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COUNTY OF ATLANTIC DIVISION OF INTERGENERATIONAL SERVICES AREA AGENCY ON AGING REQUEST FOR A COMPETITIVE CONTRACT PROPOSAL FOR HOME DELIVERED MEAL PROGRAM FOR ATLANTIC COUNTY Contact Person: Kathy Arrington, Director Office of Budget and Purchasing (609) 343-2316 Mailing Address: Atlantic County Government Office of Budget and Purchasing 6th Floor 1333 Atlantic Avenue Atlantic City, NJ 08401
Budget & Purchasing County of Atlantic, New Jersey
PAGE LETTER Instruction to Proposers I TECHNICAL SPECIFICATIONS Purpose & Intent Rating Tool CONTRACT FORMS Insurance INS Sample Contract CT Affirmative Action A.A. FORMS Check List THESE FORMS MUST BE COMPLETED AND SIGNED OR PROOSAL WILL BE REJECTED. Proposal Form P.F. Disclosure Statement D.S. THE FOLLOWING ITEMS SHOULD ALSO BE SUBMITTED WITH PROPOSAL Non-Collusion N.C. Affirmative Action Information AAI Recycling Affidavit R-1 COUNTY OF ATLANTIC, NEW JERSEY RECEIPT OF PROPOSALS, INSTRUCTIONS TO PROPOSERS, SPECIFICATIONS AND PROPOSAL FORMS RECEIPT OF PROPOSALS Sealed Proposals will be received by the Purchasing Agent of the County of Atlantic, New Jersey, in the,3rd floor Conference Room, 1333 Atlantic Avenue, Atlantic City, NJ 08401, at the time and date as specified in the "Notice to Proposers" at which time and place the proposals shall be publicly opened and read aloud REQUEST FOR A COMPETITIVE CONTRACT PROPOSAL FOR HOME DELIVERED MEAL PROGRAM FOR ATLANTIC COUNTY INSTRUCTIONS TO PROPOSERS 1A complete original proposal and one electronic copy (pdf on CD or flash drive) of the completed proposal shall be submitted in a clearly marked sealed envelope plainly marked on the outside as follows: Name and Address of the proposer and the name of the subject of proposal. Atlantic County will not be held responsible for any erroneous pages or pages missing from this bid document if it is obtained form a source other than the Division of Budget and Purchasing or the Atlantic County Bid Portal. Atlantic County will not be held responsible if bidders (vendors) fail to receive any updates or addenda to the specification, if they haven’t contacted the Purchasing office. 2. The Disclosure Statement (Public Law 1977, Chapter 33) attached to the specifications must be filled in completely and sworn to before a Notary Public. Failure to do so shall result in automatic rejection of proposals. 3. The Non-Collusion Affidavit attached to the specifications must be filled in completely and sworn to before a Notary Public. 4. The Affidavit of Compliance on Contractor's Recycling Program attached to the specifications must be filled in completely and sworn to before a Notary Public. 5. Affirmative Action Bidders are required to comply with the requirement of Public Law 1975, Chapter 127, Affirmative Action Regulations and N.J.A.C. 17:27. 6. This Competitive Contract requires certain documents be provided to the County as required by law. Some of the documents shall REQUIRE original signatures at the time of the Vendor’s submission of its proposal to the County, while other documents shall not. Below is a list of these documents: ORIGINAL SIGNATURES REQUIRED AT THE TIME OF SUBMISSION OF THE VENDOR’S PROPOSAL. These documents shall REQUIRE ORIGINAL SIGNATURES AT THE TIME OF SUBMISSION BY THE VENDOR TO THE COUNTY. FACSIMILE, COPY OR RUBBER STAMP SIGNATURES WILL NOT BE ACCEPTED AND SHALL BE CAUSE FOR AN AUTOMATIC REJECTION OF THE PROPOSAL. Any bid price showing any erasure or alteration must be initialed by the bidder in INK. Proposal Page. ORIGINAL SIGNATURES NOT REQUIRED AT THE TIME OF SUBMISSION OF THE VENDOR’S PROPOSAL. These documents shall NOT require original signatures at the time of submission by the Vendor. However, THESE ORIGINAL DOCUMENTS WITH THE ORIGINAL SIGNATURES shall be required by the County. This requirement is explained more fully in Section C, below. Disclosure Statement; Non-Collusion Affidavit; Recycling Affidavit; Plumbing Affidavit; Subcontractor’s Affidavit; Bid bond; Consent of Surety; Employee Benefits Affidavit. ORIGINAL SIGNATURES REQUIREMENTS CLARIFICATION. In order for the County to prepare and sign a contract with the Vendor who is being recommended for the award of the contract, the County must have the original signatures on ALL of the documents listed in Sections A and B above, but at various times. The Proposal Page listed in Section A must have the original signature at the time that the Vendor submits his proposal to the County. At the time of the submission of the proposal to the County, the items listed in Section B may be copies and do not need to have the original signatures. However, the Vendor must submit the originals of all the items in Section B WITHIN FIVE (5) BUSINESS DAYS after the date of the written Notice of the Recommendation of the award by the County to the Vendor. THERE ARE NO EXCEPTIONS TO THESE RULES; FAILURE TO COMPLY WITH THESE REQUIREMENTS SHALL RESULT IN AN AUTOMATIC DISQUALIFICATION OF THE VENDOR, and the County shall have the right to award the contract to the next lowest responsible vendor. There will be no negotiation of this requirement. 7. The County is exempt from all taxes including Federal Excise Tax, Transportation Taxes, State Excise and Sales Tax, and local taxes. 8. Proposal prices are to remain firm for a period of not less than sixty (60) days to allow the County to determine the lowest that shall most economically serve the intentions of this proposal. 9. No Proposer shall be allowed to offer more than one price on each item even though he/she may feel that he/she has two or more type or styles that will meet specifications. Bidders must determine for themselves which to offer. If said bidder should submit more than one price on any item, all prices for the item shall be rejected. 10. It is understood and agreed that all prices quoted are firm and not subject to any increase during the life of the contract. Should there be any reduction in successful bidder(s) prices as submitted, vendor agrees that all deliveries made on and after such date of price reduction will be invoiced on the basis of reduced prices. 11. The County reserves the right to reject any or all proposals covered in the RFP request, or any portion(s) thereof, waive informalities, re-advertise and/or take such other actions decreed necessary and in the best interest of the County of Atlantic. 12. All proposals corrections or erasures shall be initialed by the person signing the bid or an authorized representative. 13. All proposals shall be typewritten or printed in ink on the form(s) prepared by the County. All proposals must be signed by officials of the Corporation or Company duly authorized to sign bid proposals. 14. Proposals may be submitted prior to bid date to the Division of Purchasing, 6th floor, 1333 Atlantic Avenue, Atlantic City, NJ 08401. Proposals delivered the day of the CC opening shall be delivered to the Division of Purchasing, 6th floor, if delivered before 10:30 A.M. If Proposals are delivered after 10:30 A.M., the proposer shall deliver the Proposal to the 4th floor Training Room and wait until the time of the CC opening. PROPOSERS ARE NOTIFIED THAT NO PROPOSAL WILL BE OPENED IF RECEIVED AFTER THE SPECIFIED HOUR. The County shall not be responsible for late postal or overnight delivery, nor shall postmark dates or overnight dates be considered in honoring of bids. The County shall not be responsible for bidders hand delivering bids who arrive late or to the wrong location 15. The County of Atlantic shall award all contracts to the most advantageous proposal, price and other factors considered, in accordance with the evaluation methodology established in this proposal (see page “RATING SHEET” ). Failure or inability to meet any of the requirements set forth in this proposal will be sufficient reason to disqualify proposer as non responsive. 16. The award of the contract or the rejection of the proposals shall be made within one hundred twenty (120) days of the date of receiving proposals; unless written extensions are requested by the Purchasing Agent and accepted by the proposer(s). The successful proposer(s) to whom the award is to be made shall be notified by receipt of the contract or a written "Notice to Proceed" from the County department for whom the work is being provided. 17. When award of contract is made in one fiscal year with an effective date in the next fiscal year, award shall be contingent upon the availability of appropriation of sufficient funds for that purpose for the year in which said contract takes effect. When a contract shall be awarded for a period in excess of one year, said contract shall be contingent upon the annual availability and appropriation of sufficient funds for that purpose for each year of the contract. 18. Successful bidder(s) specifically and explicitly agrees to indemnify and save and keep harmless and defend the County of Atlantic against any and all losses, cost damage, claim expense or liability whatsoever, because of accident or injury to person or property of others occurring in connection with the operations under the contract including but not limited to employees, agents, servants, contractors and subcontractors of the successful bidder, even if the losses, cost damage, claim expense, or liability stem from negligence of the County of Atlantic. 19. The proposals is irrevocable by the subscriber, or his, their or its personal or legal representatives. Said proposer and award thereunder is made to the subscriber by the County of Atlantic and shall bind the subscriber, his, their or its heirs, executors, administrators, successors or assigns. 20. Assignment to any third party of any Moines due or to grow due the contract on any contract based on this proposal is prohibited and will not be recognized by the County. 21. The contractor shall not transfer or sublet any portion of the work covered by these specifications without written consent of the County of Atlantic. 22. The parties to any County contract resulting from this proposal do hereby agree that the provisions of N.J.S.A. 10:2-1 through 10:2-4, dealing with discrimination in employment on public contracts, and the Rules and Regulations promulgated pursuant thereunto, are hereby made a part of such contract and are binding upon them. 23. A written request for the withdrawal of the proposal, or any party thereof, will be granted if the request is received by the County Purchasing Agent prior to the specified time of the proposal opening. 24. Every successful contractor shall be required to sign the standard County form contract, a copy of which attached to this proposal specification under APPENDIX . If proposer desires to make any modifications to the contract language, or if bidder has another contract form that he/she desires to sign in lieu of or in addition to the County contract form, a sample copy of the proposer's proposed contract language or form must be submitted with the proposal as a separate attachment. If no attachment is given it will be presumed that the contract documents will consist exclusively of the County's form contract. Any proposed language or form changes which in any way modifies the contractor's responsibilities as set forth in the RFP specifications will not be acceptable and will be deemed to constitute a RFP exception. 25. Safety: The Contractor hereby covenants and agrees to take, use provide and make all proper, necessary and sufficient precautions, safeguards and protections against the occurrence of happenings, accidents, injuries, damages or hurt to any person or property during the progress of the work herein covered, and be responsible for any indemnity and save harmless the County of Atlantic, its officers, agent, servants and employees from payment of all sums of money by reason of all or any such happenings, accidents, injuries, damages, hurt to person or property that may happen or occur upon or about such work, and all fines, penalties and loss incurred for or by reason of violations or any Federal, State, City or Borough ordinance or regulations while said work is in progress. 26. The successful proposer will be required to comply with all applicable provisions of the N.J. Public Employees Occupational Safety and Health Act, (N.J.A.C. 34:6A-25), when providing any materials, supplies or services as part of this contract. 27. Oral Instructions Neither the County of Atlantic or their authorized representatives will be responsible in any way for oral answers unconfirmed in writing to any inquires regarding the intent or meaning of these specifications 28. To Request a reasonable accommodation of a disability, contact the ADA coordinator at: 343-2389 (phone); 348-5551 (TTD); 345-4295 (FAX) at least five (5) business days prior to the event. 29. MULTIPLE PROPOSALS NOT ALLOWED: No proposer shall be allowed to submit more than one proposal from an individual, firm, partnership, corporation or association under the same or different name, this will be cause for automatic rejection of your proposal. 30. QUESTIONS: Questions must be directed in writing to Kathy Arrington, Director of Budget & Purchasing by fax at (609) 343-2193 . No firm intending to submit a proposal or any employee of any firm intending to submit a proposal shall contact any County employee for any reason either directly or indirectly related to this Request for Proposal for Competitive Contract. Any firm found violating this policy may be cause for disqualified from submitting a proposal. 31. NEW JERSEY BUSINESS REGISTRATION CERTIFICATE Section 1 of P.L. 2001,c.134 is amended to read as follows: An act concerning business registration for providers of goods and services to the State, State colleges and universities , county colleges, local contracting units, boards of educations, water and wastewater contractors and casinos, supplementing Title 54 of the revised Statues and amending P.L.1977,c.110. No contract shall be entered into by any contracting agency unless the contractor provides a copy of its business registration All non governmental entities SHOULD submit a copy of their Business Registration Certificate or a copy of their 501(c) designation with their proposal. Proposer must submit a copy of their NJ Business Registration or 501( c ) designation prior to award of the contract. All proposals must comply with the provisions mandated by applicable Federal Law and New Jersey Statutes. Any provision in the RFP which may be in conflict with any New Jersey statute are amended to conform to the minimum requirement of such statute. CONTRACTORS / VENDORS The successful bidder must maintain and submit to Atlantic County a list of subcontractors and their addresses that may be updated from time to time during the course of contract performance. A complete and accurate list shall be submitted before final payment is made for goods provided or services rendered or for construction of a construction project under this contract A subcontractor shall provide a copy of its business registration to any contractor who shall forward it to the County. No contract with a subcontractor shall be entered into by any contractor under any contract with Atlantic County unless the subcontractor first provides proof of valid business registration. The successful bidder as well as their subcontractors and each of their affiliates shall collect and remit to the Director of the Division of Taxation in the Department of the Treasury the use tax due Pursuant to the “Sales and Use Tax Act” P.L.1966,c.30(C.54:32B-1et seq.) On all their sales of tangible personal property delivered into the state of New Jersey. TECHNICAL SPECIFICATION Public Notice
Notice is hereby given that sealed proposals will be received by the County of Atlantic, State of New Jersey, at the 3th floor Conference Room, 1333 Atlantic Avenue, Atlantic City, NJ 08401, at the time and date as specified in the "Notice to Proposers" at which time and place the proposals shall be publicly opened and read aloud :
------------------- Proposals are being sought for services related to the above services to senior residents in Atlantic County, NJ. Funding sources for these services include Older Americans Act (Title III), funds. APPLICATION AND REVIEW PROCESS Proposal packets for the funding period commencing January 1, 2013, are available for download from te Atlantic County bid portal http://bids.aclink.org The resulting contracts for Older Americans Act (Title III), C2 Nutritional Home Delivered Meal Support Program funding will be for a one-year period commencing January 1, 2013,with two (2) one-year renewable options at the discretion of the County, subject to the availability of funds and to the continuing satisfactory performance by the provider of service. Sealed proposals must be received by 11:00 AM September 27, 2012 at which time the proposals will be opened and contents publicly announced. A proposal review panel will be chosen. The role of the proposal review panel is to provide recommendations for funding to the Atlantic County Division of Intergenerational Services Executive Director. The review panel will evaluate proposals based on the Evaluation form at the back of this R.F.P. packet. The review panel will then provide its recommendations to the Atlantic County Division of Intergenerational Services Executive Director. PROJECT OVERVIEW The Older Americans Act was originally signed into law by President Lyndon B. Johnson on July 14, 1965. Later amendments to the Act added grants to Area Agencies on Aging for local needs identification, planning, and funding of services, including but not limited to nutrition programs in the community as well as for those who are homebound; services targeted at low-income minority elders; health promotion and disease prevention activities; in-home services for frail elders and those services which protect the rights of older persons. The Atlantic County Division of Intergenerational Services was designated by the State as the Area Agency on Aging for Atlantic County. The Office serves the growing population of adults age 60 and over and their caregivers. It develops programs and partnerships to deliver essential services to senior citizens of Atlantic County. The Older Americans Act intends that the area agency on aging shall be the leader relative to all aging issues on behalf of all older persons in the planning and service area. As mandated under the Older Americans Act, the Atlantic County Division of Intergenerational Services must prepare, develop and carry out an Area Plan Contract which is submitted to and approved by the State Division of Aging and Community Services. The plan is to develop a comprehensive and coordinated system for supportive services, nutrition services and caregiver services. This plan is designed to lead to the development or enhancement of comprehensive and coordinated community based systems in, or serving, each community in the planning and service area. These systems shall be designed to assist older persons in leading independent, meaningful and dignified lives in their own homes and communities as long as possible. In order to fulfill its requirements under the Older Americans Act, the Atlantic County Division of Intergenerational Services must grant out federal and state funding to a large number of agencies to ensure a wide range of services are available for county seniors. Specific areas to be contracted for are: Home Delivered Meal Program Table of Contents Specifications Meal Route Example Delivery Meal Prep Target Populations Sub Contracting Letter of Intent to Apply & Notice of Subcontractor Needs Client Contribution Proposal Questions 1 - 23 Reporting Requirements Budget Budget Request Form Instructions Home Delivered Meal Budget Request Form Monday – Friday Justification Weekend Home Delivered Meal Request Form Saturday – Sunday Justification Proposal Form Evaluation Form Example Grant/Contract Agreement Service List and Definitions Home Delivered Meal Nutritional Services
SCOPE: The intent of these specifications is to outline the requirements of providing nutritionally adequate meals which assure, at a minimum, one-third of the Dietary Recommended Intakes (DRI) to older persons in their places of residence in various Atlantic County locations for the County of Atlantic.
This bid requests the submission of a flat per meal rate which includes preparing, packaging, transporting and delivery of EACH MEAL with MILK. The successful bidder shall prepare meals for delivery to Home Delivered Meal clients home. The successful bidder shall be responsible for delivery of Home Delivered Meals. The bidder is to base their bid on delivery to all Atlantic County Municipalities with the exception of Atlantic City. The Atlantic County Area Agency on Aging will provide the successful bidder with Home Delivered Meal client list, including all necessary demographics. SUBCONTRACT ALLOWED FOR: Caterer for meal preparation/packaging and/or transport delivery portion of the bid Average numbers of meals served and routes are best estimates, AS LISTED IN NEXT SECTION. The food service provider shall be reasonably flexible regarding the number of meals for each day. Accepted price quotations will apply to all meals served at any volume on any given day. Present Home Delivered Meals are approximately 360-380 meals per day ( Monday – Friday) 25 meals per day ( Saturday and Sunday) MEAL ROUTES LISTED MEAL ROUTES ARE FOR EXAMPLE PURPOSES ONLY AND ARE TO ASSIST YOU IN ROUTE PLANNING. SOME MUNICIPALITIES ARE LISTED IN MORE THAN ONE ROUTE.
Atlantic County Division of Aging will provide selected candidate with all demographic information pertaining to qualified approved Home Delivered Meal recipients. Payment: The Company shall mail the meal invoices and a completed County Standard Invoice to the Atlantic County Area Agency on Aging on a monthly basis. These invoices should be in the Atlantic County Area Agency on Aging's Main Office no later than 5 days after the end of the month in which the meals were served. The Company should be paid by the end of the following month after services were rendered. ADDITIONAL INFORMATION In the event that the Company fails to provide meal or meals or other food to the Atlantic County Area Agency on Aging, as agreed upon, the Atlantic County Area Agency on Aging may procure a meal or other food elsewhere, and charge to the Company twice the cost of such replacement meal or meals or other food, plus any expenses incurred by the Atlantic County Area Agency on Aging in procuring such replacement meal or meals or other food provided. Meals not delivered or delivered late shall be deducted from the billing at twice the contract rate. Atlantic County reserves the right to have access to the Company purchase records bearing upon the food purchased for the Atlantic County Area Agency on Aging, for review and audit, as necessary. Atlantic County reserves the right to approve the menus and recipes for meals and other food to be delivered so as to insure compliance with the Department of Health, Education and Welfare meal type requirements, and to withhold payments for meals not meeting the prescribed requirements. Atlantic County reserves the right to inspect at any time the Company's food preparation, packaging, and storage areas and the food containers which house prepared meals and other food to determine the adequacy of the Company's cleaning, sanitation and maintenance practices. Atlantic County reserves the right to determine the adequacy of the Company's storage and record keeping practices so as to insure the safekeeping of all food and in connection therewith to have ready access to the related food inventory control record of the Company. The Company shall comply with all Federal, State, and Local laws and regulations governing the preparing and handling of food, shall procure and keep in effect all necessary licenses, permits and food handler's cards as are required by law and shall post such licenses, permits and cards in a prominent place within the meal preparation areas, as required by law. The Company shall comply with all applicable Federal, State and Local laws and regulations pertaining to wage and hours of employment. Bidder is required to provide proof of current sanitary inspection to be submitted with their bid. If there is any change in inspection report status (ie – if they receive unsatisfactory inspection) that they must contact the County immediately. The Company shall indemnify the Atlantic County Area Agency on Aging against any loss or damage (including attorney fees and other cost of litigation) caused by the Company's negligent act or omission, theft by the Company's agents or employees. The Company shall defend any suit against the Atlantic County Area Agency on Aging alleging personal injury, sickness or disease arising out of the consumption of the meals or other foods delivered to the Atlantic County Area Agency on Aging. The Atlantic County Area Agency on Aging shall promptly notify the Company in writing of any claims against the Company or the Atlantic County Area Agency on Aging and in the event of a suit being filed, shall promptly forward to the company all papers in connection herewith. All records of the company bearing upon food purchase, storage, food preparation and transportation directly related to the meals and other food delivered under this agreement, including the records on receipt, storage and use of Government donated commodities, shall be made available to the Atlantic County Area Agency on Aging upon request. The Atlantic County Area Agency on Aging Director or Nutritionist, State Agency and the State Distributing Agency representatives and the auditors of the Department of Health, Education and Welfare and the US General Accounting Office, upon request, shall have access to all such records for audit or review at a reasonable time and place. Termination a. The Atlantic County Area Agency on Aging or the Company may at any time during the life of this agreement or any extension thereof terminate the agreement with respect to the serving of meals, by giving sixty (60) days notice in writing to the other party of its intention to do so. b. The Atlantic County Area Agency on Aging may terminate this agreement, with respect to the serving of meals and conditions herein stated if the terms and conditions thereof are not fully complied with by the Company, by giving ten (10) days notice in writing of its intention to do so. Conditions, herein referred to, which may result in the termination of the contract, are as follows: 1. Improper preparation of food 2. Poor appearance, texture, or taste of food. 3. Improper temperature of food. c. This contract is contingent upon Federal funding. Should this funding cease or should the County decide not to sponsor such a project, the Atlantic County Area Agency on Aging will give five (5) days notice in writing or termination of said contract. Delivery Delivery of the meals shall be on a daily basis, Monday through Friday. Delivery of Saturday and Sunday Weekend Meals can be delivered on Thursday or Friday. ONLY the Weekend Meals CAN BE FRESH OR FROZEN. MONDAY – FRIDAY MEALS MUST BE FRESH. Delivery MUST be between 10 am and 2 pm. Each delivered FRESH meal must have a USDA nutritional label, a use by date, and simple instructions. All meals are to be delivered in portioned compartment sealed containers/trays. Each package must have identifying information such as content, reconstitution directions, expiration date, etc The bidders are to identify on the proposal page what mode of transportation they will use for delivery. Bidder must show that adequate sanitary practices must be maintained while food is in transit. Vendors are to give a price which includes all costs, including insurance, associated with transporting the meals to the clients’ home If the vendor desires to subcontract the transport delivery portion of the bid specifications they must name the subcontractor in their bid proposal. The subcontractor must provide the required insurance. STANDARDS: Home Delivered Nutrition services must meet or exceed the following standards: Each meal must contain at least one-third of the current Dietary Recommended Intakes (DRI), Menu Preparation and Menu Components Menus for Home Delivered Nutrition programs must be certified and documented as meeting DRI standards by a qualified nutritionist. The Company shall provide meals, for approximately 380 people, which conform to 1/3 DRI and/or the Nutrient Standard Method: An Entree, fruits, vegetables, dessert, unsweetened juices and/or soup. Where applicable, little or no salt shall be used in the preparation or cooking process. The Company shall provide ½ pint container of fresh refrigerated 1% milk with each meal. 3. The Company shall supply a Nutritionist or Home Economist or Dietitian or anyone who contains a B.A. Degree in an ADA accepted food related curriculum. This person must be a paid staff member of the Company. The bidder must submit the name and resume of this individual with their bid. A sample monthly menu must be submitted with the bid. The Company shall be flexible in their management of the menu schedule. Additions, deletions, and substitutions may be periodically requested by the Atlantic County Area Agency on Aging. All changes shall conform to the existing bid structure. The menus will be a combined effort of the Atlantic County Area Agency on Aging Director, the Atlantic County Area Agency on Aging's Nutritionist, the State Nutritionist, the Company's Food Service Person and the Atlantic County Area Agency on Aging's Advisory Board. The menus shall conform to the existing bid structure. The Company shall supply the name, phone number and fax number of the dietician or nutritionist who prepares the menus. Poor appearance, texture or taste of food due to improper cooking procedure, or poor quality of food is grounds for terminating said contract. All foods used must be from approved sources; in compliance with applicable state and local laws, ordinances and regulations; clean, wholesome, free from spoilage, free from adulteration and mislabeling, and safe for human consumption. This will be in judgment of the Atlantic County Area Agency on Aging Director and the Atlantic County Area Agency on Aging's food service person. To insure compliance, meat and vegetable components will be prepared on their respective day of delivery. All other meal components must be prepared and properly stored no earlier than one day preceding their respective delivery. Meal Preparation Staff Standards Staff supervising on-site meal preparation must have at least one year of experience in food management. Head cook (s) must have at least one year of paid employment as a cook. Each home delivered meal packaging/delivery center has designated staff present during all hours of program operation and there is a trained backup person on duty when the center staff is absent. If the vendor desires to subcontract with a Caterer for the Meal Preparation portion of the bid specifications they must name the subcontractor in their bid proposal. The subcontractor must provide the required insurance. 1. a. Meal Production Kitchen: Meals must be prepared from kitchens that maintain valid health certification. An agreement with the meal production kitchen must be developed if the selected Applicant(s) does not operate a kitchen and will subcontract with caterer. b. The Food Contractor shall prepare food for bulk shipments at required temperatures so that the food will arrive at each Home Delivered Meal recipients home and be consumed at the proper Chapter 24 (N.J.A.C. 8:24) New Jersey Department of Health and Senior Services, effective January 2, 2007 mandated temperatures, at least 135 degrees for hot foods or above and 41 degrees or lower for cold food. Temperatures must be taken before food leaves the kitchen. Food Contractor is responsible for all equipment necessary in keeping the hot and cold foods at the required temperatures while in transit on the trucks from the central kitchen/caterer. c. It is mutually agreed by the Food Contractor and the County that neither party shall be held responsible to the other for any meal losses resulting from its delay or failure to perform to the extent that the said party is delayed or prevented by Federal, State, County or Municipal action, war, revolution, riot, fire, flood, Act of God, or by any cause not within the control of the party whose performance is interfered with and which by the exercise of reasonable diligence, the party is unable to prevent. 3. Accountability - The County shall be represented in its overall food service operations by the Project’s employees, including: the County Project Director and Nutritionist who shall have the right and authority as follows: a. To develop and supply the Food Contractor, prior to the beginning of operations under this agreement, specification for food which the Food Contractor is to use in the meals and other food prepared for the County. b. To inspect such food to determine compliance with the specifications and to reject food not meeting such specifications. c. To have access to the Food Contractor’s purchase records bearing upon the food purchased for the County, for review and audit, as necessary. d. To supply and approve the menus for meals and other foods to be delivered so as to insure compliance with the Department of Health and to insure that the DRI standards are met. Failure to do so will result in payments withheld for meals not meeting the prescribed requirements. e. To inspect at any time the Food Contractor's food preparation, packaging, and storage areas and the food containers which house prepared meals and other food to determine the adequacy of the Food Contractor's cleaning, sanitation and maintenance practices. f. To determine the adequacy of the Food Contractor's storage and record keeping practices so as to insure the safekeeping of all food including the food donated for the use of the County by the U.S. Department of Agriculture, and in connection therewith to have ready access to the related food inventory control record of the Food Contractor. g. The Food Contractor shall comply with all Federal, State, and Local laws and regulations governing the preparing and handling of food, shall procure and keep in effect all necessary licenses, permits and food handler's cards as are required by law and shall post such licenses, permits and cards in a prominent place within the meal preparation areas, as required by law. The Food Contractor shall comply with all applicable Federal, State and Local laws and regulations pertaining to wage and hours of employment. h. The Food Contractor shall purchase all food for the County at the lowest prices possible consistent with maintaining the quality standards prescribed by the County in accordance with Federal Guidelines. EXHIBIT B i. To the maximum extent possible, the Food Contractor shall use, in the meals and other food delivered to the County, food donated for the use of this County by the U.S. Department of Agriculture. The Food Contractor shall maintain adequate storage practices, inventory and control of such food to insure that their use is in conformance with the Project's agreement with the State Distributing Agency. The Food Contractor agrees to give the County Project Director and Nutritionist ready access to the food storage area and to the inventory control records on the purchased food and the government donated food for such inspection as the Director and Nutritionist determine is necessary. j. Since this is a fixed price contract, the Atlantic County AAA and the Food Contractor agree that an amendment to this contract adjusting the fixed price downward can be executed if the NSIP (formerly USDA) food commodities become available and are utilized by the Food Contractor on behalf of the County. Transportation for the NSIP foods will be worked out mutually by the County and the Food Contractor. The AAA will inform all selected Food Contractors through a Memorandum of Agreement attached to their formal contract with Atlantic County Division of Intergenerational Services, Area Agency on Aging. The Food Contractor and the County will mutually concur on the inventory status of the NSIP commodities if they are utilized. When this contract is terminated, the County will be given either the donated foods or the dollar value on the ending inventory, if the NSIP commodities are used. k. The Food Contractor shall indemnify the County against any loss or damage (including attorney fees and other cost of litigation) caused by the Food Contractor's negligent act or omission, theft by the Food Contractor's agents or employees. The Food Contractor shall defend any suit against the County alleging personal injury, sickness or disease arising out of the consumption of the meals or other foods delivered to the County. The County shall promptly notify the Food Contractor in writing of any claims against the Food Contractor or the County and in the event of a suit being filed, shall promptly forward to the contractor all papers in connection herewith. The County shall not incur any expense or make any settlement without the Food Contractor's consent. However, if the Food Contractor refuses or neglects to defend any such suit, the County may defend, adjust or settle and such claim and the cost of any such defense, adjustment or settlement, including reasonable attorney's fees, shall be charged to the Food Contractor. l. All records of the Food Contractor bearing upon food purchase, storage, food preparation and transportation directly related to the meals and other food delivered under this agreement, including the records on receipt, storage and use of Government donated commodities, shall be made available to the County upon request. The County Project Director or Nutritionist, State Agency and the State Distributing Agency representatives and the auditors of the Department of Health, Education and Welfare and the US General Accounting Office, upon request, shall have access to all such records for audit or review at a reasonable time and place. m. The Food Contractor shall meet with the County Project Director and site managers for review and evaluation of services, the County reserves the right to require the attendance of the Food Contractor representatives at any meeting which the County calls to resolves emergencies associated with the Food Contractor's services to the County. 4 Emergency and Special Circumstances a. The County reserves the right to cancel orders, without penalty, up to 6:00 am on the day of the scheduled delivery. Deliveries will be received and payment made for same, in situations wherein notification to vendor was not made in time to hold or recall deliveries. b. If the Food Contractor is unable to provide meals for any reasons, including holiday closures, it is the company’s responsibility to ensure an alternative arrangement is made. This alternative must meet the required nutritional and menu specifications at outlined in the Menu Preparation and Menu Components section. c. In the event that the Food Contractor fails to provide meal or meals or other food to the county, as agreed upon, the county may procure a meal or other food elsewhere, and charge to the Food Contractor the cost of such replacement meal or meals or other food, plus any expenses incurred by the projects in procuring such replacement meal or meals or other food provided. d. The Food Contractor shall provide supplies for one day's meals to be stored at their location to be used in case of an emergency. 5. Menu Preparation and Menu Components a. The Food Contractor shall provide Home Delivered Meals that comply with the current Dietary Guidelines for Americans published by the Secretary of Health and Human Services and the Secretary of Agriculture which provide to each participating older individual, a minimum of 1/3 the Dietary Reference Intake DRI as established by the Food and Nutrition Board of the National Research Council of the National Academy of Sciences. (Table 1- Appendix) Food handling must comply with NJAC 8:24-1, “Chapter 24 Sanitation in Retail Food Establishments and Food and Beverage Vending Machines”. An entree, vegetables, fruit, dessert, soups and/or unsweetened juices. Little or no salt shall be used in the cooking process. Menus, certified to meet 1/3 DRI must be submitted to the Atlantic County AAA 2 weeks prior to the execution of the contract. b. The Food Contractor shall supply a Nutritionist or Home Economist or Dietitian or anyone else who maintains a B.A. Degree in an ADA accepted food related curriculum. This person must be a paid staff member of the Company. The bidder must submit the name and resume of this individual with their bid. c. A sample monthly menu must be submitted with the bid. (Menu included for example purposes).The menu must be analyzed using a State Unit on Aging - approved computerized nutrition analysis program. All menus must be reviewed, approved and certified by a qualified nutritionist employed by the Area Agency on Aging and/or Nutrition Service Provider. The Food Contractor shall be flexible in their management of the menu schedule. Additions, deletions, and substitutions may be periodically requested by the Atlantic County Area Agency on Aging. All changes shall conform to the existing bid structure. d. Menu revisions will be adopted every 4 months. The menus will be a combined effort of the Atlantic County Area Agency on Aging County Director, the Atlantic County Area Agency on Aging’s Nutritionist, the State Nutritionist, the Food Contractor’s Food Service Person and the Atlantic County Area on Aging’s Advisory Board. The menus shall conform to the existing bid structure. The Food Contractor shall supply the name, phone number and fax number of the dietitian or nutritionist who prepares the menus. e. If the Food Contractor cannot provide any item on the menu for particular day, the Food Contractor shall contact the County in advance so that the participants can be notified. Any food items purchased by the County, when mutually agreed upon, may be credited upon proper documentation. f. Poor appearance, texture or taste of food due to improper cooking procedure, or poor quality of food is grounds for terminating said contract. All foods used must be from approved sources; in compliance with applicable state and local laws, ordinances and regulations; clean, wholesome, free from spoilage, free from adulteration and mislabeling, and safe for human consumption. This will be in judgment of the Atlantic County Area Agency on Aging Director and the Atlantic County Area Agency on Aging's food service person. To insure compliance, meat and vegetable components will be prepared on their respective day of delivery. All other meal components must be prepared and properly stored no earlier than one day preceding their respective delivery. Food Standards Food Purchased for this contract must meet the following minimum requirements Meat (dry heat cooking) - USDA Choice cut to I.M.P. specifications. Meat (moist heat cooking) - USDA Choice cut to I.M.P. specifications. Frankfurters/Knockwurst - all beef. Poultry - U.S. Grade A. No chicken or turkey roll may be used. When chicken parts are served, all meals shall contain like parts, i.e. all legs or all breasts. Eggs – Fresh pasteurized whole eggs with shells intact and no cracks or pasteurized fluid egg products only. Ground beef - USDA Standard or better, not to exceed 10% fat Fresh Fruits and Vegetables - USDA No. 1. Canned Fruits, Vegetables and Juices - USDA Grade A. Canned fruits shall be packed without added sugar. All fruit juices must be 100% pure fruit juice with the exception of vitamin-C enriched cranberry juice. Frozen Fruits, Vegetables and Juices - USDA Grade A. Dairy Products: One percent milk fortified with 400 I.U. vitamin D per quart and equivalent of 500 I.U. vitamin A. Milk should be Pasteurized Grade A Quality Standard. Cheese – USDA Grade A. No cheese substitute or imitation cheese permitted with the exception of sauces. Meal Delivery Staff Standards The contractor assures that all personnel providing HDM services shall receive initial and ongoing training. Meal Delivery Staff shall receive training to recognize major physical and emotional needs of the service recipients, including observation and recognition of signs of trouble or emergency. Staff shall have criminal background checks. All staff with convictions shall be submitted to and must be approved by the County. Any decision rejecting staff shall be at the sole discretion of the County and not subject to appeal. 2. Delivery driver arrives at door and knocks and announces his /her name prior to entering home. If no answer, the driver contacts Intergenerational Services project office for instructions. Meals are not to be left if no answer. If the client is in bed or bathroom, meal can be left in the residence. If a critical emergency situation arises while making deliveries, HDM drivers are to call emergency 911 and Intergenerational Services project office. Agencies staff in contracting with and expending Older Americans Act funds shall neither solicit nor accept gratuities, favors or anything of monetary value from HDM recipients. All staff shall be neat in appearance and wear uniforms identifying them as part of the HDM program. Menu Example--See attached New Jersey Standards for New Jersey Guide for Meal Planning
The following items are not to be used in place of fruit or vegetable requirements in any meal pattern. They may be use as an addition to a meal and use in conjunction with the US Department of Agriculture required portions. Pasta or Macaroni Products Fruit Drinks or beverages Potato Chips or Sticks Pickles, Relish or ketchup Plain gelatin MEAT & MEAT PRODUCTS All meat and meat products including meats in the manufacture of provision and sausage products, shall have been slaughtered and manufactured in plants operated under USDA inspection program and bear the appropriate seal. All meat and meat products must be sound and sanitary upon delivery. They must be free of objectionable odors or signs of deterioration. NO Preservatives, tenderizers or coloring agents may be added to any fresh meat or fresh meat product. Imported fresh or frozen meat products are prohibited for any purposes.
Butter – USDA fancy grade A 92 score Milk Products – USDA Grade A Eggs Fresh – USDA grade A Cheese- USDA grade A process type
Shall be USDA fancy grade FRESH FRUITS AND VEGETABLES Shall be USDA Fancy or No 1 for all graded fresh fruits or fresh vegetables MARGARINE Margarine shall be made from cottonseed oil or corn oil and shall be manufactured from whole or skim milk and shall contain no artificial flavoring. Oil shall be properly refined and deodorized and shall contain a minimum of 15,000 units of Vitamin A per pound as prescribed by the USDA BREAD AND ROLLS Shall be made from enriched ingredients fortified with Thiamine (vitamin B1), Riboflavin (Vitamin B) a, niacin and iron as prescribed by the USDA SALADS Shall be made of fresh vegetables or ingredients and shall be prepared daily with wholesome, high quality items processed, handled and properly stored under refrigeration (below 45 deg F) DESSERTS Shall be products that are acceptable to the elderly, palatable, attractive in appearance and nutritious CANNED FRUITS AND JUICES Canned fruits shall be USDA Grade A or better Canned juices shall be USDA fancy Grad A
Division has identified four general target population groups based on target populations outlined in the Older Americans Act. Below is a list of these four groups followed by a brief definition for each. Please note that these groups are not listed in priority order. Minority Persons aged 60+ of African American, Hispanic, Asian/Pacific Islander, American Indian or Alaskan Native, or two or more races Impoverished Persons aged 60+ with incomes at or below 100 percent of the poverty level as defined in the Federal Register by the Secretary of the Department of Health and Human Services (attached) Frail Persons aged 60+ having a physical or mental disability, including Alzheimer’s disease or a neurological or organic brain disorder of the Alzheimer’s type, that restricts the ability of an individual to perform normal daily tasks or which threatens the capacity of an individual to live independently Vulnerable Persons aged 60+ exposed to unfavorable environmental conditions, as well as persons aged 60+ with a lack of social resources which may include the following: Income levels between 100-200 percent of the poverty level Language Barriers Isolation No informal support system Not within service system
SPECIFICATIONS FOR Meal preparation, packaging and delivery to include developing of menu
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