ANNOUNCEMENT ANNE ARUNDEL COUNTY, MARYLAND Annapolis, Maryland

Transcription

1 County Executive Steven R. Schuh ANNOUNCEMENT ANNE ARUNDEL COUNTY, MARYLAND Annapolis, Maryland NOTICE TO BIDDERS Specifications and Bid Responses for providing the subject items/services are available at the Anne Arundel County Purchasing Division, The Heritage Office Complex, 2660 Riva Road, Third Floor, Annapolis, Maryland, 21401, and will be received until 1:30 pm, local time, TUESDAY, JANUARY 12, 2016, at the same location after which they will be publicly opened and read in the Patuxent Room on the same floor. Bids received after the above-referenced time set for opening will be rejected and returned unopened. No recording of any kind by the public will be allowed at any pre-bid conference or bid opening. To all Bidders: Anne Arundel County Purchasing Division will no longer automatically mail complete bid packages. Instead, we encourage anyone receiving this Notice to review and download a bid package from either the County website at or A copy of the bid package may also be picked up at the above address during normal business hours. **IMPORTANT NOTICE: Addenda to solicitations often occur, sometimes within as little as 48 hours, prior to bid opening. It is the potential Bidder's responsibility to frequently visit the Purchasing Division's website to obtain Addenda once they have received a copy or downloaded a solicitation. No other notification will occur. In order to receive any addenda issued less than 48 hours prior to bid opening, all Bidders shall register for this Invitation for Bid with the County Purchasing Division by calling A Bid may be rejected if any addendum is not signed and submitted with the Bid** A Pre-Bid Conference has been scheduled for, Friday, December 18, 2015 at 9:30 a.m., local time, at Anne Arundel County Glen Burnie Complex, 7409 Baltimore Annapolis Blvd., Glen Burnie, Maryland, All Bidders are strongly encouraged to attend. This IFB will be discussed, and Bidders questions will be answered. Bidders should register for the Pre-Bid Conference at least 48 hours in advance of the meeting date and time by contacting the Buyer listed below. If no Bidders register, the meeting may be canceled without further notice to the Bidders. Note: Questions concerning this Specification and Bid Response shall be directed to Cassandra Daniels, Buyer, phone (410) , phdani22@aacounty.org. William Schull, C.P.M., CPPB Purchasing Agent December 9, 2015

2 Solicitation Check List THIS CHECKLIST IS PROVIDED FOR YOUR CONVENIENCE Bid Response shall be delivered to the County Purchasing Division no later than the date and time shown in the Solicitation. Did you visit our website at ( for any addenda? Did an authorized company representative (reference Section 1.25) sign the Bid Response Form? Did an authorized company representative sign and notarize the Affidavit form? Did you include the required signature authority documents, if required? Did you include a signed copy of the completed Vendor Information Form? If you are an entity (limited liability partnerships, corporations, limited partnerships, limited liability companies, limited liability limited partnerships, business trusts, real estate investment trust and trade name filings), is the legal name of your company listed with the State of Maryland Department of Assessments and Taxation and in good standing? You may check by going to If this Solicitation requires a Bid deposit, did you include one? Did you provide one original and one copy of your response? Is the outside of the submittal envelope marked with the Bid Number, the title, the due date, your company name, and your company address? Did you check the County's web site for any Addenda and include a signed copy of each with your Bid Response? MANDATORY REQUIREMENTS The following item(s) are MANDATORY and shall be submitted with Bid Response in order to be considered for an award. If the following item(s) is required by this Solicitation and is not submitted with the Bid Response, the Bid Response shall be considered null and void, and therefore, will be rejected. (A) County's Bid Response Form (Original) 2

3 Sealed bids or proposals addressed to the County Purchasing Agent will be received in the Office of the Purchasing Agent, Anne Arundel County, Maryland, until 1:30 p.m., local time, January 12, 2016, and will be publicly opened at 1:30 p.m., local time, on that date. SECTION ONE GENERAL INSTRUCTIONS BID SPECIFICATIONS 1.1 INSTRUCTIONS Instructions, forms, and specifications may be obtained in person from the Anne Arundel County Office of the Purchasing Agent, The Heritage Office Complex, 2660 Riva Road, Third Floor, Annapolis, Maryland, 21401, or may be downloaded from the County s website at All Bids shall be submitted in duplicate on and in accordance with forms for this purpose, which are available at the Office of the Purchasing Agent All Bids are to be submitted in a sealed envelope Each Bid shall be accompanied by a notarized affidavit (non-collusion oath/anti-bribery) executed by the Bidder or, if the Bidder is a business entity, by a duly authorized representative of the business entity. The form for this oath is provided in this IFB and can also be obtained by the Office of the Purchasing Agent Additional information or clarification of any of the instructions or information contained herein may be obtained from the Office of the Purchasing Agent. The deadline for submitting a written request for clarification of requirements is Tuesday, December 22, 2015, at 4:30 p.m., local time. The County Purchasing Agent will respond by notifying all Bidders by written addendum Any Bidder finding any discrepancy in or omission from the Specifications resulting in doubt as to their meaning, or feeling that the Specifications are discriminatory, shall notify the County Purchasing Agent in writing no later than Tuesday, December 22, 2015, at 4:30 p.m., local time. These exceptions in no way obligate the County to change its Specifications. The County Purchasing Agent will respond by notifying all Bidders by written addendum of any interpretations made of the Specifications The County shall assume no responsibility for oral communications. All official correspondence in regard to the Specifications shall be directed to and shall be issued by the County Purchasing Agent in writing To better ensure fair competition and to permit a determination of the lowest Bidder, Bid Responses may be rejected if they show any omission, irregularity, alteration of form, addition, condition, unresponsiveness, or unbalance Specifications provided are based on County needs and uses, estimated costs of operation and maintenance, and other significant or limiting factors to meet County requirements and consistent with County policies. Minimum and maximum specifications, where included, are not established arbitrarily to limit competition or to exclude competitive Bidders In the case of discrepancy between the unit price or rate and the extension of that unit price or rate, the unit price or rate shall govern. 3

4 1.2 TAXES: RESPONSIBILITY FOR PAYMENT, EXEMPTIONS, FORMS TO BE FILED, ETC The Successful Bidder is responsible for paying and, by submitting a Bid, agrees to pay all retail sales, income, real estate, sales and use, transportation, special, and any other taxes applicable to and assessable against any goods, processes, and operations incident to or related to this Invitation for Bid. The Successful Bidder is responsible for ascertaining applicable taxes and making all necessary arrangements to pay same All prices quoted shall be exclusive of any State, Federal, or other applicable taxes, including Federal Excise Tax on trucks or any other goods or accessories. 1.3 RESERVATIONS The Purchasing Agent may reject all Bids and cancel the IFB, may reject parts of all Bids, or may reject all Bids for any one or more Goods or Services if, in the Purchasing Agent s judgment, it is in the County s best interest and the public interest will be served thereby. A written record explaining the reasons for such rejection shall be maintained with the records related to the Procurement The County Purchasing Agent reserves the right to waive formalities or technicalities in Bids as the interest of the County may require The quantities appearing in this IFB are approximate only and are prepared for the canvassing of bids. Payment to the Successful Bidder will be made only for the actual quantities of goods or services provided in accordance with the resulting Contract, and it is understood that the scheduled quantities of goods or services to be furnished may be increased, decreased, or omitted without invalidating the Bid The County Purchasing Agent reserves the right to award contracts or place orders on a lump sum or individual item basis, or in such combination as shall, in his or her judgment, be in the best interest of the County The County Purchasing Agent may waive minor differences in Specifications provided these differences neither violate the Specification intent nor materially affect the operation for which goods or services are being purchased and do not increase estimated maintenance and repair costs to the County. 1.4 SUBSTITUTES When an item is designated as no substitutes, only that brand/manufacturer and stock number shall be accepted, except goods manufactured by the same manufacturer and sold under a competitive brand name For all items not designated no substitutes, the County will consider a County-approved equivalent. Equivalent items will be considered provided descriptive literature and specifications accompany the Bid. Each Bidder shall indicate on the Bid Response Form As Specified, or the equivalent manufacturer and model number. The County, in its sole discretion, will evaluate and award each item. The Bidder shall indicate clearly the goods on which it is bidding, and shall supply a sample or sufficient data enabling a meaningful comparison to be made with the particular brand or manufacturer specified. Catalog cuts and descriptive data shall be attached to the original copy of the Bid where applicable. Failure to submit the above information may be sufficient grounds for rejection of the Bid. 4

5 1.4.3 No Bidder shall be allowed to offer more than one price on each item even though the Bidder may believe that two or more types or styles will meet specifications. Bidders shall determine for themselves which to offer. If a Bidder submits more than one price on any item, all prices for that item may be rejected at the discretion of the Purchasing Agent. 1.5 MATERIAL SAFETY DATA SHEETS If goods provided to the County contain any ingredients that could be hazardous or injurious to a person s health, a Material Safety Data Sheet ( MSDS ) shall be provided to the Purchasing Agent by the Successful Bidder. This requirement also applies to any goods used by the Successful Bidder when providing a service to the County. 1.6 INSPECTION All goods delivered to and services performed for the County shall be subject to final inspection by the County and tests by the testing facilities of the County and other independent testing laboratories as may be designated by the Purchasing Agent. If the result of tests indicates that any part of the goods or services are deficient in any respect, the Purchasing Agent, in his or her absolute discretion, may reject all or any part of the goods or services provided to the County. Variances in goods and services may be waived upon approval by the Purchasing Agent, in his or her absolute discretion. 1.7 DISPUTES In cases of disputes as to whether the goods or services quoted or delivered meet Specifications, the decision of the County Purchasing Agent shall be final and binding on both parties. The County Purchasing Agent may request the recommendation in writing of the head of the County Agency using the goods or service, the Standards and Specifications Committee, or other sources. 1.8 LAW AND REGULATIONS The Successful Bidder shall comply with all applicable Federal, State, and local laws and ordinances. The Successful Bidder shall protect and indemnify Anne Arundel County, Maryland, and its agents or employees against any claim or liability arising from or based on the violation of any laws, ordinances, or regulations by the Successful Bidder and by any subcontractors, agents, or employees. 1.9 EQUAL OPPORTUNITY It is the policy of Anne Arundel County, Maryland, to ensure Equal Employment Opportunity for all persons, and to ensure that Minority and Women-Owned Business Enterprises have the maximum opportunity to participate in the performance of all County contracts for supplies and services Every Contractor doing business with the County shall agree not to discriminate in any manner against any employee or applicant for employment because of race, age, creed, color, national origin, or gender, and shall be obligated to include a similar requirement in any and all subcontracts. The Successful Bidder shall also agree to comply with all Federal, State, and local laws and Executive Orders and Regulations relating to Equal Employment Opportunity and Minority Business Enterprises. 5

6 1.10 INDEMNIFICATION Anne Arundel County, Maryland If a Contract is awarded, the Successful Bidder shall be required to indemnify, defend, and hold the County, its employees, and agents harmless from and against any and all claims, loss, liability, cost, and expenses, including attorney fees, howsoever arising or incurred, alleging personal injury, bodily injury, including death, or property damage arising out of or attributable to the Successful Bidder s performance of the Contract awarded TERMINATION PROCESS Termination for Convenience: Notwithstanding anything contained herein, the County may terminate this Agreement anytime, in whole or in part, without showing cause by providing thirty (30) days written notice to the Successful Bidder. The County shall pay all reasonable costs incurred by the Successful Bidder up to the date of termination. The Successful Bidder shall not be reimbursed for any anticipatory profits, which have not been earned to the date of termination The Successful Bidder shall be provided 30 days notice of any termination not for cause and shall only perform such work during the 30-day notice period that is authorized in writing by the County s Purchasing Agent This Agreement may be terminated by the County upon at least seven (7) days notice to the Successful Bidder in the event that: (1) the Work is permanently abandoned by the County; (2) continued Work is deemed by the County, in its sole discretion, not to be in the best interests of the County; or (3) monies are no longer available or are not appropriated to fund the Work being performed or to be performed under this Agreement Termination for Cause: Notwithstanding anything contained herein, if the Successful Bidder fails to fulfill its obligation under this Agreement properly and on time or otherwise violates any provision of this Agreement, the County may terminate this Agreement by written notice to the Successful Bidder. The notice shall specify the acts or omissions relied upon as cause for termination. All finished or unfinished goods or services provided by the Successful Bidder shall, at the County s option, become the County s property. The County shall pay the Successful Bidder fair and equitable compensation for satisfactory performance prior to receipt of notice of termination less the amount of damages caused by the Successful Bidder s breach. If the damages are more than the compensation payable to the Successful Bidder, the Successful Bidder shall remain liable after termination, and the County may take all steps necessary to collect damages OPTIONAL USE OF CONTRACT The Successful Bidder reserves the right to extend all of the terms, conditions, specifications, and unit or other prices of any contract resulting from this Bid to any and all public bodies, subdivisions, school districts, community colleges, colleges, and universities, including nonpublic schools. This is conditioned upon mutual agreement of all parties pursuant to special requirements, which may be appended thereto. The Successful Bidder agrees to notify the issuing body of those entities that wish to use any contract resulting from this IFB and shall also provide usage information, which may be requested The County assumes no authority, liability, or obligation on behalf of any other public or nonpublic entity that may use any contract resulting from this IFB. All purchases and payment 6

7 transactions shall be made directly between the Successful Bidder and the requesting entity. Any exceptions to this requirement shall be specifically noted in the Bid Response CORPORATION REGISTRATION Whenever required by law, business entities not organized under the laws of the State of Maryland shall be registered with the State Department of Assessments and Taxation, 301 W. Preston Street, Baltimore, Maryland, ( SDAT ) before doing any business in this State All Bidders that are business entities shall be and present evidence that they are in good standing with SDAT REFERENCES TO ALTERNATE TERMS Any reference which may appear on any price list or literature to any terms and conditions, such as F.O.B. Shipping Point or Prices Subject to Change shall not be part of any Contract with a Successful Bidder and shall be disregarded by the County PAYMENT TERMS Invoice(s) shall contain the following information: Purchase Order Number, Item Number, description of goods or services, quantities, unit prices, and extended totals. Payment terms, unless otherwise noted, shall be net thirty (30) days. The County is not subject to retail sales, income, real estate, sales, use, transportation, or special taxes. The final payment shall be based upon acceptance of goods or services from the Successful Bidder and a final invoice submitted by the Successful Bidder and approved by the County. To receive payment for services rendered, the Successful Bidder shall submit an invoice to: Anne Arundel County, Maryland Office of Finance P. O. Box 2700 Annapolis, MD Payment shall be made electronically via ACH Transfer. The County reserves the right to deduct the total amount of any debts owed to the County from any payments issued pursuant to any resulting agreement for this IFB ASSIGNMENT The Contract resulting from this IFB and the compensation, which may become due thereunder are not assignable except with prior written approval of the County. 7

8 1.17 AVAILABILITY OF FUNDS Anne Arundel County, Maryland The obligations of the County under any Contract awarded pursuant to this IFB are subject to the availability of funds appropriated by the County Council of Anne Arundel County, Maryland, and to receipt and availability of appropriated funds INTERPRETATION The Contract resulting from this Solicitation shall be construed under the laws of the State of Maryland INTEGRATION The IFB, the Successful Bidder s Bid, and the County s Purchase Order contain the entire understanding between the parties, and any additions or modifications hereto may only be made in writing executed by both parties hereon FAIR LABOR STANDARDS The Successful Bidder shall comply with all applicable provisions of the Federal Labor Standard Act (FLSA) and shall indemnify, defend, and hold harmless the County, its officers, employees, and agents from any and all liability, including but not limited to, wages, overtime pay, liquidated damages, penalties, court costs, and attorney s fees arising under any wage and hours law, including but not limited to, FLSA for work performed by the Successful Bidder s employees for which the County may be found jointly or solely liable CHANGES The County reserves the right to add items to this Contract at the County s sole discretion if the items meet the following criteria: The items added are, in the County s sole opinion, within the general scope of work established for this Contract and/or are ancillary to the successful completion of Work under the resulting Contract The price for each item as offered by the Successful Bidder is, in the County s sole opinion, fair and reasonable and consistent with the pricing for the balance of the resulting Contract The items added are relatively insignificant to the overall value and services under the agreement MOST FAVORED PUBLIC ENTITY The Successful Bidder agrees that the prices charged the County under this Contract do not exceed existing selling prices to its other customers for the same or substantially similar items or services for comparable quantities under similar terms and conditions. 8

9 1.23 DAMAGE TO COUNTY FACILITIES, BUILDINGS, OR GROUNDS The Successful Bidder shall repair, or cause to be repaired, at its own cost any and all damage to County facilities, buildings, grounds, equipment, vehicles, or property caused by the Successful Bidder or employees, subcontractors, or agents of the Successful Bidder. Such repairs shall be made immediately after awareness of damage, or notice by County, but in no event more than thirty (30) days after the occurrence CONDITIONS FOR PURCHASING ELSEWHERE Time is of the essence. Should the Successful Bidder fail to perform as specified, in accordance with the terms and conditions specified herein, the Purchasing Agent shall then have the right to procure goods and services in the open market or by contract, in which event the additional costs of such goods or services above the Contract price shall be charged against the Successful Bidder, and may be deducted from any funds payable or which may become payable to the Successful Bidder The Purchasing Agent may reject, at his or her sole discretion, any goods or services ordered from the Successful Bidder if they are delivered or performed subsequent to the placement of orders elsewhere SIGNATURES REQUIRED FOR LEGAL ENTITIES (FOR CONTRACTS EXCEEDING $150,000) The chart below indicates which persons are authorized by law to sign documents. If documents submitted in response to this Solicitation are signed by other persons, then the Interested Party shall provide documents establishing that the persons have the legal authority to sign on behalf of and bind the Interested Party. TYPE OF LEGAL ENTITY: Company/Corporation or Professional Service Corporation ( Inc., Co., Corp., Ltd., P.C., Chartered, Chtd., Professional Association, P.A. ) NO PROOF NEEDED IF SIGNED BY: President or Vice President IF SIGNED BY SOMEONE ELSE, ENTITY SHALL PROVIDE: By-Laws, Articles of Incorporation, or a Corporate Resolution Partnerships NO PROOF NEEDED IF SIGNED BY: Partner IF SIGNED BY SOMEONE ELSE, ENTITY SHALL PROVIDE: Statement of Partnership Authority Limited Partnerships ( L.P. ) NO PROOF NEEDED IF SIGNED BY: General Partner IF SIGNED BY SOMEONE ELSE, ENTITY SHALL PROVIDE: Certificate of Limited Partnership 9

10 Limited Liability Company / Corporation ( LLC or LC ) NO PROOF NEEDED IF SIGNED BY: President or Vice President IF SIGNED BY SOMEONE ELSE, ENTITY SHALL PROVIDE: Operating Agreement or Articles of Organization of the LLC Religious Corporations and Churches PROOF ALWAYS NEEDED ENTITY SHALL PROVIDE: By-Laws, Articles of Incorporation, or Corporate Resolution Limited Liability Partnerships and Limited Liability Limited Partnerships ( L.L.P. or LLLP ) PROOF ALWAYS NEEDED ENTITY SHALL PROVIDE: Certificate of Limited Liability Partnership and Partnership Agreement or Statement of Partnership Authority Note: this chart does not cover unincorporated associations CHANGES/ERASURES TO BID RESPONSE To be considered, all erasures, interpolations and other changes in the Bid Response shall be signed or initialed by the Bidder BIDDER S UNDERSTANDING OF THE SCOPE OF IFB AND DUE DILIGENCE By submitting a Bid in response to this IFB, the Bidder represents that it has read and understands this IFB, including any Addenda, and has familiarized itself with Federal, State, and local laws, ordinances, rules, and regulations that may affect the cost or performance under this IFB or any resulting Contract. The failure or omission of any Bidder to receive or examine any form, instrument, addenda, or other document or to acquaint itself with conditions existing at any site shall in no way relieve that Bidder from any obligations with respect to its Bid Response or to any resulting Contract BID RESPONSE MODIFICATIONS OR WITHDRAWAL A Bid Response may be modified or withdrawn by the Bidder anytime before the time and date set for the receipt of Bid Responses upon notice to the Purchasing Division in writing Modified and withdrawn Bids, clearly marked and dated, may be resubmitted to the Purchasing Division up to the time and date set for the receipt of Bid Responses No Bid Response may be unilaterally modified or withdrawn after the time set for the receipt of Bid Response and for ninety (90) calendar days thereafter ADDENDA TO IFB - CHANGE IN ISSUING ADDENDA **IMPORTANT NOTICE**: The Purchasing Division no longer provides written notification of addenda to solicitations. The Purchasing Agent will notify Bidders of any changes, additions, or deletions to the Specifications by addenda posted on the Anne Arundel County, Maryland, Purchasing Division's website. As of July 1, 2008, it is the potential Bidder's responsibility to frequently visit the Purchasing Division's website at to obtain Addenda once they have received a copy or downloaded a copy of a solicitation. No other notification will occur. In order to receive any addenda issued less than 48 hours prior to bid opening, all Bidders shall register for this IFB with the County Purchasing Division by calling A Bid may be rejected if any addendum is not signed and submitted with the Bid.** 10

11 1.30 CONTENT Anne Arundel County, Maryland The contents of the Bid Response of the Successful Bidder may become contractual obligations. Failure of the Successful Bidder to accept these obligations in a Contract may result in cancellation of the award, and the Successful Bidder may not be eligible for future solicitations CONFLICT OF INTEREST By submission of a Bid Response, Bidder agrees that it has no direct or indirect interest that would conflict in any manner or degree with performance by this IFB or any resulting contract of its services. The Bidder shall further covenant that, in the performance of any contract, the Bidder shall not employ any person or entity having any such known conflict Failure of the Bidder to provide any information requested in the IFB may result in disqualification of the Bid Response HEADINGS The words and phrases used in the heading of various sections and parts of this IFB are for convenience only and shall not affect the interpretation of any of the terms, conditions and requirements contained anywhere in the IFB IFB TEXT EMPHASIS Throughout this IFB, there may be occasional use of underlining, bolding, outsized characters or other methods of text emphasis. No remarkable difference in emphasis or relative importance of text content is intended by the use of any one method in place of another PARENT COMPANY If a Bidder is owned or controlled by a parent company, the name, main office address, and tax identification number of the parent company shall be provided in the Bid Response ASSIGNMENT AND DELEGATION Except for assignment of antitrust claim, a party to any Contract resulting from this IFB may neither assign nor delegate any portion of the Contract without the prior written consent of the other party ACCEPTANCE OF TERMS AND CONDITIONS By submitting a Bid Response to this IFB, the Successful Bidder accepts the terms and conditions set forth herein EXECUTIVE ORDER #24 Pursuant to Executive Order 24, Bidders are required to comply with all applicable laws and regulations relating to the employment of aliens. If a Bidder fails to comply with applicable laws and regulations relating to employment of aliens, such failure shall constitute a material breach of the Bidder's contractual relationship with the County and shall be grounds for termination of the contractual relationship. By submitting a Response to this IFB, the Bidder certifies that it is aware of its obligations under Executive Order 24 and that it complies with all applicable laws and regulations relating to the employment of aliens. 11

12 1.38 CONFIDENTIAL AND PROPRIETARY INFORMATION All information contained in the Bid is subject to production under the Maryland Public Information Act. Each Bidder shall be responsible for identifying all information in its Bid that it considers confidential and proprietary and not subject to release to the general public for any reason by including with its Bid a separate list entitled Confidential and Proprietary Information. The list shall identify all such information and shall include the location of such information in the Bid, including page numbers, as well as an explanation as to why each piece of information is considered to be confidential and proprietary. All information not included on the list, even if marked as confidential or proprietary, shall be considered public information and is subject to release on request under the Maryland Public Information Act Reasons given for considering information within a Bid Response confidential or proprietary shall be legally justifiable, which is within the sole discretion of the County. Indicating that a Bid Response in its entirety is confidential and proprietary is not legally justifiable, is not acceptable, and may be grounds for the County rejecting the Bid Response on the grounds that the Bid Response is not responsive Limitations to Liability: Anne Arundel County assumes no responsibility and no liability for costs incurred by Successful Bidder in responding to the IFB, including requests for additional information. The County assumes no responsibility and shall not be liable in any way for the release to the public of information that is contained in the Bid Response Contractor agrees to promptly provide any non-confidential information or materials required by the County to respond to such requests, to the extent required by law INDEPENDENT CONTRACTOR In the performance of this Agreement, the Contractor, including its employees, agents, and subcontractors, shall act solely as an independent contractor, and nothing contained in or implied by this Agreement shall be construed at any time to create any other relationship between the County and the Contractor, including employer and employee, partnership, principal and agent, or joint venturer. 12

13 SECTION TWO GENERAL SPECIFICATIONS 2.1 SCOPE Anne Arundel County, Maryland These Specifications are intended to provide meal services for Anne Arundel County Department of Aging and Disabilities Senior Nutrition Program, Congregate Housing Services Program (CHSP) and Foster Grandparent Program (FGP) meals for the elderly, as listed in Section Three and in the attached Bid Response Form All goods provided shall be the Bidder to include freshly prepared products, completely serviced by the Successful Bidder, and shall be delivered in a ready-to-eat state in all aspects to be placed in normal operating service. 2.2 PRE-BID CONFERENCE A Pre-Bid Conference has been scheduled for Friday, December 18, 2015, at 9:30 a. m., local time, in the Glen Burnie Complex (Front Building), 7409 Baltimore Annapolis Blvd., Glen Burnie, Maryland 21061, to answer questions about this IFB and the products or services to be provided hereunder. While attendance is not mandatory, all Bidders are strongly encouraged to attend. While every effort will be made to answer any questions concerning this IFB raised by potential Bidders at the Pre-Bid Conference, such answers shall be considered unofficial until affirmed in writing by the Purchasing Agent in the form of an addendum Bidders are strongly encouraged to bring any issues regarding this IFB or the equipment/services to be provided to the Pre-Bid Conference or to the attention of the County Buyer prior to the deadline as detailed in clauses and above Any modifications, additions, or deletions to the Specifications that result from this meeting shall be in the form of an addendum to be posted on the County s website Bidders should register for the Pre-Bid (Site Visit) Meeting at least 48-hours in advance of the meeting date and time by contacting the Buyer, Cassandra Daniels at (410) If no Bidders register, the meeting may be canceled without further notice to the Bidders No recording of any kind by the public will be allowed at any pre-bid conference or bid opening. 2.3 PURCHASE ORDER RELEASE Non-Exclusivity: Nothing herein is intended nor shall be construed as creating any exclusive arrangement with Contractor. This Contract shall not restrict the County from acquiring similar, equal, or like goods and/or services from other entities or sources. 2.4 TERM OF BLANKET ORDER CONTRACT This Contract shall be in effect for one (1) year beginning on or about February 1, This Contract may be renewed up to an additional four (4) one-year periods with the same terms and conditions at the sole discretion of Anne Arundel County, Maryland. After the initial term, any oneyear renewals will be subject to the availability and appropriation of County funds. 2.5 WARRANTY AND SERVICE The Successful Bidder warrants any goods furnished shall be of the highest quality, shall comply with Specifications, and shall be free from all defects in workmanship and materials for at least one (1) year. Any defective goods shall be immediately replaced free of cost to the County. 13

14 2.6 DELIVERY OF GOODS Successful Bidder shall guarantee delivery of goods to the Anne Arundel County Senior Centers and Nutrition Sites, between the hours of 9:00 a.m. and 12:00 p.m., local time, Monday through Friday, excluding County holidays. If schools open 2 hours late or are closed due to inclement weather, the Nutrition Sites will be closed. Meals shall continue to be provided for the congregate housing service providers at specified sites as delivery allows in consideration of the weather. Advance notice will be provided to the Successful Bidder as much as possible via local media notifications and communications through the County s Nutrition Office Successful Bidder shall state the number of calendar days required to deliver each item to the County following notification of an award Successful Bidder shall provide a delivery ticket for each item delivered, marked clearly date, the name of the nutrition site, number of meals and foods provided, goods delivered, and the type of the meal All items shall be delivered F.O.B. destination and delivery costs and charges shall be included in the Bid Response. Unit prices quoted shall include delivery, all charges prepaid, and shall be exclusive of all taxes. No transportation, shipping, or handling charges shall be added to the invoice The County Purchasing Agent reserves the right to charge the Successful Bidder fifty dollars ($50.00) per working day for each day the goods or services are not delivered in accordance with the delivery schedule. The per-diem charge may be invoked at the discretion of the County Purchasing Agent, shall be considered liquidated damages, and shall be deducted from the Bid Deposit or final payment, or charged back to the Successful Bidder. 2.7 PROCUREMENT CARD The County retains the option to use the County procurement card for the purchase of supplies or services listed in the Contract in lieu of issuing a purchase order. No procurement card transaction shall take place without the authorization of the cardholder and shall not exceed the limit placed on the cardholder s procurement card. The Successful Bidder may receive orders by phone, facsimile, or other forms of notification from authorized County employees. The Successful Bidder may process a payment in the credit card network ONLY upon shipment of supplies or performance of the services ordered by the County agency. For partial shipments or performance, the Successful Bidder may process a payment only for the amount shipped or completed and NOT for the entire amount ordered by the County agency. Upon shipment or completion of the remaining order, the Successful Bidder may process a payment request to the credit card network for the remainder of the order. The Successful Bidder may not charge the County for any fees related to the use of a procurement card For all transactions, the Successful Bidder shall have a valid W-9 form on file with the Anne Arundel County, Maryland, Office of Finance. 2.8 REGULAR DEALER Quotes shall be considered only from Bidders that qualify as a regular dealer. A regular dealer means a person or entity that owns, operates, or maintains a store, warehouse, or other establishment in which the goods required for the performance of the contract are bought, kept in stock, and regularly sold to the public in the usual course of business. To be a regular dealer, the Bidder shall engage in, as its principal business and in its own name, the purchase and sale of the goods that are the subject of this IFB. 14

15 2.9 BID DEPOSIT There is no bid deposit for this IFB AWARD OF CONTRACT Anne Arundel County, Maryland The County Purchasing Agent shall award all Contracts to the lowest responsible, responsive Bidder, as determined by the County Purchasing Agent, not earlier than seven (7) days after the public opening of bids. The decision of the Purchasing Agent is final Any other considerations for the award shall be stated in the Specifications and Bid Response Anne Arundel County, Maryland, reserves the right to accept or reject any bid and to procure no or any quantity of goods or services that are the subject of this IFB, as deemed in its best interest of the County by the Purchasing Agent. After all other proper evaluation, an award shall be made on an individual item basis, or may be awarded on an aggregate item basis if an additional discount is offered for an aggregate award to the lowest responsive, responsible Bidder meeting or exceeding the requirements of this IFB LITERATURE AND SAMPLES If requested, the Bidder shall provide three (3) copies of complete, current, and up-to-date manufacturer-published descriptive literature and specifications for the proposed goods within five (5) days of the request, giving full details as to type of goods to be furnished under a Contract Samples, when requested by the County, shall be delivered to the Purchasing Division, Heritage Office Complex, 2660 Riva Road, 3 rd Floor, Annapolis, Maryland, 21401, within five (5) days of the request, unless otherwise specified. All packages shall be marked SAMPLES FOR BID NO Each sample shall bear the name of Bidder and item number, and shall be carefully tagged or marked in a clear and conspicuous manner. Failure of the Bidder to deliver required samples or to clearly identify samples may be considered sufficient reason for rejection of the Bid. All deliveries under a resulting Contract shall conform in all respects with samples as submitted and accepted as a basis for the award The Purchasing Agent reserves the right to retain or destroy samples and will be free from any redress or claim on the part of a Bidder if any samples are lost or destroyed. Upon notification by the Purchasing Agent that a sample is available for return, it shall be removed by the Bidder within thirty (30) days, or the Purchasing Agent may dispose of it at the Purchasing Agent s discretion INSURANCE REQUIREMENTS Unless otherwise required by Special Conditions of this Invitation for Bids, if a Contract is awarded, the Successful Bidder shall be required to purchase and maintain during the life of the Contract Commercial General Liability Insurance, Business Automobile Liability Insurance, and Workers Compensation Insurance with limits of not less than set forth below: COMMERCIAL GENERAL LIABILITY INSURANCE At least $1,000,000 combined single limit coverage on an occurrence basis covering all premises and operations and including Personal Injury, Independent Contractor, Contractual Liability and Products and Completed Operations BUSINESS AUTOMOBILE LIABILITY INSURANCE At least $1,000,000 Combined Single Limit to include owned, non-owned, and hired vehicles. 15

16 WORKERS COMPENSATION INSURANCE Statutory benefits as required by Maryland law and, when required, the U. S. Longshoremen s and Harbor Workers Compensation Act, including standard Other States coverage; Employers Liability coverage with limits of at least $100,000 each accident/$100,000 each employee disease/$500,000 disease policy limit On all Commercial General Liability and Business Automobile Liability Insurance policies, Anne Arundel County, Maryland, its agents, servants, and employees shall be named as an additional insureds, which shall be shown on the insurance certificates furnished to the County under this Section The Successful Bidder shall provide the County with Certificates of Insurance evidencing the coverage required above. The Successful Bidder shall provide certificates of insurance before commencing work in connection with the Contract Providing any insurance required herein does not relieve the Successful Bidder of any of the responsibilities or obligations assumed by the Successful Bidder in any resulting Contract or for which the Successful Bidder may be liable by law or otherwise Failure to provide and continue in force insurance as required herein shall be deemed a material breach of any resulting Contract and shall operate as an immediate termination thereof Contractor shall advise the County at fax # and by first-class, certified mail within two (2) business days of any cancellation, non-renewal, or other termination of, or any substantive change to any insurance policy providing or represented as providing the coverages mandated herein. Failure to do so shall be construed as a material breach of this Agreement RETURN GOODS POLICY The County shall apply the following policy to returned goods throughout the term of the Contract. By its signature on the Bid, the Bidder acknowledges it has read, understood, and agreed with the following policy Returns generated by the Successful Bidder s error, over shipment, defective merchandise, unacceptable substitution, or otherwise through no fault of the County shall be returned to the Successful Bidder with no restocking charge to the County. At the option of the County, replacement merchandise shall be shipped within fourteen (14) days of notification. The Successful Bidder shall bear all freight and delivery charges Returns of catalog stock merchandise generated by ordering error, over purchase, discontinued use, inventory reduction, or other fault of the County shall be accepted by the Successful Bidder. All catalog stock merchandise shall be unused, in the original container, and in suitable condition for resale. The Successful Bidder may assess a restocking charge of not more than twenty-five (25%) percent of the purchase price or the restocking charge noted in the Successful Bidder s published restocking charge, whichever is less. The County shall reimburse the Successful Bidder for original freight charges, if applicable, and shall bear the freight cost of returned goods Return of catalog stock merchandise more than six (6) months after receipt by the County shall be at the option of the Successful Bidder. Restocking charges cannot exceed the Successful Bidder s published catalog restocking fee for such returns. The County shall reimburse the Successful Bidder for original freight charges, if applicable, and shall bear the freight cost for return of the goods. 16

17 2.14 PRICE ADJUSTMENTS All prices offered herein shall be firm against any adjustment for one (1) year from the effective date of the Contract. Prior to commencement of subsequent renewal terms, the County will entertain a request for price adjustments up to the Consumer Price Index in place exactly sixty (60) days prior to the renewal date. The Successful Bidder shall request all price adjustments in writing at least sixty (60) days prior to the renewal date For purposes of this Section, Consumer Price Index shall mean the Consumer Price Index- All Urban Consumers-Washington-Baltimore, DC-MD-VA-WV-All Items, Not Seasonally Adjusted (CPI-U), as published by the United States Department of Labor, Bureau of Labor Statistics The County reserves the right to accept, reject, or modify the request for a price adjustment. If the County approves a price adjustment, the price shall remain firm for the renewal term for which it was requested In the event where the CPI is a negative value, at no time will the County adjust below current pricing AGREEMENT Successful Bidder shall review the attached sample agreement and note any issues it may have with the agreement. Upon notifications of intent to award, the Successful Bidder shall have an authorized person (as shown under Section 1.25) sign a similar agreement tailored to meet this IFB as part of the Contract. 17

18 SECTION THREE TECHNICAL SPECIFICATIONS 3.1 OVERVIEW These Specifications are intended to provide services for the Anne Arundel County Department of Aging and Disabilities Senior Nutrition Program of congregate meals for the elderly and others that qualify for these services. Senior Nutrition meal services for the purpose of this IFB shall be defined as meals prepared in a central off-site location each day and delivered to multiple locations throughout the County. In addition to the daily Senior Nutrition Meal Program, the County also provides Congregate Housing Services Program (CHSP) deliveries on weekends, holidays and inclement weather day, meals to the Foster Grandparent Program (FGP) one (1) time per month up to twelve (12) times per year at the Woods Memorial Church, and/or other locations to be determined in the County for various functions or outings that may require lunches The meals shall meet Federal requirements to meet the nutritional needs of older adults as mandated by the Maryland Department of Aging and shall be prepared and delivered in accordance with the code of Maryland Regulations (COMAR) Nutrition services are funded under Public Law , the Older Americans Act (OAA) of 1965 as amended on October 16, The goal is to promote better health through improved nutrition and to help older adults remain healthy, independent and active, living with honor and dignity in their homes and communities. The Anne Arundel County Senior Nutrition Program (SNP) provides meals for older adults in congregate (group) settings to promote better health with improved nutrition, reduce isolation through socialization, and provide access to other supportive services Cooperate with the County Senior Nutrition Program in developing systems for ordering meals and revising meal orders. The County expects to give the Successful Bidder preliminary orders from each site one week prior to service. However, it is essential that the County have the option of increasing or decreasing these orders on a daily basis Adhere to all applicable health regulations and be approved by the Maryland Department of Health and Mental Hygiene for all facilities used in the preparation and storage of food Follow the Hazard Analysis of Critical Control Points (HACCP) guidelines for food safety. The packaging used shall maintain temperature of 135 degrees Fahrenheit or higher for hot foods and 41 degrees Fahrenheit or lower for cold foods at least one hour after delivery to the sites. All food temperatures shall be recorded prior to all bulk meals leaving the facility The Successful Bidder is not responsible for serving meals to the clients. The Department of Aging and Disabilities Nutrition Director reserves the right to inspect the vendor s premises The County is the only agency with the authority to open and close a Nutrition Site The County is responsible for ensuring that the Nutrition Sites comply with state and local fire regulations as well as sanitation codes. The County will also make provisions for serving persons with disabilities The County reserves the right to make, and the Successful Bidder shall accept necessary changes in menu, delivery points, and daily lunches on a forty-eight (48) hour notification basis The County reserves the right, and the Successful Bidder shall accept meal cancellations due to any unforeseen calamity that results in the temporary closing of any site. (Ex: electrical 18

19 outage, flooding, heating failure, etc.) The cancellation will be made by the County by 9:00 a.m. or sooner on the date of delivery The Successful Bidder shall provide training programs for all employees. Training shall include, but not be limited to, standards of sanitation, food handling, food production, and use and care of facilities and equipment. The Successful Bidder shall cooperate with the County to ensure that Successful Bidder staff involved in the program are sensitized to the needs and desires of the older population served by this contract The Successful Bidder shall have on staff, and involved during daily program operation, a person professionally trained and experienced in institutional food service administration, to supervise food service management and quality control. A specific contact person representing the Successful Bidder shall be identified The Successful Bidder shall have a staff or contractual registered dietitian to write and approve a written three (3) month cycle menu of meals listed in this IFB. Menus shall be planned or approved by a Maryland-licensed dietitian at least eight (8) weeks prior to being served. The menus shall be approved at the menu conference by the County s dietitian and the Successful Bidder s staff. 3.2 SENIOR NUTRITION PROGRAM AND CONGREGATE HOUSING SERVICE PROGRAM LOCATIONS It is planned that the current Programs shall continue with existing sites now involved with the project at the locations shown in Appendix A. However, in accordance with Section 3.12 of this IFB entitled Quantities, the number of meals and sites, as well as the locations of sites, may be revised at the discretion of the County at no additional charge or change in the Contract price per meal Deliveries shall be made to each Senior Centers and Nutrition Sites (Senior Nutrition Program) daily, Monday through Friday, excluding County holidays, and closings due to inclement weather or other emergencies. Congregate Housing Services Program (CHSP) deliveries shall be made on weekends, holidays and inclement weather day The Successful Bidder shall have the necessary vehicles to deliver hot meals and other components to the designated site locations listed between the hours of 9:00 am and 12:00 noon The County reserves the right to cancel or change any of the programs with a thirty (30) days written notice. 3.3 SCOPE OF WORK MEAL SERVICE SENIOR NUTRITION MEALS (SNP), CONGREATE HOUSING SERVICES PROGRAM (CHSP) The Successful Bidder shall provide the necessary personnel, materials, and equipment to carry out the services or activities as described below The Successful Bidder shall furnish and deliver individual bulk and nutritious meals in a fully cooked, ready-to-serve condition, as required by the County Nutrition Program. The applicable meals, days of the week, and times for each Senior Nutrition Program and CHSP sites are listed in Appendix A The average number of Senior Nutrition Program meals per day is five hundred fifty (550). 19

20 3.3.3 The average number of breakfast meals per day is two hundred (200) The average number of CHSP weekend/county holidays/inclement weather meals per day is forty-five (45) The estimated daily quantities stated are provided as a general guide for bidding and are not guaranteed for Senior Nutrition Program meal and CHSP sites throughout Anne Arundel County. This estimate is based upon current service and the budget. Actual quantities may be more or less than those estimated. For special meals and events, meal numbers may be significantly higher than the estimates Menus shall meet all dietary requirements provided by the Maryland State Department of Aging. (See Appendix E) The Successful Bidder shall supply boxed cold breakfasts for ten (10) designated sites. (See Appendix A) The Successful Bidder shall make available box lunches in lieu of CHSP meals the day before, if deemed necessary by inclement weather. The boxed lunches are substitutions in place of the hot menu items The Successful Bidder shall provide other special upgraded meals (super lunch or souper deli) upon request at no more than 1½ times the cost of the regular meals. These special upgraded meals shall be available as both hot meals and boxed lunches, and shall be known as super meals. The super deli meals are in place of the Senior Nutrition Program meals and are charged at an additional rate because of the addition of soup. The Bidder shall include a sample menu and nutrient analysis of a super meal. The sample menu and nutrient analysis shall be included with the Bid Response The Successful Bidder shall not substitute super meal for CHSP meals The Successful Bidder shall deliver meals on Lincoln s Birthday, Defender s Day, and Columbus Day (floating County holidays when County is still open for business) but not on the other County holidays shown in Appendix B The SNP Nutrition Specialists or designated staff shall notify the Successful Bidder via a web based meal ordering system or by of the exact number of meals required no less than three business days prior to the date of meal service. Centers shall have the option to decrease or increase the number of meals ordered by 1 p.m. no later than two (2) business day before the meals are needed for the center. It is essential that the program have the option of increasing or decreasing the number of meals required on a daily basis. When large special event meals are planned, the SNP staff will submit the final count to the Successful Bidder at least one (1) week in advance of the event The Successful Bidder shall contact the Department of Aging and Disabilities prior to substituting any food items. All substitutions shall be of equal nutrition value and at no additional cost to the County. This contact shall be made by either telephone, or fax, and preferably by the day prior to the substitution, or as soon as possible. In all cases, the communication shall be prior to meal delivery The Successful Bidder shall have a replacement food policy in effect at no additional cost to the County. The Department of Aging and Disabilities Senior Nutrition Office will notify the Successful Bidder as soon as possible with food shortages, spoiled food, food temperature 20

21 issues or any other problems with the meals delivered. The Successful Bidder shall make an effort to replace the food at no additional cost to the County within the appropriate time frame (9:00 a.m. until 12:00 p.m.). In the event the food cannot be replaced by the Successful Bidder, meal credit shall be issued to the County The Successful Bidder shall maintain a registered dietitian (State of Maryland COMAR Title 5) on staff or consultant to write, analyze nutrition content, update and change menus and meal procedures to assure acceptable meal content and quality. A registered dietitian is one that meets the standards of the American Dietetic Association and the State Licensing Authority A menu meeting shall be held where the caterer shall present the draft menu cycle to the County dietitian for review. This cycle menu shall be sent to the Senior Nutrition Program Manager (SNP) sixty (60) days prior to implementation. The Successful Bidder(s) is encouraged to conduct food tastings of new products at these conferences Each meal in this IFB shall conform with the meal pattern or nutritional analysis as listed in the Maryland Department of Aging Senior Nutrition Program Menu Policy (Appendix E). Each individual meal shall contain the daily nutritional requirements each day regardless of the method, menu patterns, or menu analysis chosen by the Successful Bidder. Both hot and cold meal options shall meet 1/3 of the Recommended Daily Analysis (RDA) The Successful Bidder shall provide a nutritional analysis with the sample cycle menus with the bid response package The Successful Bidder shall work with the OAA to develop menus that meet Federal and State requirements according to the current Menu Standards from the Maryland Department of Aging. Menus shall show variety including a variety of fruits and vegetables, including fresh items when seasonally available, and be appropriate for older adults. Special needs of the elderly, such as a reduction in the use of spicy seasoning and soup bases high in sodium shall be considered in preparation of the meal menu Cycle menus shall be developed by the Successful Bidder and approved/certified by the Successful Bidder s and the County s Senior Nutrition Program dietitian based on these standards. The Successful Bidder s Dietitian shall sign off on the menus stating that they are meeting the state requirements. Menus shall be submitted electronically to the County s Senior Nutrition Program dietitian for review The Successful Bidder shall provide meals according to the Register Dietitian approved menus. If substitutions are necessary, the County s Senior Nutrition Program Dietitian shall approve the substitutions prior to use. If a substitution is made without County s Senior Nutrition Program Dietitian approval, and the substitution results in an entrée or meal that does not meet the Menu Standards, the meals shall not be billed to the County The Successful Bidder shall be responsible for holding and posting a valid food service facility permit for each facility they use throughout the term of this agreement Maintaining books and records for accountability and audit purposes of not less than three years and three months from the date of the contract. Records are subject to review of the County, the Maryland Department of Aging, US Department of Agriculture, and the US Administration for Community Living. For federal reporting, there is a six (6) year requirement. 21

22 Conducting and attending regularly scheduled meetings with the County. A meeting shall be scheduled at least once per month to review menus, the Successful Bidder s performance, program needs and client satisfaction The Successful Bidder shall include the Department of Aging and Disabilities in any educational and promotional literature it produces regarding the County s Nutrition Sites. The material shall be pre-approved by the Department of Aging and Disabilities The Successful Bidder shall provide reports regarding meals provided in this IFB including: The total number of meals served per site The type of meal provided at each site The dollar amount of meals served at each site for a given time period Reports that incorporate all of the following: o o o o Hot lunches Box lunches Super meals Breakfasts The Successful Bidder shall provide the County with a name and phone number of a representative who shall oversee the County s account The Successful Bidder s Representative shall make monthly visits to the nutrition sites to monitor conditions of the food and the food delivery system. Site visits do not need to be made in conjunction with the Department of Aging and Disabilities Nutrition Director. 3.4 TYPICAL NUMBER OF HOT LUNCH MEALS SERVED PER DAY AT EACH SITE Pumphrey 15 South County Senior Center 30 Morris Hill 10 Glen Forest 25 Burwood 30 Glen Wood 25 Glen Square 25 Claiborne Place 20 Pinewood I 35 Arnold Senior Center 20 Pinewood II 23 College Parkway Place 15 Pascal Senior Center 50 Annapolis Senior Center 27 Pasadena Senior Center 45 O Malley Senior Center 50 Brooklyn Park Senior Center 25 Bay Forest 25 Friendship Station 15 Arundel Woods 10 Glenwood 25 West River 10 Woods Memorial (up 50 to 1 time/month) Total total except for FGP meals, then increases to

23 3.5 TYPICAL NUMBER OF BOX BREAKFAST SERVED PER DAY AT THE FOLLOWING TWELVE SITES Pumphrey 15 Claiborne 20 Burwood 30 College Parkway 15 Glen Square 30 Glen Wood 25 Pinewood I 35 Bay Forest 25 Pinewood II 25 Glen Forest 25 Total STATE LICENSING REQUIREMENT Where the State or local public jurisdiction within the State requires licensure for the provision of these services, the Successful Bidder shall obtain the required licensure at no additional cost to the County. 3.7 DRY RUN The Successful Bidder shall arrange to perform a dry run to all site locations approximately one (1) week in advance of the actual starting delivery date to familiarize themselves with the serving areas at each site. 3.8 CREDITS Meal Credit Policy: The Successful Bidder shall credit the County when food is incomplete, missing, inedible, delivered after 12:00 noon, or out of compliance with the food safety code (i.e. - inappropriate temperature) The County will receive credit for the full cost of the meal under the following conditions: The entrée has not been delivered The entrée is not edible because of poor quality (i.e., burned, visible fat layers, etc.) The entrée is out of compliance with the food temperature parameters as listed in the HACCP section, presence of foreign matter, or other potentially hazardous conditions Food substitutions occur without the SNP s written permission The County will receive credit for one-half (1/2) cost of the meal under the following conditions: Any part of the meal other than the entrée (salad, soup, juice, fruit, starch, vegetable, bread/margarine, dessert, or milk) is missing One of the items above is not edible because of poor quality. 23

24 One of the items above is out of compliance with the temperature parameters as listed in the HACCP section, presence of foreign matter, or other potentially hazardous conditions Food substitutions occur without the SNP s permission When an entrée for any meal is missing, inedible, or of poor quality, the County shall be credited by the Successful Bidder for the total cost of that meal When any single part of a meal is missing, inedible, or of poor quality, the County shall be credited by the Successful Bidder for one half of the total cost of the meal. This shall not include condiments such as mayonnaise, mustard, ketchup, salad dressing, etc Poor quality shall be defined as burnt food, discolored food, badly bruised or rotten fruit, lumpy or curdled soup, gravy, pudding, etc., leaking milk, squashed cake, wet and moldy bread, gluey rice or spaghetti, wilted or slimy salad greens, visible fat layer covering cooked foods, in other words, inedible or unappetizing. If the goods cannot be served or the seniors will not eat the food, the County shall be credited for one half the total cost of the meal by the Successful Bidder In the event that the meal is delivered before or after the specified delivery times, Successful Bidder shall notify the Department of Aging and Disabilities Nutrition Office. If the Department of Aging and Disabilities Nutrition Site accepts the meal, the County will pay the full cost of the service. If the Department of Aging and Disabilities Nutrition Site does not accept the meal before or after the specified times, the County will notify the Successful Bidder and shall receive full meal credit. 3.9 CONFERENCES The Successful Bidder shall be responsible for meeting with the Director of the Senior Nutrition Program no later than fifteen (15) days after the award of Contract, and before the Successful Bidder actually begins to provide the Contract services to discuss the following topics: Development of delivery routes and times Establishment of not less than one (1) meeting per quarter to discuss the progress of the Contract and Quality control Establishment of the reimbursement process Methods of evaluation and monitoring of the Successful Bidder 3.10 REQUIREMENTS OF BIDDER References The Bidder shall provide with Bid Response evidence of its capability to maintain a meal service program to provide the average number of meals per day as specified, with daily fluctuations. The Bidder shall give the assurance of being able to deliver all meals at the stated delivery times via good references of similar contracts The Bidder shall further demonstrate its capability to implement the nutritional and logistical aspects applicable to the performance of this Contract in 24

25 accordance with the provisions of Public Law Older Americans Act, as amended. The required references shall demonstrate this requirement The Bidder shall demonstrate a successful prior service record in management experience within the food service industry by providing evidence of such experience via references. These references shall be submitted with the Bid Response using the enclosed Reference Sheet Each Bidder shall provide no less than three (3) references of similar scope of work as this IFB. All references shall be within the last ten (10) years. All references shall include: Name of contracting entity Contact name of person familiar with the contract and abilities of Bidder Current telephone number of contact person Timeframe (start/end dates) of contract Description of contract, similarities to this IFB, differences to this IFB Number of site locations Sample Menus Estimated number of meals served per year The Bidder shall submit five (5) day, four (4) week menus for lunch and cold boxed breakfast meal for Senior Nutrition Program and seven (7) day four (4) week menus for lunch for CHSP. A nutrient analysis for all menus shall be submitted based on the Nutrition Standards and Menu Policy as set forth in the IFB The Bidder shall submit an upgraded super meal menu based on the Nutrition Standards and Menu Policy as set forth in the IFB. The menu samples to be included in the Bid Response, the super meals menus only need to be one (1) week In addition, the Bidder shall submit a nutritional analysis of the menus consisting of the following nutrients: kilocalories, protein, fat, vitamin A, vitamin C, vitamin D, calcium, sodium, and potassium, shall accompany the Bid Response along with the meal component (Appendix H) approval sheet for submitted menus signed by the Maryland Department of Aging. Nutrient analysis shall be provided for any and all new food items placed into menu rotation The Bidder shall submit a detailed description of its current food preparation facility in or adjacent to the State of Maryland to be utilized in connection with this Contract. The description shall include, but not be limited to, the cubic footage for capacity to store dry, fresh, and frozen products. This shall be accompanied by a legible copy of its most recent inspection report by state or local health department The Bidder shall submit with the Bid Response a description of the food delivery system, proposed food delivery routes, delivery times, and food transporting equipment as to the 25

26 types, numbers, and physical descriptions to guarantee food delivery at safe temperatures (above 135 F or below 41 F) Personnel The Bidder shall submit with Bid Response a description of the current food service and management staff or a description of the proposed staff to be employed for the purpose of the Successful Bidder becoming operational by the Contract start date The Bidder shall designate which management staff will implement the Contract, as well as the staff who will administer the contract. This information shall provide all contact information including phone numbers, fax numbers, and e- mail information. The Bidder shall include resumes or listing of experience of the management staff The Successful Bidder shall provide the name and qualifications of the registered dietician to be utilized on this Contract The Bidder shall list all cited violations by any government agency regarding the preparation and/or sale of any foodstuff or beverage in a concession or catering/vending operation within the last three (3) years A sanitation inspection by the local Health Department during the same hours of meal preparation as for the Senior Nutrition Meals shall be submitted with the Bid Response. Health Department reports shall be submitted to the Anne Arundel County Department of Aging and Disabilities with the Bid Response. The County understands this will be from another current contract The Bidder shall submit with the Bid Response a written procedure for receiving, investigating, and responding to participants complaints The Bidder shall submit with the Bid Response a description of any additional items to be provided in connection with the Contract that is not called for in the Specifications QUANTITES The quantities listed in the Bid Response Form are estimates for one calendar year usage. The quantities are for evaluation purposes only and are in no way guaranteed to the Successful Bidder. Actual quantities may increase or decrease at any time for an assortment of reasons. **IMPORTANT NOTICE: Addenda to solicitations often occur, sometimes within as little as 48 hours, prior to bid opening. It is the potential Bidder's responsibility to frequently visit the Purchasing Division's website ( to obtain Addenda once they have received a copy or downloaded a solicitation. No other notification will occur. In order to receive any addenda issued less than 48 hours prior to bid opening, all Bidders shall register for this IFB with the County Purchasing Division by calling A Bid may be rejected if any addendum is not signed and submitted with the Bid. ** 26

27 APPENDICES Appendix A Appendix B Appendix C Appendix D Appendix E Appendix F Appendix G Appendix H County Nutrition Sites Anne Arundel County Holiday Schedule Nutrition Services Requirements Maryland Department of Aging Program Directive Maryland Dept. of Aging Senior Nutrition Program Menu Policies Bid Response Form Menu Approval Sheet Maryland Meal Pattern For Senior Nutrition Nutritional Analysis For The Maryland Senior Nutrition Program 27

28 Appendix A ANNE ARUNDEL COUNTY DEPARTMENT OF AGING & DISABILITIES SENIOR NUTRITION PROGRAM SITE/ADDRESS PHONE NUMBER HRS/MEALS SERVICE Senior Center Annapolis Senior Center Mon - Fri S.Villa Ave., Annapolis, MD Lunch Noon Arnold Senior Center 44 Church Rd., Arnold Mon - Fri Lunch Noon Senior Center Arundel Woods Senior Housing Mon - Sun 9-1 CHSP 403 W. Ordnance Rd Glen Burnie, MD Lunch 11:30 Bay Forest Mon - Fri Bay Forest Ct., Annapolis Breakfast/Lunch :45 Brooklyn Park Sr. Ctr. Mon - Fri Hammonds Ln, Brooklyn Pk, Lunch 11:30 Burwood Senior Housing Mon - Fri Shelly Rd., Glen Burnie, Breakfast/Lunch :30 Claiborne Place 130 Hearne Rd., Annapolis Mon - Fri 9-1 Breakfast/Lunch 11:30 Nutrition Site Senior Center Nutrition Site Nutrition Site Nutrition Site College Parkway Place Mon - Fri Bellerive Dr., Annapolis Breakfast/Lunch :30 Friendship Station Senior Housing Mon - Sun 9-1 CHSP 1212 Odenton Rd, Odenton MD Lunch 11:30 Glen Forest Mon - Fri Crain Hwy, Glen Burnie, Breakfast/Lunch :30 Glen Square Senior Housing Mon - Fri Crain Hwy, Glen Burnie, Breakfast/Lunch :30 Nutrition Site Nutrition Site

29 Glenwood Nutrition Site 701 Glenwood St., Annapolis Morris Hill Community Center 351 Arundel Corp Rd., G. B Anne Arundel County, Maryland Mon - Sun 9-1 Lunch 11:30 Mon-Fri Breakfast Mon Lunch 11:30 O'Malley Senior Center Mon - Fri Odenton Rd., Odenton Lunch Noon Pasadena Senior Center Mon - Fri Mountain Rd., Pasadena Lunch Noon Pascal Senior Center Mon - Fri Dorsey Rd., Glen Burnie, Lunch 11:30 Pinewood Village (PWI) Mon - Fri Gordon Ct., Glen Burnie, Breakfast/Lunch :30 Pinewood East (PWII) Mon - Fri Benesch Cr., Glen Burnie, Breakfast/Lunch :30 Pumphrey (Lloyd Keaser Comm.Ctr) Mon - Fri Belle Grove Rd, Breakfast/Lunch Baltimore :30 South County Senior Center Mon - Fri Stepney's Ln., Edgewater Lunch Noon West River (Our Lady of Sorrows) Fri Owensville Rd., West River Lunch Noon Woods Memorial Church 611 B & A Blvd. Severna Park, MD UPDATED 8/2015 Foster Grandparent Program Nutrition Site & CHSP Nutrition Site Senior Center Senior Center Senior Center Nutrition Site Nutrition Site Nutrition Site Senior Center Nutrition Site Lunch /noon up to 12 x year FGP 29

30 ANNE ARUNDEL COUNTY HOLIDAY SCHEDULE Appendix B As provided in Article 8, Section of the Anne Arundel County Code, the following are the holidays to be observed by Anne Arundel County in a calendar year. 1. New Year's Day 2. Dr. Martin Luther King's Birthday 3. Lincoln's Birthday** 4. Washington's Birthday 5. Good Friday 6. Memorial Day 7. Independence Day 8. Labor Day 9. Defender's Day** 10. Columbus Day** 11. Election Day 12. Veteran's Day 13. Thanksgiving Day 14. Thanksgiving Friday 15. Christmas Day ** County offices are open The County Senior Centers may be scheduled to be closed the week between Christmas and New Year s Day 30

31 Appendix C 1.0 NUTRITION STANDARDS: NUTRITION SERVICES REQUIREMENTS The Federal Regulations governing the Senior Nutrition Program for the elderly require that the meals comply with the nutritional requirements as established by the Maryland Department of Aging Program Directive, APD Client and Community Services-Nutrition Services Menu Standards, issued August 5, (See Appendix E). The Older Americans Act of 1965, as revised, requires that meals comply with the recommended dietary allowance. 2.0 MENU POLICY: 2.0 Meal Requirements: Each meal shall furnish at least 1/3 of the daily recommended dietary allowances (RDA) of adults over 51 years of age, and comply with the Dietary Guidelines for Americans. In addition, the menus shall meet the requirements and conform to the pattern specified by the Maryland Department of Aging The special needs of the elderly shall be considered in all menu planning, food selection, and meal preparation Menu shall be written for a calendar month-to-month basis. Mutually agreed upon cycle menus may be used for a six-week period or longer (at least 3 cycles), pending approval by the Director of the Senior Nutrition Program Menus shall be planned or approved by a Registered Dietitian (State of Maryland COMAR Title 5) hired by the Successful Bidder at least six (6) weeks prior to being served. Members of both parties shall approve the menus in a general Menu Conference. All food shall be selected, purchased, and prepared according to these approved menus All recipes used for foods General meal pattern requirements: Three (3) ounces edible portion of meat, poultry, fish, eggs or cheese. It shall provide at least 18 grams of protein Three (3) ½ cup portions of vegetables and/or fruit; includes 100% pure juice, per meal Two servings of grains/starches including whole grain bread, potatoes, pasta, rice, beans and noodles One (1) teaspoon butter, margarine or other fat Eight (8) ounces of milk in individual containers or coffee/tea. (If milk is not provided, another food item with calcium shall be provided.) 31

32 Additional options for meals include: Tea or coffee; Dessert (fruit or other); Appetizer/soup/salad (soup, juice, salads, and fruit) Menus should be planned from foods generally accepted by the program population that are appealing in flavor, color and consistency Each meal shall contain at least 660 calories and at least 30 mg ascorbic acid Menus shall include a source of Vitamin A rich food at least three times per week and adhere to the Maryland Department of Aging s standards. Food rich in Vitamin A include: apricots, kale, cantaloupe, collard greens, spinach, mango, winter squash, carrots and sweet potatoes. Other fair sources include: apricot nectar, broccoli, vegetable juice, pumpkin and tomato sauce Cycle menus may be used. However, they shall be constructed so the same foods are not served on the same days of succeeding weeks. Four (4) cycles per year shall be included Menus are developed in cooperation with the SNP for three (3) months before the effective date of the contract. A menu conference will be held to finalize menus before the effective date. Menu cycles may be altered periodically based on the needs and tastes of clients All food should be selected, purchased, and prepared to follow the approved menu. The Successful Bidder shall receive prior permission from the County s Senior Nutrition Program Manager to make any changes, substitutions or deviations at least twenty-four (24) hours prior to service date The final menu shall be provided to the program sixty (60) days before being served. A copy of the nutrient analysis should accompany the final menu The Successful Bidder shall use standardized recipes for prepared menu items that are consistent with the approved menus and have been approved by the SNP dietitian. The Successful Bidder will maintain a recipe file and furnish a set of the standardized recipes upon request of the County. If recipes are changed, they shall be submitted for recalculation. The analysis shall be received and approved by the County prior to serving The Successful Bidder shall have the ability to reproduce and supply menu and daily meal preparation instructions to Senior Nutrition Program The Successful Bidder shall assure adequate portion control and portion size label per container Herbs and spices shall be used in recipes to enhance flavor. 32

33 Individual Portion Control Condiments for food shall be provided for appropriate food items (i.e., tartar sauce for fish, varied salad dressings) A list of special meal menus for which special menus should be devised will be provided upon contract award. 3.0 FOOD PURCHASING Food shall meet the following minimum quality and grade requirements: Ground Beef - IMP Specifications #136. USDA Standard or better, not exceeding 20% fat, with no soy additives. Commercially prepared ground beef products (beef patties, meatballs, etc.) which contain soy additives and other fillers will be considered individually by the AAA dietitian on the basis of flavor and texture, only if the proposed serving contains at least 18 grams of protein Beef (Dry Heat Cooking) - USDA Choice cut to IMPS specifications Meat - Graded for wholesomeness and quality by USDA Poultry - US Grade A. No chicken or turkey roll may be used. When chicken parts are served, all meals shall contain like parts; i.e., boneless chicken thighs; all legs or all breasts Eggs - US Grade A, large fresh or pasteurized Fresh Fruits and Vegetables - USDA No 1. Fresh Fruit will be provided at least three (3) days per week, with no duplications within the week, Monday through Friday. Raw vegetables and fruits shall be thoroughly washed Canned Fruits, Vegetables, and Juices - USDA Grade A. Canned Fruits shall be packed only in their natural juices (without added sugar). All juices shall be 100% real fruit juice, vitamin C fortified; no fruit drink base is allowed. A standard ½ cup portion of canned fruits or vegetables shall contain no more than two tablespoons of liquid. Fruit juice shall be 100% real fruit juice Frozen Fruits, Vegetables, and Juices - USDA Grade A Dairy Products: 1% Milk fortified with 400 IU Vitamin D per quart Cheese - USDA Grade A; No cheese substitute or imitation cheese permitted. Shall be 100% cheese of sufficient protein content. No artificial cheese or cheese food may be used by the Successful Bidder Commercially formulated convenience foods shall receive prior approval from the OOA dietitian. 33

34 4.0 Special Meals: Anne Arundel County, Maryland Sugar should not be added to foods that it is not an inherent part of, for example, mashed potatoes, gravies, and vegetables. Food that sugar is an inherent part of is allowable, such as cake, icing, or gelatin. Desserts with high sugar content should be served no more than three times per week Condiments shall be provided as indicated on menus in quantities needed for meal service. Condiments shall be supplied as individual packets and include: tsp. sugar; /5 oz. of mustard; g of non-nutritive sweetener; oz. of sweet relish; /3 oz. of ketchup; oz. of salad dressing (specify light or regular); g of dry or 3/8 oz. of liquid dairy or non-dairy creamer. Creamers will be available on the basis of 2 per meal; oz. of mayonnaise; oz. of tartar sauce; Salt-free herb blend seasoning in bulk; The number of sugar and non-nutritive sweetener packets together will equal 2 packages per meal; All other condiments will be provided on the basis of 1 piece per meal; Successful Bidders shall supply salt and pepper either in disposable shakers or individual packs, as determined by the County, for table use; Instant or ground regular or decaffeinated coffee in individual servings or bulk, and individual size tea bags shall be provided as requested by site. One serving of beverage should be provided per meal; and Margarine Shall be trans fat free and individually sealed. One teaspoon portion Twelve (12) Special meals, which shall include one (1) chef assisted meal per year, for the seven (7) Anne Arundel County Senior Centers are to be provided at the price of a regular meal and with no additional charge for the chef. Once a month, a sheet cake(s) that will feed the number of participants who have reserved a meal on that day will be provided at no extra charge. In addition, one (1) day per month the menu shall include a soup and salad bar option that meets the one-third of the RDA requirement. There should be no extra charge for this special meal Meal counts for special event meals, and soup and salad bars, shall be due to the Successful Bidder one (1) week prior to the event so that the Successful Bidder can make sure that they have ordered sufficient quantities for these meals. 5.0 SANITATION AND FOOD SAFETY PERFORMANCE The Successful Bidder s food service operation and preparation facilities used for this Contract shall be approved by state and/or local health department. Health regulations shall be adhered to at the preparation site in accordance with State of Maryland COMAR

35 5.0.2 The Successful Bidder shall forward copies of all health inspection reports to the County s Senior Nutrition Program The Successful Bidder shall have a sanitation inspection by the local Health Department during the hours of meal preparation for the Senior Nutrition Meals. This health department report shall be submitted to the Anne Arundel County Department of Aging and Disabilities with the Bid Response The Successful Bidder shall be able to deliver and maintain wholesome foods to the Nutrition Site at a temperature of 135 degrees Fahrenheit or higher for hot foods and 41 degrees Fahrenheit or lower for cold foods The Successful Bidder shall not hold food from the completion of cooking, transporting, and beginning of serving any longer than four (4) hours. Hours of delivery will be between the hours of 9:00 am and 12:00 pm The Successful Bidder shall keep in the kitchen daily food samples of meals as well as food temperature logs for five (5) working days after the day of preparation. The food samples shall be kept in frozen state The Successful Bidder shall wash thoroughly all raw vegetables and fruits before packing into meals in a ready-to-eat state The Successful Bidder shall deliver boxed, cold meals at temperatures 41 degrees Fahrenheit or below. Appropriate cold chest and sufficient ice packs shall be provided for all cold, box breakfast and box lunches in order to maintain temperature. 6.0 FOOD SERVICE DELIVERY SYSTEM The Successful Bidder shall furnish the Senior Nutrition Program with a delivery schedule that includes number and day each week and hour of delivery for each site The Successful Bidder shall deliver hot nutritious lunch ready to be consumed by the participant and a box cold breakfast (at designated sites). The delivery shall take place between 9:00 a.m. and 12:00 noon. The Successful Bidder shall call the site to inform them when delivery will be more than thirty (30) minutes late. If delivery is after 12:00 noon, and no notification has been provided, then the Successful Bidder cannot bill for the meals The Successful Bidder will supply all food and drink carriers, equipment, etc. necessary to fulfill the contract. Bulk food shall be placed in stainless steel pans that fit each site s steam and cold tables. Food should be packed in containers that will adequately maintain temperatures. Bulk food shall be packed to prevent leaking; bread shall be sent in the original wrapping, milk in half-pint containers. Food shall arrive in acceptable condition, as outlined below (see Meal Credit Policy ). 35

36 6.0.4 The Successful Bidder shall provide containers for delivery that cover and insulate the food to prevent contamination from dust, insects, and rodents as well as maintain safe temperatures. The containers shall meet the standards of the National Sanitation Foundation. The material and design of reusable delivery containers should permit thorough cleaning and be impervious to food odors. Broken, dirty, and damaged containers shall be replaced immediately. Container shall be equipped with fasteners, belt, etc., to insure tight closure All food containers shall be labeled by site, number of meals, serving size and date. Upon arrival to the site, the delivery person shall wait while quantities are checked by center staff The Successful Bidder shall provide appropriate cold chest for use of milk, juice, and other cold items. Containers for salad, fruit, and other foods of high liquid content shall be leakproof and not easily punctured during packing and transit The Successful Bidder shall pack baked goods in separate appropriate containers The Successful Bidder shall maintain in good working order, all appropriate delivery equipment, including temperature controlled vehicles, state of the art carriers, hot and cold packs, and other equipment needed to ensure that meals arrive at sites within safe temperature guidelines Empty food carriers/stainless steel serving pans will be picked up by the Successful Bidder the following day at time of food delivery. All food containers shall be sanitized before reuse by the Successful Bidder Food containers that are dirty and/or broken shall not be used by the Successful Bidder and shall not be accepted at the sites. The County reserves the right to withhold payment for any and all meals delivered in violation of this provision Condiments At all sites, condiments shall be delivered in sufficient variety and quality as appropriate for the menu being served, such as salt, non-potassium base salt substitute (herb blend), pepper, mustard, catsup, tartar sauce, relish, salad dressings, or as otherwise indicated by the menu. All products shall be individually pre-packaged. 7.0 Delivery Receipt/Packing Slip: The Successful Bidder shall submit a duplicate delivery receipt to staff persons at each senior center for signature. The Successful Bidder should have completed the following information on the ticket when it is received by the senior center staff: Date Name of Senior Center Exact number of meals received For each menu item (meat, starch, veggie, etc.) include: Name of item Portion to be served Time packed Temperature at time of packing 36

37 8.0 MISCELLANEOUS Condiments shall consist of individual packets of the following items and sizes: 1/6 teaspoon sugar ½ ounce mustard, 1/3 ounce ketchup, ½ ounce sweet relish, One gram dry non-dairy creamers, ½ ounce salad dressing, ½ ounce mayonnaise, ½ ounce tartar sauce, and 1 gram non-nutritive sweetener to include a combination of sweeteners such as sugar, and Splenda. Condiments shall be delivered to insure sufficient quantities whenever needed. The Successful Bidder shall supply salt and pepper in disposable shakers for table use. Individual packets of coffee, decaf coffee, tea and decaf tea one cup serving size and/or pounds of coffee shall be included with the above condiments. Each nutrition site will get a choice of two (2) hot beverages as above. Plastic utensils such as knives, forks, spoons, straws, plates, bowls, cups, and paper napkins shall be supplied. The coffee cup shall be eight (8) ounces; there shall be provided an eight (8) ounce soup or dessert bowl and a 5-sectional serving plate as called for by the daily menu. Trash Bags The Successful Bidder shall provide sufficient quantities of 30-gallon heavy-duty plastic trash bags for each site location. Trash bags shall be provided at the rate of four (4) bags for 25 meals delivered each day. 9.0 Inclement Weather/Emergency Conditions: The County reserves the right to cancel meal orders without penalty due to inclement weather or emergency conditions The Anne Arundel County weather policy is if Anne Arundel County Public Schools are: Closed NO Congregate Meal delivery 2 hours late NO Congregate Meal delivery In the event that something occurs, including inclement weather, that is not tied to the Anne Arundel County School Public System, the SNP manager will contact the Successful Bidder by 9:00 am or soon. In the event that some weather condition is pending, every effort will be made to contact the contract the day before. 37

38 APPENDIX D MARYLAND DEPARTMENT OF AGING PROGRAM DIRECTIVE 1. File Number: APD Client and Community Services-Nutrition Services Menu Policies 2. Issuance Status: Replaces APD Draft Nutrition Services Menu Policies, and APD Nutrition Services Menu Standards 3. Issuance Date: August 5, Program Area: Nutrition Services 5. Division of Origin: Client and Community Services 6. Contact and Phone: Judy R. Simon, MS, RD, LDN Nutrition Program Manager j simonooa.state.md.us For Department Use Only: J:\APDs\2013\APD CCS- Nutrition Services Menu Policy.docx SUBJECT: TO: FROM: Nutrition Services Menu Policies Area Agency on Aging Directors AAA Nutrition Program Managers Stephanie Hull, Acting Deputy Secretary PURPOSE: To institute Nutrition Services Menu Policies which reflect the Department's goal to ensure compliance with current versions of the Dietary Reference Intakes (RDis) and 2010 Dietary Guidelines for Americans. 38

39 LEGISLATIVE REFERENCE: Older Americans' Act of 1965, as amended, Section 339. Meals must "comply with the most recent Dietary Guidelines for Americans, published by the Secretary [of Health and Human Services] and the Secretary of Agriculture, and provide to each participating older individual (I) a minimum of 33 1/3 percent of the dietary reference intakes established by the Food and Nutrition Board of the Institute of Medicine of the National Academy of Sciences, if the project provides one meal per day, (II) a minimum of 66 2,13 percent of the allowances if the project provides two meals per day, and (III) 100 percent of the allowances if the project provides three meals per day." BACKGROUND: The Dietary Guidelines for Americans ( were revised in May, MDoA assembled a workgroup in September, 2011 to revise the existing Menu Policies for the SNP, last updated in Workgroup members were primarily comprised of MDoA and AAA Senior Nutrition Program (SNP) staff and also included Maryland Association of Senior Nutrition Program (MASNP) members. Of the nine (9) members of the workgroup, seven (7) were Registered Dietitians, one each workgroup member represented a AAA Executive Director, a Congregate Meals Manager, a Senior Congregate Housing manager, and a Senior Center Director, thus contributing varied perspectives to the overall project. After approximately 18 months of efforts, which included surveying 1800 participants regarding their food preferences, reviewing other state menu policies, researching the RDIs and Dietary Guidelines, and creating and communicating updates of the Menu Policies to both MASNP and the Maryland Association of Area Agencies on Aging, the workgroup convened to recommend updates to the SNP Menu Policies; these recommendations were issued via APD-13-10, Draft Menu Policy on May 13, AAAs were therein provided the opportunity to submit written comment on the proposed policy, and advised to incorporate the views of their staff, vendors and/or other stakeholders within their written feedback to MDoA prior to June 10, Subsequent to receiving AAA feedback, MDoA and the MASNP workgroup reviewed the comments received and considered the suggestions and concerns reflected in the views submitted. Additionally, new material was added to the document where gaps existed. 39

40 CONTENT: 1) Nutrition Services Menu Policies 2) Registered Dietitian Approval Forms 3) Summary of Menu Policy Changes 4) Frequently Asked Questions (FAQs) SPECIAL INSTRUCTIONS: The Nutrition Services Menu Policies are used for the planning and procuring of meals. They shall be followed in all meals funded with Older Americans Act Title III and Nutrition Services Incentive Program (NSIP) funds, State funds and program income. The Menu Policies shall be in effect, and implemented in new food contracts, including option year renewal agreements, beginning October 1, 2013 but no later than October 1, MDoA will hold a conference call on September 25 at 3pm to provide technical assistance regarding the new Menu Policies (conference call number: (855) , conference code: ). 40

41 MARYLAND DEPARTMENT OF AGING SENIOR NUTRITION PROGRAM MENU POLICIES Appendix E PURPOSE Menu standards are developed to sustain and improve Senior Nutrition Program (SNP) participants health through the provision of safe and nutritious meals using specific guidelines. These guidelines shall be incorporated into all requests for proposals/bids, contracts and open solicitations for meals. Each meal served by the Older Americans Act-funded nutrition services provider must meet the current USDA/HHS Dietary Guidelines and must contain at least 33-1/3 percent of the current Dietary Reference Intakes (DRI) as established by the Food and Nutrition Board of the National Academy of Science-National Research Council, 66-2/3 if two meals are provided and 100 percent of the DRI if 3 meals are provided per day. Requirements For Two Meals Daily Congregate and home delivered meal providers serving two meals per day must furnish a total of two-thirds of the RDA. If the two meals are not served to the same population, each meal must meet the requirements for one meal. In the senior center environment, it is difficult to track whether the populations are the same. If unknown, it is assumed that the participants are two different populations and each meal must meet the requirements for one meal per day. Requirements for Three Meals Daily Congregate and home delivered meal providers serving three meals per day to the same population must provide 100% of the RDA. In the senior center environment, it is difficult to track whether the populations are the same. If unknown, it is assumed that the participants are different populations and each meal must meet the requirements for one meal per day. In order to comply with federal Older Americans Act regulations, Maryland-based SNP programs will begin implementing a progressive reduction in sodium per meal (averaged over one month) which includes: 1,400 mg, effective FY2014 (October 1, 2013) 1,200 mg, effective FY2015 (October 1, 2014) 1,000 mg, effective FY2016 (October 1, 2015) 41

42 Section VI, B. (Protein Foods) contains additional guidance for meeting these sodium requirements for SNP programs that do not utilize nutrient analysis. A key goal of the SNP is nutrition education. Menus can be an excellent vehicle to relate the beneficial nutrient content of our meals to clients, their families and potential referral sources. AAAs are encouraged produce menu materials that reflect how their menus meet the 2010 Dietary Guidelines by use of graphics, icons and other tools. The Dietary Guidelines and associated nutrition education materials can be found at The 2010 Dietary Guidelines established subgroups within the fruits and vegetables category, which are reflected in a new, optional meal pattern categories and Menu Approval Sheet Maryland Meal Pattern For Senior Nutrition. NUTRITIONAL ASSURANCES Each AAA is responsible for ensuring that meals served by SNPs meet the Maryland Department of Aging (MDoA) Menu Policies requirements. The nutritional value of menus shall be confirmed either by (1) Nutrient Analysis or (2) conformance to the Meal Pattern. It is the AAA/SNPs responsibility to determine whether Nutrient Analysis or Meal Patterns will be utilized to plan a menu and evaluate its nutritional sufficiency. See Appendix G for Menu Approval Forms Maryland Meal Pattern For Senior Nutrition. Nutrient Analysis versus Menu Pattern Requirements and Catering Contract Tip: Approval In every case, a planned SNP menu must be reviewed and approved by a Registered Dietitian (RD). AAAs may choose whether to utilize either the Nutrient Analysis or either one of the two Menu Pattern approval processes for each menu type served. SNP s may require a contractor to have a dietitian on staff to certify their menus Nutrient Analysis: SNPs utilizing this option for menu review are not required to meet the Menu Pattern requirements. SNPs may utilize this option if either the organization or their contractor, has access to nutrient analysis software and the program utilized incorporates accurate information regarding the actual foods served. Examples of nutrient analysis software include: Computrition Food Processor, ESHA Research DINE Healthy Mealformation Software NutriBase Software 42

43 In addition, meal-based nutrient calculation is available at no cost at Catering Contract Tip: SNPs may consider requiring a contractor to provide nutrient analysis for review on a periodic basis, for example quarterly, or at the initiation of a contract even if they plan to review menus using a Menu Pattern Approval Form. Meal Pattern (Two Types: Standard or Sub-Group) A menu may be reviewed and approved by an RD using the Meal Pattern method. This method is typically employed when an RD does not have access to nutrient analysis software, but may also be selected for other reasons, such as ease of use when making substitutions. A menu item (e.g., broccoli, chicken) may only count towards meeting one meal pattern component, unless otherwise noted in the MEAL PATTERN REQUIREMENTS section. An AAA may choose whether the RD reviewing their menus shall utilize the Standard or Sub- Group of approval. Careful appraisal of the actual foods purchased and utilized in the preparation of the meals is therefore required in order to adequately determine whether the MDoA Menu Policies will be met by the planned menu. AAAs are therefore encouraged to establish requirements for caterers to provide nutrient analysis and/or require provision of food product labels and nutritional information to the RD. An AAA should, in all cases, have the ability to review any food products prior to their being utilized within the SNP meals. A major focus of the Dietary Guidelines is moderate sodium (e.g., salt) intake, and therefore the MDoA Menu Policies have established maximum sodium content per meal, averaged over a month. To assist SNPs in determining if food products meet the sodium limits, please refer to Chart 1, below, and review the Protein Foods section. Chart 1: Food and Drug Administration Regulations for Low Sodium Labeling Terminology Terms Sodium Free Very low sodium Low sodium Sodium Amount Less than 5 milligrams per serving 35 milligrams or less per serving 140 milligrams or less per serving 43

44 Reduced Sodium Usual sodium level is reduced by 25% Unsalted, no-salt-added, or without added salt Made without the salt that is normally used, but contains the sodium that is a natural part of the food itself. AAA Menu and Approvals Documentation Retention Required AAA documentation includes: A Menu Approval Form, checked and signed by a Registered Dietitian (RD). The respective menu(s) which correspond to the signed RD approval form. Program Administration Tip: Keep a file for each year (October 1 September 30) where you place each menu with it s RD approval form attached, so it is ready for review when your program is monitored Documentation must be maintained on file for a period of no less than 3 years at each AAA providing Title IIIC meals, even if a contractor serves several AAAs and the AAA is not directly responsible for contracting with the Registered Dietitian reviewing the menus. Each menu type served by an AAA (e.g., standard, special meals, emergency meals, cold plates, ethnic meals, etc.) must have separately signed and documented menus, each with their own signed Menu Approval Forms to verify that every meal type served meets minimum MDoA menu policy requirements. Annual MDoA monitoring reviews will include an audit of menu documentation for the previous 12 month period. MENU PLANNING, USAGE AND POSTING The following are the requirements for planning and utilizing menus. Menus must be: planned in advance for a minimum of one month. Repetition of entrees shall be kept to a minimum. If a cycle menu is utilized, there shall be at least three cycles per year certified in writing by a Registered Dietitian as meeting the current Dietary Reference Intakes (DRI) based on the meal pattern posted in a conspicuous location in each congregate meal site, or provided to Home Delivered Meal clients, so as to be available to all participants adhered to. However, it is known that menus are subject to change with the seasonal availability of food items and unanticipated events. AAA Policy and Procedure manuals must indicate which staff person at the AAA is qualified to approve substitutions on file, including documentation of menu changes made after the RD has approved the menus, for at least three years. 44

45 To assure that each participant is offered a meal which meets the minimum nutritional requirements, the first meal served at each nutrition site or portioned for home delivered participants, should be accurately weighed or measured by volume to provide a visual standard of reference for portion size when serving the remainder of meals. Portion control utensils should be used when serving food. Standardized recipes must be implemented to assure consistent nutritional content and adequate portion size of meals. Salt substitutes shall not be provided. Sugar substitutes, pepper, herbal seasonings, lemon, vinegar, non-dairy coffee creamer, salt and sugar may be provided, but shall not be counted as fulfilling any part of the nutritive requirements. POPULATIONS WITH MEDICAL NEEDS AAAs may offer therapeutic diets where feasible and appropriate to meet the particular health- related dietary needs of its participants; these diets may include meals that are mechanically altered (mechanical soft or puree diets) or which are part of a medical regime (e.g., renal (pre-dialysis), bland, carbohydrate restricted, dialysis diets). AAAs shall establish policies and procedures that detail eligibility criteria for persons receiving these meals. Meals for participants who require therapeutic diets may be offered only when the modified meal can be obtained from a facility where a licensed dietitian-nutritionist provides oversight of the meal preparation. Liquid nutritional supplement may be provided to participants with limited usage as outlined in below. Conventional meals are highly preferred over liquid nutritional supplements. AAAs shall establish policies and procedures that detail eligibility criteria for persons receiving liquid nutritional supplements, if they are provided. Liquid nutritional supplements may not replace a meal except by a physician s order or emergency/disaster situation if a meal cannot be provided and should be used only in extenuating circumstances. Liquid nutritional supplements are optional, per agency discretion. SPECIAL MEALS Program Administration Tip: Approved menu changes can be written onto the typed menu and retained in your files. Or, consider having a list of substitutions for each month s menus. All emergency, shelf stable and/or other special meals must meet the same menu requirements as conventional meals. AAAs are encouraged to provide emergency meals to both congregate and home delivered meals participants, as feasible. Emergency, shelf stable meals are useful throughout the year, as weather emergencies and other significant natural events may occur unexpectedly regardless of season. Emergencies may impair the SNP s ability to deliver meals for a number of days at any time during the year. Emergency Meals Packaging Requirements: 45

46 The package shall include menus to instruct the clients how to combine the foods to meet the meal requirements. If the meal is frozen, heating instructions should be provided. Cans are to be easy to open, with pull tabs whenever possible. Foods must be labeled with a use by/expiration date. SNPs may also offer special meals to recognize holidays, birthdays or other occasions and events. These meals tend to feature additional menu items or more expensive foods than the typical meals served. Catering Contract Tip: MEAL PATTERN REQUIREMENTS Milk and Milk Alternatives Requirement: Each meal shall offer 8 ounces of milk, or equivalent milk product, as listed below. (one source per meal; partial servings not permitted) Milk and Milk Products Milk Alternatives SNPs may indicate the minimum number of items that must be served to make a complete meal, so that participants will be provided meals with sufficient plate appeal. For example, some SNPs feel that no fewer than 3 items should be served on a participant s plate, in addition to milk/milk product item. This may particularly apply when combination foods e.g., lasagna, are served. 8 oz. of fortified milk, lactose-reduced or buttermilk (fat free or 1%, may be flavored) 8 oz. calcium-fortified soy/rice/almond milk (fat free or 1%, may be flavored) 6 oz. of fat free or low fat yogurt (fruited or non-fruited) 1/3 cup Nonfat dry milk powder must have serving of water to accompany If milk/milk products are not preferred as evidenced by documented feedback from the SNP participants or to address food safety concerns, a milk alternative may be provided. Serving sizes may vary, depending on the product used. A milk alternative must contain at least 250 mg calcium per serving as provided to participants. 1 ½ oz. of cheese ½ cup calcium processed tofu Calcium fortified, ready to eat cereal Powdered calcium-fortified beverage mix; must have serving of water to accompany 4-6 oz. of calcium fortified juice 3 oz. Sardines (with bones) Liquid nutritional supplement Catering Contract Tip: SNPs may require a specific milk/milk alternative, such as low-fat milk, to be served with meals based on client preferences. Use of milk alternatives to meet other meal component requirements 46

47 If a milk alternative is used in a meal, it may also count towards another meal pattern component, if it is provided in amounts adequate to meet the minimum serving sizes of the second component. Generally, it is recommended that SNPs avoid this double counting to maintain plate appeal for participants and to meet the minimum nutrient requirements for the meal. Examples: 6 ounces calcium fortified orange juice (250 mg Calcium) = One Milk Alternative and also One Fruit/Vegetable. 3 oz. Sardines = One Milk Alternative and also One Protein Food Religious Preclusion of Milk and Milk Products If religious requirements preclude the acceptance of a milk or milk alternative, it may be omitted. In such cases, nutrition education which specifically, but not exclusively, includes information on high calcium food and beverage sources, must be provided to participants at least twice per year, and documentation maintained at the AAA. For example, information can be provided to participants regarding additional food and beverage choices they can make at other meals throughout the day to obtain adequate calcium intake. Protein Foods Requirement: A meal shall contain at least three (3) ounces or a minimum of 18 grams of protein in the meat/meat alternative when one meal a day is served. Two (2) ounce portions containing at least 14 grams of protein per meal may be served when a second or third meal is served daily. Breading (e.g., breaded fish patty) does not count towards meeting the serving size requirement and such breading does not count towards the grain/starch requirement. One (1) ounce-equivalent protein food includes the following: 1 egg ½ cup (4 oz.) legumes (beans and lentils)* 1 ounce cooked meat, fish, poultry 1 ounce cheese tablespoons of peanut butter 1/3 cup nuts ¼ cup cottage cheese ¼ cup raw, firm tofu Note: a three (3) oz. serving of meat is the size of a deck of cards. *Dried beans and lentils are in both the Protein Foods and the Grains/Starches group, however, can count as only one group in a meal. Legume dishes include: lima, kidney, black-eyed or split peas, navy, black, pinto or garbanzo beans, lentils, and soybeans. 47

48 Ground meat may be served no more than: 2 times per week when serving 1 meal per day 4 servings per week when serving 2 meals per day 6 servings per week when serving 3 meals per day Examples of ground meat are ground beef, chicken, pork and turkey. It does not include formed meat products (e.g. rib patty) or shredded meats. Three (3) ounces of seafood is recommended to be served once a week for one meal per day, five (5) ounces for two (2) meals per day, and eight (8) ounces for three (3) meals per day. Seafood includes fish (including imitation crab made from fish meat) and shellfish (e.g., shrimp, oysters, crab). Meeting the Sodium Requirements for the Meal Typically, the entrée contributes the majority of the sodium in a meal and can also be the most variable in sodium content, depending on the Protein Food selected as well as any sauces, gravies and other seasonings which may be added. The following tool is provided for programs which utilize the meal pattern method, as this process does not determine the exact nutrient content of each meal: To meet the 1,400 mg level by October 1, 2013: The sodium in the Protein Food should not exceed 1,000 mg per serving. High sodium foods (e.g. processed cheese, hot dogs, sausage, bacon, ham, cold cuts, etc.) are not recommended, unless replaced with a low-sodium version, more than: Twice per week for 1 meal per day Four times per week for 2 meals per day Six times per week for 3 meals per day To meet the 1,200 mg level by October 1, 2014: The sodium in the Protein Food should not exceed 800 mg. High sodium foods (e.g. processed cheese, hot dogs, sausage, bacon, ham, cold cuts, etc.) are not recommended, unless replaced with a low-sodium version, more than: 6 times per month for 1 meal per day Twice per week for 2 meals per day Three times per week for 3 meals per day 48

49 To meet the 1,000 mg level by October 1, 2015: The sodium in Protein Food should not exceed 600 mg. High sodium foods (e.g. processed cheese, hot dogs, sausage, bacon, ham, cold cuts, etc.) are not recommended, unless replaced with a low-sodium version, more than: Fruits and Vegetables Once a week for 1 meal per day 6 times per month for 2 meals per day Twice per week for 3 meals per day Requirement: Four ounces (drained weight) of vegetables or fruits, per serving, must be included in any stew, soup, casserole, gelatin or other combination dish if serving a vegetable/fruit in the menu plan. The 2010 Dietary Guidelines established subgroups within the fruits and vegetables category, which are reflected in an optional meal pattern category entitled, Sub-Groups. Standard Meal Pattern requirements for Fruit/Vegetable: Fruit and Vegetable (Vitamin A & C servings can be met by either Fruit/Vegetables or Starchy Vegetables) 1 meal per day 2 meals per day 3 meals per day 2 rich or 4 fair Vitamin A servings per week 1 rich or 2 fair Vitamin C servings daily 4 rich or 8 fair Vitamin A servings per week 2 rich or 4 fair Vitamin C servings daily 6 rich or 12 fair Vitamin A servings per week 3 rich or 6 fair Vitamin C servings daily Sub-Group Meal Pattern requirements for Fruit/Vegetable: Fruit and Vegetable (Sub-Group servings can be met by either Fruit/Vegetables or Starchy Vegetables 1 meal per day 2 meals per day 3 red, orange, 6 red, orange, orange-yellow orange-yellow per week per week 1 dark green per week 2 dark green per week 3 meals per day 9 red, orange, orangeyellow per week 3 dark green per week 49

50 Vegetables and fruits are an important parts of the SNP meal. They not only enhance its flavor and appeal but also its nutritional quality. Lightly cooked and uncooked fruits and vegetables retain more of their natural nutrient and fiber content. Fresh fruits and vegetables should be purchased in season when they are abundant and most economical. Use of canned vegetables is discouraged due to added sodium in these products. The physiological needs of seniors, however, must be considered when selecting and preparing vegetables. Chewing raw or lightly cooked items may be too difficult for some, especially those with dental problems. Vegetables and fruits are generally good sources of fiber, low in fat, and are often the main sources of vitamins A and C and folic acid. FRUIT A serving of fruit is generally: ½ cup cooked, frozen or canned, drained fruit (e.g., apple, pear, banana, etc.) ½ cup 100% fruit juice 1/3 cup cranberry juice ¼ cup dried fruit 15 grapes Fresh, frozen or canned fruit must be packed in its own juice or water. All juices must be 100% juice. Fresh fruit may be cut, sliced or peeled for easy manipulation by the client. VEGETABLES A serving of vegetables is: ½ cup cooked, drained fresh, frozen, canned or raw vegetable (e.g., green beans, peas, etc.) 1 cup raw leafy greens and shall consist of at least 3 different vegetable greens ½ cup tomato juice* ½ cup 100% vegetable juice* * low sodium versions may be necessary to meet the sodium limits per meal. Lettuce and tomato served as a garnish or on a sandwich is a condiment and does not count as a serving of vegetables. Note: Potatoes, corn and dried beans, split peas and lentils are counted as serving from the Grains/Starchy Vegetable Group (see listing on following page). 50

51 Fruit and Vegetables: 2010 Dietary Guidelines Subgroups. GRAINS/STARCHY VEGETABLES Requirement: 2 servings for one meal per day, 4 servings for two meals per day, and 6 servings for three meals per day. Whole grains (whole wheat, oats, brown rice, wild rice, popcorn, whole rye, and whole grain multi- grains) must be served at least: 3 times per week for 1 meal per day 6 times per week for 2 meals per day 9 times per week for 3 meals per day Dried beans and lentils are in both the Protein Food and the Grains/Starchy Vegetable group, however, can count as only one group in a meal. Legume dishes include: dried beans, split or blackeye peas and lentils such as lima, kidney, navy, black, pinto or garbanzo beans, lentils, and soybeans. Legumes must be served at least: 1 time per week for 1 meal per day 2 times per week for 2 or 3 meals per day When selecting whole grain breads and other grain products, choose ones that include the word whole as part of the first item on the ingredient list, such as whole grain or whole wheat. Another way of ensuring a whole grain product is to look for the Whole Grain Stamp ( The 100% Stamp indicates that the food contains a full serving of whole grain whereas the Basic Whole Grain Stamp appears on products containing at least half a serving of whole grain per labeled serving. Serving sizes for Grains: Catering Contract Tip: SNPs may consider requiring at least 2 seasonal fruits and/or vegetables per week, providing a list of examples for each season. 1 slice (1 oz.) bread 1 biscuit, 2.5 diameter ½ cup cooked pasta, rice, noodles 1 ounce ready-to-eat cereal 1 waffle, 4-5 diameter 1 slice French toast 1 small (2 oz.) muffin ½ English muffin 2 cube cornbread 1 pancake, 4 diameter 1 tortilla, 6 diameter ½ large hotdog/hamburger bun, 1 oz. ½ bagel, 3-4 diameter 1 small sandwich bun ½ cup bread dressing/stuffing 4-6 crackers (1 oz.) ½ cup cooked cereal 51