Request for Proposals (RFP) for FEAST Meal Program Montpelier Senior Activity Center (MSAC)

Bid Postings • Request for Proposals (RFP) for FEAST Meal Pr Skip to Main Content EMERGENCY ALERT Water Shutdown - Friday, February 27, 2026 Read On... Create a Website Account - Manage notification subscriptions, save form progress and more. Website Sign In Search Departments Boards & Commissions Services Community Downtown How Do I... Home Bid Postings Print Sign up to receive a text message or email when new bids are added! Print Bid Title: Request for Proposals (RFP) for FEAST Meal Program Montpelier Senior Activity Center (MSAC) Category: City Manager Status: Closed Additional Status Information: Selection Notification: November 1, 2024. Contract Start Date: January 1, 2025 Description: The Montpelier Senior Activity Center (MSAC) is seeking proposals from qualified vendors to provide meal services for the FEAST (Food, Education, Access, Support, Together) Senior Nutrition Program. This program includes FEAST at Home (home-delivered meals) and FEAST Together (congregate meals). The goal is to ensure that our senior participants receive nutritious, appealing, and culturally appropriate meals that meet their dietary needs and preferences. If selected, the meal service vendor would have access to a commercial kitchen on-site. Click here to Download this RFP as a PDF Scope of Work The selected contractor will be responsible for: 1. Meal Preparation and Delivery (up to 18,000 meals) FEAST at Home: Provide home-delivered meals for registered clients. Meals must be packaged individually in insulated containers. FEAST Together: Serve congregate meals at the MSAC dining room. FEAST To Go: provide an option for take away meals, ensuring meals are appealing and within dietary guidelines. 2. Meal Standards Ensure all meals meet the nutritional standards as outlined in the Older Americans Act, providing at least one-third of the Recommended Dietary Allowance (RDA) for vitamins and minerals. Dietary Accommodations: Accommodating various dietary restrictions and preferences, including allergies, intolerances, and cultural preferences. Packaging and Labeling: Packaging meals appropriately and labeling them clearly with all necessary information. Quality Control: Ensuring the highest quality standards in meal preparation, delivery, and service. 3. Meal Count and Reporting Submit a monthly statement detailing the number of meals provided for each category, by the 5th of each month. Payment will be processed within two weeks of receipt of the statement. 4. Vendors must demonstrate Experience: A proven track record of providing meal services to seniors or individuals with special dietary needs. Certifications: Compliance with all relevant health and safety regulations, including food safety certifications. Capacity: The ability to meet the demand for meals, including peak periods and special events. Reliability: A commitment to timely and reliable delivery of meals. Customer Service: A dedication to providing excellent customer service to both seniors and program staff. Volunteer management: ability to manage groups of people from various backgrounds and organizations. 5. Pricing Structure Propose a per-meal price for FEAST at Home and FEAST Together services, as well as pricing for additional catered events. Include provisions for increased meal requests on short notice. 6. Compliance and Insurance The contractor must maintain necessary food service licenses and liability insurance, with the City of Montpelier named as additional insured. Proposal Requirements Proposals should include the following: 1. Vendor Information Company name, address, and contact information. Description of relevant experience and qualifications. 2. Meal Plans Sample menu options for FEAST at Home and FEAST Together, including dietary considerations. Nutritional information for proposed meals. Delivery Plan: A plan for delivering meals to seniors' homes and providing meals for the congregate program. Quality Control Measures: A description of your quality control procedures to ensure food safety and meal quality. 3. Pricing Proposal Detailed pricing for each meal category, including any discounts for bulk meal orders or additional services. Alternative proposals will be considered for part or all of meal services rendered (for example: meal production, delivery, reporting requirements). Provide at least three references from similar organizations or programs. 5. Timeline Proposed timeline for initiating services, including any transition plans if applicable. Independent contractors The Contractor will act in an independent capacity and not as officers or employees of the City. Contractor further acknowledges and agrees that it is an independent contractor and that nothing herein shall be construed to create the relationship of employer and employee between the City and Contractor. No employee-related withholdings or deductions shall be made from payments due Contractor. Contractor shall not be entitled to receive any benefits from the City and shall not be eligible for workers’ compensation or unemployment benefits. Contractor shall at all times be free to exercise initiative, judgment, and discretion in how best to perform or provide the services identified herein. Notwithstanding the above, Contractor will work closely with the City and meet periodically when requested. Insurance Before commencing work on this Contract, the Contractor must provide certificates of insurance to show that the following minimum coverages are in effect. Contractor agrees that it will provide and maintain during the entire term of this Contract the following insurances with at least the indicated amounts of coverage and provide Municipality a certificate of insurance showing such coverages before providing any services under this Contract: (1) Commercial General Liability insurance coverage with a policy limit of at least $1,000,000 per occurrence and $2,000,000 in aggregate; (2) Business Automobile Liability coverage with total liability limits of at least $1,000,000; and (3) Statutory Workers’ Compensation insurance. If Contractor is not required by law to carry workers’ compensation insurance, in place of proof of workers’ compensation insurance Contractor may provide a fully executed Non-Employee Work Agreement specifying the particular provision of 21 V.S.A §601(14)(F) that exempts Contractor from having to carry such coverage. The Contractor’s policy shall name the Municipality as an additional insured. Indemnification The Contractor will indemnify and hold harmless the City of Montpelier, their agents and employees from and against all claims, damages, losses and expenses. This indemnification shall include attorney’s fees arising out of, or resulting from the performance of the work, and is caused to whole, or in part, by any negligent or willful act or omission of the contractor, subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. In any and all claims against the City of Montpelier or any of their agents or employees, by any employee of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation of the amount or type of damages, compensation or benefits payable by or for the contractor or any subcontractor under workmen’s compensation acts, disability benefit act or other employee benefit acts. The obligation of the Contractor under this paragraph shall not extend to the liability of the City of Montpelier. Publication Date/Time: 10/1/2024 12:00 AM Closing Date/Time: 10/15/2024 11:59 PM Contact Person: Proposals and questions regarding this RFP should be directed to Kelly Murphy at kmurphy@montpelier-vt.org or 802-262-6250 by October 8, 2024. Business Hours: 8:30am - 4:30pm Special Requirements: Proposals must be submitted electronically to kmurphy@montpelier-vt.org by October 15, 2024. Questions regarding this RFP should be directed to Kelly Murphy at kmurphy@montpelier-vt.org or 802-262-6250 by October 8, 2024. Miscellaneous: W-9 Form: The successful bidder must provide the City of Montpelier with a completed W-9 Form prior to commencing work. Payment will be made to the vendor generally within thirty (30) days of submission of an invoice. Payments requests will be reviewed against services rendered at the date of the invoice submission. 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