PROPOSAL ADMINISTRATION AND ASSURANCES
1.1 Purpose
The ______County Department of Health and Human Services - Aging & Disability Resource Center (ADRC) is soliciting proposals for the preparation, packaging and delivery of 20__ Nutrition Program MONDAY THROUGH FRIDAY and/or WEEKEND meals. Meal service coordination will be conducted through the ADRC. We are requesting the most advantageous and economical option(s) that will the meet the stated Nutrition Program Meal Service Specifications.
1.2 Proposal Submission
The County of ______, will accept sealed proposals up to ______(put in time), local time, ______(day of the week), ______(date), 20__. Official time may be determined by the U.S. Official Time Clock from the internet http://www.time.gov/timezone.cgi?Central/d/-6/java. Sealed proposals are to be received at the following address: ______Purchasing Coordinator
______(Put in complete address here)
The sealed envelope containing your proposal must show the provider name and clearly marked in the lower left hand corner "Sealed Proposal – 20__ NUTRITION PROGRAM MEAL SERVICE". Any proposal or unsolicited amendments to a proposal received after the Proposal Opening date and time will not be considered. Any proposal received not properly and clearly marked, and therefore inadvertently opened, will be rejected. Proposals must be submitted on the Proposal Form, typed and signed in ink and can not be faxed. Legibility, clarity and completeness are important and essential. Proposals shall be signed by person(s) authorized to legally bind the proposal(s) and shall contain a statement that the proposal and the prices contained therein shall remain firm for a specified period. More than one proposal may be submitted.
1.3 Proposal Opening
Proposals will be publicly ______(put in time)., ______(put in day), ______(put in date), 20__ by the ______County Purchasing Coordinator. Proposal awards will be made as soon as is possible thereafter.
1.4 County Reservation
______County openly solicits the best possible value on all "Requests for Proposals". Because we are a local government, we are able to purchase directly from many of the state and federal contracts. In order to not discriminate against our local providers, we openly solicit proposals of similar pricing structure from all qualified providers. In the event that all proposals received are in excess of any existing state or federal contract that is available to ______County, we may at our discretion, reject all proposals, and purchase directly from the provider awarded the state or federal government contract. ______County reserves the right to accept or reject, any or all proposals, in whole or in part, as deemed in the best interest of the County.
a. This proposal request does not commit ______County to make an award or to pay any costs incurred in the preparation of a proposal in response to this request.
b. The proposals will become part of ______County's files without any obligation on ______County's part.
c. Provider shall not offer any gratuities, favors or anything of monetary value to any official or employee of ______County for any purpose.
d. Provider shall report to ______County any manufacturer product price reductions, model changes and product substitutions. No substitutions are allowed without prior approval from the ADRC ______County Branch Supervisor.
e. ______County has the sole discretion and reserves the right to cancel this proposal and to reject any and all proposals received prior to award, to waive any or all informalities and or irregularities, or to re-advertise with either an identical or revised specification.
f. ______County reserves the right to request clarifications for any proposal.
g. ______County reserves the right to select elements from different individual proposals and combine and consolidate them in any way deemed to be in the best interest of ______County.
1.5 Equipment Availability
All equipment proposed in the provider's response must have been formally announced for market purposes as of the closing date of this request.
1.6 Taxes
______County is exempt from payment of all federal excise and all state and local sales tax under ______(put in State and correct statute numbers) Statute Section ______. Therefore, no exemption certificate is issued or required. Such taxes shall not be added or quoted as part of this proposal. Providers may not purchase raw materials from their suppliers for the completion of this proposal using the County’s tax exemption.
1.7 Arbitration
Disputes regarding quality and quantity shall be subject to arbitration as provided in ______(put in statute location) of the ______(put in state) Statutes.
1.8 Deviations & Exceptions
Any deviations from the standard conditions of proposal or specifications or expectations taken shall be described fully and appended to the Proposal Form on the provider's letterhead over the signature of the person signing the Proposal Form. The proposal shall be accepted in strict compliance with all terms, conditions and specifications in which the provider shall be liable therefore.
1.9 Licensure and Standards Requirements
a. Provider shall assure that where state or local public jurisdiction requires licensure for the provision of service, the agency shall be licensed or shall meet the requirements for licensure.
b. Provider must agree to operate the service fully in conformance with all applicable federal, state and local standards including fire, health and safety standards as prescribed in law or regulation.
c. Provider shall comply with all requirements imposed by the ADRC concerning federal, state and local law, statistical, fiscal and other administrative requirements.
1.10 Insurance and Indemnity Requirements
Provider must at all times during the contract period maintain in force the required insurance:
Coverage Limit
Worker's Compensation Statutory
Comprehensive General Liability $500,000 BI $100,000 PD
Products Liability $500,000
Umbrella Liability $1,000,000
Auto Liability $500,000 CSL
Policies must be issued by a company or companies authorized to do business in the State of ______and licensed by the ______Insurance Commissioner. The ADRC must be given thirty (30) days advance notice of cancellation or non renewal during the service contract. Provider must indemnify the County against all losses, damages, costs or expenses that the county may sustain, incur or be required to pay by reason of the provider furnishing services required under the contract. This does not apply to liabilities, losses, charges, costs caused by or resulting from the acts or omissions of the County.
1.11 Audit Requirements
Provider receiving $25,000 or more, must submit to the ADRC a certified financial and compliance audit no later than 180 days after the completion of the provider's fiscal year. The ADRC may conduct an independent audit of the provider, if the provider fails to submit an audit report. If an independent audit is conducted by the ADRC, costs for completing such audit will be charged to the provider. Provider must adhere to the appropriate Procurement Standards:
Government Units - OMB Circular A-128
Non-Profit Agencies - OMB Circular A-133
For Profit Agencies - Generally Acceptable Auditing Standards
1.12 Criminal Background Checks
Provider shall comply with ______(put in appropriate statute) requirements of the Caregiver Background Check Law (correct name of law to match local laws). All staff having direct contact with service participants must not have committed any crimes that preclude an individual from operating a service, working with persons 60 years and older or persons with disabilities. Provider will submit evidence that Caregiver Background Checks were completed and staff sanctioned.
1.13 Confidentiality
Provider will submit evidence that provider staff received confidentiality training and that no information about, or obtained from a Nutrition Program participant and in possession of an agency providing services to such participant, shall be disclosed in a form identifiable with the participant, unless the participant provides their written consent to such disclosure.
1.14 Private Gain
Provider shall establish safeguards to prohibit staff from using their positions for a purpose that is or appears to be motivated by a desire for private gain for themselves or others particularly those with whom they have family, business or other ties.
1.15 Staff Political Activity
Provider shall comply with the provisions of the Hatch Act which limit the political activity of staff who work in federally funded services.
1.16 Fair Labor Standards Act
Provider shall comply with the minimum wage and maximum hours provisions of the Federal Fair Labor Standards Act as they apply to hospital and educational institution staff of state and local governments.
1.17 Eligibility Standards for Service Participants
Provider understands and agrees that the eligibility of participants to be served under contract will be determined by the ADRC. A participant is entitled to the right of an administrative hearing concerning eligibility and provider shall inform participants of this right.
1.18 Record Maintenance
a. Provider shall submit statistical and financial reports as required by the ADRC.
b. Provider shall maintain service records during the contract period and three (3) years thereafter.
c. Provider shall maintain records that will enable an accurate review to be made at any time of the status of service funds. This includes both the disposition of all monies received and the nature of all charges claimed against such funds.
1.19 Proposal Contents
Proposal(s) submitted must include the following contents:
· Meal Service Proposal with cost per meal and breakdown(s)
· Performance Reports and References
· Insurance Assurance from the Provider's insurance carrier
· Copy of current state/local Food Processing Establishment Inspection Report and HACCP (Hazardous Analysis Critical Control Point) Program Procedures.
· Contact Persons (titles, toll free or collect telephone and fax numbers plus email addresses if available)
· Staffing Plan
· Disposable Supply and Condiment Order Forms
· Description and/or photocopy of insulated food and meal carriers, tableware, serving utensils and other equipment required for meal service provision.
· Two (2) copies of proposed January - December 20__ formatted Menu Plans
· Entrée Mixture Breakdowns
· Soup Recipes plus Fruit and Vegetable Blend Breakdowns
· Copy of Lease Agreement or Proof of Ownership (if applicable)
· Any other pertinent information relevant to Provider performance
1.20 Proposal Withdrawal
Proposals may be withdrawn at any time prior to the time of Proposal Opening. No proposal may be withdrawn after the Proposal Opening for a period of ninety (90) days after the scheduled Proposal Opening without the consent of ______County.
1.21 Proposal Evaluation Criteria
It is the intention of the ADRC to evaluate proposals based on the following criteria:
· Meal cost (30%)
· Disposable supply, meal service equipment and dishware availability (10%)
· Staffing Plan (10%)
· Meal Service Specifications compliance (20%)
· Menu and Food variety (30%)
Providers may be requested to furnish additional information, potentially through an interview process. A request for such information is not a Proposal Acceptance guarantee.
1.22 Proposal Acceptance
Successful Provider will be notified by ______County Purchasing upon Proposal Acceptance. A written contract for requested service will be forthcoming upon notification of Proposal Acceptance.
1.23 Proposal Rejection
a. The ADRC reserves the right to reject any and all proposals. Any
proposal which is incomplete or obscure may be rejected. The ADRC reserves the right to select the proposal it deems is in the best interest of ______County persons 60 years and older and the intent of the Older Americans Act.
b. The ADRC reserves the right to reject any proposal if service funding is not authorized or for other reasons as determined by the ADRC.
1.24 Appeal Process
An aggrieved Provider who wishes to request reconsideration of proposal acceptance action shall notify the ADRC ______County Branch Supervisor within ten (10) days following receipt of the notice of adverse action. This written request shall contain the basis for the grievance.
a. The ______County Aging Advisory Committee will hear the grievance at a scheduled meeting and the grievant will be notified of the meeting date, time and place.
b. The grievant must attend the meeting to give a statement as to the basis for their grievance.
c. The ______County Aging Advisory Committee may ask questions relative to the basis for the grievance. The Committee will then vote whether to or not to reconsider.
d. The grievant will be notified of the Committee's decision within ten (10) days of the action.
e. The grievant may appeal by writing to the ______Agency on Aging.
1.25 County Contacts
All requests for further information should be directed as follows:
Meal Service Specifications
______(Put in name and title and complete address, telephone, fax and email address for person to whom requests should be addressed.)
Purchasing Policy Information
For any information or concerns about County Purchasing policy, please contact the County Purchasing Coordinator at least five (5) business days prior to the Proposal Opening date.
______(Put in name and title and complete address, telephone, fax and email address for person -- i.e., country purchasing coordinator -- to whom requests should be addressed.)
1.26 Status of Proposal
Providers will be notified of proposal status in writing.
This template is provided for reference purposes only, to assist those interested in developing forms and documents which fit the needs of their program. This is not a substitute for advice from a qualified legal, policy, regulatory or other subject matter expert. Legal requirements may vary
based on differences in state and local laws, as well as special populations served or the type of operation.
20(--)__ NUTRITION PROGRAM MEAL SERVICE SPECIFICATIONS
2.1 The ______County Department of Health and Human Services - Aging & Disability Resource Center (ADRC) will be accepting proposals for the preparation, packing and delivery of Nutrition Program MONDAY THROUGH FRIDAY and/or WEEKEND meals for persons 60 years and older. This Request For Proposal was drafted by the ADRC Supervisor and approved by the Corporation Counsel/County Purchasing Coordinator plus Aging and Long Term Support Division Manager. Meal service coordination will be conducted through the ADRC.
Nutrition Program Meal Service will not be provided on the following days:
New Year’s Day ______(put in day of the week and date)
Good Friday ______(put in day of the week and date)
Easter Sunday ______(put in day of the week and date)
Memorial Day ______(put in day of the week and date)
Independence Day ______(put in day of the week and date)
Labor Day ______(put in day of the week and date)
Thanksgiving Day ______(put in day of the week and date)