General Questions
- The WADC packets mentions including tax in the price per meal. Does tax need to be included across the board? Or, just for the WADC? The tax should be included for all programs. The tax charge can be included on a separate line.
- Do you allow foods, that will be used for these specific meal programs, that come from (i) Secondary, (ii) Tertiary food markets, or (iii) Donated foods by the Caterer? We don’t allow foods that come from (i) Secondary, (ii) Tertiary food markets, but we would consider (iii) Donated foods by the Caterer if they have prior approval.
- Food specs state fat% should be less than 30% daily. I have the attached clarification from the state dietitian saying that we can average the fat % weekly instead of daily. Are you ok with us using this guideline from the state? We must follow the standards provided to us through the NC Division of Aging and Adult Services, and cannot make changes to the specification.
- Do you require original signatures on the RFP or will Docusign be acceptable? All bid submissions are required to be sealed and delivered or mailed to Senior Services by noon April 3. Electronic signatures on the submitted/delivered/mailed bid are acceptable.
- For all programs, who is your current vendor and what is your current rate per meal? GC Partners (Golden Corral) is our current food vendor for all three programs. We generally only make proposed meal rates available during the bid opening process every three years, and do not supply this information outside of that process. You are welcome to attend the bid opening on April 3 at noon to hear and record other bidders proposed rates for the three-year contract.
Special Note: Our intent and philosophy have always been to provide safe, quality meals to the older adults in our programs. Price of meals is an important factor, but not the sole factor we look at in awarding our meal contracts. In an especially competitive bid process, a post-bid vetting and discussion with potential vendors is likely and discussion about food procurement, processes, capacity and philosophies are things we would discuss and consider before making a final award decision.
Meals-on-Wheels Bid Packet Questions
- For the insulated bags/coolers needed, will these be provided by Senior Services or the contractor? Senior Services provides for volunteer delivery to the participant home. Caterer will provide from kitchen to Shorefair Dr.
- For the hot/cool packs, will these be provided by Senior Services or the caterer? If so, approximately how many are needed? The Caterer will provide approximately 150 cold packs and 50 hot packs.
- Pg 12 #8 & #9 mention low sodium items. How many low sodium meals are needed? How often are they ordered? #8 – On rare occasion low sodium meals will be requested, typically not more than 5 in a 12-month period. #9 Renal meals – to give you an idea of scope I can share that we currently have 10 participants on frozen renal meals (10 meals every 2 weeks) and we have 15 per day on hot.
- Is there a particular day of the week that you would like the frozen packs delivered for the Meals on Wheels Program? The frozen boxes should be delivered every Thursday or Friday.
- In addition, would you like all components for the frozen box or just the items that would be heated(compartment tray items)? All components of the meal are frozen and contained in the box.
Senior Lunch Bid Packet Questions
- Pg 20: Is a 3 compartment to go box acceptable to fulfill the requirement listed under G9? Yes
- Pg 21: Under item H, instead of a 5 compartment plate would a three compartment plate and two bowls be acceptable? No
- Pg 20: G. When it says “bulk” does this mean you do not require individually wrapped items? Cutlery package set needs to be wrapped knife, fork, spoon, and napkin
- Do straws need to be wrapped (preferred length?) Straws need to wrapped and minimum of 6”
- Will you require portable steam tables at all 4 locations, or do any already have them on site? We will require for all four sites , once we move to the new facility we will require only three of the sites.
Williams Center Bid Packet Questions
- Pg 15: Under Section I, will ware washing take place onsite or we will be responsible for ware washing offsite? The caterer will be responsible for ware washing offsite bringing clean dishes back when meal delivery happens.
- The bid packet references both pre-plated and in bulk serving. Will there always be a need for both or does this speak specifically to the changes that will happen with the new facility? This speaks to the transition to the new facility. Once we move to the new space and make the transition to bulk, we will discontinue pre-plated.
- What will the serving area look like in the new facility? Will a steam table be built in? Yes we have a 3 compartment steam table in the participant kitchen where the food will be served.
- Will every food item served always need to be chopped? Or, is this done on a case by case basis? This is done a case by case basis.
- Do you require any puree meals? Yes, on a case-by-case basis. Typically 2-3/day on average.
- Pg 5 #6 mentions therapeutic diets. What type of therapeutic diets are needed, and how many of each are needed? How often are they ordered? Currently, renal meals are the only therapeutic diet needed. Typically, 2-3 participants would require this diet.Pg 13 F2 mentions invoices should be separated.
- Could you provide more detail on how the invoices need to be separated? In general, invoices should be dated and itemized showing either the number of meals or quantity (if in bulk) of food provided. If a vendor is providing meals to more than one Senior Services program, each program should receive its own invoice.
- Pg 11 #3: What is your definition of a carton? This would refer to the container(s) in which the food is delivered.
- For the non disposable plates we are to purchase, do you have a preference between divided and undivided? We will need some divided plates for puree meals (2-3/day on average) but the majority would be non-divided plates, with an inner lip.
If you have additional questions, please email rfp-response@seniorservicesinc.org