2026-033 RFP Tribal Elders and Senior Comminity Dining and Nutritions Services

KC-098-26
Kitsap UEI: LD6MNJ62JQD1
REQUEST FOR PROPOSALS
KITSAP COUNTY DEPARTMENT OF HUMAN SERVICES
RFP# 2026-033
Project Title: Tribal Elders & Senior Community Dining and
Nutrition Services
Estimated Contract Period: January 1, 2027 through December 31, 2027.
Amendments extending the period of performance, if any,
shall be at the sole discretion of Kitsap County.
Letter of Intent Due Date: By 3:00 p.m. Pacific Time, on Friday, September 30, 2026
Proposal Due Date: Proposals must arrive by 3:00 p.m. Pacific Time
Wednesday, October 14, 2026.
Proposal Response Deadline: October 14, 2026 at 3:00 PM
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SECTION A. SUMMARY OF PROJECT
1. Background:
In 1981, Kitsap County Division of Aging and Long Term Care (ALTC) was designated
as the local Area Agency on Aging (AAA). AAAs are responsible for planning,
coordinating and advocating for the development of a comprehensive service delivery
system that includes a variety of services to meet the needs of older persons and
individuals with disabilities.
* The Division is under the authority of the Human Services Department.
The intent of the request for proposals is to identify a federally designated Tribal
subcontractor to administer a Tribal Elders and Senior Community Dining Program
and Nutrition Services that includes:
* Senior Congregate Nutrition/Community Dining Sites, including alternative
"grab and go" meals
* Expanded Senior Nutrition (State funding)
Senior Nutrition services are to be provided to Tribally affiliated persons aged fifty-five
(55) and older and non-Tirbal community members sixty (60) years or over who reside
in Kitsap County. All services funded by Federal Older Americans Act, (Title 42,
Section 3026 of Public Law 109-365) as amended, require subcontractors to "give
particular attention to low-income older individuals, including low-income minority
older individuals, older individuals with limited English proficiency, and older
individuals residing in rural areas." Greatest economic need is defined as being at or
below the Federal Poverty Level.
This program provides much more than just food, it provides a nutritious meal, and an
in-person contact to monitor general well-being, safety, and encourage social
connection.
2. Goal:
The Washington State Department of Social and Health Services (DSHS) Home and
Community Living Connection Administration (HCLA) requires each Area Agency on
Aging (AAA) to provide nutrition services.
The Kitsap County Division of Aging and Long Term Care (ALTC), as the local AAA,
establishes the criteria and subcontracts for nutrition services January 1-December
31, 2027.
The goal is to subcontract for a Tribally designated nutrition services provider. The
expectation is that the subcontractor provides approximately (on an annual basis):
* 5,500 congregate community meals or, as approved during a public health
emergency, alternative "grab and go" at community dining sites throughout
various locations in Kitsap County;
*These numbers are projections.
Subcontracting for services includes procuring a service provider, entering into a
contractual relationship, receiving invoices and reimbursing for service delivery,
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assessing the quality of the service provider's agency and fiscal management, as well
as the quality and efficacy of the services provided.
3. Minimum Qualifications:
All Tribal government with designated service area within Kitsap County are eligible to
apply.
Business requirements:
* Applicant must demonstrate at least three (3) years' experience in providing
the identified services.
* Applicant must have a current Washington State Business License or an
explanation of why the agency is exempt from registering the business with the
state of Washington.
* Not have been placed on a Federal exclusion list or otherwise suspended or
debarred from participation in federally funded (Medicaid, Medicare, Older
American Act) programs.
* Applicant must have no multiple cases of lost litigation related to service
provision to medically frail and/or functionally disabled persons.
* Current staff, including those with unsupervised access to clients, must have
no findings of abuse, neglect, exploitation, abandonment nor has the agency
had any government issued license revoked or denied related to the care of
medically frail and/or functionally disabled persons suspended or revoked in
any state.
* All employees, volunteers, and subcontractors who may have unsupervised
contact with vulnerable adults have passed a criminal history background
check, which must be conducted every two years and kept in personnel or
subcontractor files.
* Applicant staff and volunteers must be trained in safe food handling practices,
emergency procedures, and receive general orientation and regular in-service
training.
* Applicant must comply with Chapter 246-215 WAC rules for Food Service
promulgated by the Washington State Department of Health (DOH) and with all
local board of health regulations for food service establishments, and Older
American's Act Title III home delivered nutritional program standards.
Program and staff minimum requirements:
* Must have a staffing pattern that includes a Registered Dietician in Washington
State or "Individual with Comparable Expertise", and other personnel as
defined in the Washington State Senior Nutrition Standards.
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* If any services are subcontracted all subcontractors must be identified. All
subcontractors must be approved by Kitsap Aging and Long Term Care (ALTC)
prior to contracting. Determination of eligibility to participate in the Request for
Proposal process does not indicate approval of subcontractors.
* Applicant has demonstrated capacity to ensure adequate administrative and
accounting procedures and controls necessary to safeguard all funds that may
be awarded, determined through evaluation of the agency's most recent audit
report and the annual operating budget.
* Applicant currently has, or intends to obtain by contract start date, a staffed
office located in Kitsap County (which can be owned, leased, rented, or
donated space); and a telephone number with a local area code and/or a toll
free number.
* Congregate Community Dining site must meet Department of Social and
Health Services Senior Nutrition Program Standards. Food preparation
facilities must be equipped and eligible for a permanent food permit issued by
the Kitsap County Public Health District.
* Applicant must have the ability to meet current and future infectious disease
safety requirements.
Other requirements:
* Applicant can demonstrate a capability to meet program expenses in advance
of reimbursement, determined through evaluation of the agency's most recent
audit report.
* Applicant can demonstrate the ability to meet match requirements. All Older
Americans Act funded programs are required to provide a fifteen (15) percent
non-federal match toward the total program cost. The match may be in the
form of cash or in-kind contributions. However, participant donations may not
be counted towards the match.
* Applicant must have capacity for accurate tracking of contract-related
activities, and reporting of demographics, outcomes, expenditures, number of
events, and individuals served, and other required reports outlined in Exhibit A
Sample Contract.
* Applicant must meet all program and agency requirements outlined in this
Request for Proposal.
* Applicant must meet additional Kitsap County contract requirements,
reference Exhibit A Sample Contract.
Responders who do not meet these minimum qualifications or fail to submit a Letter of
Intent shall be deemed unresponsive, will not be evaluated and no score will be
assigned.
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4. Scope:
The subcontractor must be able to provide the following:
A. Congregate Nutrition to Tribal Edler and Senior Community Dining Sites:
Congregate nutrition services provide hot, pre-plated meals, at meal sites in Kitsap
County to Tribally affiliated individuals aged 55 and over; non-affiliated older adults
aged 60 and older, and other individuals who meet the eligibility requirements in the
Washington State Department of Social and Health Services Senior Nutrition Program
Standards.
Congregate nutrition services (CNS) offer individuals the opportunity to interact in a
social environment while increasing the nutrient intake for participants who might not
otherwise eat adequately.
General Compliance for Congregate Nutrition:
The services specified in any contract awarded shall be provided in accordance with:
* Federal Older Americans Act, as amended Public Law 114-144, Enacted April
19, 2016.
* Washington State Senior Nutrition Program Standards issued by Washington
State Department of Social and Health Services (DSHS) Home and
Community Living Connections Administration (HCLA) in Home and
Community Services Management Bulletins.
* WAC 246-217 et seq and RCW 43.20.050 regarding State Board of Health
food service standards and practices.
Demographics, services provided, and outcomes will be collected and reported
monthly.
A satisfaction survey collecting participant feedback will be required annually.
5. Letter of Intent:
To be an applicant for this Request for Proposals, the applicant must submit a Letter of
Intent no later than September 30, 2026 stating the intention to submit a proposal in
response to this Request for Proposals.
The Letter of Intent must include a summary of the applicant's qualifications and experience
in providing the types of services outlined in the scope for this Request for Proposal.
If only one qualified applicant submits a Letter of Intent, Kitsap County reserves the right to
substitute the proposal and review process with a sole-source contract process. In this
event, the sole bidder will be contacted to initiate the sole-source contract process.
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SECTION B. PROCUREMENT PROCESS
1. Procurement Schedule
The Procurement Schedule outlines the tentative schedule for important action dates
and times. All dates after the proposal submission due date are approximate and may
be adjusted as conditions indicate, without amending this document. It is the
Responder's sole responsibility to periodically check the County's website for
amendments to this document.
Figure 1. PROCUREMENT SCHEDULE
Item Action Date
1. Kitsap County Issues Letter to Request Proposals September 11, 2026
2. Proposer may submit written questions and comments September 18, 2026
until 3 p.m. Pacific Time
3. Kitsap County will Issue responses. September 23, 2026
4. Letter of Intent is due by 3:00 p.m. Pacific Time September 30, 2026
5. Responder must submit Proposal by 3:00 p.m. Pacific October 14, 2026
Time
5. Kitsap County evaluation of Proposals October 16, 2026
6. Announce successful Proposal October 30, 2026
7. Contract Execution December 15, 2026
2. Contract
Kitsap County intends to award one contract to provide the services described in this
Letter to Request Proposals up to an estimated $592,100. However, depending upon
the outcome of the evaluation, the County reserves the right to contract with more
than one Responder. The contract award amount may change dependent upon
funding availability.
The contract start date is expected to be January 1, 2027 but the actual start date of
the activities will be negotiated.
The term of the Contract is expected to last through December 31, 2027.
Amendments extending the period of performance through December 31, 2030 shall
be at the sole discretion of the County.
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3. Proprietary information/public disclosure
Materials submitted in response to this Letter to Request Proposals shall become the
property of Kitsap County and the proposals shall be deemed public records as
defined by RCW 42.56.
The Responder's Proposal must include a statement identifying the pages of its
Proposal, if any, which contain information the Responder considers proprietary.
Each page claimed to be proprietary must be clearly marked by printing the word
"Proprietary" on the lower right hand corner. Responders may not mark their entire
Proposal proprietary.
If Kitsap County receives a request to view or copy a Responder's Proposal, the
County will respond according to applicable law and policy governing public
disclosure. The County will not disclose any information marked "Proprietary" in a
Proposal without giving the Responder ten (10) days' notice to seek a relief in
superior court per RCW 42.56.540.
4. Communications
All communications concerning this Letter to Request Proposals must be directed
only to the Procurement Coordinator. Any communication directed to Kitsap County
staff or consultants, other than the Procurement Coordinator, may result in
disqualification. Proposals should be based on the material contained in this Letter to
Request Proposals, any related amendment(s), and any questions and answers
directed through the Procurement Coordinator.
5. Questions and Answers
Proposer's may e-mail or mail written questions to the Procurement Coordinator.
Questions will be accepted until the date set forth in the Procurement Schedule. Early
submission of questions is encouraged. Questions and answers will be posted on the
Kitsap County website by amendment. Proposers may only rely on written statements
issued by the Procurement Coordinator. Any oral communications are unofficial and
are not binding on Kitsap County.
6. Amendments
Kitsap County reserves the right, at any time before execution of a contract, to amend
all, or a portion, of this Letter to Request Proposals. Amendments will be posted on
the County website. If there is any conflict between amendments or between an
amendment and this document, whichever document was issued last in time shall be
controlling.
7. Retraction of this Letter to Request Proposals
Kitsap County reserves the right to retract this Letter to Request Proposals in whole,
or in part, at any time without penalty.
8. Submission of Proposals
The Letter of Intent and proposals must be prepared and submitted no later than the
submission date and time specified in the Procurement Schedule. The Proposal is to
be sent to the Procurement Coordinator either by courier, mail, or hand delivered.
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Proposals must be prepared and submitted no later than the proposal submission
date and time specified in the Procurement Schedule. The Proposal is to be sent to
the Procurement Coordinator either by e-mail, mail, or hand delivered.
Responders should allow enough time to ensure timely receipt by the Procurement
Coordinator. Responders assume the risk for the method of delivery and for any delay
in the delivery of the Proposal. Kitsap County will disqualify any Proposal and
withdraw it from consideration if it is received after the proposal submission
due date and time.
All responses and any accompanying documentation and material become the
property of Kitsap County and will not be returned.
9. Non-responsive Proposals
All Proposals will be reviewed by the Procurement Coordinator to determine
compliance with administrative requirements and instructions specified in this Letter
to Request Proposals. Kitsap County may reject or withdraw a Proposal at any time
as nonresponsive for any of the following reasons:
a. Incomplete Proposal
b. Submission of a proposal that proposes services that deviate from the technical
requirements set forth in this document
c. Failure to comply with any part of this Letter to Request Proposals or any exhibit
to this Letter to Request Proposals
d. Submission of incorrect, misleading, or false information
10. Minor Irregularities
Kitsap County may waive minor administrative irregularities related to any Proposal.
11. Cost to Prepare Proposal
Kitsap County will not be liable for any costs incurred by the Responder in preparing,
submitting, or presenting a Proposal for this Letter to Request Proposals.
12. Joint Proposals
If a Responder submitted a joint Proposal, with one or more other Responders, the
Responder must designate the prime Responder. The prime Responder will be Kitsap
County's sole point of contact, will sign the contract and any amendments, and will
bear sole responsibility for performance under the contract.
13. Withdrawal of Proposals
After a Proposal has been submitted, a Responder may withdraw its Proposal at any
time up to the proposal submission date and time specified in the Procurement
Schedule. A written request to withdraw the Proposal, signed by an authorized
representative of the Responder, must be submitted to the Procurement Coordinator.
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After withdrawing a Proposal, the Responder may submit another Proposal at any
time up to the proposal submission date and time.
14. Execution of the Contract
The Apparently Successful Responder is expected to sign a contract with Kitsap
County and any subsequent amendments that may be required to address specific
work or services as needed. (See Exhibit A - sample contract).
The County reserves the right to negotiate the specific wording of the Statement of
Work, based on the requirements of this Letter to Request Proposals and the terms of
the winning Proposal.
If the Apparently Successful Responder fails or refuses to sign the contract or any
subsequent amendment within ten (10) business days of delivery, Kitsap County may
elect to cancel the award and may award the contract to the next-highest ranked
finalist.
Any subcontracts necessary to perform the contract shall be subject to the prior
written approval of Kitsap County.
If at contract award or anytime thereafter any specifically named individual(s)
identified in the Proposal to work on this engagement are not available, Kitsap County
has the right to approve or reject any change in Contractor personnel.
SECTION C. PROPOSAL CONTENTS
1. Proposal:
a. General Requirements:
Letter of Intent
To be an applicant for this RFP, the applicant must submit a Letter of Intent no
later than September 30, 2026 stating the intention to submit a proposal in
response to this Request for Proposals.
The Letter of Intent must include a summary of the applicant's qualification and
experience in providing the types of services outlined in the scope for this Request
for Proposal, as well as an outline of activities, goals and objectives of the project.
This section demonstrates understanding of the skills and resources required to
successfully accomplish the objectives of the project and assure timely completion
of deliverables.
If only one qualified applicant submits a Letter of Intent, Kitsap County reserves
the right to substitute the bid proposal and review process with a sole-source
contract process. In this event, the sole bidder will be contacted to initiate the
sole-source contract process.
Full Proposal
If more than one entity responds to the Letter of Intent, a full proposal will be
required.
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* Numbering of Responses. Please number each response so that it
corresponds to the question number. The response must begin with a
restatement of the question followed by the Responder's response to the
question. A reference to another section will not suffice, each answer must
stand alone.
* Points Awarded for Responses. The number in parentheses after each
question or requirement represents the maximum number of points that may be
awarded for the Responder's response to that question or requirement.
The proposal is to be brief- no longer than five pages. The total number of points
available is 100. The following questions will be scored:
1. Experience. (Maximum 50 points)
Describe qualifications and relevant experience providing nutrition services.
Include how funds will be blended with other revenue sources to provide
culturally significant services. Reference the activities identified in the sample
contract section Scope of Work.
2. Program Design. (Maximum 30 points)
Describe when and who will provide the services, where and how services will
be delivered, plans for agreements or subcontracts, agency/ organization
staffing design to meet requirements. Include where, when (locations, times,
days of week), and who will provide the services.
Describe the methods and procedures that will be used to collect
demographics and requested data, as well as determining if an individual or
entity needs assistance with referral services outside program scope.
3. Quality Assurance. (Maximum 10 points)
Describe the quality assurance process as it relates to client satisfaction and
resolving complaints regarding services rendered. Also include the quality
assurance process as it relates to resolving complaints regarding services
rendered by the agency.
4. Internal Record Keeping. (Maximum 10 points)
Describe the service delivery documentation procedures that the applicant
proposes to utilize in the program. Include description of submitted timely and
accurate reports. Describe how client information is safeguarded.
SECTION D. EVALUATION
1. Evaluation Procedure
Kitsap County shall designate an evaluation team to review, evaluate and score
Responder's Proposals.
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