Operation of Senior Congregate Programs

The City of Alexandria, Virginia is requesting proposals to coordinate and manage two senior centers providing congregate meal programs under RFP 2010, with proposals due August 3, 2026 and a virtual pre-proposal conference on July 13, 2026. Proposers may respond to operate Senior Center I, Senior Center II, or both; those proposing Senior Center II must identify and secure a dedicated facility capable of serving an average of 60 participants daily and meeting specified ADA, kitchen, sanitation, and safety requirements.

Senior Center I operates at the Charles Houston Recreation Center and is expected to serve approximately 45 participants daily. Both centers operate Monday through Friday, 8:30 a.m. to 1:30 p.m., closed on federal and City-observed holidays. The contractor coordinates all activities and programming, conducts participant assessments, manages volunteers, and ensures emergency preparedness. Staffing includes one full-time Director (college degree in Social Work, Gerontology, Recreation, Nutrition, or related field plus three years' experience including one year supervisory experience with older adults), one full-time Assistant Director/Activities Coordinator (related degree plus one year experience), and one full-time Activities Coordinator, all requiring current CPR and First Aid certifications and Food Manager Certificates. Proposers must provide at least four daily activities plus facilitator-led physical exercise.

The City provides meal preparation through a separate contractor (Strong Fit Meals, LLC dba Healthy Fresh Meals) and conducts daily transportation. For Senior Center II, the contractor provides the facility and all maintenance, custodial services, sanitization, snow removal, pest control, permits, and insurance. The contract term is two years with three one-year renewal options, for a maximum five-year period. Pricing for renewal years is subject to adjustment by the percentage change in the Consumer Price Index for All Urban Consumers (Miscellaneous Personal Services category). Liquidated damages apply for failure to timely perform services.

Evaluation criteria (100 points total): quality, depth, and diversity of proposed monthly activities (25 points); communication plan and strategies (20 points); cost proposal (20 points); firm experience strength (10 points); key staff qualifications (10 points); program policies and procedures (5 points); emergency preparedness plan (5 points); and references (5 points). For Senior Center II, a site tour is graded pass/fail; facility non-compliance may render the entire proposal non-responsive. Contractor must obtain a City of Alexandria business license; subcontractors and suppliers meeting specified criteria must maintain current business licenses. Questions are due July 20, 2026; the City responds July 27, 2026. Proposals must remain valid for 180 calendar days from due date. Contractors must provide Virginia Small-, Women-, or Minority-owned business certification documentation if applicable.