Request for Proposal. Child and Adult Care Food Program (CACFP) Food Service Program Consultant Services

Transcription

1 Request for Proposal Child and Adult Care Food Program (CACFP) Food Service Program Consultant Services Proposals must be received by: 8/18/17, 5pm EDT Proposals must be delivered to: Michael McKenna Chief Impact Officer Subject Line Must Indicate: CACFP Food Service Program Consultant Services: (Name of Proposer) 1

2 Table of Contents About Community Action Partnership.. 3 Instructions to Proposer.. 4 Nondiscrimination Statement... 7 Scope of Work. 9 Qualification of Proposers 12 Proposal Submission Form.. 13 References Addendum: Hold Harmless Agreement and Evidence of Insurance

3 ABOUT COMMUNITY ACTION PROGRAM Community Action Program has a 50 year history of serving low-income families and individuals across Lancaster County. Our work is guided by our mission to help people build self-sufficiency and to eliminate poverty in our community. Each year, CAP reaches more than 40,000 low-income individuals through programs that support child development and education, health and nutrition, household stability, and public safety and violence prevention to help them not only meet their essential daily needs, but to work toward a brighter future of long term financial self-sufficiency. Currently the organization operates an annual budget of $46 million, with nearly 300 employees who work across 13 locations. CAP is one of the largest community benefit organizations in Lancaster County. Among the many initiatives and services CAP provides in Lancaster County are the following: The Atlas Initiative, which helps individuals and families chart their own pathway out of poverty by using circles of support and person-centered planning Child Care Information Services (CCIS), which supplies child care subsidies for low-wage earning parents who are working or enrolled in training or education programs CAP Child Care, a STAR 4 child care center that offers quality, affordable, accessible child care to children while their parents are working, in training or in school Domestic Violence Services, which provides emergency shelter, counseling, legal and housing services, and children s programming for victims of domestic violence and their children The Family Center, which promotes positive child development through effective parenting early intervention services Head Start, which provides comprehensive high-quality, pre-kindergarten education and family support services to low-income families Senior Centers, which offer members over 60 free meals, educational activities and field trips, financial education, and wellness activities in Lancaster City and Columbia Outreach Utility Assistance, which manages assistance programs for lowincome customers of PPL and UGI Women, Infants and Children Nutrition Program (WIC), which offers nutrition education, healthy foods, breastfeeding support, and referrals to health and social services for pregnant and post-partum women and children up to age 5 3

4 Instructions to Proposers 1. Proposals must be presented by as follows: Attention: Michael McKenna Subject line: CACFP Food Service Program Consultant Services: (Name of Proposer) 2. The proposal shall include the legal name of the contractor and a statement whether the contractor is a sole proprietor, a partnership, a corporation or other legal entity, and shall be signed by the person or persons legally authorized to bind the contractor to a contract. All required signatures shall be handwritten in ink with the full name of the person executing same. Scanned copies of original signatures are sufficient. 3. Proposals will provide, along with the completed proposal package, evidence demonstrating an ability to provide the requested services, including, a list of at least three (3) references, including contact information, which substantiate the contractor's capacity and qualifications. References with contracts of similar scope to this RFP are preferred. 4. All information received in response to this RFP shall become the property of CAP. 5. All proposals received after the time stated or outside of the defined format will not be considered. 6. CAP requires that all vendors and/or contractors who come in direct contact with our customers obtain criminal history record information and child abuse clearances for each employee who will have direct contact with children, showing that such employees have not been convicted of certain crimes. The contractor shall ensure all contractor personnel are properly certified and cleared for state and federal employment records (Child Abuse, FBI Background Check, PA Criminal History) and share proof of those records with CAP. 7. All proposers shall provide evidence of insurance at time of proposal (see addendum for categories of insurance). If selected, the successful proposer shall be required to complete a form W-9 and any other applicable documents as required by law. Failure to comply will result in loss of the contract. 8. The proposed contract will commence on August 28, 2017 and conclude on June 30, This contract may be renewed for two successive one-year contracts with up to a 3% increase in pricing per year. 4

5 9. The contractor s staff shall hold a valid Manager s ServSafe certification and submit a copy as well as a complete business profile/resume. 10. Any contract agreed to under this Request for Proposal is subject to termination by either party with thirty (30) days written notice. In the event of termination of the contract, it is CAP s responsibility to pay for unpaid services performed and authorized costs incurred by the Contractor after the date of notice. 11. Payments for all goods and services will be made in accordance with the CAP payment schedule and/or current Pennsylvania law. In instances where payment schedules and/or practices differ from Pennsylvania law, the CAP payment schedule and/or practice will prevail. 12. CAP management shall award to the proposer deemed to be most responsible and responsive to the specifications herein. Further, CAP reserves the right to reject any or all proposals, in whole or in part, and to waive informalities permitted by law. 13. CAP reserves the right to negotiate the work statement and cost. CAP also reserves the right to accept proposals as submitted. Proposers are strongly encouraged to submit their most favorable pricing. 14. The proposer agrees that if the award is made to it, the proposer will not assign or transfer the award, unless specific permission to do so is granted in writing by CAP CEO or designee. 15. CAP is exempt from Federal Excise and Pennsylvania Sales Taxes and will issue an exemption certificate. 16. The proposer agrees to hold the Board of Directors, officers, customers and employees of CAP harmless, and to indemnify them for any and all expenses incurred for all claims arising from the liability for bodily injury and property damage, including costs of counsel and all expenses incident thereto, due to the vendor s negligence. 17. The proposer agrees that CAP has no right of direct control over the hiring, retention, screening or assignment of employees, agents or officers of the proposer, and further that the proposer is responsible for compliance with all state, federal, and local labor laws including workers compensation. 5

6 18. In the event that the successful proposer shall neglect or refuse to furnish and deliver said articles or any part thereof, as provided in these specifications CAP is authorized and empowered to purchase services in conformity with this contract from such party or parties as it shall select at the expense of the successful proposer, or to cancel this contract reserving to itself, nevertheless, all rights for damages which may be incurred by CAP. 19. Questions concerning specifications for this proposal must be submitted in writing to no later than 5pm EDT on August 9, Final answers will be posted to caplanc.org by close of business August 11, Responses to the questions will represent a formal amendment to the RFP. 6

7 NONDISCRIMINATION STATEMENT & USDA CIVIL RIGHTS COMPLIANCE 1. The Contractor agrees: a. That in the hiring of employees for the performance of work under this contract, or any subcontractor hereunder, no contractor, subcontractor, nor any person acting on behalf of such contractor or subcontractor, shall by reason of race, creed, or color, discriminate against anyone who is qualified and available to perform work to which the employment relates; b. That no Contractor, subcontractor, or any person acting on behalf, shall in any manner discriminate against or intimidate any employee hired for performance of work under this contract on account of race, creed, or color; c. That there may be a penalty for each person, for each calendar day during which such person was discriminated against or intimidated, in violation of the provisions of the contract; and, d. That this contract may be canceled or terminated by CAP and all money due or to become due hereunder may be forfeited, for a second or any subsequent violation of the terms or conditions of this portion of the contract. e. That they will adhere to the USDA Nondiscrimination Statement as follows: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident. Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA's TARGET Center at (202) (voice and TTY) or contact USDA through the Federal Relay Service at (800)

8 Additionally, program information may be made available in languages other than English. To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) Submit your completed form or letter to USDA by: (1) mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400 Independence Avenue, SW, Washington, D.C ; (2) fax: (202) ; or (3) program.intake@usda.gov. 8

9 Scope of Work CAP s Education and Child Development Impact Team serves nearly 600 children annually. CAP participates in the federal meal program Child and Adult Care Food Program (CACFP) which provides guidelines for meal quality and delivery, as well as reimbursement on a per meal basis at federally-prescribed rates for breakfast, lunch, and snack. CAP is requesting proposals for CACFP Consulting Services to support fourteen sites across Lancaster County (see table below). Across the 600 children, approximately 56 percent are served directly by CAP employees out of two commercial kitchens in Lancaster City (noted below as CAP Kitchens) and 44 percent are served through contracts with the school districts in which the early learning centers are located. The Consultant will be required to provide sufficient time to complete the following: Monitor and provide consulting related to CACFP per USDA standards and any other specifications established by CAP. Ensure USDA and PDE (PA Department of Education) program compliance for all areas of the CACFP program. Provide technical assistance and consulting support to facilitate continued development of CACFP. Ensure successful compliance with all local, state and federal food safety guidelines. Make recommendations about staffing levels, staff development and training needs. At a minimum, training will include meal pattern training for identified staff (estimated 5-10 hours). Provide minimum of 3 days, maximum of 5 days of on-site supervision of program staff. Prepare PDE CACFP applications for all CAP Child Care and Head Start sites in PEARS. Oversee contracts for meal services at Head Start or Child Care centers in which another vendor provides services (e.g. sites as identified below). Make recommendations regarding operating efficiencies and cost-savings. Responsible for procurement and purchasing of food and supplies for CAP Kitchens in coordination with CAP finance department. Develop menus in keeping with the CACFP meal pattern, standardized recipes, and standard operating procedures for meal preparation, delivery, and clean-up for all sites served by CAP Kitchens, and responding to classroom feedback for all sites. To the extent possible, seek to provide healthy fresh or frozen foods that meet or exceed new CACFP meal pattern standards. 9

10 Develop relationships with local and regional producers in support of Farm to Early Care initiatives. Enrollment and geographic footprint Site/Location Enrolled Children Food Service Needed Food Service Provider CAP Child Care 24 CBW 219 Bunch 32 Lafayette 15 Lititz 30 Washington 17 SUBTOTAL 337 Quarryville 15 Pequea Valley 16 6 hour classes Breakfast, Lunch, Snack 6 hour classes Breakfast, Lunch, Snack AM Class: Breakfast, Lunch PM Class: Lunch, Snack 4 hour class Breakfast, Lunch, Snack Double session 1 AM: Breakfast, Lunch 1 PM: Lunch, Snack 4 hour class Breakfast, Lunch CAP Kitchens CAP Kitchens CAP Kitchens CAP Kitchens CAP Kitchens CAP Kitchens 4 hour class Solanco School Breakfast, Lunch District 6 hour class New class Breakfast, Lunch, Snack TBD 10

11 Columbia 90 East Petersburg 38 Mt. Joy 36 Highland 30 Clay 17 Manheim Central 18 TOTAL 597 Double Session classes 3 AM: Breakfast, Lunch 3 PM: Lunch, Snack 6 hour class: B, L, S 4 hour class: B, L AM: B, S PM: L, S Double session 1 am: B, L 1 PM: L, S 4 hour class B, L TBD hours are being determined Columbia SD (Note: CAP Kitchen staff member on site for service) Hempfield SD Mt. Joy CTC Ephrata SD Ephrata SD MC SD Cost Estimate Fees for completion of all tasks described in the Scope of Services will be invoiced on a monthly basis. Additional work, not described above, and requested by CAP will be invoiced at an hourly rate. Proposers must include a ten-month budget for the period August 28 through June 30, 2018 and an additional one-year budget for the period July 1, 2018 through June 30, Method of Payment Unless otherwise specified, the contractor will be paid based on monthly invoices submitted to CAP, with a detail of work completed and dates worked. Invoices shall be submitted electronically to accountspayable@caplanc.org or by mail to CAP, 601 South Queen Street, Lancaster, PA 17603, ATTN: Gail Herren, Accounts Payable Manager. 11

12 Qualification of Proposers CAP will evaluate the responses based upon the information supplied by the proposer. Criteria for evaluations will include: Category 1 Qualifications 20 2 References 15 3 Experience 30 4 Cost 35 Weight 12

13 Request for Proposal CACFP Food Program Consulting Services PROPOSAL SUBMISSION FORM Company Name: Address: Authorized Name and Title: Authorized Signature: Contact Person: Date: Phone Number: Fax Number: Contact Information: Cost Estimate Monthly Fee: Cost Estimate Hourly Fee: Rate information that would be included in a potential agreement with the CAP must be submitted for each proposal. 13

14 References Contractor: EXPERIENCE Company Contact Name Telephone Dates of Service 14

15 ADDENDUM: HOLD HARMLESS AGREEMENT AND EVIDENCE OF INSURANCE The contract with the successful proposer will include the following: 1. The vendor(s) receiving the award agree(s) to hold harmless and indemnify the Board of Directors, officers, customers and employees of CAP, for any and all expenses incurred for all claims arising from liability for bodily injury and property damage due to the vendor's negligence. 2. The vendor(s) receiving the award agree(s) to submit, within ten (10) days after award and before work begins, a certificate of insurance evidencing workers compensation, commercial general liability, automobile liability, and excess liability insurance (with minimum limits outlined below) to CAP, Attn: Frank Gatti, CFO, 601 South Queen Street, Lancaster PA or by to fgatti@caplanc.org. A. The certificate of insurance must indicate that CAP, 601 South Queen Street, Lancaster PA 17603, will be added as an additional insured on the commercial general liability and automobile liability insurance policies. B. The insurance carriers must have a minimum Best s rating of A-, IX and be licensed to conduct business in the Commonwealth of Pennsylvania. C. The following coverages and minimum limits of insurance shall be maintained: 1. Workers Compensation Statutory limits as required by the Commonwealth of Pennsylvania. 2. Commercial General Liability - including products/completed operations and contractual liability for the services and products provided. The limit of liability is to be not less than $1,000,000 per occurrence for bodily injury (including personal injury) and for property damage. 3. Excess Liability limit of liability to be not less than $1,000,000 per accident. D. The certificate of insurance must provide that the policies shown on the certificate cannot be cancelled until after thirty (30) days notice to the Certificate Holder, and if the expiration date of the policies occurs during the term of the awarded contract, a renewal certificate of insurance (with policy numbers) will be provided to CAP Attn: Frank Gatti, CFO, 601 South Queen Street, Lancaster, PA or by to fgatti@caplanc.org prior to the effective date of the renewal policies. 15