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 Request for Proposal RFP-25-04-AAA to deliver congregate and home-delivered meals in Guadalupe, Wilson, and Karnes counties in Texas. The contractor will be responsible for preparing and delivering hot and/or cold lunches to approximately 300 adults, with specific requirements to maintain operations at the Cibolo Senior Center and Wilson County Senior Center. Deliverables include meal service for both congregate (130 clients) and home-delivered meals, with deliveries scheduled on Mondays and Wednesdays between 9:30 and 10:30 AM. Required qualifications include being in business for at least three years, having a permanent place of business within the AACOG planning service area, and holding current state or local health certificates for food preparation facilities. Key dates for this procurement include a February 3, 2025 deadline for questions, February 7, 2025 for response postings, and a proposal submission deadline of February 18, 2025 at 4:00 PM. The initial contract period is three years with two potential one-year renewal options, beginning March 1, 2025.

The procurement has a project budget not to exceed $100,000, funded through Title III of the Older Americans Act of 1965, with a projected Nutrition Services Incentive Program (NSIP) meal value of $0.73 and a unit rate cap of $6.46. While no specific set-aside percentages are strictly mandated, AACOG aims to include Historically Underutilized Businesses (HUBs) in at least 10% of the total contract value annually. Proposers must demonstrate sufficient financial resources to operate on a reimbursement basis and maintain a recommended three-month cash flow. The contract requires comprehensive service coverage, with providers prohibited from bidding on only home-delivered meals. Contractors must provide full-time supervision, properly skilled staff, and pricing that includes all related costs such as product, staff, delivery, equipment, supplies, and storage. The service area encompasses congregate and home-delivered meals in Guadalupe and Wilson counties, with Karnes County requiring only home-delivered meals. Proposers will need to comply with all food safety and nutritional requirements specified by the Texas Health and Human Services Commission.