MID-EAST AREA AGENCY ON AGING · Web viewProposal packets may be obtained at Aging Ahead’s...

Aging Ahead

REQUEST FOR BID FOR FROZEN MEAL HOME DELIVERY SERVICE

Contract Period July 1, 2018 - June 30, 2019

Aging Ahead, through this request for bid, seeks proposals for frozen meal delivery service for eligible persons sixty (60) years of age and older at designated locations within the service area for the period July 1, 2018 - June 30, 2019 with a start date of September 1, 2018. Compensation shall be paid from Title III-C1 funds of the Older Americans Act (O.A.A.). Proposal packets may be obtained at Aging Ahead’s central office beginning noon, July 9, 2018, 14535 Manchester Road, Manchester, Missouri, 63011, 636-207-0847 or by e-mail from [email protected].

I. INSTRUCTIONS FOR BID PROCESSA. DefinitionB. Staff ContactsC. Aging Ahead RightsD. Program Monitoring and Evaluation ProceduresE. Bid Review ProceduresF. Contract Award/Denial ProcedureG. Official Qualifications/Bids Close Date and TimeH. Optional ExtensionI. RFB Qualifications Submission InformationJ. Aging Ahead Service Provider Policies Manual

II. SERVICE SPECIFICATIONSA. Type of Service: Title III-C Frozen Meal Home Delivery ProgramB. Program Requirements/Meal & Delivery Specifications

1. Menu Planning Requirements2. Celebrations and Other Menu Requirements3. Food Handling and Delivery Requirements4. Food Storage Requirements5. Health and Sanitation Requirements6. Training Requirements7. Fiscal Requirements 8. Records Requirements9. Home Delivery Requirements

C. Budget Information and Cost DetailD. Quality Assurance

1. Internal Monitoring2. Insurance Coverage: Vehicle, Worker’s Compensation, and General Commercial 3. Recent Fiscal Audit/Financial Statement4. Drug-Free Work Environment Policy5. Background Check Policy6. Client Confidentiality Policy

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mailto:[email protected]

Aging Ahead RFB – Frozen Meal Home DeliveryFY 2019

E. Application Submission Summary & Checklist

III. APPLICATION FOR FUNDSAll of the required information must be submitted in order for a bid to be accepted, including the following:A. Cost Detail Information FormB. Application for Funds for Frozen Meal Home Delivery – Provider QualificationsC. Response to Specification for ServicesD. Signed assurances and other specified documentation

IV. ADDENDAA. Aging Ahead Nutrition Program Menu Plan B. Daily Meal Pattern – Food GroupsC. Nutrient Analysis TableD. Scoring Rubric

I. INSTRUCTIONS FOR BID PROCESS

A. DEFINITIONSThroughout this RFB, the following abbreviations and definitions will apply:

“FY 2019" The fiscal year beginning July 1, 2019 with contract effective September 1, 2018 and ending June 30, 2019.

“May” Means that a certain act is permissive, but not required“Should” Means that there is a strong expectation that a certain act will be

performed without a mandatory obligation to perform such an act“RFB” “Request for Bid” means those procurement documents issued by Aging

Ahead for the purchase of services as described in the document. The definition includes all attachments, exhibits, and/or amendments thereto. The RFB is one single document.

“Provider” Means the organization that responds to the “RFB” with qualifications and bids to provide the services as required in

the RFB document“Area Agency on Aging” Aging Ahead“Units” As specified in Service Specifications“Shall” Means that the performance of a certain act is a mandatory condition

and that there is no choice but perform the action exactly as described“Must” Has the same meaning as the word “Shall”“CSR” Code of State Regulations“CFR” Code of Federal Regulations“Minority Agency” A provider agency owned and/or operated by at least 51% or more

minority persons. Women are considered minority for this definition.

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“ADA” Americans with Disabilities Act

B. STAFF CONTACTSAny questions concerning the RFB should be directed to the Chief Operating Officer, at the Aging Ahead central office, 14535 Manchester Rd., Manchester, MO, 63011.

C. Aging Ahead HAS THE RIGHT TO:1. Increase or decrease the number of meals ordered daily. This number may be above

or below the anticipated daily average.2. Order delivery day-of or for next day delivery in the event of a weather-related

emergency or other disaster.3. Select or reject any bids, in whole or in part. Successful providers may be asked to

further define and/or refine their bids as part of contract negotiation.4. Make multiple awards and to determine the level of funding for each contract

awarded at Aging Ahead’s sole discretion5. Accept or reject all or a portion of the bid.6. Accept or reject any meal or portion thereof that does not meet Agency standards.

Meal cost will be adjusted accordingly.7. Monitor standards of food service.

a. Food purchasing standardsb. Portion control standardsc. Food storage and preparation standardsd. Supply storage standardse. Health, fire and safety inspectionsf. Require a demonstration meal of a typical menu, if requested.

8. Monitor standards of delivery service.a. Consistent delivery of frozen meals to each client’s residence (may be on a daily,

weekly or other timeframe as agreed upon).b. Clients and Agency are notified of delivery exceptions (this may also be achieved

through portal access).c. Quality of customer service provided by delivery driversd. Supply nutrition education materials to the provider on a quarterly basis for

delivery to the home of clients.e. Distribute Agency supplied donation envelopes for the provider to deliver to

home of clients on quarterly basis.

D. PROGRAM MONITORING AND EVALUATION PROCEDURES

1. Aging Ahead will review invoices as submitted monthly. Invoices shall be submitted to Aging Ahead by the fifth working day of each month. Provider must have capability of providing complete and accurate financial reports to assure prompt payment. Provider must have qualified staff (demonstrated through experience and training) and generally accepted accounting practices, thereby accounting for federal, non-federal, and in-kind funds.

2. Aging Ahead will conduct formal on-site assessments for providers receiving funding through Aging Ahead. A designated staff member of the provider will be required to

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participate in the assessment. A written report stating the assessment findings will be sent to the provider.

3. In addition, providers shall have in force adequate procedures for internal monitoring of compliance with service specifications.

4. Aging Ahead reserves the right to impose additional reporting, monitoring and/or evaluation requirements during the term of the contract as deemed appropriate and at the discretion of Aging Ahead.

E. BID REVIEW PROCEDURESBids will be reviewed by Aging Ahead to determine responsiveness to the RFB. The Aging Ahead Board of Directors will meet to review the responsive bids and determine the contract award(s). Each bid is evaluated according to the following criteria:

a. Provider Qualifications – 7 pointsb. Service Delivery Specifications – 51 pointsc. Budget Detail and Requirements – 26 pointsd. Quality Assurance – 16 points

F. CONTRACT AWARD/DENIAL PROCEDURE

Aging Ahead will review bids to award service contract(s) for the Title III-C Frozen Meal Home Delivery Program. Notification of contract award(s) will be issued at the earliest possible time after Aging Ahead has approved the service contract, on or before September 1, 2018.

G. OFFICIAL QUALIFICATIONS/BIDS CLOSE DATE AND TIME

All bids must be received in the Aging Ahead office at 14535 Manchester Rd., Manchester, MO, 63011, by 5:00 p.m. July 20, 2018. Any bids received by Aging Ahead after the exact close date and time will not be opened and will not be evaluated regardless of the reason and/or mitigating circumstances related to its lateness. It is the provider’s sole responsibility to ensure that his or her bid is physically received and officially clocked in as a sealed document by Aging Ahead in its offices no later than the official close date and time.

H. TERMINATION AND/OR OPTIONAL EXTENSION

Aging Ahead or the successful bidder may terminate this agreement with thirty (30) days written notification. Also, Aging Ahead reserves the right to consider extension of the contract by amendment in one (1) year increments, up to an additional two (2) years, upon receipt and approval of updated information requested by Aging Ahead each year. This may include an adjustment of the FY 2019 unit cost for any or all services. A provider would be notified one month prior to the end of the contract year of any offer of extension.

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I. RFB QUALIFICATIONS SUBMISSION INFORMATION

Special Instructions to Providers:

1. A bid submitted by a provider must: a. contain all information required by the RFB and the frozen meal delivery

specifications; b. be sealed in an envelope or container and clearly marked “Sealed RFB”; c. include an original bid plus two copies and; d. be delivered to the Aging Ahead central office, 14535 Manchester Rd,

Manchester, MO, 63011 and officially clocked in no later than 5:00 p.m. on July 20, 2018.

2. A provider’s RFB may be withdrawn by written notice received prior to the official close date and time specified. A RFB may also be withdrawn or modified in person by the provider or his authorized representative upon presentation of written confirmation of this action, and proper provider identification is presented before the official close date and time. Verbal telephone requests to withdraw or modify a RFB will not be considered.

3. A RFB which is determined to be responsive will be evaluated for possible contract award. To be responsive, the provider must comply with all RFB requirements and agree to perform the required services in accordance with the terms and conditions stated in the RFB. In making such a decision, Aging Ahead reserves the right to waive minor technicalities at its sole discretion. However, providers are cautioned not to assume that a minor technicality will be waived.

4. Aging Ahead reserves the right to officially modify or cancel a RFB after issuance up to five calendar days before the deadline for submission. Such a modification will be identified as an amendment and numbered in sequential order as issued. The provider must sign and submit any amendment, including any required documentation, no later than the official close date and time as acceptance of the conditions stated therein.

J. Aging Ahead Service Provider Policies Manual

This manual is included for the information of all providers proposing to deliver service. All providers are required to assure compliance with these policies and requirements if they are funded. By submitting this proposal, provider agrees to comply with the policies in the Aging Ahead Service Provider Policies Manual. Bidder should retain the manual. It should not be included with the sealed bid.

II. SERVICE SPECIFICATIONS

A. Type of Service: TITLE III-C FROZEN MEAL HOME DELIVERY PROGRAM

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Aging Ahead is offering food service companies an opportunity to submit bids for a III-C frozen meal home delivery program for senior citizens in the proposed areas, with the possibility of expansion to other areas:

Location Average Delivery

Approximately 250 operating daysUniversity City Senior CenterUniversity City, MO

Approx. 3,200 frozen meals delivered per month to about 200 clients

Ferguson Senior CenterFerguson, MO


Bridgeton Senior CenterBridgeton, MO


Shrewsbury Senior CenterShrewsbury, MO

Approx. 550 frozen meals delivered per month to about 30 clients

Bidders shall submit a unit price for the meals on the Cost Detail Information form. Provider may bid on meals at any or all locations. The successful bidder will adhere to all requirements listed in the “Service Specifications” section in this request for bid.

B. Program Requirements/Meal & Delivery Specifications:

1. Menu Planning Requirements for Frozen Meal Home Deliverya. Menus shall be planned in advance, using a 4- to 5-week menu cycle designed to

be repeated for a 3-month period. The menus shall be submitted to the agency for review and approval at least 1 month prior to the start of the menu cycle, using the attached NUTRITION PROGRAM MENU PLAN form or similar format.

b. Menus shall conform to the Menu Planning Guidelines as specified by the Division of Senior Services, Missouri Department of Health and Senior Services. Refer to attached DAILY MEAL PATTERN – FOOD GROUPS . Meals will provide a minimum of 1/3 of the Dietary Reference Intakes (DRI) per meal. Each meal shall include at least:

Meat or Meat Alternative (2-3 ounces cooked edible portion)Vegetables (2, ½-cup servings) Grains (2 servings)Fruit (1, ½-cup serving) Milk (8 ounces)

c. If computer-assisted nutrient analysis is used to assure the acceptable ranges of DRI nutrient values are met, the daily menu may be sufficient without including all items in the Daily Meal Pattern. See attached NUTRIENT ANALYSIS TABLE .

d. Suggestions from participants shall be solicited regarding menu choices. Menus should be reflective of ethnic, cultural, religious, or regional dietary preferences and requirements of the majority of the participants. Seasonal foods should be included and repetition of entrees must be kept to a minimum. The provider will prepare an easy to read menu calendar that will be provided with the delivery.

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e. Substitutions shall have prior approval or comply with a pre-approved list of nutritionally equivalent substitutions. Menu substitutions and changes are recorded and reported in accordance with Aging Ahead Policy and Procedure #04.107.

2. Celebrations and other menu requirementsa. Special menus may be available as requested by the Agency to acknowledge

special events (i.e. Black History Month, Volunteer Recognition, Italian Day, etc.). These special requests will not exceed one request per quarter, and will be subject to advance approval by the Agency and the provider.

b. A representative from Aging Ahead must have an opportunity to review menus and make suggestions. A representative of the provider must be available for menu questions and discussion.

3. Food Handling and Delivery Requirementsa. Foods that have not been delivered, which are usually considered safe to store

(such as fruits, vegetables, cake, breads, cookies, ice cream and fruit pies) may be retained for use while quality remains acceptable.

b. All foods shall be delivered in a vehicle suitable for delivery of food and supplies in a safe and sanitary manner assuring that proper temperatures are maintained.

c. The proper equipment must be used to maintain foods at specified temperatures while holding and/or transporting.

d. All equipment used in transporting foods shall have smooth, easily cleaned surfaces, be cleaned and sanitized daily or be disposable.

e. Frozen foods picked up at the provider’s site or delivered to the client’s home shall be at a minimum temperature of 0° F.

f. A daily record of the delivery time and temperature of the food when received shall be kept at the provider’s local office.

g. Frozen food must be delivered within 4 hours following the delivery truck departure time. This limit includes the time required for transporting meals to the home. In the event of delivery cancellations known by the Agency, the provider is to be notified by Aging Ahead not later than 6:30 a.m. Aging Ahead shall be notified of any emergency closing of the provider’s business not later than 6:30 a.m., or as soon as feasible.

h. Meals are to be budgeted, ordered, and delivered from the provider for the following holidays: New Year’s Day, Memorial Day, Independence Day, Labor Day, Thanksgiving Day, and Christmas Day. Delivery should account for these holidays, and the provider should communicate any change in a regularly scheduled delivery due to a holiday with the Agency and the client.

4. Food Storage Requirementsa. Cleaning supplies and clearly labeled pesticides must be stored in separate

locations from food products.b. Food products shall be stored at least 6 inches above the floor.c. Dry food storage must be well ventilated, away from direct sunlight and

maintained between 50° F–70° F.

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d. All refrigerated foods shall be maintained at or below 41° F. Frozen foods shall be maintained at or below 0° F.

e. Inventory of all foods shall be depleted on a first-in/first-out (FIFO) basis.f. Thermometers must be kept in refrigerators and freezers at the provider’s facility

and on delivery trucks; temperatures shall be checked and recorded daily.

5. Health and Sanitation Requirementsa. Personnel with symptoms of communicable disease or open or infected wounds

must not be permitted to handle food.b. All food handlers shall use effective hair restraints. Effective restraints are devices

that both cover and hold hair, such as hairnets, caps, hats and bandannas. Hair spray is not an acceptable hair restraint.

c. Equipment and work areas must routinely be cleaned and sanitized according to a posted written schedule, with completion verified by a supervisor.

d. Disposables shall be discarded by a locally approved sanitary method.e. If a garbage disposal is not used, waste shall be kept in leak-proof containers with

close-fitting lids and disposed of daily. Waste containers must be cleaned daily.f. Disposable towels and soap must be available at a hand wash sink in the kitchen.

Hand washing instruction/reminder signs shall be posted in rest rooms.g. Methods of insect and rodent control shall be used on a regularly scheduled basis.

6. Training Requirementsa. Aging Ahead will provide training as needed for provider to comply with these

requirements.

7. Fiscal Requirementsa. The provider shall comply with all applicable federal, state and local laws and

regulations governing the preparation and handling of food, and shall procure and keep in effect all necessary licenses/permits in a prominent place within the meal preparation area as required.

b. The provider agrees to maintain books, records and all other documents prepared (including electronic storage media) in accordance with generally accepted accounting procedures and practices, which sufficiently and properly reflect all revenues and expenditures of funds. Through this bid submission, the provider acknowledges and agrees that failure to maintain accurate accounting records may result in the suspension or termination of any future award.

c. The provider shall indemnify Aging Ahead against any loss or damage (including attorney’s fees and other cost of litigation) caused by negligent acts or omissions of provider agents or employees. The provider shall defend any suit against Aging Ahead alleging personal injury, sickness or disease arising out of the consumption of the food served at the provider. Aging Ahead shall promptly notify the provider in writing of any claims against the Provider or Aging Ahead, and in the event of a suit being filed.

d. The provider shall not advertise, promote, reproduce, or publish any report, information, data, or other documents produced in whole or part pursuant to the terms herein without the prior written consent of Aging Ahead.

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e. The provider shall not deny any services or otherwise discriminate in the delivery of services to anyone who meets the eligibility criteria as determined by Aging Ahead. Discrimination on the basis of race, color, religion, sex, age, sexual orientation, national origin, ancestry, physical or mental disability or because such person is a recipient of Federal, State, or local public assistance is prohibited.

f. The provider shall submit an updated health inspection report each time an inspection is completed by the Missouri Department of Agriculture to the Aging Ahead.

g. The provider will allow Aging Ahead to conduct field audits to evaluate adherence to program requirements.

h. The provider must submit final financial report to Aging Ahead thirty days following the contract period.

8. Records Requirementsa. Records are maintained on a server at the provider’s corporate office which has

implemented security measures to safeguard Electronic Protected Health Information (ePHI).

b. The provider agrees to maintain such records that may be necessary to comply with Federal and/or State reporting requirements.

c. The provider agrees to retain all client records (including electronic visit verification), financial records, supporting documents, statistical records, and any other documents (including electronic storage media) pertinent to this bid for a period of seven (7) years after last date of termination of any award. If an audit has been initiated and audit findings have not been resolved at the end of seven (7) years, the records shall be retained until resolution of the audit findings.

d. For the purposes of NSIP funds justification, provider shall maintain for a period of not less than seven (7) years documentation verifying the amount of United States-produced foods used in the meals produced and delivered to Agency’s clients.

e. Provider data needs to be compatible with Agency’s state required database import.

f. The provider will host an electronic portal that will store all clients served through this agreement; the electronic portal will also comply with HIPAA regulations.

g. The portal will allow for real-time updates showing meal delivery as well as information on delivery exceptions.

h. The portal will allow Agency staff to run reports reflecting deliveries made, and download or export necessary information for billing purposes.

i. The portal will allow Agency staff to submit new clients for service through the portal.

j. The portal will allow Agency staff to view number of clients, delivery requirements and any exceptions to delivery.

k. The portal will allow for Electronic Visit Verification (EVV).

9. Home Delivery Requirements

In addition to the food service specifications:

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a. Provider will provide a toll-free phone number to its Customer Care Center to handle the scheduling of deliveries and to communicate with the clients in the instance of deviations in the planned delivery schedule.

b. Provider will secure and maintain the signatures of each client confirming the individual deliveries and to make available to the Agency digital proof of delivery confirmations.

c. Provide emergency communications via the field service representative to the Agency’s staff should the field service representative discover a problem.

d. Provide immediate communications (within one hour) via the field service representative to the Agency’s staff should the field service representative be unable to make a scheduled delivery (i.e. HD recipient not answering door).

e. Provide service to new clients as soon as possible but never more than 5 working days after the Agency has provided the approval to the provider’s Customer Service Center.

f. If the scheduled delivery falls on a national holiday the provider will be required to communicate with the client and schedule a different delivery day.

g. Coordination of service review meetings with designated Agency staff approximately every 30 days to validate success of program expectations or as often as requested.

h. Maintain or have access to a sufficient fleet of vehicles to complete scheduled deliveries. This fleet must ensure quality control and compliance to temperature specifications outlined in Sections 3 and 4 above (Food Handling and Delivery and Food Storage).

i. Develop and maintain sufficient telephone answering/scheduling capability and sufficient staff or volunteers to efficiently handle calls regarding service. Calls must be taken at least five days per week (excluding holidays or days when offices are closed), a minimum of five hours per day.

j. Develop and maintain sufficient delivery capability and sufficient staff or volunteers to efficiently handle delivery of frozen meals.

k. Ensure delivery on days where there is inclement weather and/or inclement weather is predicted.

C. Budget Information

Include the cost of the following in all bids submitted:

1. Furnishing acceptable disposable ware, if applicable, such as compartment trays, and bowls, etc., as required for packaging frozen meals for home delivery (HD).

2. For purposes of this frozen meal RFB, furnishing milk and appropriate condiments for daily menu items is required. Note: Milk must be provided in one-half pint containers.

3. Reimbursement of meals is based on meals delivered rather than meals ordered. Number of meals shown is for planning purposes only.

4. Submit total unit cost of the meal on the following Cost Detail Information form. The successful bidder must submit a breakdown of meal cost which includes food cost,

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non-food costs such as cleaning supplies (as applicable), home delivered disposable paper supplies, and EVV/portal access. As indicated on the Cost Detail Information form, include the unit cost for labor, delivery/transportation, and profit margin.

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COST DETAIL INFORMATION

*LOCATION:

ITEMSCOST PER UNIT (MEAL)

Food Cost Non-food Cost

Cleaning supplies - chemicals Home Delivered Meal disposable paper supplies, if

applicable (packaging) Electronic Visit Verification/Portal access

Other Meal Cost **Total Meal CostLaborDelivery / Transportation)OverheadProfit ***

Total Cost per Unit

*** Indicate margin of profit in above cost

* Submit a Cost Detail Information sheet for each location with a different cost per unit.** Submit supporting documentation for all “other” costs

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D. Quality Assurance

Providers submitting bids must provide:1. A written description of procedures for internal monitoring of contract compliance.2. A copy of current insurance coverage for the proposed service.3. A copy of the most recent fiscal audit or year-end financial statement.4. A copy of Drug-Free Work Environment Policy. 5. A copy of background check policy for all employees with access to ePHI. 6. A copy of confidentiality policy protecting Agency clients.

E. Application Submission Summary & Checklist

Provide each of the following requirements, attaching original signed forms or copies: Sample of a monthly menu Cost Detail Information form Copy of insurance policies (vehicle, Worker’s Compensation, General Commercial) Copy of most recent fiscal audit or year-end financial statement Copy of Drug-Free work environment policy Copy of confidentiality policy protecting Agency clients Copy of background check for provider employees with access to ePHI Copy of most recent health inspection by local jurisdiction Copy of current permit of operation Application for Funds for Frozen Meal Home Delivery Response to Specification for Services Aging Ahead RFB assurances Frozen Meal Home Delivery Specification assurances

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Application for Funds for Frozen MealsProvider Qualifications

1. Type of service to be provided: Title III-C Frozen Meal Home Delivery Program

2. Legal Name of Organization:

3. Director/Owner of Organization:

4. Main office address and phone number

Address

Phone number(s)6. Satellite office (if applicable) Address

Phone number(s)8. Individual(s) responsible for

program operationNameTitlePhone number(s)

11. Person responsible for fiscal operations (if different from program operation)

NameTitlePhone number(s)

14. Legal Status of Organization: Names and addresses of current Board of Directors. For Corporations, indicate the date that your incorporation was last renewed (attach copy of current articles of incorporation to this page).

15. Brief history of provider organization, including length of time in operation

16. Description of past contracts (number and types)

17. Description of previous experience, include 3 current customers as references

18. Minority agency? Yes____ No____ A minority agency is one which is 51% owned and/or operated by Percentage of minority persons on Board of Directors:

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minority persons. Women are considered minority persons for this definition.

Percentage of minority persons on staff:

21. Background and expertise of provider organization’s personnel

22. Describe employment policies, advertising, and hiring practices (attach Affirmative Action Plan). Submit Employment Policies Manual if you have one.

23.

Briefly describe supervisory responsibilities and duties including plan for staff evaluation and documentation. Submit a copy of staff evaluation and corrective action documentation (not here if these documents are included in the Employment Policy Manual.

24.

Describe background checks and drug testing policy (note here if these documents are included in the Employment Policy Manual).

25. Describe Internal Monitoring Procedure for contractual obligations. If applicable, show time frames, staff involved and documentation used in monitoring.

26. Attach organizational chart to this page for local office (within 75 miles of Aging Ahead’s central office).

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Response to Specification for Services

Attach response to Part II of RFB. Use this page as a cover sheet and insert in sequence.

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Aging AheadRFB ASSURANCES

The undersigned provider, in submitting the foregoing bid including all attachments and required amendments, hereby makes the following expressed warranties and representation to Aging Ahead:

a. The provider believes that the provider is legally qualified to be awarded the contract to which the subject qualifications relates under all applicable State and Federal statutes and regulations;

b. The provider (through the provider’s officers or agents) has received all information necessary in order to intelligently respond to the RFB to which this application relates;

c. To the best of the knowledge and belief and based on all information in the possession of the provider at the time of these qualifications, nothing contained in either the RFB (or any exhibit thereto) or in the qualifications which are hereby made by the provider (including all exhibits thereto) violates any State or Federal statute or regulation;

d. The provider has not requested any additional information or assistance from Aging Ahead which has been denied or which has not been denied or which has not been furnished in sufficient time for the provider to submit this bid in the manner desired by the undersigned provider. Furthermore, the provider believes that the offerer possesses all information required to complete this application in the desired manner;

e. The undersigned provider understands the manner by which the provider’s qualifications will be judged and evaluated, and does not object to said method of evaluation or the method whereby any contract awarded in connection with the subject RFB will be so awarded (so long as such award conforms to the manner disclosed in the RFB);

f. The provider has read and agrees that any contract awarded in response to these qualifications will be subject to all clauses contained in the “Aging Ahead Service Provider Policies Manual” provided with the RFB;

g. The undersigned provider agrees that in the event this application is accepted by the Aging Ahead, that the provider will be bound by all pertinent State and Federal statutes and regulations and that this contract shall be deemed to include, wherever applicable, any pertinent State and Federal statute or regulation. In the event any

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contractual provision conflicts with any state or Federal statute or regulation, the pertinent provisions of said statutes or regulations shall govern;

h. The provider has read and agrees to deliver services in compliance with this Request for Bid if a contract is awarded;

i. The provider agrees to generate, expend, and report non-federal matching funds at a rate of fifteen (15) percent if a contract is awarded;

j. The provider has read and completed in full the RFB and applicable attachments and agrees to the provisions contained therein if a contract is awarded;

k. The provider has reviewed the bid and, at its____________________ meeting, authorized its submission to Aging Ahead (enter date on line above);

l. The provider has authorized ____________________________________ (name)

________________________ (title), to sign these assurances on its behalf.

m. If received, this award will be paid for in part with federal funds. If you become the contractor, you are considered to be a SUBRECIPIENT of federal assistance subject to federal audit requirements under OMB Circular A-133. A SUBRECIPIENT that expends a total of $500,000 or more in federal awards during its fiscal year is required to have a Single Audit or Program Specific audit as applicable, conducted in accordance with OMB Circular A-133. The $500,000 threshold includes federal awards from all sources plus program income (contributions). The audit shall cover the entire organization and be conducted at the expense of SUBRECIPIENT within nine months after the end of the SUBRECIPIENT’S fiscal year. A copy of the audit report package, any management letter issued by the auditor, and the corrective action plan addressing all findings and questioned costs shall be submitted to the Agency within 30 days after the SUBRECIPIENT receives the audit report, or ten months after the end of the SUBRECIPIENT’s fiscal year, whichever occurs earlier. The audit report is to segregate all funds reported on the monthly invoices to Aging Ahead and each fund type should reconcile with the respective totals reported to Aging Ahead for the SUBRECIPIENT’s fiscal year. This may be provided as a part of the audit report or may be a supplemental scheduled certified to by the author;

n. Debarment, Suspension, Ineligibility and Voluntary Exclusion – Lower Tier Covered Transaction: acknowledge that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency;

o. Lobbying and political contributions: acknowledge and certify that contractor is currently in compliance with and shall continue to comply with, Title 31 of the United States Code, as amended, as well as all other applicable federal and state laws and regulations addressing lobbying and political contributions;

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p. Reimbursements under this contract will be earned only when the services described with the RFB are provided to eligible recipients during the funding period, and the pro rata match requirement has been met (if applicable). Receipt of funds either through advancement, reimbursement or participant contributions does not constitute earning of these funds. Funds may be subject to recapture by the agency;

q. Violation or Breach of contract: all contracts other than those for small purchases are subject to administrative, contractual or legal remedies in instances where contractors violate or breach contract terms. Appropriate sanction and legal remedies will be pursued by the area agency;

r. Termination for Cause and Convenience: Contracts in excess of $10,000 may be terminated within 30 days by either party following the notice of intention to terminate unless governed by the 10-year lease requirement for build improvements. No more than the cumulative monthly pro rata share of the contract may be expended in such a case of termination of contract including the month of termination;

s. Equal Employment Opportunity: All federally funded construction contracts of contractors and services providers in excess of $10,000 will be subject to compliance with Executive Order 11246 of September 24, 1065 entitled “Equal Employment Opportunity”, as amended by Executive Order 11375 of October 13, 1967 and as supplemented by Department of Labor regulations (41 CFR Part 60);

t. Copeland “Anti-Kickback” Act: All federally funded contract and subgrants for construction or repair with comply with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented by Department of Labor regulations (29 CFR Part 5);

u. Davis-Bacon Act: All federally funded construction endeavors of service providers in excess of $2,000 will comply with the Davis-Bacon Act (40 U.S.C. 276 a to a-7) as supplemented by Department of Labor regulations (29 CFR Part 5);

v. Contract Work Hours and Safety Standards Act: All federally funded construction endeavors of service providers in excess of $2,000 and in excess of $2,500 for other contracts involving employment of mechanics or labors, will comply with Section 103 and 107 of the contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor regulations (29 CFR Part 5);

w. Patents, Copyrights and Rights in Data: Patent rights with respect to any discovery or invention and any copyrights in data which arises or are developed in the course of or under such contract will be negotiated;

x. Access to Records: Access to any books, documents, papers and records which are directly pertinent to the contract with the Area Agency will be allowed to Area Agency, Division of Aging, any federal or state grantor agency, the Comptroller General of the United States, and/or any duly authorized representatives of the

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aforementioned agencies for the purpose of making audit, examination, excerpts, and transcriptions;

y. Retention of Records: Contractors will retain all records directly pertinent to the contract with the Area Agency for a period of seven (7) years following the acceptance by the Area Agency’s audit and all other pending matters are closed. Records are to be maintained for a period of no less than seven (7) years following final payment by the area agency and all other pending matters are closed;

z. Clean Air Act/Clean Water Act/EPA Regulations: All contracts, subcontracts, and subgrants in excess of $100,000 shall comply with all applicable standards, order, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857) (h), Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR PART 15);

aa. Audit Requirements: All service providers will comply with audit requirements as set forth in the Single Audit Act of 1996 and Office of Management and Budget Circular A-133. An estimate of federal funding will be provided through the contract and will be included in the proposal, including the Catalog of Federal Domestic Assistance (CFDA) number. Program income funds collected by the service provider are included in the determination of the level of federal funding;

bb. National Aging Program Information System (NAPIS)/Aging IS forms must be completed by those services identified as home-delivered meals, adult day care, in-home services, and congregate meals. More services may be added if regulations change. Providers will be notified if changes occur;

cc. The provider will comply with the Older Americans Act, 45 CFR 1321, various OMB circulars, Code of State Regulations and other applicable regulations which may be required by the Area Agency on Aging;

dd. The provider understands that the aforementioned assurances may be subject to some modification and does not necessarily represent all assurances that may be required at the time of a possible contract award.

The provider understands that the aforementioned assurances may be subject to modification and does not necessarily represent all assurances that may be required at the time of possible contract award.

The provider attests that they have read and will abide by all aforementioned assurances.

Authorized Representative of Provider Witness

Title Title

20


Date Date

21


Aging AheadFROZEN MEAL HOME DELIVERY ASSURANCES

The undersigned provider, in submitting the foregoing bid including all required attachments, hereby agrees to comply with the service specifications as included in the following list of sections within this document:

A. Type of Service: TITLE III-C FROZEN MEAL HOME DELIVERY PROGRAMB. Program Requirements/Frozen Meal Specifications:

1. Menu Planning Requirements for Frozen Food Production Kitchens2. Celebrations and Other Menu Requirements3. Food Handling and Delivery Requirements4. Food Storage Requirements5. Health and Sanitation Requirements6. Training Requirements7. Fiscal Requirements8. Records Requirements9. Home Delivery Requirements

C. Budget InformationD. Quality AssuranceE. The provider has authorized ____________________________________ (name)

______________________________ (title), to sign these assurances on its behalf.

The provider understands that the aforementioned assurances may be subject to modification and does not necessarily represent all assurances that may be required at the time of possible contract award.

The provider attests that they have read and will abide by all aforementioned assurances.

Authorized Representative of Provider Witness

Title Title

Date Date

221

ADDENDUM AAGING AHEAD NUTRITION PROGRAM MENU PLAN Senior Center or Provider/Caterer: AAA: Menu Prepared by: Title: Date: Menu Approved by: Title: Date: Months: Year: Dates: Menu Pattern Monday Tuesday Wednesday Thursday FridayMeat or Meat Alternate

(2 – 3 ounces, cooked edible portion)

Vegetables (2 servings) One (1) serving equals ½ cup cooked vegetable OR 1 cup raw leafy vegetable

Fruit (1 half-cup serving)

Bread/Grain (2 servings)One-half should be whole grain

Oil/Fat (Optional) Margarine, gravy, condiments, etc.

Dessert (Optional)

Fortified Milk (8 oz. serving)Nonfat, lowfat

NOTE: A record of all menu changes and substitutions must be kept on file in accordance with agency policy.

ADDENDUM B DAILY MEAL PATTERN – FOOD GROUPS Grains Milk or Milk ProductsTwo (2) servings One serving of bread is a one-ounce slice of bread, ½-cup pasta or grain, or a one-ounce serving of baked grain products. Foods can be either whole grains or refined, enriched grains; one-half of servings should be whole grain products. Alternates for one serving of bread include: 1 biscuit, 2.5” diameter; 1 muffin, 2" diameter; cornbread, 2” cube; waffle, 7” diameter; tortilla, 6” diameter; ½ cup dressing or stuffing; ½ bagel; ½ large sandwich bun; 5-6 whole grain crackers; 2 graham cracker squares

One (1) serving: 1 cup or equivalentMost milk or milk products servings should be fat-free or low fat. Milk fortified with vitamins A and D should be used.Milk alternates equivalent to 1 cup measure include: 1 cup yogurt or 1 cup soymilk; 1½ cups ice milk or ice cream; 1½ ounces natural cheese; 2 ounces processed cheese; ⅓ cup shredded cheese; 2 cups cottage cheese

Optional BeveragesDrinking water should be available. Other beverages such as juices, coffee, tea, decaffeinated beverages, soft drinks, and flavored drinks, may be served.

Vegetables Oils (Optional)Two (2) servings: ½ cup or equivalentA serving of vegetable (including dried beans, peas, and lentils) is: ½ cup of raw sliced vegetable; ½ cup cooked or canned vegetable; 1 cup of fresh lettuce salad greens (leafy vegetable); ¾ cup of 100% juice

One (1) teaspoonMay be used on bread or in food preparation, including seasoned vegetables. Use fats in a liquid or soft (spreadable) form from vegetable sources such as canola, corn, cottonseed, olive, safflower, soybean, and sunflower oil. Avoid items containing trans fats.

Include the five subgroups:Dark green, orange, starchy, other vegetables, and dry beans & peas. Fresh or frozen vegetables are preferred over canned. May serve an additional vegetable instead of a fruit.

Accompaniments and Condiments Include traditional meal accompaniments such as condiments, spreads, garnishes. Examples include: mustard and/or mayonnaise with a meat sandwich, tartar sauce with fish, and salad dressing with salad. Salt substitutes shall not be provided or used in cooking.

Fruit Dessert (Optional)One (1) serving: ½ cup or equivalentA serving of fruit is 1 medium apple, banana, or pear; ½ cup of chopped, cooked, or canned fruit; ¾ cup of 100% fruit juice. Fresh, frozen, or canned fruit should be packed in juice, light syrup, or without sugar. May serve an additional fruit instead of a vegetable.

½ cup servingInclude as appropriate in the daily menus, using fruit and whole grain items, and low fat or low sugar products. A dessert containing ½-cup fruit per serving may be counted as a serving of fruit. A dessert that contains the equivalent of 1 serving grains may be counted as a grain serving.

Protein Foods – Meat and Meat Alternates NOTE:One (1) serving: two to three (2–3) ounces of cooked, edible portion of lean meat, fish, poultry, or meat alternate. Alternates for one ounce of cooked meat: 2 tablespoons peanut butter; 1 egg; 1 ounce natural cheese; ¼ cup cottage cheese; ½ cup cooked beans or peas; ½ cup tofu

A serving of food can only be counted in one food group within the same meal. For example, dried beans may be counted either as a meat alternate serving or as a vegetable serving but not both in the same meal.

To limit the sodium content of the meals, serve cured and processed meats (e.g. ham, smoked or Polish sausage, corned beef, wieners, luncheon meats, dried beef) no more frequently than once a week.

ADDENDUM C


NUTRIENT ANALYSIS TABLE

Menus that are documented as meeting the nutrient requirements through nutrient analysis software must provide at least the following values:

Nutrient Nutrient Value per MealCalories (Kcal) 716 Kcal, averaged over 1 week; no meal less than 600 Kcal Protein (grams) 15% of total calories; target value: 27 grams/meal Fat (grams) 30% of total calories; target value: 24 grams/meal Carbohydrate (grams) 55% of total calories; target value: 98.5 grams/meal Vitamin A (mcg) 300 mcg Vitamin C (mg) 30 mgVitamin B6 (mg) 0.57 mgVitamin B12 (mcg) 0.8 mcgVitamin D (mcg) 5 mcgCalcium (mg) 400 mgMagnesium (mg) 140 mgZinc (mg) 3.7 mgSodium (mg) 800 mg or less per meal; lower sodium content is desirableFiber (grams) 7 – 9 gramsPotassium (mg) 1567 mg


ADDENDUM D

REQUEST FOR PROPOSAL FOR FROZEN MEAL HOME DELIVERYAging AheadCONTRACT PERIOD JULY 1, 2018 – JUNE 30, 2019

PROPOSAL CHECKLIST

Failure to include any of the following items will result in the proposal being considered non-responsive.

Sample Menu

Cost Detail Information

____________ Application for Funds – Provider Qualifications

Accurate Budget

Quality Assurance (6 items: internal monitoring, 3 insurance policies, recent audit, drug free work place policy, background check policy, client confidentiality policy)

Electronic visit verification

Response to service specifications

Demonstration of presence of local office

Signed assurances

Affirmative Action Plan

Demonstration of ability to meet requirements of ADA


Name of Organization

Service to be Provided

Name of Reviewer

Total Score

SUMMARY

Maximum Points

Points Awarded

7 Criterion I Provider Qualifications

51 Criterion II Service Specifications

26 Criterion III Budget Detail

16 Criterion IV Quality Assurance

TOTAL POINTS AWARDED


Criterion I: Provider Qualifications7 Points Maximum Score

Points Range

Points Awarded

1. Provider demonstrates ability to delivery frozen meals to residents within service area.

YesNo

10

2. Provider maintains office within 75 miles of Agency’s central office.

YesNo

10

3. Provider offered three references. YesNo

10

4. Provider demonstrated background and expertise to fulfill terms of RFB.

YesNo

10

5. Provider is a minority agency. YesNo

10

6. Provider has sufficient number of past contracts (three to five).

YesNo

10

7. Provider has been in operation for more than five years.

YesNo

10

TOTALPlease comment on the scores in this section:


Criterion II: Specifications for Service Delivery51 Points Maximum Score

Points Range

Points Awarded

1. Plan to meet service specifications adequately (Please address the scoring of this item in your comments) 0-19

2. Menu planning requirements demonstrated 0-2

3. Demonstrated ability to account for celebrations and other menu requirements (i.e. dietary preferences/needs) 0-4

4. Food handling and delivery requirements 0-2

5. Food storage requirements 0-2

6. Health and sanitation requirements 0-2

7. Training requirements 0-2

8. Fiscal requirements 0-2

9. Records requirements 0-2

10. Home delivery requirements 0-2

11. Inclement weather policy 0-5

12. Written method for distribution of contribution envelopes 0-3

13. Staff training 0-2

14. Evaluation plan for staff 0-2

TOTAL

Please comment on the scores in this section:

Criterion III: Budget Detail26 Points Maximum Score

Points Range

Points Awarded


1. Proposed Aging Ahead Unit Cost (Requires comparison if more than one bid is submitted for this service)

Maximum points of 19 are awarded to the lowest bidder. Remaining bidders are awarded points on a sliding scale determined as follows: (can be compared to Aging Ahead direct services)

Lowest Bid 19 = Points AwardedBid Price

0-19

2. Budget Detail and Preparation (Including)

Food CostYesNo

10

Non-food Cost YesNo

10

LaborYesNo

10

Delivery/TransportationYesNo

10

OverheadYesNo

10

Profit***YesNo

10

Provider demonstrates ability to comply with all other fiscal requirements outlined in RFB (p. 9)

YesNo

10

TOTALPlease comment on the scores in this section:

Criterion IV: Quality Assurance16 Points Maximum

Points Range

Points Awarded


1. Written description of internal monitoring of contract compliance and copy of monitoring form

YesNo

10

2. Copy of current insurance policies (vehicle, Worker’s Comp, General Commercial)

All 3 required policies2 of required 3

One or none

531

3. Copy of most recent fiscal audit or year-end financial statementNo major write-ups

Maximum of one major write-upTwo or more major write-ups

620

4. Copy of Drug-Free Work Environment PolicyYesNo

10

5. Copy of Background Check Policy for employees with access to ePHI

YesNo

10

6. Copy of Confidentiality Policy protecting Agency clients Yes

No10

7. Copy of ADA policy Yes No

10

TOTAL

Please comment on the scores in this section:

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