City and County of San Francisco
Human Services Agency
Request for Proposals #575
To Provide Meals Services for Department of Human Services Clients
Date issued: March 5, 2014
Pre-proposal conference: 10:00 a.m., March 19, 2014
Proposal due: 12:00 p.m., April 3, 2014
P-590 (3-07) Page 1 of 14 [revise as necessary]
Request for Proposals #575 for Meals Services for Department of Human Services Clients
Table of Contents
Page
I. Introduction and Schedule 1
II. Scope of Work 2
III. Submission Requirements 5
IV. Evaluation and Selection Criteria 7
V. Pre-proposal conference and Contract award 9
VI. Terms and Conditions for Receipt of Proposals 9
VII. Contract Requirements 12
VIII. Protest Procedures 14
IX. Standard Forms 16
X. San Francisco Human Services Agency RFP Checklist 17
XI. San Francisco Human Services Agency RFP Cover Page 18
XII. San Francisco Human Services Agency Page Number Form 19
XIII. San Francisco Human Services Agency Budget Forms and Instructions 21
P-590 (11-07) i March 2014
Request for Proposals #575 for Meals Services to Department of Human Services Clients
I. Introduction and Schedule
A. General
The San Francisco Human Services Agency (HSA) announces its intent to seek proposals from agencies or organizations interested in interested in providing meals to Department of Human Services clients and needy individuals. Services are divided into three components:
· Free meals - to provide three meals a day, breakfast, lunch, and dinner, that are nutritious and CRFC (California Retail Food Code) compliant, seven days a week, to needy adults on a walk-in basis in a neighborhood accessible to poor and needy individuals
· CAAP Bag lunch - provide bag lunches that are nutritious and CRFC (California Retail Food Code) compliant to County Adult Assistance Programs Workfare participants when performing Workfare duties.
· Shelter Meals - provide and deliver breakfast and dinners that are nutritious and CRFC (California Retail Food Code) compliant seven days a week to the single adult homeless population at Hospitality House or other temporary emergency shelters.
The grant shall have an original term of three (3) years, effective from July 1, 2014 to June 30, 2017. In addition, the Human Services Agency shall have one option to extend the term for a period of two years, which the City may exercise in its sole, absolute discretion. The Agency reserves the right to make multiple awards through this process. HSA does not approve the use of any subcontracts for the services proposed under this Request for Proposal (RFP).
The source of funding for these services will be County General Funds in accordance with provisions under this grant shall be contingent upon the availability of funds for the purpose of providing meals services. The City shall not be required to provide any definite number of meals nor does the City guarantee any minimum amount of funding for the service.
A major goal of the meals services is to provide nutritionally balanced meals on a daily basis to eligible individuals at a congregate setting, or temporary shelters within the boundaries of City and County of San Francisco. An additional goal of the meals programs is to assist those individuals in maintaining optimal health and staying independent so that they may continue to reside in the community for as long as possible. The meals programs help to address a number of problems faced by many individuals, including poor diets, health problems, food insecurity, and loneliness.
B. Schedule
The anticipated schedule for selecting a consultant is:
Proposal Phase Date
RFP is issued by the City March 5, 2014
Pre-proposal conference March 19, 2014, 10:00am
Deadline for submission of written questions
or requests for clarification March 20, 2014, 5:00pm
Proposals due April 3, 2014, 12:00pm
Dates and times subject to change
C. Definitions
CAAP / County Adult Assistance Programs. Consists of the following four programs: PAES, SSIP, CALM, and GACNC / The Care Not Cash is a program for homeless CAAP clients. Under CNC, homeless CAAP clients are offered housing or shelter and meals as a portion of their cash benefit package.
CRFC / California Retail Food Code (CRFC) as amended. The meal production kitchen and meal service site must conform to CRFC, a uniform statewide health and sanitation standard for food facilities, found in Section 11370 et seq., California Health and Safety Code. www.cdph.ca.gov/services/Documents/fdbRFC.pdf
Client / Individuals who are poor and in need of a meal, CAAP Workfare participants, and homeless individuals who use emergency shelter services
DHS / San Francisco Department of Human Services
HACCP / Hazard Analysis Critical Control Point. A prevention-based food safety system focusing on time and temperature control at different crucial food service system points
HSA / Human Services Agency of City and County of San Francisco
D. Target Population
DHS Free Meals services must target poor and needy individuals who are DHS clients or eligible to be DHS clients. CAAP bag lunch services must target clients participating in one of the CAAP programs. Shelter Meals must be provided to residents at the Hospitality House or other emergency shelters as approved by DHS.
II. Scope of Work
The Scope of Work is to be used as a general guide and is not intended to be a complete list of all work necessary to complete the project.
A. For All Meals Programs
Grantee shall ensure meals are produced at a HACCP compliance kitchen with valid health permit and current health inspection status from the Environmental Health Division of the San Francisco Public Health Department, and conform to California Retail Food Code (CFRC).
B. Free meals
1. Grantee shall prepare and serve breakfast, lunch, and dinner to clients seven days a week.
2. Grantee shall ensure the meals provide 100% of the daily recommended dietary allowance (RDA) for major nutrients and to the maximum extent possible comply with the current Dietary Guidelines for Americans, published by the USDA and the U.S. Department of Health and Human Services.
C. CAAP Bag Lunch
1. Grantee shall prepare and provide lunch to the clients six days a week from Monday to Saturday, excluding the following holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day (and the day after), Christmas Eve, Christmas Day, New Year’s Eve, for a total of 301 service days annually.
2. Grantee shall package the lunch in bulk according to the client count approved by CAAP and provide a total of 55,000 lunches annually for CAAP clients scheduled to show up for a particular Workfare shift.
3. Grantee shall include the following FOUR items in one CAAP lunch:
- One peanut butter and jelly sandwich
- One bottle of water
- One small bag of chips, or cookie, or candy bar
- One fresh fruit
D. Shelter Meals
1. Grantee shall prepare and deliver breakfast and dinner to 30 clients residing at the Hospitality House shelter seven days a week excluding the following holidays: New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day (and the day after), Christmas Eve, Christmas Day, New Year’s Eve, for a total of 354 service days annually.
2. Grantee shall ensure the meals (breakfast and dinner) provide two-third (2/3) of the recommended dietary allowance (RDA) for major nutrients and to the maximum extent possible comply with the current Dietary Guidelines for Americans, published by the USDA and the U.S. Department of Health and Human Services.
E. Grantee Responsibilities
Grantee shall maintain a safe and sanitary environment for delivery of all services including:
1. Compliance with all building, fire and health codes.
2. A staff member with a valid food safety certification to oversee the safety and sanitation components of the program. The person in charge must demonstrate knowledge of safe food handling practices as they relate to the specified food preparation activities that occur at Glide Foundation’s central kitchen.
3. Menus be developed on at least a 6-month cycle basis to reflect seasonal food availability.
4. A nutrient analysis conducted for at least a 2-week menu by a Registered Dietitian on an annual basis.
5. A safety and sanitation monitoring conducted on site at least every six (6) months at the production kitchen and meal service site by a Registered Dietitian.
6. Food service in-service training provided to all food production staff by a Registered Dietitian on a bi-annual basis. Topics shall contain at a minimum HACCP procedures, emergency preparedness, OSHA and other kitchen safety standards.
7. A valid health permit and most recent health inspection report by the Department of Public Health, Environmental Health Division be maintained and posted in the production kitchen.
8. Premises free of rats, roaches, vermin and all other urban pests with pest control services scheduled monthly.
9. Production kitchen and food storage areas maintained in a clean and safe condition.
10. Cleaning schedule and cleaning methods posted and followed.
11. All kitchen equipment in good repairs and meets NSF or other commercial equipment standards.
12. Toilet facilities clean and well equipped with hot water and soap. A hand washing sign directing kitchen staff to properly wash hands after visiting toilet posted.
13. Refuse storage and disposal inside and outside of building clean and free of vermin. Garbage pick-up must be scheduled on a regular basis as needed.
14. Access to Fire and Health Departments, Department of Building Inspection, Mayor’s Office and Human Services Agency as requested.
15. Prompt repair or remedy of any deficiencies noted by any City department within the time frame required by the department.
16. Minor repairs should be completed within two weeks of problem being identified.
17. Food temperatures taken daily upon completion of cooking and meal service and temperature log maintained in project file.
18. Mandatory enforcement of tuberculosis (TB) screening rules for all production kitchen staff members.
19. A current food service policies and procedures manual to reflect most recent Federal and California food code and ensure quality, safe and sanitary meals are provided.
20. Complaints or grievances related to the quality, safety, and sanitation of the meals must be addressed within one day of receipt of the verbal or written complaints from clients, and reported to HSA in a timely fashion the nature and steps taken for the resolution of the complaints.
Additional CAAP Bag Lunch Grantee Responsibilities
1. A safety and sanitation monitoring for bag lunch preparation and packing, conducted on site at least every six (6) months by a Registered Dietitian.
2. A quality evaluation, including nutrient analysis, of the bag lunches by a Registered Dietitian at least every six (6) months.
3. Production kitchen, bag lunch preparation and packaging area, and food storage areas maintained in a clean and safe condition. Cleaning schedule and cleaning methods posted and followed.
4. Coordination with CAAP Workfare staff to ensure bag lunches are maintained in an acceptable temperature range at all times. At a minimum, bi-annual training shall be provided to ensure safe and sanitary bag lunches are served to clients and transportation of bag lunches maintained in a safe and sanitary condition.
5. Timely communications to CAAP Workfare agency staff regarding Glide’s most recent written client input, complaint and grievance policies and procedures relevant to CAAP lunches.
6. Complaints or grievances related to the quality, safety, and sanitation of the meals must be addressed within one day of receipt of the verbal or written complaints from CAAP Workfare clients and Workfare agency staff members, and reported to HSA in a timely fashion the nature and steps taken for the resolution of the complaints.
Additional Shelter Meals Grantee Responsibilities
1. Coordination with Hospitality House food service staff to ensure foods are maintained in an acceptable temperature range at all times during meal service and holding. At a minimum, bi-annual training shall be provided to ensure safe and sanitary meals are served to clients.
2. Transportation of meals maintained in a safe and sanitary condition.
3. Timely communications to Hospitality House staff regarding Glide’s most recent written client input, complaint and grievance policies and procedures relevant to Hospitality House meals.
4. Complaints or grievances related to the quality, safety, and sanitation of the meals must be addressed within one day of receipt of the verbal or written complaints from Hospitality House staff members, and reported to HSA in a timely fashion the nature and steps taken for the resolution of the complaints.
F. Service Objectives
Free Meals
On an annual basis:
1. Grantee will provide 110,466 breakfast meals.
2. Grantee will provide 110, 466 lunches.
3. Grantee will provide 110,466 dinners.
4. 25% of clients served will respond to annual survey administered according to HSA guidelines.
CAAP Bag Lunch
A total of $90,802 worth of lunch items will be provided annually.
Shelter Meals
A total of 10,620 breakfast meals and 10,620 dinners will be delivered annually.
G. Outcome Objectives
A. To provide quality meals that attains a high satisfaction level from participants. At least 85% of clients responding to survey will rate the meal quality as good or excellent.
B. To provide quality services that attains a high satisfaction level from participants. At least 85% of participants are satisfied with the service delivery by staff and/or volunteers.
H. Monitoring Activities
Program monitoring will include review of kitchen facility and a review of valid health permit and current health inspection status. The Grantee shall provide backup documentation for the units of service and all reporting, and progress of service and outcome objectives; how participant records are collected and maintained; reporting performance including maintenance of service unit logs; agency and organization standards related to nutrition program operation, current organizational chart in the food service department, and grievance policies and procedures.
III. Submission Requirements
A. Time and Place for Submission of Proposals
Proposals must be received by 12:00 p.m., on April 3, 2014. Postmarks will not be considered in judging the timeliness of submissions. Proposals may be delivered in person and left with: