The Contractor shall be required to provide catering services operational up to 24 hours a day to feed approximately 500 individuals per day.

• At the Contractor’s discretion, it may elect to cook for all base camps in a single location and transport the meals to all other base camp locations, or to operate separate kitchens at each base camp location. Regardless, each base camp will be required to have certain 24-hour options as indicated below.

• The Contractor shall be required to provide two hot meals: breakfast from 4:00 AM until 8:00 AM (0400-0800) and dinner from 7:00 PM until 10:00 PM (1900-2200). Boxed lunches must be available for pickup from 11:00 AM – 2:00 PM (1100-1400) for administrative and operations personnel. Operations personnel should grab boxed lunches before leaving for the field for the day. Times of meals may vary based on work schedules set by SVEC. SVEC reserves the right to make changes to the schedule and location of meals as necessary.

• The Contractor shall be required to provide ice making machines that will provide five pounds of ice per person, per base camp site. The Contractor shall be required to provide ice machines for base camp operations, dining facilities, and recreational facilities.

• The Contractor will be required to cooperate with SVEC’s Logistics and Base Camp Services contractor providing the base camp facilities, including the dining tent facility.

Meals

The Contractor shall provide a rotating menu that offers variety of hot and cold meal options in addition to the 24-hour availability of certain cold meal options. The table below is intended to illustrate the general type of meal variety that is expected.

MEAL REQUIREMENTS

Dinner

Hot options

Two hot options daily.

(examples: breakfast tacos; breakfast biscuits (eggs, meat, cheese);

eggs, bacon/sausage/or ham, with potatoes;

and/or pancakes/French toast/or waffles, with syrup)

N/A

Two hot options daily.

(examples: meatloaf, baked/roast chicken, chicken-fried chicken/steak w/ gravy, a fish entrée, a pasta entrée (e.g., spaghetti & meat sauce), chicken parmesan, barbeque, and/or any options listed under the 24-hour grill at right.)

N/A

Dinner

Cold options

Two or more cold options daily.

(examples: variety of cereals, breakfast breads, instant oatmeal, and/or a variety of breakfast breads:

Danish/muffins/bagels/etc

Two or more cold options daily.

(examples: deli-style sandwiches, variety of salads)

Two or more cold options daily.

(examples: deli-style sandwiches, variety of salads)

One or two cold options, such as:

Deli-style sandwiches (e.g., cold cuts & cheese, tuna or chicken salad)

Sides A variety of fruit

A variety of side options daily.

(examples:

salads/dressings; bread/ rolls; French fries or tater tots; chips; fruit)

A variety of side options daily. (examples:

vegetables; rice or potatoes; bread/rolls;

salads/dressings; fruit)

Beverages

Variety of juices Coffee (regular and decaf) Tea (variety of instant hot teas) Milk Water Condiments (detailed at right)

Coffee (regular and decaf) Tea (variety of instant hot teas) Carbonated soft drinks Milk Iced tea Water Condiments: sugar and artificial sweetener packets, creamer, honey, lemon

Dessert n/a Cookies Some sweet treat (cake, cookies, etc.)

Snacks

• The Contractor shall be required to furnish three snacks per individual per day. A varied assortment will include candy bars; peanut butter and crackers; cheese and crackers; energy bars;

pretzels; trail mix; assorted fresh fruit; or similar.

• The Contractor shall be required to provide eight 16-ounce bottles and two electrolyte replacement mixes per person, per day.

• Snacks, bottled water and electrolyte mixes should be readily available for personnel to pick up and take with them as they head to their assignments daily.

Boxed Meals

• The Contractor shall furnish boxed meals for pick up by personnel as they head to their assignments throughout the day. Generally, when each meal is being served, a take-out, boxed substitution of the next meal should be available for employees to pick up.

• The Contractor shall offer bottled water, milk, orange and fruit juices, iced tea and a variety of soft drinks for personnel to select when they pick up to go meals.

• The Contractor shall offer coffee with to go cups and all appropriate condiments.

• Quantities of boxed meals per day: Up to 600

Allergies and Diet Restrictions

• Contractor shall make reasonable accommodations for personnel with food allergies or special diet restrictions (e.g., vegetarian, gluten free, nut free, non-pork, etc.).

Other Considerations

Services shall include Contractor’s provision of all labor, supervision, transportation, tools, materials, equipment, communications, provisions (such as food, water, and gas), and other services and supplies necessary for, or incidental to, the performance of such Services. It is preferred that Contractor have prior experience with FEMA disaster management requirements related to meals and catering services as well as relevant past experience working in support of disaster response.

Respondents are advised to propose based on the entire scope of services as defined herein, however SVEC reserves the right to select which specific services the Respondent will provide and to add or delete services within this scope throughout the term of any resulting agreement with mutual consent.

In performing the services under the contract, the contractor is expected to use staff with qualifications commensurate with the nature of the work to be performed. Use of staff that are more highly qualified than necessary for the associated work is not permitted and may jeopardize FEMA reimbursement.

This is an acknowledgement that FEMA financial assistance will be used to fund the contract. The contractor shall perform all work in compliance with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives in order to maximize recovery of reimbursable expenses.

This task shall include the provision of audit quality documentation as required by and acceptable to FEMA for all work accomplished.

Specific work authorizations by SVEC will be through written Task Orders. Task Orders will define the job to be accomplished, location of job, time-frame for completion, rates to be used, etc. Task Orders will be executed bilaterally. Performance will be by the metrics established in the Task Order(s). After 1/3 and again after 2/3 of the stipulated number of days of work in the Task Order have elapsed, the contractor shall provide written progress report to SVEC for review and acceptance. SVEC shall have the right to correct for contractor’s default or underperformance by any means it deems in its best interest.

The quantity of work required to complete the Agreement resulting from this RFP is estimated. The actual effort required may be more or less than the estimated amount described in this RFP. Payment will be made at the rates proposed and/or negotiated. The output will be verified by SVEC.

Contractor shall be responsible for correcting any notices of violations issued as a result of the contractor’s or any subcontractor’s actions or operations during the performance of the contract. Corrections for any such violations shall be at no additional cost to SVEC.

Contractor shall provide contact information for all key personnel to SVEC that shall include name, phone number, cellular phone number and email address. Contractor and its agents shall respond in a timely manner to all SVEC inquiries at all times.

All per unit charges must be substantiated with backup documentation identifying diners and confirming they are SVEC staff or field personnel doing disaster-related work for SVEC (e.g., sign-in sheets and presentation of identification). Contractor shall cooperate with SVEC’s efforts to ensure proper documentation. Failure to do so may jeopardize FEMA funding.

SVEC reserves the right to immediately terminate contractor and any subcontractor who fails to provide service in accordance to guidelines set forth by FEMA and SVEC.

Contractor shall assign and provide an Operations Manager (OM) to serve as the principal liaison between SVEC or its designee and Contractor’s forces. The assigned OM must be knowledgeable of all facets of Contractor’s operations and have authority in writing to commit Contractor. The OM shall be on call 24 hours per day, seven days per week and shall have electronic linkage capability for transmitting and receiving relevant contractual information and make arrangements for onsite accommodations. This linkage shall provide immediate contact via cell phone, fax machine, and have Internet capabilities. The OM will participate in daily meetings, functioning as a source to provide essential elements of information.

The OM will report to SVEC or its designee. This position will not require constant presence; rather the OM will be required to be physically capable of responding to SVEC within 30 minutes of notification.

Contractor shall supervise and direct the work, using skilled labor and proper equipment for all tasks. Safety of contractor's personnel and equipment is the responsibility of contractor. Additionally, contractor shall pay for all materials, personnel, taxes, and fees necessary to perform under the terms of the contract.

Exhibit B: Conflict/Non-Conflict of Interest Statement

RFP No. 2025-01 – Meals and Catering Services

CHECK ONE

[ ] To the best of our knowledge, the undersigned firm has no potential conflict of interest due to any other clients, contracts, or property interest for this project.

OR

[ ] The undersigned firm, by attachment to this form, submits information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project.

Litigation Statement

CHECK ONE

[ ] The undersigned firm has had no litigation and/or judgments entered against it by any local, state, or federal entity and has had no litigation and/or judgments entered against such entities during the past ten years.

[ ] The undersigned firm, by attachment to this form, submits a summary and disposition of individual cases of litigation and/or judgments entered by or against any local, state or federal entity, by any state or federal court, during the past ten years.

Failure to check the appropriate boxes above may result in disqualification of your proposal. Likewise, failure to provide documentation of a possible conflict of interest, or a summary of past litigation and/or judgments, may result in disqualification of your proposal.

Signed, as to both statements:

Company Name Authorized Signature

Name (Print or Type) Title

Exhibit C: Authorized Signatories/Negotiators

RFP No. 2025-01 – Meals and Catering Services

The Respondent represents that the following persons are authorized to sign and/or negotiate contracts and related documents to which the Respondent will be duly bound:

Name Title Telephone Number

Company Name Authorized Signature

Name (Print or Type) Title

The Respondent shall complete and submit the following information with the proposal:

Type of Organization

____ Sole Proprietorship ____ Partnership

____ Joint Venture ____ Corporation

____ Other (Explain: )

State of Incorporation:

Federal I.D. or Social Security Number:

E-mail Address:

Exhibit D: Price Proposal

RFP No. 2025-01 – Meals and Catering Services

Unless otherwise indicated in this Scope of Services, all services performed under this contract shall be paid in accordance with this Price Proposal. An authorized representative of the firm offering this proposal must complete this form in its entirety. Prices entered herein shall not be subject to withdrawal or escalation by Respondent. SVEC reserves the right to hold proposals for a period not to exceed 90 days after the deadline for submission stated in this RFP before awarding the contract. Any estimate of quantities of work to be done and materials to be furnished under the specifications as shown on the Price Proposal (or elsewhere) is approximate only and not guaranteed by SVEC. SVEC does not assume any responsibility that the final quantities shall remain in strict accordance with the estimated quantities, nor shall the Respondent plead misunderstanding or deception because of such estimate of quantities or of the character, location of the work, or other condition pertaining thereto.

Federal procurement regulations prohibit cost-plus-percentage-of-cost contracting.

Proposer:

By:

Date:

Mobilization Fees:

Mobilization will be billed to SVEC at cost as expenses are incurred, subject to audit by SVEC. These expenses include but are not limited to: movement of equipment to each cooking site, movement of dish/coffee trailer, travel to the site upon Task Order issuance to ensure staff is onsite and ready to activate, and hotel fees during travel. Upon issuance of a Task Order SVEC and Contractor’s OM will discuss anticipated mobilization costs.

Meals and Catering Price Proposal Form

(All prices to include kitchen requirements, serving ware, utensils, and paper goods)

(All prices to include hot and cold options, sides, beverages, and desserts, as described in RFP Exhibit A)

Meal Service Estimated Number of Persons

All Inclusive Price Proposal

Breakfast 500 $/meal

Dinner 500 $/meal

Boxed Meals 500 $/meal

Snacks 500 $/person/day

Beverages (Outside of Meal Service) 500

Ice Machines 3 $/machine/day

Exhibit E: Similar Projects Form

RFP No. 2025-01 – Meals and Catering Services

List three (3) similar projects successfully completed in the past five (5) years by the individual, firm, or project manager assigned to the project. Attached additional sheets if necessary.

Completed Project #1

Agency/company:

Current contact person at agency/company:

Telephone: ______________ Fax: _________________ E-mail:

Address of agency/company:

Name of project:

Description:

Project value: ___________ Start date: _____________ Completion date:

(month/year) (month/year)

Name(s) of assigned personnel:

Project manager:

Others:

Completed Project #2

Agency/company:

Current contact person at agency/company:

Telephone: ______________ Fax: _________________ E-mail:

Address of agency/company:

Completed Project #2 (cont’d)

Name(s) of assigned personnel:

Completed Project #3

Agency/company:

Current contact person at agency/company:

Telephone: ______________ Fax: _________________ E-mail:

Address of agency/company:

Name(s) of assigned personnel:

Exhibit F: References

RFP No. 2025-01 – Meals and Catering Services

Below, or on an attached sheet, list references per RFP requirements for providing Meals and Catering Services. Provide the name, addresses, and telephone numbers of organizations, governmental or private, for whom you now are, or have within the past five (5) years provided services. This form may be copied.

References from the Completed Projects filled out above may be used here.

REFERENCE #1

Name of Client:

Address:

Phone: (______)__________________________ Fax: (______)

Contact Person: _____________________________________ Title:

Description of services:

REFERENCE #2

Name of Client:

Address:

Phone: (______)__________________________ Fax: (______)

REFERENCE #3

Name of Client:

Address:

Phone: (______)__________________________ Fax: (______)

Exhibit G: Certification Regarding Debarment, Suspension and Other Responsibility Matters

RFP No. 2025-01 – Meals and Catering Services

“Non-federal entities and contractors are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.” (2 CFR 200.212)

This certification is required by regulations implementing Executive Order 12549, Debarment and Suspension, for all lower-tier transactions meeting the threshold and tier requirements. (2 CFR 180.300)

Terms Defined

• Nonprocurement Transaction: A transaction under federal non-procurement programs, which can be either a primary covered transaction or a lower-tier covered transaction. (2 CFR 180.970)

• Lower-Tier Covered Transaction: (1) Any transaction between a participant and a person other than a procurement contract for goods or services, regardless of type, under a primary covered transaction;

(2) any procurement contract for goods or services between a participant and a person, regardless of type, expected to equal or exceed $25,000; (3) any procurement contract for goods or services between a participant and a person under a covered transaction, regardless of amount

• Participant: Any person who submits a proposal for or who enters into a covered transaction, including an agent or representative of a participant.