______CAPITAL______
AREA AGENCY ON AGING
6554 FLORIDA BLVD.
BATON ROUGE, LOUISIANA 70806
SOLICITATION FOR PROPOSALS
SPECIFICATIONS FOR ELDERLY NUTRITION PROGRAM
SPECIFICATIONS FOR ELDERLY NUTRITION PROGRAM
TABLE OF CONTENTS
SectionPage
1.0Introduction, Title III-C Elderly Nutrition Program (ENP)5
2.0Bidding Requirements5
3.0 Scope of ENP administered by Capital Area Agency on Aging6
4.0Terms of Contract6
5.0Documentation Required with Bid7
6.0Insurance Requirement 8
7.0Indemnification 8
8.0Meal Price Guarantee9
9.0Nutrient Requirements for Elderly Nutrition Program9
10.0Menu and Service Requirements10
11.0Technical Requirements12
12.0 Special Menu Considerations14
13.0Failure to Deliver Meals as Ordered14
14.0Food Purchasing Requirements/Standards15
15.0Standards for Frozen Meals16
16.0 Standards for Alternative Meals17
Page 1 of 2
SPECIFICATIONS FOR ELDERLY NUTRITION PROGRAM
DEFINITIONS
Capital Area Agency on Aging(CAAA): responsible for contracting for the Elderly Nutrition Program, through a competitive process and in compliance with GOEA guidelines, with one or more Food Service Providers (FSP) to furnish congregate and home delivered meals. A primary responsibility ofCAAA is improving the nutritional status of persons 60 years or older, with emphasis on those persons with the greatest social and economic needs, especially low-income minority individuals, individuals residing in rural areas and those with severe disabilities.
Congregate Meal: a meal provided at an Older American Act (OAA) Title III-C Program "nutrition site." Congregate meals may be hot, cold or a combination of both. Must be provided at least once a day, five or more days a week, but not less than 250 days per year, except at sites located in rural areas where such frequency is not feasible and a lesser frequency is approved by the GOEA. May be referred to as C-1 meal.
Home Delivered Meal: a meal delivered to the home of an individual who meets the criteria established by Section 1223.B.2.a, of the Louisiana State GOEA Policy Manual. Home delivered meals (HDMs) may consist of hot, cold, frozen, dried, canned or medical foods. HDMs shall be available to participants five or more days a week, but not less than 250 days per year, except in rural areas where such frequency is not feasible and a lesser frequency is approved by GOEA. HDM are referred to as C-2 meal.
Managed Meals: Vendor provides delivery for Home-Delivered Meal to client’s doorstop.
Food Service Provider(FSP): an entity awarded a contract by an CAAA to furnish congregate and/or home delivered meals under the four year Area plan; also called Vendor.
ABBREVIATIONS
CAAA Capital Area Agency on Aging
OAA Older Americans Act
ENP Elderly Nutrition Program
FSP Food Service Provider; also called Vendor
GOEA Governor’s Office of Elderly Affairs
RDA Recommended Dietary Allowances
AI Adequate Intake
C-1 Meal Meal served at congregate site
C-2 Meal Meal delivered to home of qualified individuals; also called HDM
LDN/RD Licensed Dietitian/Nutritionist; Registered Dietitian
HACCP Hazard Analysis Critical Control Point
USDA United States Department of Agriculture
INDEX OF ATTACHMENTS Page
ATTACHMENT 1 Bid Quotation Form18
ATTACHMENT 2Bid Evaluation Form20
ATTACHMENT 3ENP Checklist to Evaluate Narrative Proposal21
ATTACHMENT 4ENP Worksheet for Bid Price Evaluation22
ATTACHMENT 5Estimated Number of Meals Required Per Day23
ATTACHMENT 6Requirements for Single-Service Items26
ATTACHMENT 7Holiday Schedule28
ATTACHMENT 8Sample Delivery Route29
ATTACHMENT 9Menu Frequency Guidelines/Portions 30
ATTACHMENT 10Special Event Menu Suggestions 34
ATTACHMENT 11 Lenten Menu Suggestions35
ATTACHMENT 12 Emergency Meals, Box/Bag Lunches36
ATTACHMENT 13 Frozen Food Time and Temperatures37
SOLICITATION FOR PROPOSALS
Specifications for Elderly Nutrition Program inBaton Rouge, LA
1.0 INTRODUCTION
Capital Area Agency on Aging (CAAA), pursuant to requirements of theOlder Americans Act; Office of Management and Budget Circular A-102, A -110, A-122, A-128;Federal Procurement Circular 74-4; Governor’s Office of Elderly Affairs Policy Manual, sub-chapter B, section 1143, sub-chapter D, section 1201, sub-chapter E, section 1223, and as advertised in the Advocate, will receive sealed proposalsfor the provision of goods and services under the Title III-C Elderly Nutrition Program provisions of the Older Americans Act and as described in these specifications. Area Agencies in Louisiana are governed by regulations and statutes of the U.S. Department of Health and Human Services, the U.S. Department of Agriculture, and the Office of Public Health in addition to the above listed regulations.
The Title III-C Elderly Nutrition Program operates under provisions of the Older American Act. This information is provided to Food Service entities desiring to submit a proposal for furnishing meals and related supplies and services for the Elderly Nutrition Program administered byCAAA. Only the successful bidder must provide documented evidence of its ability to successfully implement and maintain the services required for the Elderly Nutrition Program administered byCAAA.
Bidsmust be received by 1:00 p.m. on March 23, 2015 at 6554 Florida Blvd., Suite 212 andmust be accompanied by a Bid Guaranty Bond equal to five percent (5%) of the bid.
The term of any award made as a result of this process will be for 12months, beginning July 1, 2015 and ending June 30, 2016. This award is contingent upon receipt of funds for the purpose of providing services described herein. CAAAwill contract for one year with the option to renewannuallyfor 3 additional years. Meals served during the prior Fiscal Year of 2013-2014:- total hot meals 273,504 and frozen 326,879 for a total of 600,383.
2.0 BIDDING REQUIREMENTS
2.1 Bid prices offered by any entity seeking a contract as a result of this process must be submitted on the Bid Quotation Sheet (Attachment 1). Bid prices shall reflect the total cost of the delivered meal, for congregate and home-delivered meals, and shall specifically list costs for: raw food, labor, supplies (non-edibles) and transportation. Bid prices for meals shall be exclusive of all state/local taxes, becauseCAAA is exempt from all state and local taxes.Failure tosubmit Bid Quotation Sheet is cause for, and may result in, disqualification of the bid. Bids must be submitted in a sealedenvelope with the words “Food Service Bid” written clearly on the outside.
2.2 Bidswill be opened on March 23, 2015 at 6554 Florida Blvd., Suite 221 at1:30 p.m.. Bids received after the deadline to submit proposals will not be considered.
2.3 CAAA will award contracts and send denial letters for services by March 31, 2015.
2.4 All bids are subject to review and acceptance by CAAA Board of Directors, or its designee, and he Louisiana Governor’s Office of Elderly Affairs (GOEA).
2.5Bidevaluation will be in accordance with criteria described on the Meals Bid Evaluation Form (Attachment 2). A low bid will not necessarily be the deciding factor. CAAA the right to reject any and all bids.
2.6 Questionsor inquiries relative to submission of the bid should be referred to Dianne Flores at 225-922-2525 at CAAA.
2.7 The CAAA contract award requires approval by GOEA..
2.8 A pre-bid conference will be held Wednesday March 11, 2015 at 1:00 p.m. at CAAA office located at 6554 Florida Blvd., Suite 221, Baton Rouge, LA. 70806. Any entity desiring to submit a proposal for consideration MUST send a representative to this conference. Failure to participate in the pre-bid conference is cause for, and may result in, disqualification of the bid.
2.9 A vendor who is denied a contract to provide service has the right to request a hearing by CAAA. When all the hearing procedures atCAAAhave been exhausted, the vendor can request a hearing at the GOEA.
2.10A vendor whose services are terminated has the right to a hearing byCAAA. When the hearing procedures atCAAA have been exhausted a hearing at the GOEA can be requested.
3.0SCOPE OF ELDERLY NUTRITION PROGRAM ADMINISTERED BY CAAA
FSP shall contract for the provision of meals delivered to designated sites in Ascension, Assumption, East Feliciana, Iberville, Pointe Coupee, St. Helena, Tangipahoa, Washington, West Baton Rouge, and West Feliciana parishes. (See attachment 6). The number and /or location of designated sites could change depending on the needs of CAAA.
Approximately 1094hot meals are served 5 days per week and1308 frozen meals are served 5 &7 days per week;average number of meals served: 2,401 250 days each year.
4.0 TERMS OF CONTRACT
4.1 FSP awarded a contract as a result of this process shall be capable of implementing services within 45 daysof the date on which contract is signed but not later than July 1, 2015. Said FSP shall not subcontract any portion of the contract to another food service entity or to any other agency without prior written approval of the CAAA.
4.2 ShouldFSPfail to adhere to the terms and conditions of the contract awarded as a result of this process,CAAAmay terminate the contract by providing written notice not less than 30 days prior to anticipated termination date.
4.3 CAAAreserves the right to cancel any contract awarded as a result of this process,without notice, under the following conditions:
4.3.a Outbreak of foodborne illness traced to FSP;
4.3.bRevocation of operating permit by Department of Health; or
4.3.cFailure to maintain insurance as required by contract.
4.4 ShouldFSP desire to cancel the contract,CAAA must be notified, in writing, not less than 120days prior to anticipated cancellation date.
4.5 Should funds not be appropriated to support continuation of the contract awarded as a result of this process, the contract will be terminated. When the contract is terminated under these conditions, no additional funds will be paid to FSP as a result of such action (LA. R.S. Title 39, Sec. 1615).
4.6 No part of this agreement shall be waived or altered except by written amendment by both parties to the contract. All amendments shall be carried out in accordance with policies and procedures announced by CAAA, and shall be required whenever there is any change in the approved project period and effective date of obligation herein, or whenever there is any change is State and/or Federal funding.
4.7 During the term of a contract awarded as a result of this process, failure to meet required standards may result in sanctions imposed byCAAA or in revocation of the contract. Such deviations may include, but not be limited to:
Failure to furnish copy of inspection report from Department of Health.
Failure to correct critical violations cited in inspection report from Department of Health.
Failure to maintain project manager’s staff position as specified in SFP.
Failure to maintain safe food handling procedures and/or techniques.
Failure to submit menus for review/approval as specified in SFP.
Failure to adhere to food purchasing standards as listed in Section 13 of SFP.
5.0 DOCUMENTATION REQUIRED WITH BID
FSPwho submits bid must provide documented evidence of their ability to successfully implement and maintain the services required for the Elderly Nutrition Program administered by CAAA.
5.1All bids shall be accompanied by the following documentation:
Address and description of current food preparation site(s) and storage areas. Include a
complete description of storage (dry, cold, and freezer) and production areas. Attach a floor
plan including kitchen equipment.
5.2 Production Center shall be located within a 40 mile radius ofCAAAoffice that is at 6554 Florida Blvd, Baton Rouge, Louisiana, 70806.
5.3 A complete description of current food service and management staff. Staff must include a full-timefood service manager with a current Serve–Safe Certificate who will devote the necessary time to the execution and maintenance of this contract. Staff must have access to a registered dietitian (RD), licensed by the State of Louisiana, who is available for menu planning, HACCP, and consultationwith theCAAA LDN/RD and Nutrition Program Manager. Additionally, the LDN/RD employed by the FSP shall be available, upon request, to provide assistance with nutrition education. Include name of individual responsible for primary management of the project, credentials, and experience relative to this type of service and any relevant special training and/or certifications.
5.4GOEA recommends a sixty-day rotation cycle menufor hot meals and a separate menu for frozen meals which include the following:nutrition analyses for each daily menu including specifications for food items to be used insample cycle menu, including condiments. Include a description of current procurement procedures ensuring that products meet specifications and established quality standards.
5.5Provide nutritional analysis for sample 30day menu.
5.6 A detailed description of the HACCP program currently in place. Include specific procedures for purchasing/procurement, including receiving/storage; preparation; cooking; cooling and reheating as they pertain to:
(a) poultry and meat,
(b) soup/stews/sauces/gravies,
(c) produce
(d) salads.
5.7A description of food transporting equipment, to be used in making deliveries, including food containers and delivery vehicles, if applicable. Include number and type of vehicles. All vehicles must be equipped with either a cell phone or a 2-way radio to allow for immediate communication
the driver.
5.8 A description of the maintenance schedule and sanitation procedures /schedules for delivery vehicles.
5.9 A list of specifications for single-service (disposable) eating utensils, napkins, straws, food trays, cups/lids, sandwich bags, garbage bags, disposable gloves, food storage bags, aprons and hairnets. (For additional information, refer to Attachment 6.)
5.10Most recently audited financial statement.
5.11Provide copies of the current operating permit and the last threesanitation reports from DHH
Environmental Services. Provide a copy of all current licenses and Serve-Safe certificates.
5.12Describe past experience, which demonstrates expertise in the operation of a food service which can successfully implement and consistently sustain all of the services required by a contract entered into as a result of this process. Provide the names of at least two current customers.
5.13 Describe the procedure utilized for frozen meals, if provided. List the procedure followed at
thekitchen from preparation to transporting the frozen meals.See Attachment 10.
5.14The alternate vendor contact information for each meal site.
5.15 A description of the method which will be used to provide meals after a disaster. This descriptionshall include: where the meals will be obtained,the type of meal that will be provided, and the method of delivery of the meals.
6.0 INSURANCE REQUIREMENT
FSPawarded a contract as a result of this process shall obtain insurance to include liability, property, food preparation, worker’s compensation and bonding and professional practice as required to protect the interest of all parties of the contract entered into as a result of this process.
6.1 Insurance coverage carried by the FSP shall be not less than:
Worker's Compensation...... …………..$1,000,000 Employer’s Liability
Comprehensive (including Products)....…$1,000,000 Combined Single Unit
Automotive or other vehicle Liability …..$1,000,000 Combined Single Unit
6.2TheFSPshall provide evidence of ability to furnish Performance Bond equal to the following: estimated number of meals to be served per day x 65 days x $4.00. Performance Bond must accompany bid. Performance bond furnished shall be written by a surety or insurance company currently on the U.S. Department of Treasury Financial Management Service list of approved bonding companies which is published annually in the Federal Register, or by a Louisiana domiciled insurance company with at least an A rating in the latest printing of the A.M. Best Key Rating Guide to write individual bonds up to ten percent of policyholders’ surplus as shown in the A.M. Best Key Rating Guide or by an insurance company that is either domiciled in Louisiana or owned by Louisiana residents and is licensed to write surety bonds. The bonds will be provided toCAAA within 15 days after the contract award. It is estimated that approximately 2,401meals (hot/cold/frozen) will be served per day.
7.0 INDEMNIFICATION
FSP as an entity separate and apart fromCAAA shall assume full liability for and shall indemnify, defend and holdCAAA harmless from and against all claims, demands and causes of action of any kind or any liability whatsoever which may be incurred by the actions of FSP or any subcontractor, their employees, agents or representatives. FSP, at a minimum, will submit the following guarantees:
7.0.a HoldCAAA, its agents and employees and the State of Louisiana harmless against any liability for negligent acts or omissions byFSP.
7.0.b HoldCAAA, its agent and employees and the State of Louisiana harmless against any liability for infringement of any copyright or patent arising from performance of this contract.
7.0.cProtect CAAA and the State of Louisiana against latent defective material or workmanship and to repair or replace any damages or marring of equipment occasioned in transit. Protection shall include improper food preparation, storing and transporting of meals by FSP.
7.0.d Pay for any necessary permits, licenses and fees, and give all notices and comply with all laws, ordinances, rules and regulations of the cities and/or towns where the services are to be rendered, and to the State of Louisiana.
8.0MEAL PRICE GUARANTEE
FSP issued a contract as a result of this process will guarantee the price of the meals for the first twelve months of the contract. A request to adjust the rate per meal must be submitted by FSP to CAAAon or beforeeach March 1 for subsequent years of the contract term.
8.1 Requests for an adjustment must be accompanied by written justification to support the basis for the request. Increases in the U.S. Producer Price for Food Away From Home, or the U.S. Consumer Price Index for All Items, whichever is less, as reported in December immediately preceding the March 1 deadline, or the most recent data available will be used to evaluate requests for an increase in the price per meal.
8.2FSP shall submit invoices monthly toCAAA on or before the 15thof each month for payment of previous month. Invoices must specify the number of congregate, hot HDMs, and frozen meals, if applicable, delivered each day of the month to each site. CAAA,following verification of information and reconciliation with records submitted by each site, will process and forward payment to FSP. CAAA will deduct any and all alternate vendor bills for missing meals and/or meal components, and any and all alternate vendor expenses incurred byCAAAin replacing meals and/or meal components, and provide FSP with appropriate documentation in support of said deductions.
9.0 NUTRIENT REQUIREMENTS FOR ELDERLY NUTRITION PROGRAM
(Core requirements, all of which MUST be met)
All meals, whether congregate or home-delivered, hot, chilled or frozen, must provide a minimum of
one-third of the Recommended Dietary Allowances (RDAs) per most currently revised
recommendations for men over 51 years orAdequate Intake (AI) for men either 50 to 70 years of age
or 70+, whichever is the higher requirement as established by the Food and Nutrition Board of the
National Academy of Sciences-National Research Council. Additionally, meals shall comply with the
latest revised Dietary Guidelines for Americans published by the U.S. Department of Health and