Unified Caterer BidFY 2016-2019

Technical Assistance SessionsFor Caterers

Welcome!Agenda

• Welcome/ Introductions• Materials/Terms • The Aging Network • Our Meal Programs • Timeline• Clusters• Evaluation Process• Questions?

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Introductions

Spencer Harstead- Nutrition Specialist

Peer Lykke – Consultant

Paula Bartolozzi- Grants Administrator

Kim Blechschmidt- Director of Planning,

Grants & Program Development

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Disclaimer:This technical assistance session will give you a

big picture overview of the Caterer Request for Proposal process. It does NOT replace your need to read and familiarize yourself with the

documents. All materials are binding on successful applicants.

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Materials•RFP Document

http://downloads.ageoptions.org/rfp/Caterer%20RFP%202016-2019.pdf

•Caterer Application

http://ageoptions.org/gallery/wp-content/uploads/2015/05/Caterer-Application.docx

•Attachment A, Local Preferences

http://ageoptions.org/gallery/wp-content/uploads/2015/05/Attachment-A-Meal-Site-Clusters-Local-Preferences.xlsx

•Attachment B, Nutrition Standards http://downloads.ageoptions.org/rfp/Attachment%20B%20Nutrition%20Standards.pdf

•Attachment C, Menu Standards http://downloads.ageoptions.org/rfp/Attachment%20C%20Menu%20Standards.pdf

•Attachment D, Price Proposal Sheet

http://ageoptions.org/gallery/wp-content/uploads/2015/05/Attachment-D-Caterer-Price-Spreadsheet.xls

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Glossary Terms:• Fiscal Year (FY)- federal FY, October 1 – Sept 30• C1- Congregate meals are served to older adults in

group settings by site staff or volunteers.• C2 – Home delivered meals are individually packaged

and delivered to older adults who cannot attend congregate meal sites.

• Cluster – Group of provider sites that must be bid on together.

• CPI – Consumer Price Index

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The Aging NetworkT H E A G IN G S E R V IC E S N E T W O R K

A cce ssS e rv ices

C o m m u n ityS e rv ices

In -ho m eS e rv ices

In s titu t ion a lS e rv ices

N u trit ionS e rv ices

V o lun ta ryO rg an iza tio ns

L eg a lA ss ista n ce

S e n io rC e n te rs

G o vern ors & S ta te L eg is la to rs

L o ca l S e rv ice P rov id e rs

A re a A ge n cie s on A g ing

S ta te U n its o n A g ing S ta te A d v iso ry C ou n c ils

D e p artm e n t o f H ea lth a n d H um a n S e rv icesA d m in s tra tio n fo r C om m un ity L iv ing

A d m in stra tio n on A g ing

P re sid e n t C o n g re ss

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Area Agencies on Aging in Illinois

• AgeOptions = Planning and Service Area (PSA) 13 (Suburban Cook)

• 2nd Largest Population: • Over 480,000 people

over 60• 130 Municipalities

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Period of Award

• FY 2016:

October 1, 2015 - September 30, 2016

• Contracts MAY be extended for additional years.

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Congregate Dining (Title IIIC-1) • Community locations • Nutritionally balanced meals• Approved menus• Socialization• 21 sites managed by 12 providers

About our Meal Programs

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Home Delivered Meals (Title IIIC-2) • Approved menus• Daily hot meal delivery• Frozen second/weekend meals• 17 distribution points managed by 8

providers

About our Meal Programs- Continued11

Program Enhancements

• Deli Bar• Ethnic or vegetarian HDMs• Special Diet Meals• HDMs packed by caterer• HDMs delivered by the caterer

• Approximately 25 meal sites

• Grouped based on geography and site-specific needs

• Can propose to serve single or multiple clusters

Clusters11

Cluster 115

Provider Location/ Drop off Point

Cluster 1 (volume = approximately 770 meals/day)Bremen Township Oak ForestCommunity Nutrition Network Phoenix Community Nutrition Network Chicago HeightsCommunity Nutrition Network HometownCommunity Nutrition Network LemontCommunity Nutrition Network Calumet TownshipFord Heights Community Service Organization

Ford Heights

Rich Township Park ForestPLOWS Council on Aging Palos Heights

Cluster 215

Cluster 2 (volume = approximately 845 meals/day)

Catholic Charities Lunch & More Cicero

Community Nutrition Network Brookfield

Community Nutrition Network North Proviso

Community Nutrition Network Berwyn

Oak Park Township Senior Services Oak Park

To be determined Melrose Park

Pav YMCA Berwyn

Cluster 315

Cluster 3 (volume = approximately 628 meals/day)

Community Nutrition Network Schaumburg

Community Nutrition Network Franklin Park

City of Evanston Evanston (x2)

Kenneth Young Center Elk Grove Village

Palatine Township Senior Services Palatine

Senior Assistance Center Norwood

Wheeling Senior Center Wheeling

Clusters 4 and 515

Cluster 4 (volume = approximately 224 meals/day)

Stickney Township Office on Aging Stickney and Burbank

Cluster 5 (volume = approximately 26 meals/day)

Aging Care Connections LaGrange

Providers Selected4/27/15

Caterer Application Due7/1/15

Caterer Tasting Receptions7/13-24

Caterers Selected7/31/2015

Start of Fiscal Year 16!10/1/15

Caterer RFP Timeline

Letter of Intent Due

6/1/15

Provider Open Houses6/8-19

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Caterer Bid Issued

5/11/2015

Technical Assistance 5/18/2015

April May June July August September October

What To Submit

• Letter of Intent to bid via e-mail by June 1, 2015 at 4:00 PM Central Time

• Applications (Word or PDF) and Price proposal (Excel or PDF) via e-mail by July 1, 2015 at 4:00 PM

rfp@ageoptions.org

Notes on Bidding

• If bidding on multiple clusters, caterer must submit a per meal price for each individual cluster

• If proposing to serve ALL sites, the menus, packaging, and service elements will be the same for all locations.

Application

• Organization information• Cluster(s), delivery days, and meal types• Signature and date• Sec. 7 - Word Doc. Or PDF• Provide all attachments.

Application Section 7

• Who prepares and delivers food?• History, volume capacity, examples.• Freshness, preparation, temperature

control• What sets your food apart from others?

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Section 7 Cont’d

• Special requests and menu changes• Holiday/weather closures• Deli Bar• Special Diets (Ethnic, veg., low salt, renal,

etc.)• HDMs pre-packed by route?

Evaluation Process

• Step 1: Letters of Intent• Step 2: Provider Open Houses• Step 3: Proposals accepted and screened• Step 4: Caterer Open Houses • Step 5: Final Meetings

Evaluation Process• At Step 5 caterers must provide:

– Current Health and Fire inspections – Current sanitation certificate for the supervisor of

meal preparation – Three references – Written confirmation that the caterer can meet

local preferences

Open Houses

• Caterers provider: June 8th - 19th

• Providers caterer: July 13th - 24th

• AgeOptions will arrange dates/times

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Proposed Equipment Financing and Ownership

• Caterer Provides Equipment• After 4 years, ownership is given to provider• If a caterer loses a site, AO buys out

undepreciated amount.• Open to suggestions.

Resources

http://ageoptions.org/gallery/caterer-rfp/

Frequently Asked Questions- ClarificationsCheck back often- will be updated weekly

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Questions?41

Since 1974, AgeOptions has established a national reputation for meeting the needs, wants and expectations of older adults in suburban Cook County. We are recognized as a leader in developing and helping to deliver innovative community-based resources and options to the evolving, diverse communities we serve.

Thank You!We look forward to reading your

applications!

Please direct all questions during the application process toRFP@ageoptions.org