2019 NUTRITION PROGRAM MEAL SERVICE SPECIFICATIONS
1.0 Meal Service Provide Outagamie County Nutrition Program Congregate; Home Delivered (for the Appleton/Grand Chute/Kimberly service area); and Frozen meal service.
Meal service will not be provided on the following days: New Year’s Day January 1 Good Friday April 19 Memorial Day May 27 Independence Day July 4 Labor Day September 2 Thanksgiving Day November 28 Day after Thanksgiving November 29 Christmas Eve Day December 24 Christmas Day December 25 New Year’s Eve Day December 31
Congregate Meal Service Congregate meal service must meet the following location meal delivery time deadline and provide the approximate number of meals served per day:
Locations Delivery Deadline Meals/Day Hortonville Opera House 10:30 A.M. 30 M-F Golden Venture Apts - Kaukauna 10:30 A.M. 25 M-F Oneida Heights Apts - Appleton 10:30 A.M. 40 M-F Seymour Municipal Building 10:30 A.M. 25 M-F Thompson Center on Lourdes - Appleton 11:00 A.M. 20 T, W, TH
Congregate meal service participation will be determined by the ADRC.
Home Delivered Meal Service (Monday-Friday) 98-112 Approximate Meals/Day Home Delivered meal service must include meal preparation, meals individually dated and packed by route to be delivered by the Route Service Provider for the Appleton/Grand Chute/Kimberly service area no later than 11:00 A.M. Provider will daily coordinate Home Delivered meal service with the ADRC and the Route Service Provider. Home Delivered meal service participation will be determined by the ADRC.
Frozen Meal Service (Weekly) Frozen meal service must be provided where Congregate and Home Delivered meal service is not logistically feasible in the Outagamie County geographic service area. Frozen meal service participation will be determined weekly by the ADRC. The ADRC will be responsible for the delivery of Frozen meals to eligible participants.
2.0 Meal Requirements All meals meet Meal Component Specifications for the Older Americans Act Elderly Nutrition Program based on the current Dietary Guidelines for Americans as follows:
Three (3) ounce cooked weight serving of protein (i.e., meat, fish, poultry, eggs, cheese, yogurt, hummus or dry beans and peas)
Meat - No. 1 or U.S.D.A. Choice
Poultry - U.S.D.A. Grade A
Fish - U.S.D.A. Grade A
Pure Ground Beef - U.S.D.A. Utility not to exceed 18% - 22% fat
Eggs - U.S.D.A. Grade A
Cheese - U.S.D.A. Grade A and Pasteurized. The same protein serving item may not be provided more than once per week. Fillers or breading used in preparation may not be counted or included in the serving. Fresh frozen chicken, pork, beef and fish are recommended. Dry beans and peas (i.e., black beans, lentils, split peas, etc). Dry beans and peas can be counted as either a vegetable or protein food but not both in the same meal. Meat alternatives must be provided on Ash Wednesday and on Fridays during Lent. Ground beef entrées (i.e., hamburger casseroles, meatballs, meatloaf, hamburger patties, salisbury steak, etc.) may not be provided more than once per week. Processed meat is not recommended. Lower sodium cheeses recommended. Ham may not be provided more than once per month and must be low sodium. Bratwursts or hot dogs may not be provided more than once per month. If a sandwich is provided, lettuce is a recommended garnish. The lettuce garnish will not be considered a one (1) half cup vegetable serving. If soup, stews or casseroles are provided, each serving must have three (3) ounces cooked weight of meat, poultry, fish, eggs, cheese or dry beans and peas. The same soup serving item may not be provided more than once per month. Low-fat and low-sodium gravies and sauces are recommended for use in entrees.
Two (2) half cup servings of fresh, frozen, canned vegetables or dry beans and peas
Fresh vegetables - U.S.D.A. No. 1
Frozen and canned vegetables - U.S.D.A. Grade B
Two (2) servings per week of a vegetable Vitamin A source must be provided.
Two (2) servings per week of dark green vegetables must be provided.
Two (2) servings per week of red/orange vegetables must be provided.
One (1) serving per week of dry beans and peas must be provided.
Two (2) servings per week of starchy foods (i.e., potatoes, lima beans, green peas, corn)
Seasonal, fresh vegetables are highly recommended.
Fiber-rich vegetables (including raw and cooked) are recommended.
Frozen vegetables are recommended over canned vegetables.
The same vegetable serving item may not be provided more than once per week.
Dry beans and peas (i.e., black, kidney, navy, red, garbanzo beans; split peas, lentils)
Dry beans and peas may be counted as a vegetable or protein food but not both in the same meal.
If cooked broccoli or cauliflower is provided, such vegetables must not be served plain but served with solid vegetables that will sustain cooking, holding time and meal delivery.
If cooked spinach is provided, it must be creamed or prepared au gratin and not plain.
If cooked beets are provided, they must be glazed and not served plain.
If cooked carrots are provided, they must be buttered or glazed and not served plain.
If soup, stews or casseroles are provided each serving must have one (1) half cup of vegetables. The same soup serving item may not be provided more than once per month.
One (1) half cup serving of fresh, frozen or canned fruit
Fresh fruits - U.S.D.A. No. 1
Frozen and canned fruits - U.S.D.A. Grade B
Seasonal, fresh fruits are highly recommended.
Frozen fruits are recommended over canned fruit.
Canned fruits must be canned in their own juice or without added sugar.
Fiber-rich fruits are recommended.
Two (2) servings per week of a fruit (or vegetable) Vitamin A source must be provided.
The same fruit serving item may not be provided more than once per week.
If fruit is served in a gelatin, one (1) half cup of fruit per gelatin serving must be provided.
Sugar free gelatin is recommended.
One (1) serving of grains (i.e., bread, rice, pasta, bagel, barley, oatmeal, muffin, biscuit, roll, dressing, pancake grains, crackers)
Half of all grains offered must be whole grain.
When refined grains are offered, they must be enriched.
The same grain serving item may not be provided more than once per week.
Variety is recommended.
A variety of low-fat, whole-grain, wheat, bran, rye, etc. breads is recommended.
Limit high-fat bread and bread alternatives.
To reduce sodium, not adding salt when cooking pasta and rice and choosing lower sodium breads, rolls, bagels, etc. is recommended.
Uniformity and size must be consistent for grains servings and considered in Congregate meals and in packing Home Delivered and Frozen meals.
Grains serving sizes: 1 slice bread; 4 ounces cooked pasta, rice, dressing, oatmeal or barley; 2.5 inch muffin diameter; 5 whole wheat crackers; ½ English muffin; 2 pancakes - 3 inch diameter.
One (1) teaspoon serving of fats and oils served on side or used in cooking.
Fats and oils may be offered as a spread, dip or topping.
Substitute polyunsaturated margarine for butter, lard and saturated fats.
One (1) half cup serving of dessert
Dessert variety is recommended (i.e., pudding, ice cream, sherbet, frozen yogurt, gelatin, fresh or canned fruit, etc.). Low fat milk and calcium containing desserts are recommended.
Seasonal desserts and fruits are recommended.
Fruit offered as a dessert or contained in a dessert may count toward the fruit or vegetable component.
Increase serving of fruits and complex carbohydrates to provide adequate fiber and to lower fat and cholesterol.
Uniformity and size must be consistent for all servings and considered in Congregate meals and in packing Home Delivered and Frozen meals.
Dessert serving sizes: 4 ounces pudding, ice cream, sherbet, frozen yogurt, gelatin; 2 inch diameter cut cake, bar or cookie; 1/8 pie slice. Plain cookies, angel food cake, gingerbread, cakes without frostings are recommended.
Limit frequency of desserts high in added sugar and fat.
The same flavored dessert serving item may not be provided more than once per week.
One half pint (8 ounces) serving of fluid milk (Skim or 1%)
U.S.D.A. Grade A, Pasteurized
Fortified with Vitamin D
Individual milk cartons must be provided.
Milk cartons with expired dates, missing date stamps or do not meet the required temperature will be refused.
Six (6) ounce serving of decaffeinated coffee (Congregate only)
Coffee grind packets or packages must be supplied with preparation instructions.
Condiments (Congregate only)
Individual condiment packets (i.e., salt and sugar with substitutes, pepper, catsup, mustard, non- dairy creamer, salad dressings, soy sauce, sour cream) must be provided in limited quantities of no more than 50-100 packets upon request and delivered in a timely manner. Provider will supply a Condiment Order form delineating available condiment items and bulk packaging quantities that the ADRC will submit to the Provider three (3) business days in advance of need. Condiments must be delivered within three (3) business days of order
Meal Preparation Meals must be moderate in sodium, saturated fat and sugar levels. No deep fat fried foods are allowed. Preparing protein foods with little or no fat and using oil instead of solid fat.
No salt may be added in cooking process. Low sodium products are to be used in gravies, soups, sauces, etc.
No peanut, palm or coconut oils, lard or other animal fats are allowed in meal preparation.
Grease and fats are not allowed and must be drained during meal preparation and not visible when meals are packed, delivered and served.
Provider will follow standardized portion control procedures to ensure that each served meal is uniform and satisfies meal pattern requirements and helps prevent shortages. This will be done by marking the serving size and recommended serving utensil on the menu for Nutrition Program serving staff serving the food to follow.
All meals must be of the highest quality standard and conform to U.S.D.A. requirements. Meals must be prepared in a manner to preserve optimum flavor, color, texture, size, shape and appearance while retaining nutrients and food value. Provider must ensure entrée tenderness. Provider must sample food items to ensure high meal quality and entrée tenderness prior to meal delivery.
ADRC shall have access to Provider recipes, food ordering records, purveyors' list, etc.
3.0 Menus and Nutritional Analysis Preliminary formatted menus must be submitted for approval by the ADRC twenty (20) business days prior to menu inception. Food item and recipe changes suggested by the ADRC will be in the best interest of Nutrition Program participants. Proposals will not be accepted without an example of a formatted menu.
Provider must photocopy health/nutrition education and other information, provided by the ADRC, on the backside of approved Congregate and Home Delivered menus prior to distribution.
Provider will supply a Frozen Meal Menu order form with Frozen meal menu options for eligible Nutrition Program Frozen meal participants to complete and submit weekly to the ADRC. Provider must notify Nutrition Program staff and the ADRC three (3) business days in advance of Frozen meal menu changes or substitutions.
Provider must copy and distribute approved menus to Congregate locations and the ADRC [email protected] no later than seven (7) business days prior to menu inception. ADRC will inform the Provider on the number of menu copies required for meal service. ADRC will distribute menus to Congregate and Home Delivered meal participants.
Provider must ensure that all meals planned and offered meet minimum nutrient and meal pattern required standards. Provider must submit a nutritional analysis of one week of each menu offered twice per year or more for ADRC review and approval. Documentation of nutritional analyses will be retained on file in the ADRC for a minimum of three (3) years. Proposals will not be accepted without an example of a menu nutritional analysis.
4.0 Meal Substitutions Provider must have a back-up plan to substitute any food items that may be burnt or are unacceptable according to Meal Service Specifications. Substitutions must be authorized by the ADRC prior to meal service.
Provider must notify Congregate staff and the ADRC when food substitutions occur two (2) hours prior to meal service.
Provider must notify Nutrition Program staff and the ADRC three (3) business days in advance of Frozen substitutions.
5.0 Meal Orders and Service Cancellations Meal service participation and the total number of meals to be prepared will be determined by the ADRC.
ADRC will fax the next business day’s Home Delivered meal activity (i.e., meal cancellations and new participant detail) to the Meal Service Provider and Route Service Provider one (1) business day prior to meal service by 3:00 P.M. and again at 9:00 A.M. the day of meal service. After the 9:00 A.M. fax, the Route Service Provider will email the Meal Service Provider and the ADRC [email protected] an Excel Routing sheet for meal confirmation delineating the number of Home Delivered meals per route and the total number of meals to be delivered for the day. The Meal Service Provider will receive payment from the Nutrition Program for the total daily number of Home Delivered meals ordered at the 9:00 A.M. fax.
ADRC will fax Frozen meal menu orders to the Provider on Thursday (or one (1) business day before a holiday) before 1:30 P.M. to be delivered or picked up at a designated location determined by the ADRC the following Tuesday (or one (1) business day following a holiday) by 11:30 A.M.
ADRC will call the Provider (toll free or collect call) with Congregate meal and tableware orders one (1) business day in advance of meal service between 12:00 Noon to 1:00 P.M. Provider must have a staff person available to accept meal service order calls between 12:00 Noon to 1:00 P.M. Proposals will not be accepted without delineating a meal order and tableware timeline.
Route Service Provider for the Appleton, Kimberly and Grand Chute Home Delivered meal routes will email the Meal Service Provider and ADRC [email protected] the daily number of Home Delivered meals on each route no later than 3:30 P.M. one (1) business day before meal service.
If inclement weather or other conditions force Congregate and Home Delivered meal service cancellation prior to 6:30 A.M. the day of meal service, any non-recoverable costs incurred will be borne by the Provider. If cancellation occurs after 6:30 A.M., all costs incurred will be borne by the ADRC. Proposals will not be accepted without delineating a meal service cancellation timeline. .
Provider must submit an emergency back-up plan including identifying an alternative location for meal service preparation and supplier if unable to prepare meals due to a natural or manmade disaster (i.e., power outage, explosion, fire, equipment malfunction, etc.). Proposals will not be accepted without an emergency back-up plan.
6.0 Food Temperatures Food temperatures must meet the following requirements: Hot foods must remain above 140 degrees F.; Cold foods below 41 degrees F.; and frozen foods below 32 degrees F. fifteen (15) minutes after Congregate delivery or pick up of Home Delivered and Frozen meals. All foods shall not be packed and held longer than four (4) hours prior to meal service.
If bulk food temperatures are not 140 degrees F. and above (hot foods); 41 degrees F. and below (cold foods); and frozen foods are not frozen when insulated cambro carriers are opened and bulk food temperatures taken or if physical hazards (i.e., finger nails, hair, insects, etc.) are found in bulk food, Nutrition Program Congregate staff must notify the Provider immediately. The Nutrition Program will refuse to serve such food items not meeting state food safety and sanitation requirements. Provider must direct Nutrition Program staff immediately on what course of action will be taken to replace deficient bulk food items.
ADRC will insure that eligible Frozen meal participants have appropriate appliances to store and maintain Frozen meals in a frozen state and to heat Frozen meals to a proper serving temperature.
7.0 Meal Temperature Testing Provider must supply daily one (1) additional entrée and any other hot and cold food serving items (including milk), at no cost, over the number of meals ordered daily by the ADRC for food temperature testing. This will not include bread, rolls, muffins, buns, biscuits or dessert food items unless the dessert is a cold or frozen food serving required for food temperature testing.
8.0 Meal Service Equipment Provider must supply thermal bulk food carriers, stainless steel pans with covers, etc. and steam tables (if feasible) upon ADRC request for Congregate meal service. Provider must clearly label the Congregate location on the exterior of all thermal food carriers. Proposals will not be accepted without a detail description and/or photocopy of meal service equipment.
Provider must supply electric coffee urns upon request by the ADRC.
Provider must supply calibrated food thermometers and calibrate food thermometers every six (6) months or when in question.
Provider must supply Oliver Counter Top Sealers for Congregate meal sites where Home Delivered meals are individually packed from bulk food.
Provider must wash, rinse, sanitize and dry all internal equipment as needed to ensure safe and sanitary food delivery.
9.0 Meal Labeling and Home Delivered Meal Routing Provider must date stamp individual Home Delivered meal trays. This is critical if the Nutrition Program receives participant food borne illness incident reports.
Frozen meals must have use-by-date stamp and labeled with food content and nutritional analysis plus reheating instructions. The Provider and/or ADRC will provide written instructions for handling and reheating Frozen meals which will be distributed by the ADRC to participants at time of Frozen meal service inception.
Provider must supply a Home Delivered meal Sign Out Log form delineating Route Service Provider driver initials, number of meal delivered and departure times per route for Route Service Provider drivers to complete on a daily basis. The Sign Out Log will be submitted to the ADRC with monthly invoice.
10.0 Food Packing and Delivery Regardless of the type of food preparation, the time between the completion of food cooking and either the beginning of Congregate serving or meal delivery to Home Delivered and Frozen meal participants must not exceed four (4) hours.
Provider must carefully pack and safely deliver all meals. There should be no spillage inside delivery equipment. Provider must take every measure to prevent food spillage.
Provider must safely pack and/or deliver meals, dishware, flatware, serving utensils, Packing Slip (NCR or carbon duplicate copy), condiments and required Congregate meal service equipment no later than designated Congregate meal service delivery time deadlines. If Provider expects delivery to be late, Provider must notify ADRC and Congregate staff. Proposals will not be accepted without an example of a Packing Slip.
Provider vehicles used in the transportation of bulk Congregate or Frozen meals will be equipped with clean containers to store the food while in transit, will prevent food contamination and will maintain safe food temperatures. Provider drivers must not exceed Congregate location delivery deadlines.
11.0 Disposable Supplies Provider must supply the following disposable supplies (applicable and appropriate to meal service) and Disposable Supply Order form: 12 ounce styrofoam soup/salad bowls and lids 8 ounce styrofoam cups and lids Plastic sandwich bags Paper lunch bags (preferably white) Plastic bags for packing Home Delivered and Frozen meal food items. Plastic gloves - U.S.D.A. approved for food handling. Plastic aprons (28”x 46”) heavy weight - U.S.D.A. approved for food handling. 3-compartment Home Delivered meal trays (aluminum with lids or Oliver paper trays with film) Paper dinner napkins (2 ply 15”x 17”) Plastic garbage bags .8ml (40-45 gallon size) Paper towels (2 ply rolls) Hair nets (paper preferred) Dish soap (gallon size) Disposable dish cloths Sanitizer (gallon size) Quaternary solution recommended. No Bleach or Iodine. Written directions on use must be provided for staff guidance at all Congregate locations. Other disposable supplies as agreed upon by the ADRC and the Meal Service Provider.
Proposals will not be accepted without a detail description and/or photocopy of disposable supplies.
12.0 Tableware and Serving Utensils Provider must supply, wash, rinse, sanitize, dry and deliver the following appropriate Congregate reusable dishware, flatware and serving utensils: Six (6) compartment dinner trays Stainless steel medium weight flatware (teaspoons, soup spoons, forks, knives) 8 ounce disposable styrofoam cups or 9 ounce reusable coffee mugs (upon ADRC request) Twelve (12) ounce soup and/or salad bowls Industrial food scrapers Serving utensils (spatulas, spoodles, ladles, tongs, etc.)
Two (2) extra sets of dishware and flatware must be delivered daily above the number ordered by the Nutrition Program Congregate staff.
Provider must wash, rinse, sanitize and deliver dry, appropriate and undamaged dishware, flatware and serving utensils. Such must be sealed and delivered to Congregate locations in clean, dry, plastic bags to insure safe sanitation practice.
Upon Congregate meal service completion, dishware will be scraped (industrial food scraper supplied by Provider), stacked and bagged by Congregate staff for pick-up by the Provider. Stained or damaged reusable Congregate dishware, flatware and serving utensils are not permitted and must be replaced.
Provider must supply operable, clean, dry and appropriate stainless steel Congregate serving utensils (i.e., 4 ounce spoons, spoodles, tongs, cake spatulas, ladles, etc.). Serving utensils must be National Sanitation Foundation (NSF) approved and sized to maintain accurate portion control. Provider must record appropriate utensil use on the Packing Slip for Congregate staff to follow.
Provider must wash, rinse, sanitize and deliver dry, appropriate and undamaged serving utensils for each food item requiring a serving utensil.
Proposals will not be accepted without a detail description and/or photocopy of tableware and servings utensils.
13.0 Packing Slips Provider must supply an accurate daily Packing Slip for each Congregate mealsite and Frozen meal delineating location, day/date, food items, milk, portion sizes, serving utensils, dishware, flatware and condiments. Provider driver must record the time meals are delivered to the Congregate mealsite and initial the Packing Slip. Congregate staff will record food temperatures, time temperatures were taken, comments and sign the Packing Slip. The Packing Slip must be on NCR paper or two (2) copies of the Packing Slip with carbon (properly assembled) must accompany mealsite delivery. Congregate staff must retain the original Packing Slip and the Provider must retain the Packing Slip duplicate following meal service completion.
Provider must supply a daily Home Delivered Meal Packing Slip delineating day/date, food items, meal count and food temperatures. Provider must thoroughly complete the Packing Slip, record the time food temperatures were taken and initial. Home Delivered Meal Packing Slips must be submitted to the ADRC with monthly invoice.
Provider must supply two (2) Frozen Meal Packing Slip copies at time of Frozen meal disbursement delineating participant address and telephone number, meal disbursement date and time, food items with nutritional content plus Frozen meal reheating instructions. ADRC staff (including volunteers who deliver Frozen meals) must retain the original Frozen Meal Packing Slip and the Packing Slip duplicate will remain with the participant. ADRC staff (including volunteers who deliver Frozen meals) will submit the original Frozen Meal Packing Slips to the ADRC for monthly invoice confirmation.
Proposals will not be accepted without an example of Packing Slip(s)..
14.0 Regulations/Inspection Provider must comply with all federal, state and local regulations governing the purchasing, preparing and handling of food.
Provider shall maintain the highest possible standards of sanitation in compliance with state, federal and local health department standards relative to premises, trucks, personnel and the handling, preparation, packaging, storage and delivery of foods and supplies. Provider must insure that the same high sanitation standards are used by Provider purveyors. Provider must furnish current state/local Food Processing Establishment Inspection Report and Hazardous Analysis Critical Control Point (HACCP) procedures.
ADRC may inspect at any time Provider commissary, delivery trucks and may observe food handling practices to determine adequacy of Provider's sanitation regarding cleaning, maintenance, food preparation, delivery practices, etc.
15.0 Meal Service Penalties/Reporting Enforcement of financial penalties (monetary credits from meal payment) for noted meal service deficiencies within thirty (30) days of contract inception will be waived and not charged to Provider.
Following thirty (30) days of contract inception, if Provider does not comply with Nutrition Program Meal Service Specifications, the ADRC may request monetary credit or deny meal payment and purchase on the open market, at market price, the number of meals, dishware, flatware, serving utensils, meal service equipment, etc. required. Costs for such purchases and their delivery will be charged to Provider.
Provider must submit monthly to the ADRC, no later than the fifth (5th) business day a numerical breakdown of meals prepared per day for the previous month.
16.0 Subcontracting Meals may not be subcontracted without prior written authorization from the ADRC.
17.0 Staffing Provider must designate and identify one (1) primary contact person and one (1) secondary or back-up contact person whom the ADRC and Home Delivered Route Service Provider will fax, email and/or direct verbal (toll free or collect call) meal service activity, meal orders, etc. Provider must report to the ADRC and Route Service Provider (if applicable) one (1) business in advance when staffing changes occur.
Provider must submit a detailed staffing plan of personnel providing Nutrition Program meal service upon contract inception. Provider must report to the ADRC and Route Service Provider (if applicable) when staffing changes occur.
Proposals will not be accepted without a staffing plan including primary and secondary contact persons.
18.0 Proprietorship Provider must provide a copy of the lease agreement or proof of ownership for the catering facilities used to provide meal service.
19.0 Performance Criteria Provider may be awarded the 2020 Nutrition Program Meal Service contract if proposed 2020 Provider meal cost(s) are accepted by the ADRC and are within 2020 Nutrition Program Budget perimeters. Contract continuation under this system is limited to a period of three (3) years with one (1) Provider due to state guidelines that require Nutrition Program meal service entertain Request for Proposals every three (3) years. The current Provider is free to submit a proposal on the next contract in this situation.