Disaster Catering Services

Agency: Larimer County
State: Colorado
Type of Government: State & Local
NAICS Category:
  • 722320 - Caterers
Posted Date: Jul 31, 2020
Due Date: Aug 31, 2020
Solicitation No: P20-20
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
due date number title documents contact
2020-08-31 P20-20 Disaster Catering Services
Les Brown, Purchasing Agent
brownxld@larimer.org
970-498-5954

Attachment Preview

LARIMER COUNTY | PURCHASING DEPARTMENT
P.O. Box 1190, Fort Collins, Colorado 80522-1190, 970.498.5955, Larimer.org
REQUEST FOR PROPOSAL (RFP)
PROPOSAL NUMBER:
DESCRIPTION:
RECORDING DATE:
RECORDING TIME:
P20-20
Disaster Catering Services
8/31/2020
2:00 p.m.
The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via
the Rocky Mountain E-Purchasing System ("RMEPS") portal, at www.bidnetdirect.com/colorado, up to
2:00 P.M. (MT), on Monday, August 31, 2020 at which time they will be recorded, but not publicly opened, to
consider entering into an zero-dollar “stand-by” contract with one (1) or more catering contractor(s) who will, as
needed, provide a wide range of disaster catering services; non-disaster catering services may also be
requested on an as-needed basis. Prices and terms shall remain in effect until a contract has been executed.
An Emergency Declaration and Major Disaster Declaration has been issued for the State of Colorado in response
to the emergence of Coronavirus Disease 2019 (COVID-19). Goods and Services solicited in this RFP may be
eligible for Federal Funding should it become available. Larimer County requires compliance with all federal
rules and regulations related to such funding for Goods and Services provided during the specified
Emergency/Declared Emergency. Clauses and important supplements for FEMA, and Federal funds are
included in Attachment A - Sample Agreement (Exhibit D).
RFP documents are available online at Rocky Mountain e-Purchasing at www.bidnetdirect.com/colorado, and
on the Larimer County Purchasing’s Proposal and Proposals web site at www.larimer.org/bids.
QUESTIONS:
All questions regarding this proposal must be emailed to Les Brown, Purchasing Agent, at
brownxld@co.larimer.co.us. Questions are due no later than 10:00 a.m. (our clock) August 18, 2020.
Please call Les Brown at 970-498-5954 to verify receipt of your questions. No questions will be accepted after
the date and time referenced above. All questions received will be answered via Addendum only. Addenda
will be published both on the Larimer County Proposals and Proposals web site, and on RMEPS.
NOTE: Unauthorized contact with a County employee other than the Purchasing Agent regarding this RFP
may result in disqualification of your Proposal.
INSTRUCTIONS TO PROPOSERS:
Starting March 30, 2020 Larimer County only accepts Proposals submitted via the Rocky Mountain E-
Purchasing System (RMEPS). Proposals submitted by any other means will not be accepted. Proposers
must be registered with RMEPS in advance in order to submit a proposal; registration is free. Larimer County
strongly recommends Proposers register with RMEPS well in advance of the submittal deadline to ensure they
have adequate time to upload and submit their proposals.
Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated
with this RFP, and it is the sole responsibility of the Proposer to ensure all required documents are submitted
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through RMEPS by the submission deadline. Proposals will be time-stamped by RMEPS upon receipt;
RMEPS does not allow for uploading or submitting documents after the Proposal due date and time has
passed, so please allow adequate time to upload and submit your Proposal prior to the deadline. After
uploading proposal documents, Proposers must click the SUBMIT button. Larimer County will not
accept uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted
successfully, Proposers may contact RMEPS Support or verify, via the Proposal Management tab in the
Proposer’s account, that the documents are not in “Draft” status.
Larimer County does not have access to, or control of, the Vendor side of RMEPS. Please contact RMEPS at
1-800-835-4603 for vendor support.
Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be
combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are
not acceptable and your proposal may be rejected. Proposers should provide one (1) redacted .pdf
proposal (as one single file), excluding any information that is not subject to disclosure under the Colorado
Open Records Act (“CORA”). Statements that the entire proposal is confidential will not be honored. After the
Notice of Award has been issued, all information submitted in response to this request for proposal (RFP) may
be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to
satisfy CORA requests. Proposers that do not provide a redacted electronic copy will have their non-
redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-
redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order
of Court.
By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date
and time identified in the RFP or as modified by addendum. No delivery shall become due or be accepted until
an agreement has been completed either in the form of a formal executed contract, or a purchase order issued
by the Purchasing Director of Larimer County.
Proposals must be furnished exclusive of any Federal, State, or Local taxes.
No work shall commence nor shall any invoices be paid before the contracted vendor provides the requested
proof of insurance as outlined in the “Insurance Requirements”, and before such verification is approved by
Larimer County Risk Management.
Unless otherwise specified by contract, payment for work performed or goods sold to Larimer County can be
expected within 30 days after receipt of the invoice and satisfactory acceptance from the department receiving
the service or goods.
As of August 7, 2006, state and local government agencies are prohibited from purchasing services from any
contractor that knowingly employs illegal immigrants to help carry out publicly funded work. Pursuant to the
provisions of Colo. Rev. Stat. §8-17.5-102, contractors must certify that they are using the E-Verify Program or
Department Program to verify the employment eligibility of new employees. If a contractor awarded a contract
violates any requirement of Colo. Rev. Stat. §8-17.5-102 et seq., the state or local government agency may
terminate the contract and the contractor will be liable for damages to such agency. These requirements are
not applicable to foreign companies without employees working in the United States under this contract, or to
agreements relating to the offer, issuance, or sale of securities; investment advisory services or fund
management services; sponsored projects; intergovernmental agreements; or information technology services
or products and services.
Proposer certifies, warrants, and agrees that (he) (she) (it) has knowledge of the “Keep Jobs in Colorado Act”
codified at § 8-17-101, et seq. of the Colorado Revised Statutes and that Colorado labor shall be employed to
perform at least eighty percent (80%) of the work. See https://www.colorado.gov/pacific/flash drivele/kjica for
more information regarding this Act, which applies to Public Works projects. The definition of Public
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Works is found under the “Keep Jobs in Colorado Act Rules”, which is listed in the website listed above.
Frequently Asked Questions” about this Act may be found at:
https://www.colorado.gov/pacific/sites/default/files/KJICA%20FAQs_1.pdf
Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or
qualified proposers and to waive informalities and irregularities in proposals received, and to accept any
portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment
of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract
to companies located in Larimer County, however this is not applicable in the case that Federal funds are
used.
Larimer County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42
US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notified all proposers that it will affirmatively ensure
that any contract entered into pursuant to this advertisement, disadvantaged business enterprises (including
minority-owned or women-owned) will be afforded full and fair opportunity to submit a proposal in response to
this Request for Proposal and will not be discriminated against on the grounds of race, color, religion or
religious affiliation, sex, familial status, age, genetics, disability, or national origin in consideration for an award.
All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the
Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read
the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm.
No vendor awarded a solicitation shall be federally debarred. The proposer certifies that by signing the
contract, neither the proposer nor subcontractors, the organization nor its principals are suspended or
debarred or otherwise excluded from procurement by the Federal government. Such debarment shall be
checked through the System for Award Management, at www.sam.gov.
Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is
amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The
entity shall deal directly with the award vendor concerning the placement of Purchase Orders, freight charges,
contracting and disputes, invoicing, and payment. Larimer County shall not be held liable or responsible for
any liability, claims, costs, damages, demands, actions, losses, judgments or expenses incurred by the vendor
or any government entity relating to such use.
PROJECT OVERVIEW:
Larimer County intends to enter into an zero-dollar “stand-by” contract with one (1) or more catering
contractor(s) who will, as needed, provide a wide range of disaster catering services; non-disaster catering
services may also be requested on an as-needed basis. The intent is to provide meals on an "as-needed"
basis but does not require a mobile kitchen be open continuously 24 hours per day. There is no guaranteed
minimum amount of work.
Any reference to quantities shown in the request for proposal is an estimate only. Since the exact quantities
cannot be predetermined, the County reserves the right to adjust quantities as deemed necessary to meet its
requirements.
Per State Statute (CRS 24-33.5-700), Larimer County Emergency Management is responsible for providing
emergency management services to municipalities throughout Larimer County. The County, through an
Intergovernmental Agreement for Disaster-Emergency Mutual Aid and Disaster-Emergency Funding
Assistance, will utilize this contract for catering and food services within these municipalities.
QUALIFICATIONS:
Qualifications, at a minimum, include the following and must be documented explicitly in your proposal:
1. Vendor should have previous experience in providing disaster catering services.
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2. Vendor should have experience in providing meals in large quantities under emergency conditions.
SCOPE OF WORK:
The Contractor at a minimum, will provide, perform, and/or furnish the following:
1. Contractor shall coordinate with the Emergency Management Office to determine the number of meals
required in the Emergency Operations Center (EOC) and/or at each field location for each day of operation.
1.1. Coordination shall be done at least twelve (12) hours prior to the next day of operation.
2. Contractor shall be able to be onsite at the location specified anywhere throughout Larimer County within
four (4) hours of receiving notice to proceed; when possible, the Office of Emergency Management plans
to send a notice of alert to the Contractor(s) in advance of the NTP. (See number 5, below)
3. The Contractor understands that time is of the essence in the performance of this contract.
4. Upon notice of alert or notification of possible notice to proceed, Contractor shall execute pre-
staging/staging of equipment and manpower and all items necessary to be prepared to execute and
perform immediately upon notice to proceed.
5. County may issue a notice of alert, for pre-staging purposes, prior to issuance of notice to proceed.
6. There shall be no costs incurred by the County of any nature for pre-staging/preparation by Contractor.
7. Costs shall only begin to be incurred by the County after a notice to proceed order designating services
and pay item desired is issued.
8. Contractor understands that anticipating the path of fires, storms, and/or other potential disasters, etc., is
not an exact science and a notice of alert is for the benefit of the Contractor so that Contractor can
immediately respond if a Notice to Proceed is issued.
9. A representative of the Contractor must be available to communicate with, 24 hours per day, seven days
per week once notice of alert is issued.
10. In the event of communication failure, due to disaster, a Contractor representative shall report to the
Larimer County Emergency Operations Center (EOC) as soon as the disaster conditions allow, for further
instruction by Emergency Management
11. The Contractor(s) may be used when the number of people to be fed is between 10 and up to 150
persons per meal for a Fire Incident.
11.1. Historically, once the number of persons to be fed consistently exceeds 150 persons, a state or
national caterer through the Division of Homeland Security and Emergency Management, Division
of Fire Prevention and Control, Federal Emergency Management Agency (FEMA), or the US
Forest Service (USFS), may be used and the Contractor’s services will no longer be needed at
that incident; this is determined by the Office of Emergency Management. The Forest Service’s
procedure and process can be found at http://www.fs.fed.us/fire/contracting/food/food.htm.
12. Contractor must provide appetizing, nutritional, dietary compliant, and well-balanced high-quality meals
within a very short period-of-time.
13. Contractor shall adhere to the adequate number of personnel, compatibility of food and beverage products,
and other rules and regulations appurtenant to the event.
14. Breakfasts and dinners are usually hot meals; lunch may be a cold meal, (drink and cutlery included with all
meals).
14.1. There may be occasions when the breakfast or dinner cannot be hot, this will be solely determined by
Office of Emergency Management.
14.2. There may be occasions when a hot lunch is required, this will be solely determined by Office of
Emergency Management.
15. Contractor shall provide a snack for overnight shift at midnight comprised of fresh fruit, fruit juice, water,
and coffee; packages of snack foods such as granola bars, cereal bars, dried fruit, or nuts.
16. Contractor shall provide all equipment, supervision, labor, materials, and supplies required for catering
operations.
16.1. Only equipment necessary for the operation of catering will be allowed and approved for use under
this agreement, this will help prevent unnecessary equipment at an incident site.
17. Provide complete management, control, purchase, receipt, storage, issue, handling, processing,
packaging, preparation, food serving, clean up, transport, repair, and maintenance necessary to provide
the needed food catering services.
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18. The Contractor and their equipment will need to be capable of operating in adversely impacted urban areas
or in remote primitive locations with very limited access and utilities.
19. Meal service may be required to occur in low-light conditions.
19.1. The Sheriff’s Office or Emergency Operations Center (EOC) will provide the emergency lighting
necessary to operate in these locations.
20. All hot meals must be served by catering personnel.
21. The Contractor shall have the capability to feed personnel at times other than just those established for
regular meals.
22. The Office of Emergency Management or EOC may also order supplemental beverages and sandwiches.
23. Contractor shall furnish all cooking equipment, serving equipment, utensils, eating dishes, and cups.
24. Contractor shall furnish all equipment, labor, supervision, fuel, electricity, and maintenance required to
provide services.
25. Contractor shall furnish all food and condiments.
26. Contractor shall furnish hot and cold food thermometers for monitoring of food temperatures.
27. Contractor shall furnish single-use food-grade gloves for food service personnel.
28. Contractor shall furnish current test strips for checking dish washing sanitizing solution and chlorine
residual.
29. Contractor shall furnish all refrigeration and/or freezer units for the storage of meat and other
perishables.
30. Contractor shall have adequate fire extinguishers meeting current Occupation Safety and Health Act
(OSHA), National Fire Protection Association (NFPA) 10# Class K standard in Kitchen Unit that has
cooking equipment and other extinguisher types as appropriate to their surroundings. What does this
mean
31. In extreme circumstances, the Emergency Operations Center may provide logistical support to assist in
the catering service (i.e. power supply, tents, etc.).
32. Contractor shall perform in a professional, cooperative, and workmanlike manner.
33. Contractor shall immediately report to the Office of Emergency Management or Emergency Operations
Center appointee to verify setup location upon arrival at the incident site.
34. Contractor shall contain all grease products.
35. Contractor shall maintain all facilities and equipment used for meal preparation, serving, storage,
seating, and cleanup in a sanitary condition.
36. Contractor shall ensure that employees are neat and clean.
37. Contractor shall ensure that all employees uniforms clearly and properly identify the company represented.
38. Contractor shall ensure that employees cooking, or handling food, are free of communicable diseases.
39. Contractor shall train employees in the importance of hand washing as a means of preventing the
spread of foodborne illnesses.
40. Contractor is responsible for training all employees in food preparation, handling, packaging, food
serving, and cleanup requirements.
41. Contractor shall ensure no alcoholic beverages and/or controlled substances are allowed, and no use of
any tobacco products occurs, except within designated areas, if provided.
42. Contractor shall ensure that only those catering employees essential to the mission remain at the
incident.
43. All food shall be prepared and cooked inside a commercial kitchen, except for food cooked and served
from authorized outdoor barbecues.
44. All authorized outdoor barbecues will be used in compliance with local or state fire restrictions.
45. In exigent circumstances, a field kitchen may be used in compliance with all public health regulations
(situationally dependent and at the discretion of the Contractor and the Emergency Operations Center).
46. Contractor shall provide dust control for sandwich preparation area and sack lunch assembly area.
47. Wildland firefighters, Search and Rescue Personnel, and other emergency responders may need more
nutritional energy than is typical in a regular meal.
47.1. Duration of work shifts, and variability of tasks warrant flexibility granted to these individuals in order
to meet their nutritional needs to maintain health and performance.
48. Sack lunches shall be bagged in heavy duty paper sacks to protect the lunch.
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