Seneca Family of Agencies

SENECA FAMILY OF AGENCIES

INVITATION FOR BID

2018-2019 VENDED MEALS

DUE DATE: June 1, 2018

Seneca Family of Agencies (Seneca)participates in the School Breakfast Program (SBP)National School Lunch Program (NSLP)for students.

Seneca Family of Agenciesis accepting bids from qualified outside food vendorsto provide breakfast under SBP and lunchunder NSLPfor approximately 200-215students in grades Preschool-12 from August 2018 – June 2019.

SUBMISSION DUE DATE:June 1, 2018

ABOUT SENECA

We have 4 non-public school sites:

Maya Angelou Academy and Building Blocks – Oakland, CA

Servesbreakfast, lunch and snack

Catalyst Academy – El Sobrante, CA

Serves lunch and snack

James Baldwin Academy – San Leandro, CA

Serves breakfast, lunch and snack

Pathfinder Academy – Fremont, CA

Serves lunch and snack

See Appendix A for detailed school information.

SCOPE OF WORK

Senecais seeking an organization that is familiar with the following programs:

The School Breakfast Program (SBP)
The National School Lunch Program (NSLP)

The ideal food vendor will have the following qualifications:

Ability to providefresh, nutritious, tasty, and visually appealing meals
Ability to comply with all food specifications listed on page three of the IFB
Ability to provide appropriate utensilsand napkins as needed for the meals
Ability to provide consistent quality control
Ability to provide nutrition advocacy
Ability to deliver meals hot
Ability to provide responsible and responsive account manager
Previous experience working with multiple school sites
Ability to provide SBP and NSLPcompliant meals and snacks (all meals must be eligible for state and federal reimbursement)
Ability to provide SBP and NSLPmenu recordkeeping and planning necessary to receive reimbursements
Familiarity with State and Federal regulations pertaining to operations in a school setting
Comply with all state, county and city health and sanitation requirements.Seneca Family of Agenciesreserves the right to inspect Vendor’s facilities at any time during the contract period
Has valid certifications and insurance documents

Food qualifications:

No frozen foods
Provide fresh vegetable with every lunch meal
Provide fresh fruit with every lunch. No canned/frozen fruits
No hydrogenated oils
No tropical oils (coconut palm oils)
No artificial trans fats
No more than 30% of calories from total fat, and no more than 10% of calories from saturated fats
No deep fried foods
No overly processed foods
No high fructose corn syrup
No artificial preservatives, colors, flavors or sweeteners
No MSG
Foods with little or no added sugar
Meats shall be free of nitrates and nitrites
No animal by-products
No mechanically separated meats (aka “pink slime”)
Provide low-fat or non-fat milk with each lunch meal, milk shall be rBST-free
No BHA & BHT
No L-Cystine
Whole grains must be offered
Provide a daily vegetarian option and dairy-free option
Use organic and locally produced ingredients whenever possible

VENDOR RESPONSIBILITIES

The Vendor shall be responsible for the following:

Provide the necessary utensils and napkins in sufficient quantity for the number of meals ordered
Delivermeals to location(s) at times specified by Seneca
Condition or care of meals until they are delivered to the school
Provide to Senecano later than one (1) week prior to the end of each month, a monthly menu covering the meals to be served for the following month
ProvideSenecawith sack lunches for field trips when requested. All meals for field trips must meet the appropriate meal pattern requirements
Maintainthe proper temperature of the lunch and snackcomponents until they are delivered
Maintain all necessary records on the nutritional components and quantities of the meals served at Seneca non-public schoolsand making said records available for inspection by State and Federal authorities upon request

SCHOOL RESPONSIBILITIES

Seneca Family of Agencieswill be responsible for the following:

Ordering meals needed
Condition and care of meals once accepted upon delivery
Service of meals to students, implement Offer vs. Serve for all students
Maintenance of the premises, equipment and facilities where meals will be served, and will adhere to the highest standards of cleanliness and sanitary practices to ensure compliance with state and local health and sanitation requirements related to the food service program
Distribution and collection of applications, determining student eligibility, counting meals served in accordance with eligibility, consolidation of counts of meals served to students, and claiming of meals for reimbursement
Maintenance of records required to substantiate free and reduced-price meals
Payment of invoices to the vendor using net 30 terms
No payment will be made for meals that are spoiled or unwholesome at time of delivery, do not meet the specifications, or do not otherwise meet the requirement of the agreement. However, no deduction will be made unless Seneca Family of Agencies provides written notification of the meal service for which the deduction is to be made, specifying the number of meals for which we intend to deduct payment and setting forth the reasons for the deduction

BIDSPECIFICATIONS

Contract Period:

The contract period will be July 1, 2018 through June 30, 2019.

Bids must include:

Description of services including but not limited to the following:
Menu development rationale
Placing orders
Equipment needed
Nutrition advocacy
Duration and extent of experience in the operation of school meal services
Additional services
Cost per meal (and snack)
Sample 21-day cycle menu for breakfast, lunch,and snackincluding nutritional information showing compliance with federal and state meal program requirements
A copy of current health certifications for the food service facility in which it prepares meals for the NSLP
Proof of liability insurance and proposed indemnity language
Materials/supplies provided
Three(3) professional references; include name, title, phone, email and description of services provided

Seneca Family of Agencies will also request a taste test with all bidders.

SELECTION OF VENDOR

The selection of a vendor shall be based upon:

Description of services (20 points)
Menu appeal (20 points)
Taste test (20 points)
Proposed price (30 points)
Confidence in the provider (20 points)
Compliance with IFB specifications (10 points)

Seneca Family of Agenciesretains the right to terminate services if the service is unsatisfactory. Seneca Family of Agenciesreserves the right to reject all bids.

Interested vendors must submit one (1) copy of their response to this Invitation for Bid via mail (post mark not accepted) or email no later thanJune 1, 2018. Late proposals may not be considered under any circumstances.

Via Mail:

6925 Chabot Road

Oakland, CA 94618

Attention:Ashley Hagin

ViaE-mail:

Vendors are requested to submit any questions regarding the IFB in writing to Ashley Hagin at . Once bids are reviewed, food vendors may be contacted for a follow up interview and/or oral presentation.

Submissions must be valid for 60 days following the deadline.

Appendix A

School Information

School Name and Address / # Students Enrolled by Grade / % F/R
Students / Estimated #
Serving Days / Meal Times
Maya Angelou Academy & Building Blocks
3695 High St.
Oakland, CA 94619 / Pre-K: 16
K-5: 28
Max Enrollment: 46 / F: 50%
R: 2% / 218 / B: 8:45a, 9:00a
Sn: 10:00a, 10:10a, 10:15a
L: 11:30a, 11:50a, 12:00p
Catalyst Academy
1060 ManorRd.
El Sobrante, CA 94803 / K-5: 5
6-8: 10
9-12: 8
Max Enrollment: 36 / F: 70%
R: 9% / 218 / Sn: 10:00am
L: 11:40am
James Baldwin Academy
2275 Arlington Dr.
San Leandro, CA 94578 / K-5:19
6-8:19
9-12:39
Max Enrollment: 85 / F: 46%
R:1% / 218 / B: 9:00aa
Sn: 10:20a, 11:00a
L: 12:00p
Pathfinder Academy
40950 Chapel Way
Fremont, CA 94538 / 6-8:6
9-12:27
Max Enrollment: 36 / F: 61%
R:0% / 218 / Sn: 10:45a (10:35a Weds)
L: 12:25p (12:00p Weds)

Note: School calendars are attached.