RFP-25-04-AAA-Meal Delivery Service Provider

The Alamo Area Council of Governments' (AACOG) Alamo Area Agency on Aging is seeking a meal delivery service provider through a Request for Proposals (RFP) for congregate and home-delivered meals in Guadalupe, Wilson, and Karnes counties in Texas. The contractor will be responsible for preparing and delivering daily hot and/or cold lunches to approximately 300 adults, with a focus on senior populations. Key deliverables include maintaining two staff positions: a full-time Program Manager at Cibolo Senior Center ($22,000 annual salary) and a part-time Program Manager at Wilson County Senior Center ($12,000 annual salary). Eligible providers must have meal preparation as their primary business, maintain a permanent location within the AACOG service area, possess at least three years of experience, and hold current health certificates. The RFP timeline includes questions due by February 3, 2025, responses to questions posted by February 7, 2025, and proposals due by February 17, 2025. The initial contract term is three years with two optional one-year renewals, for a maximum of five years total.

The procurement is funded through federal and state sources under Title III of the Older Americans Act of 1965, with a total project budget of $100,000 split between $55,000 for Title III C1 Congregate Meals and $45,000 for Title III C2 Home Delivered Meals. Rather than fixed pricing, AACOG seeks bids based on discounts from the actual reimbursement rate established by Texas Health and Human Services. Contractors must operate on a reimbursement basis and are recommended to have a three-month cash flow capacity. The procurement does not specify specific set-aside designations or restrictions for disadvantaged enterprises. Bidders will be evaluated based on their ability to meet the technical requirements, including meal preparation capabilities, experience in senior meal services, and capacity to manage the required staff positions. The contract will be awarded to the most responsive and responsible bidder that can effectively provide the required meal delivery services to senior populations in the specified counties.