CONGREGATE NUTRITION

Agency: Imperial county
State: California
Type of Government: State & Local
Posted Date: Jan 17, 2020
Due Date: Feb 21, 2020
Solicitation No: 20-0007
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REQUEST FOR PROPOSALS
ProjectName CONGREGATE NUTRITION
RFP/RFQ Number 20-0007
Deadline for Question Submission 1/29/2020
Proposals Due 2/21/2020
Contact Person(s) debbiewray@co.imperial.ca.us
Bid Documents

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Rosalina Blankenship
Public Guardian
Public Conservator
Area Agency On Aging
Area Agency on Aging
778 West State Street
El Centro, CA 92243
Telephone: (442) 265-7000
Fax: (442) 265-7034
REQUEST FOR PROPOSALS
FOR
CONGREGATE NUTRITION SERVICE
(Older Americans Act Title III C-1)
ISSUED BY:
Imperial County Area Agency on Aging
RELEASE DATE:
January 17, 2020
DUE DATE:
February 21, 2020
MAIL RESPONSE TO:
Imperial County Purchasing Department
Attn.: Debbie Wray
1125 Main Street
El Centro, CA 92243
442-265-1866
RFP 20-0007
CONGREGATE NUTRITION SERVICES PROGRAM
TABLE OF CONTENTS
I.
Introduction …………………………………………………………………………………………………………….…………………3
II. Request for Proposal Process ………………………………………………………………………………….…………………8
III. Request for Proposal Questions …………………………………………………………………………….…………………13
IV. Contracting Requirements and Standards ………………………………………………………………..………………16
V. Scope of Services ……………………………………………………………………………………………………………………...22
Appendix A: Sample Service Provider Agreement …………………………………………..……………………………...25
Appendix B: Nutritional Requirements and Meal Guidelines …………………………………………….……..………29
Appendix C: Client Complaint and Grievance Procedures …………………………………………………………………34
Appendix D Budget Form ………………………………………………………………………………………………………….......36
Appendix E California Civil Rights Laws Certification ……………………………………………………………………….41
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RFP 20-0007
CONGREGATE NUTRITION SERVICES PROGRAM
I. INTRODUCTION
A. Background: The Imperial County Area Agency on Aging (ICAAA) congregate nutrition program
(“Program”) serves meals in a group (congregate) setting to individuals ages 60 and older, their spouses
(regardless of age), and disabled individuals who reside at home with and accompany an older individual
who participates in the Program. Meal sites include senior centers, schools, churches, and other
community facilities that are easily accessible to older people.
The congregate nutrition program targets older individuals with the greatest economic and/or social need,
with particular attention to low-income and minority individuals living in rural areas. Meals comply with
the most recent Dietary Guidelines for Americans and provide one-third [1/3] of the dietary reference
intakes. Ancillary services include community education about nutrition and healthy eating. The ICAAA is
also interested in expanding outreach efforts to identify qualifying participants who could benefit from
the Program.
The ICAAA Program is designed to improve the physical and social well-being of participants by providing
healthy meals in group settings that offer opportunities to socialize, form new friendships, and create
informal support networks. The nutritionally balanced meal and social contact together provide a positive
motivation for self-care for seniors who may eat poorly on their own and become depressed in isolation.
B. Request for Proposals Objective: The ICAAA is seeking third-party service providers to expand and
improve the existing congregate nutrition program beginning in July 2020. The objective of this Request
for Proposals (RFP) is to award funding to one or more service providers for the procurement,
preparation, transportation, and serving of meals in group settings (each a “meal site”).
C. Current Statistics: As of the date of the release of this RFP, an average of 3,891 meals are served per
month at ten (10) meal sites located throughout Imperial County. Specific information regarding meal
site locations, delivery frequency, site hours, and average number of meals served per site is available in
Section II. I. “Current Meal Site Data.”
D. Contract Start Date, Annual Renewal, and Contract Duration: The ICAAA expects a service provider
to be selected and services to commence July 1, 2020 [see Section II. B. “2020 Timeline and Submission
of Proposals”]. The proposed contracting period is July 1, 2020 to June 30, 2021, with three (3) additional
annual contracts awarded all contingent upon funding availability. Contracts awarded as a result of this
RFP may be renegotiated: (1) to provide service during FY 2021-2022, FY 2022-2023, and FY 2023-2024,
and (2) for any funding additions or reductions to ICAAA’s congregate nutrition program. A Sample Service
Provider Agreement is attached as Appendix A.
E. Insurance Requirements:
1. Prior to commencement of any work under this Agreement, the Contractor hereby agrees at its
own cost and expense to procure and maintain during the term of this Agreement, and any
extended term thereof, commercial general liability insurance (bodily injury and property
damage) and professional liability insurance in a sum acceptable to the County and adequate to
cover potential liabilities arising in connection with the performance of this Agreement and in any
event not less than the minimum limit set forth as follows:
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RFP 20-0007
CONGREGATE NUTRITION SERVICES PROGRAM
a. General liability of not less than $1,000,000 per occurrence for bodily injury and property
damage combined. Higher limits may be required by the County in cases of higher than
usual risks.
b. Professional liability (E & O) of not less than $1,000,000 as it appropriately relates to the
services rendered. Coverage shall include medical malpractice and/or errors and
omissions.
c. Worker’s Compensation, Coverage A
Statutory
d. Automobile liability (Owned, Hired, & Non-Owned Vehicles) of not less than $1,000,000
for volunteers and paid employees providing services supported by this Agreement.
i. Bodily Injury
ii. Property Damage
$100,000
$300,000
e. If applicable, contractors and subcontractors shall comply with the Public Utilities
Commission (PUC) General Order No. 115-F which requires higher levels of insurance for
charter-party carriers of passengers and is based on seating capacity as follows:
i. $750,000 if seating capacity is under 8
ii. $1,500,000 if seating capacity is 8 15
iii. $5,000,000 if seating capacity is over 15
Unless otherwise amended by future regulation.
2. Special Insurance Requirements. All insurance required under paragraph 1 shall:
a) Be procured from California admitted insurers (licensed to do business in California) with
a current rating by Best’s Key Rating Guide, acceptable to COUNTY. A rating of at least A-
VII shall be acceptable to COUNTY; lesser ratings must be approved in writing by COUNTY.
b) Be primary coverage as respects COUNTY and any insurance or self-insurance maintained
by COUNTY shall be in excess of CONTRACTOR’s insurance coverage and shall not
contribute to it.
c) Name COUNTY as an additional insured on all policies, except Workers’ Compensation,
and Errors and Omissions and provide that COUNTY may recover for any loss suffered by
COUNTY by reason of CONTRACTOR’s negligence.
d) State that it is primary insurance and regards COUNTY as an additional insured and
contains a cross-liability or severability of interest clause.
e) Not be canceled, non-renewed or reduced in scope of coverage until after thirty (30) days
written notice has been given to COUNTY. However, CONTRACTOR may not terminate
such coverage until it provides COUNTY with proof that equal or better insurance has
been secured and is in place. Cancellation or change without the prior written consent of
COUNTY shall, at the option of COUNTY, be grounds for termination of this Agreement.
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RFP 20-0007
CONGREGATE NUTRITION SERVICES PROGRAM
3. County Evidence of insurance shall be in a form and content acceptable to the County. Insurance
obtained through commercial carriers shall meet the following requirements:
a. The Certificate of Insurance shall provide that the insurer will not cancel the insured’s
coverage without thirty (30) days prior written notice to the State, or ten (10) days
written notice if the reason for cancellation is for non-payment of insurance premium.
b. The Certificate of Insurance shall provide the statement: “The County of Imperial, the
Imperial County Area Agency on Aging, its Advisory Council, and its officers, agents,
employees, and servants, Department of Aging, State of California, its officers, agents,
employees, and servants are included as additional insures, with respect to work
performed for the State of California and/or the County of Imperial under this
Agreement.” Professional liability coverage is exempt from this requirement.
c. The County and the California Department of Aging shall be named as the certificate
holder and the address must be listed on the certificate:
IC Area Agency on Aging (ICAAA)
778 W. State Street
El Centro, CA 92243
California Department of Aging (CDA)
1300 National Drive, Suite 200
Sacramento, CA 95834
d. Be primary coverage as respects County and any insurance or self- insurance maintained
by County shall be in excess of Contractor’s insurance coverage and shall not contribute
to it.
4. Additional Insurance Requirements
a) Complete copies of certificates of insurance for all required coverages including additional
insured endorsements and 30-day notice of cancellation clause endorsements shall be
attached to agreement.
b) COUNTY is to be notified immediately of all insurance claims. COUNTY is also to be
notified if any aggregate insurance limit is exceeded.
c) Prior to CONTRACTOR rendering services provided by this Agreement, and immediately
upon acquiring additional insurance coverage, for example, excess professional
malpractice insurance coverage, during the term of this Agreement as may be required,
CONTRACTOR shall deliver a certificate of insurance describing the insurance coverages
and endorsements to the County of Imperial, Human Resources/Risk Management, 940
W. Main Street, Suite 101, El Centro, CA 92243, and County of Imperial, Behavioral Health
Services Department, 202 N. Eighth Street, Suite 232, El Centro, CA 92243.
d) The comprehensive or commercial general liability shall contain a provision of
endorsements stating that such insurance:
i. Includes contractual liability;
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