Vendor/Caterer Meals Only

Request for Proposals Vendor/Caterer – Meals Only

For: Child and Adult Care Food Program – Head Start

Issued by: Community Action Council of Howard County, Md. Inc. 6751, Columbia Gateway Drive, Columbia MD 21046 TABLE OF CONTENTS

PART I – GENERAL INFORMATION Page A. Intent 1 B. Proposal Submission and Award 1 C. Incurred Cost 2 D. Subcontracts 2 E. Contract Terms 2 F. Pre-Proposal Meeting/Questions 2 G. Late Proposals 2 H. Bonding Requirements 2 I. Nonperformance and Excess Costs 3 J. Health Department Certification 3 K. Non-Payment for Spoilage 3 L. Gifts from Vendor 3 M. Advisory Board 3 N. Menu Template 3 O. Selection of Manager 3 P. Code of Conduct 3 Q. Economic Price Adjustment and Price Renegotiation 4 PART II – CONTRACT SCOPE A. General Requirements 5 B. Responsibilities of the Agency 5 C. Responsibilities of the Vendor 6 D. Purchases 6 E. Sanitation 7 F. Additional Requirements 7 G. Use of Facilities and Equipment 7 H. License, Fees, Taxes 8 I. Terms and Termination 8 J. Recordkeeping 8 K. Revenue 9 L. Payment of Fees 9 M. Emergency Closings 9 N. Indemnification 9 O. Quantities 9 TABLE OF CONTENTS

PART III – BID/PROPOSAL QUALIFICATIONS A. Required Bidder Qualifications 10 B. Optional Bidder Qualifications 10 C. Award Criteria 10 PART IV – RESOURCES A. Child Food Meal Pattern Requirements 11 PART V – APPENDICES A. Complete for Vendor/Caterer – Meals Only and Food Service Management Company A-1. Services Desired 14 A-2. Types of Program Meals Desired 15 A-3. Site Profile 16 A-4. Menu Template 17 A-5. Proposal Per Meal Prices 18 A-6. Proposal Guarantee/Check Information 19 A-7. Agreement Page 20 A-8. Disclosure of Lobbying Activities 21 PART I GENERAL INFORMATION

A. Intent This solicitation is for the purpose of entering into a fixed price contract for providing food services for Community Action Council of Howard County, Md. Inc., hereinafter referred to as the Agency. The statements, items, and criteria set forth herein are the minimum requirements to be provided in the proposal submission and the contractual arrangements. B. Proposal Submission and Award 1. Sealed proposals on the forms provided and accompanying documents must be submitted to Ms. Bita Dayhoff by 12:00 pm on Monday, August 29, 2016.

2. The Agency reserves the right to reject any or all bids/proposals, if deemed to be in the best interest of the Agency.

3. To be considered, each bidder must submit a complete response to the Request for Proposals (RFP). No other distribution of a proposal is to be made by the bidder. Bidders must complete, sign, and submit Parts I, II, III, and all applicable Resources and Appendices.

4. Award shall be made to the responsible bidder whose proposal is most advantageous. A responsible bidder is one who’s financial, technical, and other resources indicate an ability to perform as required by this solicitation.

5. Proposals tendered by mail should be addressed to Ms. Bita Dayhoff, President Community Action Council of Howard County, Md. Inc. 6751 Columbia Gateway Drive, Columbia, MD, 21046 with the exterior of the envelope plainly marked, “Food Service Proposal.” Allow enough time for delivery before the due date.

6. If more than one proposal is offered by any one party, by or in the name of a clerk, partner, or other assistant or employee, all such bids will be rejected.

7. Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids; failure to do so will be at the bidder's own risk and he/she cannot secure relief on the plea of error. If the bidder desires to personally examine the job site(s) to relate the conditions existing at each site to the requirements’ bidding document, the visits should be scheduled by contacting: Ms. Alice Harris, (410) 313-6567.

8. Bidders will comply with the following: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA. Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD- 3027) found online at: http://www.ascr.usda.gov/complaint_filing_cust.html, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

1 (1) mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410; (2) fax: (202) 690-7442; or (3) email: [email protected]. This institution is an equal opportunity provider.

The Maryland State Department of Education does not discriminate on the basis of race, color, sex, age, national origin, religion, disability, or sexual orientation in matters affecting employment or in providing access to programs and activities and provides equal access to the Boy Scouts and other designated youth groups. For inquiries related to Department policy, please contact: Agency Equity Officer, Equity Assurance and Compliance Office, Office of the Deputy State Superintendent for Finance and Administration, Maryland State Department of Education, 200 W. Baltimore Street - 6th Floor, Baltimore, Maryland 21201-2595, 410-767-0433 – voice, 410-767-0431 – fax, 410-333-6442 - TTY/TDD.

9. The proposal of the selected Vendor must be reviewed by the Maryland State Department of Education (MSDE) for regulatory compliance upon acceptance by the Agency and prior to final execution.

10. Any bid/proposal submitted shall be in accordance with the laws of the State of Maryland and regulations of the U.S. Department of Agriculture. C. Incurred Cost The Agency is not liable for any cost incurred by any bidder prior to signing of a contract by all parties. D. Subcontracts The use of subcontracts is not allowed. E. Contract Terms This contract shall be for a period of one year beginning on October 1, 2016 and ending September 30, 2017 with the option of up to four one-year renewals by mutual written agreement between the Agency and the Vendor/Food Service Management Company (FSMC). Each contract extension must reviewed by MSDE prior to awarding the extension. F. Pre-Proposal Meeting/Questions Pre-proposal meeting is scheduled for (enter date and time). Attendance is required. No bid/proposal will be accepted from a Vendor/FSMC not in attendance at this meeting. Pre-proposal meeting is not scheduled. Questions regarding this RFP must be submitted in writing and delivered to the contract administrator not later than five calendar days after the issuance of the RFP. Written answers to questions that change or substantially clarify the RFP will be provided to all prospective bidders. All questions must be submitted in writing. G. Late Bids Any bid/proposal received after the exact time specified for receipt will not be considered. H. Bonding Requirement 1. Proposal Guarantee: Bidder shall submit with the proposal, a proposal guarantee in the amount of five percent of the total proposal price, which shall be in the form of a firm commitment such as a bond, postal money order, certified check, or cashier's check. Proposal guarantees will be returned (a) to unsuccessful bidders as soon as practicable after the opening of bids; and (b) to the successful bidder upon execution of such further contractual documents and bonds as may be required by the proposal as accepted.

2 I. Nonperformance and Excess Costs Nonperformance shall subject the Vendor to specified sanctions, outlined in the contract, in instances where the Vendor violates or breaches contract terms and/or federal and State law or regulation. In the case of nonperformance or noncompliance by the Vendor, the Vendor shall pay the sponsor for any excess costs that the Agency may incur by obtaining meals from another source. The Vendor will be paid by the Agency for all meals delivered in accordance with the contract and Program regulations. However, neither the USDA nor MSDE assumes any liability for the payment of differences between the number of meals delivered and the number of meals served. J. Health Certification and Inspection The Vendor shall have the most recent authorized State or local health official’s certification for any facility that it proposes to prepare meals and shall maintain such certification for the duration of the contract. The certification must cover the transport of food from the facility to the site. K. Nonpayment for Spoilage No payment shall be made for meals that are spoiled or unwholesome at time of delivery, or do not meet detailed specifications as developed by the Agency for each food component specified, or do not otherwise meet the requirements of the contract. L. Gifts from Vendor The State Agency’s or Agency’s officers, employees, or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from Vendor or potential Vendor. To the extent permissible under State law, rules, or regulations, such standards shall provide for appropriate penalties, sanctions, or other disciplinary actions to be applied for violations of such standards either by the State Agency's or Agency’s officers, employees, or agents, or by the Vendor or their agents. M. Advisory Board If requested, the Vendor will participate and assist in the formation and establishment of a food service advisory board composed of parents, teachers, administrators, and students to assist in meal planning. N. Menu Template 1. The 21-day Menu Template (see Appendices) must be used as a standard for the purpose of estimating average cost per meal. The 21-day Menu Template must be adhered to for the first 21 days of meal service. Changes thereafter may be made with the approval of the Agency. However, any changes must equal or exceed the original 21-day menu. 2. Menus must comply with the requirements as described in the federal regulations 7 CFR Part 226. The Agency has outlined the requirements of the method for meeting the requirement in Part IV, Resource A. a. All bids must include a 21-day Menu Template. The Agency will evaluate the 21-day Menu Template according to the applicable program’s meal pattern requirements. b. The Agency may request information such as sample production records, recipes (USDA and/or local) and the nutrient analysis of all manufactures’ products used to conduct an independent analysis of any menu in the 21-day Menu Template. O. Selection of Manager If applicable, the Agency reserves the right to interview and approve the on-site food service manager. P. Code of Conduct Agency will maintain a written code of conduct governing the performance of their officers, employees, or agents engaged in contract awards and administration when the contract is funded in

3 whole or in part by USDA program funds.

Q. Economic Price Adjustment and Price Renegotiation 1. Adjustment and/or renegotiation of management fees, meal prices, or food will be allowed in the subsequent years of the agreement. An adjustment or renegotiation allows the vendor to increase their price to the Agency and allows the Agency to demand a price reduction. If the vendor requests a price increase, the annual percentage increase must be based on the United States Department of Labor, Bureau of Labor Statistics Consumer Price Index for Urban Consumers (CPI-U) for the applicable area (Baltimore area, Washington D.C. area, or Southern region) for the most recent 12-month period immediately preceding the month in which the contract expires, or ten percent, whichever is less. Before any fee or price increases can be implemented, the Vendor/FSMC must document through cost or price analysis the need for such price increase. The Agency must forward all documentation to MSDE for review and approval. 2. If fixed price contract, no management fee increase may be implemented under this provision prior to review of Vendor’s written request by MSDE.

4 PART II CONTRACT SCOPE

A. General Requirements 1. The food service shall be operated and maintained as a benefit to the Agency’s students and staff. 2. The food service shall be managed to promote maximum participation in the Child and Adult Care Food Program. 3. The Vendor shall have the exclusive right to the food service program at the site(s) specified in the Appendices. 4. The Agency and the Vendor/FSMC will operate in accordance with program regulations specified in 7 CFR Part 226 and 2 CFR Part 200. 5. The Vendor shall provide the type of food service at sites as specified in the Appendices. By mutual agreement, sites may be added to or deleted. However, sites are limited to attendance units of the Agency. 6. Subcontracting is prohibited. 7. The Agency reserves the right to maintain food and beverage vending machines in its facilities or to have the Vendor maintain the vending. Revenues must accrue to the Agency. 8. The Vendor shall be an independent Vendor and not an employee of the Agency. The employees of the Vendor are not employees of the Agency. 9. The Vendor shall conduct the food service in such a manner as will ensure compliance with the rules and regulations of MSDE and the USDA regarding the Program(s) and any additions or amendments thereto. 10. The Agency shall have the ultimate legal responsibility for the conduct of the food service and shall supervise the food service in such a manner as will ensure compliance with the rules and regulations of the MSDE and the USDA regarding the Program(s) and any additions or amendments thereto. B. Responsibilities of the Agency 1. The Agency shall ensure that the food service is in conformance with its Permanent Agreement and Permanent Policy Statement. The Agency will make accessible a copy of both documents. 2. The Agency shall retain control of the quality, extent, and general nature of its food service and the prices to be charged for meals. 3. The Agency maintains the responsibility for preparing and submitting financial and other reports and claims for reimbursement to MSDE. 4. The Agency shall monitor the food service through periodic on-site visits to include inspection of meals, food preparation, storage and service areas, and sanitation practices. 5. The Agency shall approve the menus and recipes or nutrient analysis, completed on USDA approved software, of company-owned recipes for meals and other food to be served or sold to students to ensure compliance with rules and regulations of MSDE and the USDA. 7. The Agency shall retain signatory authority for the annual update for participation in the Program(s). 9. The Agency shall distribute, collect, and determine eligibility applications for free and reduced-price meals and/or free milk. 10. The Agency shall verify applications for free and reduced-price meals as required by federal

5 regulations. 11. The Agency shall conduct performance, accountability, and other reviews as required by State and federal regulations and guidelines. 12. The Agency shall maintain a system for contract administration to assure contractual compliance with contract terms. The Agency shall monitor contract compliance on an ongoing basis and strictly enforce all contract provisions, including those related to the return of discounts, rebates, and applicable credits. 13. The Agency shall maintain a system for assuring that the Vendor operates the food service program in conformance with the Agency’s Agreement for participation in the Program(s). 14. The Agency shall comply with mandatory standards and policies relating to energy efficiency which are contained in the EmPOWER Maryland Energy Efficiency Act. 15. The Agency shall establish an advisory board composed of parents, teachers, administrators, and students to assist in menu planning. 16. The Agency shall ensure that the Vendor fully discloses all discounts, rebates, allowances, and incentives received by the Vendor from its suppliers. If the Vendor receives a discount, rebate, allowance, or incentive from any supplier, the Vendor must disclose and return to the Agency the full amount of the discount, rebate, or applicable credit that is received based on the purchases made on behalf of the Agency. All discounts, rebates, allowances, and incentives must be returned to the Agency on a monthly basis. 17. The Agency will provide the Vendor a list of approved sites, along with projected number of meals for each site and will notify Vendor of site operational changes within a mutually agreed upon time frame. C. Responsibilities of the Vendor 1. The Vendor shall serve, on such days and at such times as requested by the Agency: a. Meals, priced as a unit that meet the requirements prescribed by federal and state regulations. b. Milk, served to children pursuant to the Program(s). c. Other foods as agreed upon by the Vendor and Agency. 2. The Vendor shall provide free and reduced-price meals or free milk to those children designated by the Agency. 3. The Vendor shall adhere to the 21-day Menu Template as specified by the Agency on Appendices A-4 for the first 21 days of meal service. Thereafter, changes in the menu may be made with prior approval of the Agency. a. Menus must comply with the requirements, as described in 7 CFR Part 226. The Agency has outlined the requirements for meeting this requirement in the Appendices. b. If Agency desires, the Vendor must use USDA-approved software to complete an analysis of the 21-day menu cycle. Within ten days of award, the successful bidder must provide the sample production records, including anticipated number of students served and the serving sizes for each offering, recipes used or nutrient analysis, completed on USDA-approved software, of company-owned recipes (USDA and/or local) and the nutrient analysis from the manufacturer of all products used. c. The Agency will evaluate the 21-day cycle Menu Template according to the applicable program’s meal pattern requirements. The Agency may request information such as sample production records, recipes (USDA and/or local) and the nutrient analysis of all manufacturers’ products used to conduct an independent analysis of any menu in the 21- day cycle. 4. The Vendor shall cooperate with the Agency in promoting nutrition education and coordinating the Agency’s food service with classroom instruction. 5. The Vendor shall use the Agency facilities for the preparation of food to be served only at sites

6 specified in the Appendices. 6. The Vendor shall make substitutes in the food components of the meal pattern or menu plan for disabled students whose disability restricts their diet and those students without disabilities who are unable to consume regular meals because of medical or other special dietary needs. Substitutions shall be made on a case-by-case basis only when supported by a statement of the need for substitutes that includes recommended alternate foods. Such statement shall, in the case of a disabled student, be signed by a medical doctor, or in the case of a student without disabilities, by a recognized medical authority. 7. Vendor shall deposit daily all monies in the Agency account. 8. The Vendor shall comply with all local and State sanitation standards.

D. Purchases 1. The Agency shall retain title of all purchased food and nonfood items. 2. The Agency shall submit to the Vendor food specifications to cover grade, purchase units, style, conditions, weight, ingredients, formulation, and delivery time. a. The minimum food specifications are: Dairy Products: Grade A; Meat: USDA Inspected; Fish: U.S. Government Inspected; Poultry: USDA Inspected; Canned Fruit & Vegetables: U.S. Grade A Choice 16; Fresh Fruit & Vegetables: U.S. No. 1 Grade; Frozen Fruits & Vegetables: Highest Quality 3. Once a year, the Agency shall compare prices of the 30 most-used food and nonfood items. The Agency will compare current vendor price for these items with at least two other local vendors' prices and maintain on file. 4. Nothing in this contract shall prevent the Agency from participating in food co-ops or purchasing food from vendors with whom the Vendor normally does not do business. 5. The Agency may request that the Vendor use geographic preference for the procurement of un processed agricultural products which are locally grown and locally raised, and that have not b een cooked, seasoned, frozen, canned, or combined with any other products. E. Sanitation 1. The Vendor shall place trash containers in areas specified by the Agency. 2. The Agency shall remove all trash from the designated areas on a regularly scheduled basis. 3. The Vendor shall operate and maintain all equipment and food service areas in a clean, safe, and healthy condition in accordance with standards acceptable to the Agency and comply with all applicable laws, ordinances, regulations, and rules of federal, State, and local authorities. 4. The Agency shall provide extermination services as needed. 5. The Agency shall clean the dining/cafeteria area, including tables and chairs, walls, floors, and window coverings F. Additional Requirements Vendor agrees to comply with the following federal regulatory requirements: 1. All contracts over $2,500: Compliance with Sections 103 and 107 of the Contract Work Hours and Safety Standards Act. 2. All contracts over $10,000: Compliance with Executive Order 11246 and 11375 (Equal Employment Opportunity). 3. All contracts over $100,000: Compliance with Clean Air Act of 1970, Section 508 of the Clean Water Act, Executive Order 11738 and Environmental Protection Agency regulations. G. Use of Facilities and Equipment 1. The Agency shall make available without any cost or charge to the Vendor the areas of the premises agreeable to both parties in which the Vendor shall render its services. 2. The Agency reserves the right, at its sole discretion, to use its facilities to sell or dispense any food or beverage before or after the regularly scheduled lunch or breakfast periods provided

7 such use does not interfere with the operation of the child nutrition programs. 3. The Agency shall return facilities and equipment to the Vendor in the same condition as received when the Agency uses the facilities for extracurricular activities. 4. The Vendor shall not use the Agency’s facilities to produce food, meals, or services for other organizations without the approval of the Agency. 6. The Vendor shall maintain the inventory of expendable equipment necessary for the food service and at the inventory level as specified by the Agency. 7. The Agency shall repair and service equipment and make any structural changes needed to comply with federal, State, and local laws, ordinances, rules, and regulations. 9. The Vendor shall not remove food preparation and serving equipment owned by the Agency from the Agency’s premises without prior approval. 10. The Vendor shall provide a written notification to the Agency of any equipment belonging to the Vendor within ten days of its placement on Agency premises. 11. The Agency shall not be responsible for loss or damage to equipment owned by the Vendor and located on the Agency premises. 12. The Agency shall make available sanitary toilet facilities for the employees of the Vendor. 13. The Agency and MSDE shall have access, with or without notice to the Vendor, to all of the Agency’s facilities used by the Vendor for purposes of inspection, review and audit. 14. The Vendor shall surrender to the Agency upon termination of the contract all equipment and furnishings in good repair and condition. H. Licenses, Fees, Taxes 1. The Vendor shall maintain all licenses, permits, and health certification required by federal, State, and local law. All employees having contact with students must undergo a criminal background check. The Vendor is responsible for the fee associated with this background check. 2. The Vendor shall have State or local health certification for any facility outside the Agency in which it proposes to prepare meals, and the Vendor shall maintain this health certification for the duration of the contract. If applicable, the transport of food prepared by the Vendor must also be certified by the appropriate health authorities. I. Terms and Termination 1. This contract shall be for a period of one year beginning on October 1, 2016 and ending September 30, 2017 with the option of up to four one-year renewals by mutual written agreement between the Agency and the Vendor/Food Service Management Company (FSMC). Each contract extension must reviewed by MSDE prior to awarding the extension. 2. The Agency shall maintain a contract administration system ensuring that the contract is performed in accordance with contract terms and specifications. 3. If the Vendor violates or breaches the terms of and conditions of this Contract, the Agency shall give the Vendor written notice and an opportunity to cure the violation/breach. Should the Vendor fail to make reasonable progress to affect such cure, or correct the violation/breach, the Agency may assess the following penalties against the Vendor:

First written notification Failure to comply will result in loss of administrative Correction or reasonable progress to affect a cure must fee for one day, per site involved. be within five operating days.

Second written notification for the same violation/breach Failure to comply will result in loss of administrative Correction or reasonable progress to affect a cure must fee for five days per site involved. be made within five operating days.

Third written notification for the same violation/breach Failure to comply will result in loss of administrative

8 Correction or reasonable progress to affect a cure must fee for ten days per site involved. be made within five operating days. 4. This contract may be terminated for cause by either the Agency or Vendor with a 60-day notification. 5. This contract may be terminated for convenience by the Agency. The Agency will determine the manner by which this will be effected and the basis for settlement. 6. This contract includes the provision that the contract may be terminated by the Vendor provided the Vendor includes the manner by which the provision will be effected and the basis for settlement. 7. This contract may be terminated by the Vendor due to circumstances beyond the control of the Vendor/Caterer, provided the conditions are included within this contract document. 8. The Vendor shall be subject to administrative, contractual, or legal remedies, sanctions, and penalties as may be appropriate in instances where it violates or breaches contract terms. J. Recordkeeping 1. The Vendor shall maintain such records as the Agency will need to meet monthly reporting responsibilities and the claim for reimbursement, financial, and other reports to the MSDE. The Vendor shall report claims information to the Agency promptly at the end of each month. 2. The Vendor shall maintain such records as the Agency will need to support its claim and such other records as may be necessary to comply with federal and State laws and regulations, and must report to the Agency promptly at the end of each month. Such records shall be available, for a period of three years from the date of receipt of final payment under the contract, for inspection and audit by representatives of the Agency, MSDE, USDA, and the General Accounting Office, at any reasonable time and place. If audit findings have not been resolved, the records must be retained beyond the three-year period as long as required for the resolution of the issue raised by the audit. All Vendor records pertaining to the Agency shall be maintained at the Agency while the contract is in effect. 3. The Vendor shall not remove federally-required records upon contract termination. 4. The Agency may review and audit Vendor records pertaining to the Agency’s food service operation at any time during the period of the contract. 5. The Vendor must submit all costs incurred pertaining to Agency food service within 30 days of the last day of each month or the final day of the program. K. Revenue 1. The Agency shall receive all revenue from the food service. 2. The food service revenue shall be used only for the Agency nonprofit food service. 3. The food service revenue shall flow through the Agency chart of accounts. 4. All goods, services, or monies received as the result of a rebate shall be credited to the nonprofit food service account. 5. If reimbursement is denied as a direct result of the failure of the Vendor to comply with the meal requirements of this contract, the Vendor shall assume responsibility of the amount denied. L. Payment of Fees 1. The Agency shall pay the Vendor the billable expenses within 30 days of submission of an invoice date for each monthly period of program operation. 2. The Vendor shall receive no payment for meals that are spoiled or unwholesome at time of delivery, or services that do not meet the detailed specifications for a reimbursable meal in the meal pattern or do not otherwise meet the contract requirements. 4. The Agency may withhold final payment upon termination of the contract until all federally- required records have been turned over to the Agency. 5. The Agency will not pay interest on monthly invoice charges from the nonprofit food service

9 account.

M. Emergency Closings The Agency will establish procedures on a site by site basis for working with the Vendor when there is a snow emergency, change in site schedule, field trips, unexpected closings or other events known to Agency that may affect participation in the meal program. Events not under the control of the Agency and acts of God shall not affect the guaranteed return to the Agency. N. Indemnification The Vendor shall indemnify and save harmless the Agency against or from all costs, expenses, damages, injury or loss to which the Agency may be subjected by reason of any wrongdoing, misconduct, want of care, skill, negligence, or default in the execution or performance of this contract and shall save and keep harmless the Agency against and from all claims and losses to it from any causes whatsoever, in the matter of making, furnishing and delivering materials/services as called for in contract documents. O. Quantities The dollar values and/or quantities stated herein are given as a general guide for bidding but are not a guaranteed amount; they represent the best estimates of the Agency.

PART III PROPOSAL QUALIFICATIONS AND SUBMISSION

A. Required Bidder Qualifications 1. Provide evidence of five percent bid/proposal guarantee based on total contract price. 2. Provide evidence of current experience as a Vendor in schools, colleges and universities, child and adult care centers, hospitals, or commercial sector. 3. Provide references of Vendor contracts with other Agencies for a minimum of the past two years. 4. Provide a representative list of agencies and/or facilities with which you currently have a Vendor contract. 5. Provide a list of Agencies where contracts were lost in the past three years (maximum of ten). 6. Submit copies of Vendor financial statements (audited or reviewed preferred) for the past two years with an income statement and balance sheet. 7. Submit all required documents as indicated in Part 1. B. Optional Proposal Qualifications 1. If required, Vendor shall attend a pre-bid/proposal meeting as specified. 2. Agencies may require potential bidders to submit resumes of manager candidates as part of the pre-bid/proposal qualifications. 3. Vendor may be required to submit a copy of procurement policies and procedures.

C. Award Criteria

Criteria Weight

10 Price 40 POINTS POSSIBLE Menu, including quality of food 35 POINTS POSSIBLE Adequacy of Plant / transportation 10 POINTS POSSIBLE Financial capability 5 POINTS POSSIBLE Presentation of sample menu 5 POINTS POSSIBLE References 5 POINTS POSSIBLE POINTS POSSIBLE POINTS POSSIBLE

TOTAL 100 POINTS POSSIBLE

PART IV RESOURCES A. Child and Adult Care Food Program Meal Pattern Requirements

Child Meal Pattern Requirements Child Breakfast - select all three components for a reimbursable meal 1 Food Components Ages 1-2 Ages 3-5 Ages 6-12 2 Milk 1/2 cup 3/4 cup 1 cup fluid milk Fruit/Vegetable 3 1/4 cup 1/2 cup 1/2 cup juice, fruit and/or vegetable 4 Grains/Bread 1/2 slice 1/2 slice 1 slice bread or 1/2 serving 1/2 serving 1 serving cornbread or biscuit or roll or muffin or cold dry 1/4 cup 1/3 cup 3/4 cup cereal or 1/4 cup 1/4 cup 1/2 cup hot cooked cereal or 1/4 cup 1/4 cup 1/2 cup pasta or noodles or grains

11 1 Children age 12 and older may be served larger portions based on their greater food needs. They may not be served less than the minimum quantities listed in this column. 2 Milk served must be low-fat (1%) or non-fat (skim) for children ages 2 years and older and adults. 3 Fruit or vegetable juice must be full-strength. 4 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or

12 Child Lunch or Supper - select all four Components for a reimbursable meal

1 Food Components Ages 1-2 Ages 3-5 Ages 6-12 2 Milk fluid milk 1/2 cup 3/4 cup 1 cup

Fruits/Vegetables 3 1/4 cup 1/2 cup 3/4 cup juice, fruit and/or vegetable

4 Grains/Bread bread or 1/2 slice 1/2 1/2 slice 1/2 1 slice cornbread or biscuit or roll or muffin or cold dry serving 1/4 serving 1/3 1 serving 3/4 cereal or cup cup cup 1/2 cup hot cooked cereal or 1/4 cup 1/4 cup 1/2 cup pasta or noodles or grains 1/4 cup 1/4 cup

Meat/Meat Alternate 5 1 oz. 1½oz. 2 oz. meat or poultry or fish or alternate 1 oz. 1½ oz. 2 oz. protein product or cheese or 1 oz. 1½ oz. 2 oz. egg or 1/2 3/4 1 cooked dry beans or peas or 1/4 cup 2 3/8 cup 3 1/2 cup 4 Tbsp. 1/2 Tbsp. 3/4 Tbsp. peanut or other nut or seed butters or nuts and/or 6 oz. 4 oz. oz. 6 oz. 1 oz. seeds or 7 8 oz. yogurt

1 Children age 12 and older may be served larger portions based on their greater food needs. They may not be served less than the minimum quantities listed in this column. 2 Milk served must be low-fat (1%) or non-fat (skim) for children ages 2 years and older and adults. 3 Fruit or vegetable juice must be full-strength. 4 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified. 5 A serving consists of the edible portion of cooked lean meat or poultry or fish. 6 Nuts and seeds may meet only one-half of the total meat/meat alternate serving and must be combined with another meat/meat alternate to fulfill the lunch or supper requirement. 7 Yogurt may be plain or flavored, unsweetened or sweetened.

13 Child Snack – select two of the four components for a reimbursable snack Ages 1-2 Ages 3-5 1 Food Components Ages 6-12 2 Milk 1/2 cup 1/2 cup 1 cup fluid milk Fruit/Vegetable 3 1/2 cup 1/2 cup 3/4 cup juice, fruit and/or vegetable 4 Grains/Bread 1/2 slice 1/2 1/2 slice 1/2 1 slice bread or serving 1/4 serving 1/3 1 serving cornbread or biscuit or roll or muffin or cold dry cup cup 3/4 cup 1/2 cereal or 1/4 cup 1/4 cup cup 1/2 cup hot cooked cereal or 1/4 cup 1/4 cup pasta or noodles or grains Meat/Meat Alternate 5 1/2 oz. 1/2 oz. 1 oz. meat or poultry or fish or alternate 1/2 oz. 1/2 oz. 1 oz. protein product or cheese or 1/2 oz. 1/2 oz. 1 oz. 6 egg or 1/2 1/2 1/2 cooked dry beans or peas or 1/8 cup 1 1/8 cup 1 1/4 cup 2 peanut or other nut or seed butters or nuts and/or Tbsp. 1/2 Tbsp. 1/2 Tbsp. seeds or oz. 2 oz. oz. 2 oz. 1 oz. 7 4 oz. yogurt 1 Children age 12 and older may be served larger portions based on their greater food needs. They may not be served less than the minimum quantities listed in this column. 2 Milk served must be low-fat (1%) or non-fat (skim) for children ages 2 years and older and adults. 3 Fruit or vegetable juice must be full-strength. 4 Breads and grains must be made from whole-grain or enriched meal or flour. Cereal must be whole-grain or enriched or fortified. 5 A serving consists of the edible portion of cooked lean meat or poultry or fish. 6 One-half egg meets the required minimum amount (one ounce or less) of meat alternate. 7 Yogurt may be plain or flavored, unsweetened or sweetened.

14 PART V APPENDICES

APPENDIX A-1

SERVICES DESIRED

An important part of contracting for food service is deciding which services the Agency wants provided. The following is a brief description of the options that are available. Once the desired service has been determined, check the appropriate box.

Vendor/Caterer – Meals Only Contract Vendor/Caterer will provide all food supplies as per Agency specifications. The cost of the food will be a major part of the bid/proposal price.

15 APPENDIX A-2 TYPES OF PROGRAM MEALS DESIRED

Check appropriate boxes: Name of Child Nutrition Program Single Choice Reimbursable Breakfasts: Child and Adult Care Food Program Single Choice Reimbursable Lunches: Child and Adult Care Food Program Single Choice Reimbursable Suppers: Multi-Choice Reimbursable Breakfasts: Multi-Choice Reimbursable Lunches: Multi-Choice Reimbursable Suppers: Afterschool/PM Snacks: Child and Adult Care Food Program Milk Only À la Carte (including catering) Adult Meals Other (specify):

15 APPENDIX A-3 SITE PROFILE

School Meals ONLY Meal Number of All Cash Sales Grade Type of Avg. Daily Program Site Address Enrollment Service Service except lunches Levels Service1 Participation Name(s)2 Times Days (i.e. milk, adult meals, a la carte) B - 8.30 Dasher Green Ages 120 L - 11.30 211 114 CACFP HS 6680 Cradlerock Way, 3-5 yrs B,L,S S - 1.30 Columbia, MD 20145 B – 9.15 Ellicott City 8510, High Ridge Road, Ages 108 L – 12.00 211 100 CACFP Center HS Ellicott City, MD 21043 3-5 yrs B,L,S S – 3.15

Old Cedar @ Old Cedar Lane School, B – 8.45 Lane HS 5451, Beaverkill Road, Ages 56 B,L,S L – 12.15 211 53 CACFP Columbia, MD 21044 3-5 yrs S – 2.30

First 9325, Presbyterian Circle, Ages B – 9.30 36 B,L,S 211 Presbyterian Columbia, MD 21045 3-5 yrs L – 12.00 33 CACFP HS S – 3.15 1 On-site, bulk satellite or pre-plate satellite 2 NSLP (National School Lunch Program), SBP (School Breakfast Program), SMP (Special Milk Program), SFSP (Summer Food Service Program), CACFP (Child and Adult Care Food Program)

16 APPENDIX A-4

21- DAY MENU TEMPLATE Agency created menu / Vendor/FSMC created menu

CACFP Breakfast Lunch Supper Snack

SUNDAY MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY

17 APPENDIX A-5

PROPOSAL PER MEAL PRICES (attached separate pages if necessary)

A. 63,300 * CACFP breakfasts per contract specifications

$ Each $ Total Letter A. per-meal cost includes: $ Food $ Labor $ Supplies, disposables, etc.

B. 63,300 * CACFP lunches per contract specifications

$ Each $ Total Letter B. per-meal cost includes: $ Food $ Labor $ Supplies, disposables, etc.

C. 63,300 * CACFP snacks per contract specifications

$ Each $ Total Letter C. per-meal cost includes: $ Food $ Labor $ Supplies, disposables, etc.

PROPOSAL GRAND TOTAL $ (Item A. + Item B. + Item C.) *

*Quantity reflects 12 month contract period (October 1, 2016 – September 30, 2017)

18 APPENDIX A-6

PROPOSAL GUARANTEE/CHECK INFORMATION

In submitting this signed proposal, Vendor certifies that the required proposal deposit check or bond and the performance bond are adequate to cover this proposal. It is the responsibility of bidders to assure that bonds are submitted prior to the opening date. Failure to abide by this obligation will result in proposal rejection.

TOTAL DOLLAR AMOUNT PROPOSAL: $

PROPOSAL GUARANTEE CHECK SUBMITTED IN AMOUNT OF: $

Bidders are responsible for ensuring the amount of the check or bond coverage meets the amount specified in the contract.

19 APPENDIX A-7 AGREEMENT PAGE

By signing this contract agreement, I certify and affirm: Uniform Administrative Requirements: To the best knowledge and belief that the report is true, complete, and accurate, and the expenditures, disbursements and cash receipts are for the purpose and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious, or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative penalties for fraud, false statements, false claims or otherwise (U.S. Code Title 18, Section 1001 and Title 31 Sections 3729-3730 and 3801-3812). Debarment, Suspension, Ineligibility, and Voluntary Exclusion: Neither the prospective lower tier participant* nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by an federal department or agency. (*A lower tier participant is a subprovider or other participant in the contract, other than the state, that is not the prime provider.) Lobbying: No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing a Member of Congress, or an employee of a Member of Congress in connection with the awarding of a Federal contract, the making of a Federal grant, the making of a Federal loan or modification of a Federal contract, grant, loan or cooperative agreement. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal grant or cooperative agreement, the undersigned shall complete and submit the “Disclosure to Report Lobbying” in accordance with its instructions. Non-Collusion: All bids or proposals have and will be independently arrived at without collusion with any other bidder or with any competitor or potential competitor; will not be knowingly disclosed, prior to the opening of bids or proposals to any other bidder, competitor, or potential competitor; no attempt has been or will be made to induce any other person, partnership, or corporation to submit or not to submit a bid/proposal or to fix overhead, profit, or cost element of a bid/proposal price, or to secure any advantage.

The bidder further certifies that he/she shall operate in accordance with all applicable State and federal regulations and that all terms and conditions within the bid/proposal solicitation shall be considered a part of the contract as incorporated therein. This agreement shall be in effect for one year and may be renewed by mutual agreement for four additional one-year periods. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be signed by their duly authorized representative this day of , 20 . AGENCY: VENDOR:

Authorized Signature ______Authorized Signature______

Title ______Title - ______

Date ______Date - ______

21 ATTEST: ______ATTEST:______