Food Services - Aging Department

COUNTY OF MOORE
NORTH CAROLINA
REQUEST FOR PROPOSALS
ISSUE DATE: March 25, 2026 RFP#: 2026-06
TITLE: FOOD SERVICES - AGING DEPARTMENT
ISSUING DEPARTMENT: County of Moore
Attn: Terra Vuncannon
103 West Saunders Street
Carthage, NC 28327
Sealed Proposals will be received until 4:00 p.m., Thursday, April 23, 2026 from qualified firms for Food
Services for the Moore County Department of Aging. For your convenience, a Bid Drop-Off Box is located in
the lobby at the above address.
All inquiries for information concerning the Request for Proposals shall be directed to:
Terra Vuncannon, Purchasing Manager
103 West Saunders Street
Carthage, NC 28327
(910) 947-7118
tvuncannon@moorecountync.gov
Sealed Proposals shall be mailed via FedEx or UPS/or hand delivered to the Issuing Department shown
above and the envelope shall bear the name and number of this Request for Proposals. It is the sole
responsibility of the Proposer to ensure that its proposal reaches the Issuing Department by the
designated date and hour indicated above.
In compliance with the Request for Proposals and to all the terms and conditions imposed herein, the
undersigned offers and agrees to furnish the services and install the goods described in accordance with
the attached signed proposal.
Firm Name: ___________________________________ Date: __________________
Address: ______________________________________ Phone: _________________
_____________________________________ By: _____________________
(typed)
By: ____________________
(signed)

For
FOOD SERVICES
State Fiscal Years 2027 thru 2031
(July 1, 2026 - June 30, 2031)
COUNTY OF MOORE
HOME AND COMMUNITY CARE BLOCK GRANT/
OLDER AMERICANS ACT
CONGREGATE AND HOME DELIVERED MEALS
NUTRITION PROGRAMS
Proposal No. RFP # 2026-06
Proposal Due Date: 4:00 p.m., Thursday, April 23, 2026
For your convenience, a Bid Drop-Off Box is located at 103 W. Saunders Street, Carthage, NC 28327
Contact:
Terra Vuncannon, Purchasing Manager
103 W. Saunders St
Carthage, NC 28327
(910) 947-7118 (phone)
Email Address: tvuncannon@moorecountync.gov
The County of Moore reserves the right to request additional information or references, to accept or reject any
and/or all Proposals, to waive technicalities, to accept Proposals in whole or in part, and to award contract(s)
which, in the opinion of the grantor(s), best serves the interest of the program.
The following local aging services agency provides the congregate and/or home delivered meals programs in
Region J and are soliciting this Request for Proposals for the catering portion of the services.
Contact:
Moore County Department of Aging
Terri Prots
County of Moore
The County of Moore (also referred to as AGENCY) and the Moore County Department of Aging (hereafter
referred to as local service agency) are charged with administrative, fiscal, and programmatic review of these
programs. The Federal and State dollars funding these programs are administered by the County of Moore who
will be acting as the agent for the purpose of this solicitation.
2

TABLE OF CONTENTS
SECTION I: GENERAL REQUIREMENTS/OVERVIEW OF PROGRAM page 4
A. Bid Submission Instructions
B. Purpose of Nutrition Program
C. Overview of Requirements
D. Bid Evaluation Process
E. Bid Proposal Negotiations
F. Bid Proposal Rejection and Re-advertisement
G. Public Information
H. Notification of Award
I. Nature of Proposed Contract
J. Need for Service
SECTION II: FOOD SERVICE SPECIFICATIONS page 8
A. Food Service Requirements
B. Food Procurement and Preparation
C. Meals and Service
D. Food Preparation, Delivery and Transportation
E. Equipment
F. Standards for Disposable Dinnerware
G. General Specifications
SECTION III: BID PROPOSAL page 18
A. Management Services Proposal
B. Meal Delivery Route Schedule
C. Assurance of Compliance with Title VI of the Civil Rights Act
D. Bid Form
APPENDIX page 25
Exhibit 1: NUTRITION SITE AND MEAL INFORMATION
Exhibit 2: SAMPLE MENUS
NON-COLLUSION AFFIDAVIT page 28
E-VERIFY AFFIDAVIT page 29
MINORITY PARTICIPATION page 30
W-9 FORM page 31
3

SECTION I
GENERAL REQUIREMENTS/OVERVIEW OF PROGRAM
A. BID SUBMISSION INSTRUCTIONS
The Bid Proposal must be received by the County of Moore by 4:00 p.m. Thursday, April 23,
2026 at which time they will be opened. Proposals that have not been received by the specified date and
time will NOT be considered.
Hand Delivered/Fed Ex/UPS Delivery Address: 103 W. Saunders Street, Carthage NC 28327
For your convenience, a Bid Drop-Off Box is located at 103 South Ray Street.
After the Request for Proposal issue date, all communications between the County and
prospective Firms shall be in writing. No oral questions shall be accepted. Any inquiries, request
for interpretation, technical questions, clarifications, or additional information shall be directed to
Terra Vuncannon at tvuncannon@moorecountync.gov. All written questions shall be received no
later than 10:00 am Monday, April 6, 2026. NO EXCEPTIONS.
Bidders should complete and submit one (1) original and two (2) copies of Section III: Bid
Proposal. The Bid Proposal includes:
1. Management Service Proposal, Certificate of Insurance, and Sanitation
Grade Rating)
2. Meal Delivery Route Schedule
3. Assurance of Compliance with Title VI of the Civil Rights Act
4. Bid Form
5. Non-Collusion Affidavit
6. E-Verify Affidavit
7. Certificate regarding Lobbying
8. Minority Participation -Use own workforce
Note: If using sub-contractors please submit question regarding
documentation required.
9. W-9 Form
Bid Proposals must be in the form specified in the Request for Proposals bid package and
all required information must be included and signed by the chief executive officer of the bidding
organization or a duly authorized agent. Envelopes containing the Bid Proposal must be clearly
labeled "Sealed Bid - RFP 2026-06 "
B. PURPOSE OF NUTRITION PROGRAM
The purpose of the Congregate and Home Delivered Nutrition Program(s) are to provide
participating older adults one (1) nutritious meal per serving day with 1/3 of the current minimum
Recommended Daily Allowances for Older Adults (as established by Food and Nutrition Boards of the
National Research Council) and which follow the meal pattern and standards established by the North
4

Carolina Division of Aging and Adult Services (NCDAAS).
C. OVERVIEW OF REQUIREMENTS
Caterers of the Home and Community Care Block Grant (HCCBG) funded
Nutrition Program(s) must agree to the following guidelines:
1. Adhere to Meal Service, Menu Standards, and Menu Planning Requirements, Special
Requirements, and Food Procurement & Preparation guidelines set forth in this Request
for Proposals and as written in the North Carolina Division of Aging Service Standards
Manual, Volume 1 - Congregate and Home Delivered Meals, effective July 1, 2003.
2. Use a minimum of ($.75) United States grown or produced food per meal. Detailed
records assuring this must be maintained and kept on file for three (3) years after the end
of the contract.
3. Adhere to the attached Serving/Packaging Times Chart (Exhibit 1).
4. Federal funds are utilized for this project and applicable Federal laws, policies, and
standards must apply for all aspects of this project.
D. BID EVALUATION PROCESS
Bid evaluations will be based on the following criteria:
1. Bidder Qualifications, inclusive of, but not limited to:
* Current or past experience with Moore County
* Experience and track record in the catering business
* Training provided to service delivery staff
* Background of service supervisory staff
* Audits
* Better Business Bureau Inquires
* Experience and track record with other Area Agencies on Aging
* Ability to provide service with staffing patterns identified
* Financial responsibility
* Credit Bureau reports(s)
2. Completeness and Accuracy of Proposal:
* All sections complete with appropriate assurances signed
* Required documents submitted with Proposal
3. Minority, Female and/or Handicapped business status. Proposal priority will be given to
same if proposal by same is equal in all aspects, including price, as evaluated by the
Proposal selection team. Criteria for minority, female, or handicapped status:
* Private-not-for- profit - 51% of the Board of the Governing Body are minority, or
female, or handicapped
* Private-for-profit - At least 51% of the stock is controlled by minority, female, or
handicapped interest or a partnership exists which is at least 50% owned by such
interests as specified above
5

4. Lowest qualified reimbursable unit cost rate
5. Qualified proposals for the HCCBG Nutrition Program(s) will be reviewed and evaluated
by the County of Moore staff
E. BID PROPOSAL NEGOTIATIONS
Prior to the award of the contract, the County of Moore reserves the right to negotiate specific
terms contained within each Bid. The County of Moore reserves the right to accept or reject any
and/or all Bid Proposals, in whole or in part, and to waive irregularities not affecting substantial
rights of the bidding agency. The County of Moore reserves the right to request additional
information from the bidding agency at any time during the bid proposal process or prior to
contract execution.
F. BID PROPOSAL REJECTION AND RE-ADVERTISEMENT
The County of Moore reserves the right to accept or reject any and/or all bids. The bid response
time may be extended if an insufficient number of bids are received or bids are rejected and additional
advertisements for bids must be made. Contracts will be awarded contingent upon the availability of
Federal and State funds.
G. PUBLIC INFORMATION
All bids submitted to the County of Moore will become public information after the formal bid
opening is concluded. Any and all trade secrets/confidential information, as defined in NC G.S.
66-152(3) and NC G.S. 132-1.2, must be clearly marked. If submitting response with trade
secrets/confidential information a redacted copy must also be provided with response. Further, any
correspondence between the County of Moore and agencies submitting a bid to provide HCCBG food
service becomes public record/information.
H. NOTIFICATION OF AWARD
Successful and unsuccessful bidders will be notified by the County of Moore. The Request for
Proposals for Food Services packet and Bid Proposal submitted by the successful bidder will be attached
to the contract and incorporated by reference as an integral part thereof.
I. NATURE OF PROPOSED CONTRACT
1. The caterer submitting the approved bid will sign a two-party contract with the County of
Moore.
2. A five (5) year contract (July 1, 2026- June 30, 2031) will be awarded.
3. The twelve (12) month period will consist of approximately 240 serving days. Meals will be
ordered for Monday through Friday with the exception of approximately fourteen (14)
holidays. The caterer will be notified in writing of the holidays selected prior to the start of
the contract.
4. The bidder should develop a single per meal cost for a twelve (12) month period. If vendor
6

does not offer flat rate then the sliding scale costs must be identified on bid form.
5. Upon receipt of Federal and State aging services allocations for the 12-month period, the
County of Moore will notify the caterer in writing of any change in the average number of
meals per day to be provided in the following years. Included in this notification will be a
requirement that the caterer notify the local Agency via certified mail by a specific date of
their intention to enter into a twelve (12) month extension. The per meal cost for year two
(2) is to be the same as for year one (1), with the option to negotiate adjustments in the
following areas:
* Expenses - The County of Moore has the flexibility to increase the per meal
cost for the second twelve (12) month period. In addition, the County of Moore
would have the option to negotiate a lower per meal rate with the caterer if
meals are decreased or if other factors warrant this consideration. Any other
increase or decrease to the initial bid per meal rate must be justified through the
Consumer Price Index (CPI) as described below:
* Consumer Price Index - The CPI is usually adjusted March 1st of each year.
The County of Moore would not be obligated to negotiate on the basis of this
measurable national standard, but would have the opportunity to do so. If the
caterer proposes that meal costs increase due to an adjustment in the CPI, the
caterer must prove to the satisfaction of the County of Moore that the standard
is applicable to the provision of catered meals prior to the County of Moore
approval.
6. The result of the quarterly caterer assessments by the local service agency and review of
work performance will be the primary factors in determining if a twelve (12) month contract
can be extended. If the County of Moore and local service agency determine that the caterer is
not in contractual compliance with administrative, service provision, and/or meal service
production requirements, and it is not in the best interest of the program to renew the contract,
the County of Moore will notify the caterer of such decision via certified mail prior to the date
as specified in Section 1, sub-section I.
7. With proper notification, as specified in Section 1, sub-section 1, the caterer reserves the
right to withdraw the twelve (12) month extension offer for any reason without penalty.
However, failure of the caterer to notify the local Agency of their renewal decision in keeping
with specified time frames would result in forfeiture of the option to renew. If the caterer elects
to withdraw the offer, the County of Moore and the local Agency must rebid for a twelve (12)
or twenty-four (24) month period.
J. NEED FOR SERVICE
See Appendix, Exhibit 1 for a list of nutrition sites per location. Exhibit 2 contains historical
data for meals/months and daily average per month.
The County of Moore is acting in good faith as an agent of said County in the solicitation and
award of this contract. The County of Moore reserves the right to request additional information or
references, to accept or reject any and/or all Bid Proposals, to waive technicalities, to accept Bid
Proposals in whole or in part, and to award contract(s) which, in the opinion of the grantor, best services
the interest of the Program.
7

Acceptance of any Bid Proposal is contingent upon receipt of sufficient funds from the North
Carolina Division of Aging. Any reduction or withdrawal of funds from the Program shall be sufficient
grounds for cancellation of any agreement.
In the event that funds are terminated or otherwise unavailable for the purposes set forth in this
agreement, this agreement is null and void, releasing Agency and Caterer from further obligations
contained herein. Meals delivered by Caterer and accepted by Agency prior to fund termination or other
unavailability of funds will be reimbursed as set forth in the terms of this Agreement.
SECTION II
FOOD SERVICE SPECIFICATIONS
A. FOOD SERVICE REQUIREMENTS
1. The menu must be approved by the person(s) responsible for menu review who meets
licensure requirements as specified in G.S. 90-350. This person may be a paid employee or a
volunteer. Menu approvals shall be indicated by an original SIGNATURE ON EACH PAGE
OF THE MENU. The person responsible for menu approval shall review and certify all
menus prior to use to assure the meals meet one-third of the daily Recommended Dietary
Allowances as established by the Food and Nutrition Board, National Academy of Science-
National Research Council (Tenth Edition). The County of Moore will review each
approved menu for contractual sufficiency and will sign the menu to show the review has
been conducted. Menu review and approval will occur before food service begins. Menus
will be developed by the local Agency and the local Agency must approve the menu before
service begins. Menus will change at least two times per year (July - December and January
- June). Additional menus will be served from the beginning of one quarter to the end of that
quarter. Menus will be submitted in the format shown in Exhibit 3.
2. Vitamins and/or mineral supplements or other supplements may not be purchased with
program funds or served at sites.
3. Food items within the meat and meat alternates, vegetable, fruit, and complex carbohydrate
groups shall be varied within the week and menu cycle. Food items shall not be repeated two
days in a row or on the same days of consecutive weeks. Variety of food and preparation
methods, including color, combinations, texture, size, shape, taste, and appearance shall be
provided.
4. The following "menu pattern" must be used: Each day's menu must meet one-third of the
daily Recommended Dietary Allowances. All foods must be identified in order to calculate
nutrient value. The method of food preparation shall be specified on all meat items.
5. All meals must meet the following specifications: Calorie content must be a minimum of
700 calories per day. The fat content should be not more than 30% of total calories. The
sodium content shall not exceed 1,300 mg per meal.
6. Each category of the "menu pattern" outlined below must be served to each participant:
a) Protein Category:
The total protein content of each meal must be no less than twenty-one grams. Of this,
8

fourteen grams must be a "complete protein" in the form of 2 oz. edible meat, fish or
poultry, exclusive of fat, bone, or gristle. One- half cup cooked drained dried beans,
peas, or lentils may be used as a substitute for 1 oz. of meat. One cup of dried beans may
be used twice in one 20 day cycle as a substitute for 2 oz. of meat; however, a
"complementary" protein source must be served at the same meal with the 1 cup dried
beans in order to serve a complete protein (i.e., rice, corn, or cornbread). Other protein
sources such as 1 egg or 2 tablespoons peanut butter may also be substituted for 1 oz. of
meat.
b) Complex Carbohydrate Category:
Each meal must contain 2 servings of a whole grain or enriched grain product such as:
one-half cup rice, grits, or pasta; 6 saltine crackers, cornbread (2" square x 1 12" high); 1
roll, biscuit, or muffin, or 1 slice of bread. Breads, rolls or muffins must weigh at least 1
ounce. These may be served as separate items or incorporated into the main entree as a
mixed dish in the amount specified above. Alternate: 1 serving of bread product listed
above and 12 cup sweet or white mashed potato (or 1 medium potato), lima beans, green
peas, or 1/3 cup corn. (Starchy vegetables may not be used to satisfy both complex
carbohydrate requirement and vegetable requirement listed below.)
c) Vegetable/Fruit Category:
Each meal must contain 2 servings of different fruits and/or vegetables. A serving
consists of 12 cup canned fruit (drained) or 12 cup cooked vegetable (drained), 1 piece of
fresh fruit, 12 cup coleslaw, or 1 cup tossed mixed fresh vegetable salad. When salad is
served it must be placed in a separate compartment of a compartmental tray to avoid
mixing with other foods or served in separate salad bowl.
4 oz. of 100% fruit juice (orange, grapefruit, orange-grapefruit, or other 100% fruit juice
fortified with vitamin C to meet one-third daily Recommended Dietary Allowances for
vitamin C) may fulfill no more than 12 of the fruit/vegetable requirement.
One serving of vitamin C-rich cold food must be served twice per week. Fruit or
vegetables used in gelatin or soups or main entrees may be counted as one serving if 12
cup of fruit or vegetables is used per serving. Vegetable or fruit sauces may not be
identified as a fruit/vegetable requirement (i.e., tomato sauce for spaghetti, however,
applesauce may be counted as a fruit).
d) Fat Category:
One teaspoon of butter or fortified margarine in an individual covered package chip or
container may be used if it adds palatability to the menu (i.e., as on roll, bread, baked
potato, or other vegetable). The menu must identify whether margarine or butter is used
when served. Salad dressings, mayonnaise, gravies, and white sauces may be used to
enhance menu palatability, but care should be taken not to exceed the 30% fat level of
total calories per meal.
9

e) Calcium-Rich Food Category:
Each meal must contain a total of no less than 400 mg. calcium. This may be obtained by
one serving of 8 ounces of whole, low fat, skim, buttermilk, chocolate (not chocolate
drink), sweet acidophilus milk, or Ultra High Temperature (UHT) milk, fortified with
vitamins A & D in an individually sealed carton.
f) Dessert Category:
Desserts may be served. Desserts may include: fruit, puddings, fruited or plain gelatin,
ice cream or ice milk, frozen yogurt, sherbet, cake (frosted or with fruit sauce), cobblers,
cookies, or pies (or pie squares), etc. Care should be taken not to exceed the recommended
30% fat level of total calories for the meal.
If fruit is used as a dessert, it can be counted as one serving of the fruit/vegetable
category. If any calcium-rich foods are used as dessert, they may be counted as part of the
total content of the meal.
g) Special Requirements:
Recipes for all foods used in combination must be supplied to facilitate nutrient analysis
to the person responsible for certifying the menu. When recipe ingredients are changed, the
recipe must be re-submitted for approval.
All prepared or breaded meat items or meat in combination must be specified on the
menu. The caterer receiving the food bid must obtain and submit a Certificate of Compliance
from the manufacturer for each item to be included on the meat category. Only approved
brands may be used in the meat category. Example: Holly Farms Chicken would prepare the
Certificated of Compliance for chicken nuggets, and the certificate would be submitted by
the caterer receiving the bid.
Fresh and frozen vegetables should be used as much as possible. When canned
vegetables are used, salt should not be added. Other spices should be used to add
palatability.
The form of vegetable or fruit used (fresh, frozen, dried, or canned) must be indicated on
the menu for nutrient analysis.
B. FOOD PROCUREMENT AND PREPARATION
1. All food served must be prepared in a Grade A kitchen. All food used must meet standards
of quality, sanitation, and safety applying to foods that are processed in a commercially
licensed establishment.
2. Food prepared, frozen, or canned in the home shall not be served at the site.
3. Food from unlabeled, rusty, leaking, or broken containers or cans with side dents, rim dents,
or swells shall not be used.
4. All meat and poultry, fresh or frozen, used in the meals must be inspected by USDA or State
officials, from federally or state inspected plants, and must bear inspection stamps on the box
or package.
10