ADRC Bulk Food Delivery RFP
| Agency: | La Crosse County |
|---|---|
| State: | Wisconsin |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Jun 2, 2023 |
| Due Date: | Jun 30, 2023 |
| Bid Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Attachment Preview
Request for Proposal
for
County of La Crosse, Wisconsin
Friday, June 2, 2023
HUMAN SERVICES DEPARTMENT
Aging and Disability Resource Center (ADRC)
La Crosse County Senior Nutrition Program
Bulk Food Delivery
Proposals must be received no later than
3 p.m., June 30, 2023
SPECIAL INSTRUCTIONS:
1. Place the signed Signature Affidavit as the first page of your proposal.
2. Proposals should be submitted electronically
Proposals should be submitted via email with proposal title in subject line of the
email.
Proposal Title: Bulk Food Delivery RFP
3. Vendor Conference will be held via Microsoft Teams online and/or phone
RSVP will be required to attend – See Section 1.5
4. Deliver on or before June 30, 2023 by 3 p.m. to
Email: csander@lacrossecounty.org
5. Final award decision anticipated by July 21, 2023, with an estimated contract
start date of July 31, 2023 (this date is negotiable).
LATE, FAXED AND/OR UNSIGNED PROPOSALS WILL BE REJECTED
Bulk Food Delivery RFP
La Crosse County Human Services, Aging and Disability Resource Center (ADRC)
TABLE OF CONTENTS
1.0 GENERAL INFORMATION .......................................................................................... 1
1.1 Introduction and Background ......................................................................................... 1
1.2 Service Description ........................................................................................................... 1
1.3 Definitions .......................................................................................................................... 2
1.4 Clarifications and/or Revisions to the Specifications and Requirements .................... 2
1.5 Vendor Conference ........................................................................................................... 3
1.6 Calendar of Events............................................................................................................ 3
1.7 Contract Terms and Rate Increases................................................................................ 3
2.0 PREPARING AND SUBMITTING A PROPOSAL ..................................................... 4
2.1 General Instructions ......................................................................................................... 4
2.2 Public View of Proposals .................................................................................................. 4
2.3 Incurring Costs.................................................................................................................. 4
2.4 Submitting the Proposal ................................................................................................... 4
2.5 Proposal Organization and Format ................................................................................ 5
2.6 Multiple Proposals ............................................................................................................ 5
2.7 Vendor Presentation/Interview........................................................................................ 5
3.0 PROPOSAL SELECTION AND AWARD PROCESS................................................. 5
3.1 Opening of Bid................................................................................................................... 5
3.2 Preliminary Evaluation .................................................................................................... 5
3.3 Right to Reject Proposals and Negotiate Contract Terms ............................................ 6
3.4 Proposal Scoring ............................................................................................................... 6
3.5 Evaluation Criteria ........................................................................................................... 6
3.6 Required Forms ................................................................................................................ 7
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Bulk Food Delivery RFP
La Crosse County Human Services, Aging and Disability Resource Center (ADRC)
3.7 Final Offers........................................................................................................................ 7
3.8 Notification of Intent to Award will be Shortly Following Final Approval................. 7
4.0 SPECIAL CONTRACT TERMS AND CONDITIONS................................................ 7
5.0 PURCHASE OF SERVICE CONTRACT ..................................................................... 8
6.0 EXPENSES RELATED TO CONTRACTING ............................................................. 8
6.1 Insurance Requirements .................................................................................................. 8
ii
Bulk Food Delivery RFP
La Crosse County Human Services, Aging and Disability Resource Center (ADRC)
1.0 GENERAL INFORMATION
1.1 Introduction and Background
The Aging & Disability Resource Center (ADRC) of La Crosse County operates the
La Crosse County Senior Nutrition Program which is available to seniors 60 years of
age or older and their spouses, regardless of age. Its purpose is to reduce hunger and
food insecurity and promote socialization, health, and well-being among older adults.
Two types of nutrition services are provided: 1) congregate dining and 2) home
delivered meals. Congregate dining provides nutritious meals in a group setting,
allowing for opportunities to socialize with others. Home delivered meals are
provided to eligible individuals who are unable to attend one of the local congregate
dining sites. For either service, participant voluntary contributions are requested
however no one is ever denied because of the inability to donate.
The ADRC of La Crosse County is seeking a provider to pick-up, transport, and
deliver bulk food, packed in a combination of rolling Cambros, stackable coolers, and
hot/cold insulated food bags, to/from La Crosse kitchen to dining sites in the La
Crosse and West Salem areas for lunch time meals Monday through Friday. Provider
may also transport mail and supplies as needed.
1.2 Service Description
Provider will arrive at La Crosse kitchen, currently located within the La Crosse
County Law Enforcement Center at 333 Vine St, La Crosse, by 8:15 a.m., Monday
through Friday. Provider will load and secure two (2) 52 x 69 x 114 cm rolling
Cambros and two (2) 72 x 83 x 116 cm rolling Cambros, transport, and deliver to
Southside Neighborhood Center dining site located at 1300 6th Street S, La Crosse;
Fridays will also include four (4) stackable coolers.
Once at dining site, provider will roll Cambros and stackable coolers, as needed, into
facility where staff and/or volunteers will help Provider unload Cambro/cooler
contents. Provider will gather any unused pans and/or milk crates and place into
emptied Cambros/coolers.
Provider will return Cambros and coolers to kitchen by 9:00 a.m. Provider will then
load and secure one (1) 52 x 69 x 114 cm rolling Cambro and one (1) 72 x 83 x 116
cm rolling Cambro, transport, and deliver to Community Connections Center dining
site located at 1407 St Andrew Street, La Crosse; Thursdays will also include an
additional 72 x 83 x 116 cm rolling Cambro.
Once at dining site, Provider will roll Cambros into facility where staff and/or
volunteers will help Provider unload Cambro contents. Provider will gather any
unused pans and/or milk crates and place into emptied Cambros. Provider will wait
onsite for staff/volunteers to package West Salem home-delivered meals; Provider
may load and secure emptied Cambros while waiting.
1
Bulk Food Delivery RFP
La Crosse County Human Services, Aging and Disability Resource Center (ADRC)
Provider will load and secure at least one (1) hot/cold insulated food bag and two (2)
stackable coolers, transport, and deliver to Hazel Brown Leicht Member Library
located at 201 Neshonoc Road, West Salem, by 10:30 a.m.
Once at Library, Provider will give the hot/cold insulated food bag(s) and stackable
coolers to the volunteer(s) and pick up empty bag(s) and coolers stored overnight.
Provider will return Cambros, coolers, and bag(s) to La Crosse kitchen, if needed;
Provider has the option to return Cambros and coolers to La Crosse kitchen prior to
West Salem delivery however, it is important that Provider is at Library no later than
10:30 a.m.
Provider may be asked to also transport mail and supplies between dining sites and
ADRC office located within the Health & Human Services Building located at 300 4th
Street N, La Crosse. If this is needed, Provider will receive notice at least 24 hours in
advance. It is anticipated that the Provider will complete the duties described above
by 10:45/11:00 a.m. each day. Please note, if the Provider has the capacity to load and
secure all Cambros and coolers, versus returning to kitchen at 9:00 a.m. for a second
load, we will accommodate.
Food shall be delivered Monday through Friday, except on non-service days listed
below or the day designated by La Crosse County in observance of the following
holidays:
New Year’s Day
Martin Luther King Day
Spring Holiday
Memorial Day
Independence Day
Labor Day
Thanksgiving Day
Day after Thanksgiving
Christmas Eve Day
Christmas Day
Additionally, the decision to cancel food service due to inclement weather will be
based on local weather forecast and any warnings, watches, and advisories for La
Crosse County. ADRC will notify provider(s) as soon as reasonably possible.
1.3 Definitions
The following definitions are used throughout the RFP:
ADRC – Aging and Disability Resource Center
1.4 Clarifications and/or Revisions to the Specifications and Requirements
This Request For Proposal (RFP) process is administered by La Crosse County,
Human Services Department and the person responsible for managing the
procurement process is Chris Sander.
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