Home Delivered Meal Services

Montgomery County, Pennsylvania's Office of Aging Services (OAS) is issuing a Request for Proposal (RFP 26-23) to procure Home Delivered Meal (HDM) services for homebound older adults aged 60 and over who are unable to procure or prepare their own meals and lack informal support systems. The procurement seeks qualified providers to deliver up to two nutritious meals per weekday (available in hot, cold, or frozen formats) with weekend meal availability based on need, with actual quantities determined by OAS care managers through service orders across six designated Montgomery County service zones. The contract term is three years, commencing July 1, 2026 through June 30, 2029, with options for two additional one-year extensions (cumulative maximum of five years). Compensation is based on a negotiated unit price per meal inclusive of all preparation and delivery costs, with providers required to submit annual program budgets detailing unit pricing for hot, cold, and frozen meal options. Key qualifications include maintaining local health department food service licensure, employing or contracting with at least two individuals holding current Certified Food Sanitation Manager (CFSM) or ServSafe certification, compliance with USDA Dietary Guidelines approved by a registered dietitian twice annually, Pennsylvania State Criminal Record Checks for all staff and volunteers at hire or within one year of application, and FBI checks for individuals with Pennsylvania residence less than two years. Proposals must be submitted electronically through the Bonfire Portal as separate Technical Proposal (limited to 12 pages) and Cost Proposal documents, along with completed W-9 and Appendix A forms, by the May 21, 2026 due date. The technical proposal must address service delivery capabilities, staffing plans, food service management, fiscal procedures, and regulatory compliance. A bidders conference is scheduled via Microsoft Teams (Meeting ID: 298 761 222 209 247, Passcode: qr7tH3L9), with questions requiring a minimum of seven days prior to bid opening for responses.

The RFP does not establish specific set-aside designations or restrictions limiting organizational types; however, the procurement requires submission of a Local, Small, and Diverse Business Concern Certification as part of Appendix A, allowing vendors to voluntarily declare minority business status. All contractors must comply with comprehensive federal, state, and local regulations including Title VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, Title IX of the Education Amendments of 1972, the Age Discrimination Act of 1975, HIPAA data protection requirements, and the Pennsylvania Steel Products Procurement Act. Providers must maintain commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, with Montgomery County Office of Aging Services listed as a certificate holder, and must comply with all requirements outlined in the Federal Grant Addendum and HHS Standard Terms and Conditions for Services. Project income (voluntary donations from eligible participants) collected by providers must be remitted monthly to OAS with proper documentation and dual-staff verification. Interested vendors must coordinate service authorization through the Co-Pilot system and ensure compliance with data reporting requirements to the Montgomery County HHS Portal within 30 days of service completion. No specific funding ceiling or incumbent vendors are identified in the procurement documents; however, the County reserves the right to reject any or all bids and award contracts based on factors including delivery capability, experience, and past performance records beyond price considerations alone.