Request for Proposal. School Nutrition Program Food Service Vendor

Transcription

1 Request for Proposal School Nutrition Program Food Service Vendor City on a Hill Charter Public Schools 15 Allerton Street, Suite 1 Roxbury, MA RFP Issued: April 4, 2018 RFP Responses Due: April 23, 2018 Request for Proposal: School Nutrition Program Food Service Vendor

2 City on a Hill Charter Public Schools (hereafter known as CoaH ) seeks a meal vendor to provide meals and delivery to (3) school sites participating in the Child Nutrition Programs including but not limited to the National School Breakfast, Lunch, After- School Snack, and the Child and Adult Care Food At- Risk Supper Programs. This request for proposals invites written proposals from qualified vendors to provide these services. 1. City on a Hill Circuit Street; 58 Circuit Street, Roxbury MA, City on a Hill Dudley Square; 2179 Washington Street, Roxbury, MA City on a Hill New Bedford; 384 Acushnet Ave, New Bedford, MA Each school serves students in grades Services must include school breakfast and lunch programs. Proposals must include information about, and the option to implement, after school snack and supper service at any time at during the contract term. Vendors must submit proposals for all three schools. The negotiated agreement established with a successful vendor will become effective on August 1, 2018, and will terminate on June 30, The option to extend for two separate 1- year terms must be included in the proposal. About City on a Hill City on a Hill graduates college- ready students that are responsible, resourceful and respectful democratic citizens, who are prepared to compete in 21st century community, culture and commerce. We do so by emphasizing academic achievement, citizenship, teacher leadership, and public accountability. City on a Hill began with a single high school in Boston, opening its doors in Currently we have three locations: Circuit Street (Roxbury, MA) Dudley Square (Roxbury, MA) and New Bedford. Specifications & Scope of Services: Food Supplies & Service:

3 City on a Hill is committed to providing healthy, high- quality meals through its meal programs. CoaH is highly focused on meeting all federal and state regulations, including, but not limited to, the National School Lunch and Breakfast programs. CoaH will allow a combination of bulk and unitized orders and will consider all service styles. CoaH operates 185 school days each year. The projected FY19 enrollment for each campus is listed below. School Enrollment School Projected FY19 Enrollment CoaH Circuit Street 280 CoaH Dudley Square 280 CoaH New Bedford 240 Projected Average Consumption Breakfast, Mon- Thu Lunch, Mon- Thu Breakfast, Fri Lunch, Fri CoaH Circuit Street CoaH Dudley Square CoaH New Bedford Please note that CoaH does not currently offer after school snack or supper at any school and, as such, projected consumption numbers are not available. Meals must be delivered at times that accommodate the school schedule. Breakfast is served starting at 8:45am and lunch is served starting at 11:00am. These times are subject to change at any time during the school year. Alternate meals are required to accommodate religious and dietary restrictions. School Facilities All CoaH schools own commercial refrigerator(s) and warmer(s). Any additional equipment, required or proposed, must be included within the RFP and fit within current

4 designated food prep and storage areas. Floor plans and site visits are available upon request. Proposals should specify the following: a) Temperature of food delivered and how this will be documents to ensure compliance with all applicable regulations; b) Specify what cooking or warming is required by school staff; and c) Specify how all milk, juice, and fruit will be stored and what equipment is necessary. If additional equipment is necessary, specify how the vendor will assist each school to procure equipment. Proposal Requirements 1. Proposals for each school: City on a Hill Circuit Street, City on a Hill Dudley Square and City on a Hill New Bedford shall be submitted separately. 2. Sealed PRICE and NON- PRICE proposals shall be submitted separately. Each vendor shall submit one original and three copies of their NON- PRICE proposal for review. Only one original of the PRICE proposal needs to be submitted. Each proposal shall be clearly identified and be submitted in separate sealed envelopes or containers marked plainly and prominently as follows: Price/Non- Price Proposal for Food Service Vendor for City on a Hill Charter Public Schools The Non- Price proposal should include responses to the minimum selection criteria described and should also persuasively and concisely refer to the comparative evaluation criteria described below. The Price proposal should present in a simple format the billing rates and include any other charges that may be imposed. 3. All proposals should be addressed to: Nathan Walsh City on a Hill Charter Public Schools 15 Allerton Street, Suite 1 Roxbury, MA Proposals are due on April 23, 2018 at 5pm.

5 5. Proposals received after the above date and time will not be accepted. 6. Clarification, questions, or interpretation must be requested by 5pm on April 12, 2018 via to Nathan Walsh at 7. In accordance with competitive purchasing procedures, all proposals will be publically available after the determination of the winning proposal is made 8. City on a Hill reserves the right to reject any and all proposals received whenever such action, rejection, or waiver is in its best interests. 9. Edits or changes to this RFP or to the Agreement must be highlighted. 10. City on a Hill will accept no claims on ignorance regarding any item in this RFP or Agreement as a basis for any claim by the vendor for extra charges or fees. Timeline of Proposal April 4, 2018: Advertisement of RFP April 10, 2018: Sites made available for visit with 24 hour prior arrangement April 12, 2018: Sites no longer available for visit April 12, 2018: Deadline for written questions and clarifications regarding the RFP April 23, 2018 at 5:00pm: Deadline for proposals Instructions Questions or requests for more information on this RFP may be requested in writing by ing Nathan Walsh at nwalsh@cityonahill.org. Review Committee Sally Bachofer, Executive Director Nadine Abraham, Chief of Strategy and Operations Nathan Walsh, Network Operations Manager Selection Criteria

6 The review committee will use professional discretion to select the proposal that best aligns with CoaH s mission, needs, and commitment to academic achievement. Proposals will be evaluated on the quality and scope of services proposed; successful experience implementing high- quality technology programs in schools to help drive student achievement; competitive pricing; ability and experience utilizing available federal reimbursement monies; ability to develop multi- year strategic plans to best steward public resources and drive academic growth. 1. Ability to serve all City on a Hill schools. 2. Ability to serve breakfast, lunch, after school snack, and supper. 3. Qualifications experience of management and customer service team. 4. Experience with all applicable local, state and federal regulations. 5. Quality and nutrition content of meals. 6. Variety and design of the meal program. This includes all entrees, fruits, and vegetables. 7. Cost per unit of breakfast, lunch, after school snack, and supper. 8. Service style. 9. Quality of references. 10. Proven commitment to ensuring the school will be supplied on time with all appropriate meals and meal components. 11. Adequacy of back of plans in event of disruption to regular meal delivery. Exhibits to be Submitted by Vendor: A. Cover page with name and contact information of vendor B. A summary of all school food service contracts comparable in size of the proposed contract (within 20% of CoaH FY19 projected enrollment) in the greater Boston and New Bedford regions. Include contact information for the Food Service Director or Manager at each school. C. Sample grades 9-12 breakfast, lunch, after school snack, and supper menus. These will be used to determine quality and variety of products offered as well as compliance with applicable regulations. Include at least 3 months worth of menus. D. Proposed cost per meal for breakfast, lunch, and supper for FY19, FY20, and FY21.

7 E. Proposed costs for additional equipment, training, or miscellaneous costs related to start up and maintenance of food service operations in FY 19. F. Summary of all operational procedures, including: i. Delivery times for all meals. ii. Required refrigeration and heating units for all meal components. iii. Plan to assist CoaH to procure required refrigeration and heating units. iv. Description of available service styles (unitized, bulk, etc). v. Protocol for accepting and declining meal deliveries based on federal meal program requirements. vi. Deadlines and system for ordering. vii. Expectations for invoicing. viii. Emergency back up plans for delay in delivery (i.e.: weather, power outage, traffic delays) when school is in session. ix. Protocol for meal cancelation when school is closed due to weather or events outside the control of the school.