Request for Proposals Provision of Food Services
Issue date: May 8th, 2024
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Closing Date: July 19th, 2024
MEALS ON WHEELS LONDON
FOOD SUPPLIER
REQUEST FOR PROPOSALS 2024
Meals on Wheels London (MOWL) is accepting Proposals from experienced and highly qualified contractors to provide food services for our daily meal program. The objective of this Request for Proposals (RFP) is to identify interested parties with the ability to provide a food service that will provide a diversity of meals within our client population.
Proposal/General Instructions
- 1. Contractors shall submit one clearly identified electronic copy of the RFP as per the submission guidelines.
- 2. Proposals must be emailed to: ccallander@mowl.ca
- 3. The electronic format response must be signed by an authorized representative of the company (electronic signature is sufficient) submitting the proposal who has the authority to bind the organization.
- 4. MOWL shall not be responsible for costs incurred in the preparation and submission of proposals in response to this RFP. MOWL reserves the right to reject any or all proposal submitted, or to accept a proposal in its entirety without negotiation, or to accept any part thereof, in its sole discretion, considering the best interests of MOWL. No obligation to enter this contract with any company is expressed or implied. MOWL reserves the right to terminate the process without award of a contract.
- 5. Proposals submitted must be valid for 60 working days from the date of submittal.
- 6. All inquiries and other communications related to this RFP must be directed to Chad Callander, Executive Director at 519-660-1430 x 260 or ccallander@mowl.ca. Contractors should not base any portion of their proposals on any oral representations or actual/perceived past practices not specifically identified within this RFP.
- 7. Closing date: July 19th, at 4:30 PM local time.
- 8. This is a request for proposal not a bid process. Therefore, MOWL has the discretion to evaluate the qualitative as well as financial aspects of each proposal and make its selection based on what it considers to be in the best interest of MOWL. MOWL reserves the right to accept other than the most financially advantageous proposal. MOWL reserves the right to accept or reject all proposals and waive any informality in proposals. MOWL may require oral presentation of one or more contractors for the purpose of discussion and negotiation.
- 9. The award document will be a Contract incorporating, by reference, all the requirements, terms and conditions of the solicitation and the contractor’s proposal as negotiated.
- 10. The contractor shall furnish all health and safety information pertinent to this request for proposal. The vendor will be responsible for obtaining all required licenses and permits as required.
- 11. Submit with the proposal, “proof of insurance” from an established insurer satisfactory to MOWL.
The successful contractor will be contracted to operate the service for three (3) years commencing November 1st, 2024 with the possibility of an extension for three years. Extensions will be at the sole discretion of MOWL.
Background:
Although many people experience physical and sensory limitations or suffer from chronic illness, aging and diminishing ability, this does not change the basic desire for independence and the comfort of familiar surroundings. Meals on Wheels London is a volunteer-driven organization that helps people maintain their independence and remain in their own homes and communities. Our services are particularly important today when patients are discharged earlier from hospital, coming home for most of their recovery period.
Meals on Wheels London is known for its daily meal service, which delivers approximately 50,000 meals per year across London to adults with disabilities and seniors. The length of time a person remains in the service is determined by their needs. Some are short term, after an illness or surgery, and some may stay on the program for a long time. Often clients, especially those living alone, lose interest in food and neglect to prepare good meals for themselves. People who have recently been discharged from hospital may also have little interest in cooking or food. Meals on Wheels London provides a nutritious meal once a day, helping them get the energy and nutrients they need to maintain their health. Just as important, the volunteer delivering the meal is a friendly face checking in to see that all is well.
Meals on Wheels seeks a meal provider that shows a deep understanding of our mission and the needs of our community to have access to affordable, healthy food.
SCOPE OF WORK: The Current Daily Meal Program:
The daily meal program aims to promote independent living. The meals are delivered over the noon hour by volunteers Monday, Wednesday and Friday excluding statutory holidays. Meals on Wheels London delivers between 100 – 200 meals per day. Weekend meals are provided chilled and delivered on Friday. Approximately 120 special Christmas meals are delivered on Christmas Day.
Meals are prepared, packaged and chilled following a MOWL purchase order e-mailed to the meal supplier by 10 a.m. the previous day. Meals are picked up from the supplier in a chilled state between 6:00 a.m. and 7:00 a.m. each morning and delivered by refrigerated truck, contracted through Meals on Wheels London, to its location. At 9:30 a.m., MOWL staff members start preparing the meals for distribution. Staff package the main entrée along with the dessert into paper bags for easy delivery by volunteers.
Meals are packaged by the supplier in microwave and oven safe, two or three-section container, which is sealed. All containers are recyclable. Proposals must consider the implementation of the single-use plastics ban. No container is ever reused but MOWL is open to proposals that explore environmentally sustainable options. Each meal label displays the MOWL and supplier name and logo. The meal name, production date and heating instructions are printed on the label for clients. Colored stickers are used to indicate diet types on meals and desserts.
The following diet types and texture modifications are required:
- Regular (for people with no dietary restrictions)
- Diabetic (for people placed by their doctor on reducing or diabetic diets)
- Gentle (for people with digestive issues. The meal will not contain tomato sauces, stewed tomatoes, cabbage or spiced foods. Vegetables will not include peppers, broccoli or cauliflower)
- All meals suitable for No Added Salt diet, on occasion a substitute may be required.
- All diet types offer a minced modification as per IDDSI
Standards for Daily Meal Delivery
The organization follows several standards for service for the daily meal program:
a) Provide meals in a chilled state with the preparation date, heating times and diet type clearly indicated on each meal; Desserts must indicate diet types.
b) Establish a minimum five-week meal menu rotation (1 meal each day) for all diet types (regular, diabetic, no added salt and gentle). Variations to this are welcome.
c) Meals are reviewed by MOWL and vendor, monthly (or as deemed necessary) with the option to introduce new meals and/or delete less popular meals from the rotation, discuss quality and review metrics such as nutritional information or ability to reach “the highest standard”.
d) Vendor shall be compliant with the Health Promotion and Protection Act, meet relevant codes for meal storage, handling, preparation, and provide biannual documentation that indicates compliance.
- Equipment conforms to the safety standards of relevant legislative regulatory and policy requirements.
- Only containers which are appropriate for foods (made of materials that can be readily cleaned and sanitized or are disposable/recyclable) are used.
- Disposable food containers are used only once. However, we would welcome any proposals that have high environmental standards and options.
- Food is plated in food service premises inspected by Public Health Inspectors and packed by approved and food handler certified personnel.
- Meals are dated on the day they were prepared.
e) Shall provide documentation that menus are planned and approved by a registered.
dietician annually or as required. Nutritional analysis for all meals is to be provided once approved to be on a regular menu rotation.
f) Nutritional data available on each meal and dessert, including all diet variations.
g) Provide containers/trays and lids for all components of the meal (microwave and oven safe).
h) Meals adhere to the following guidelines:
- each entrée contains a 4 oz (pre-cooked) serving of protein minimum, vegetable and carbohydrate.
- each compartment should be full.
- seasonal variations are encouraged.
- minimum 3 vegetarian meals per month
- diabetic appropriate desserts will be provided for clients requesting a diabetic diet.
- a minced texture modification for Regular, Diabetic, No added Salt and Gentle meals.
- No MSG or substitutes.
Selection Process
- MOWL Executive Director and Board of Directors, with advice from Management, will evaluate proposals and a contract will be awarded to the contractor that meets the best interests of MOWL.
- MOWL will be the sole judge of its own best interests, the proposals, and approval of the resulting contract and its decision will be final. Information and/or factors gathered during interviews, negotiations and any reference checks, and any other information or factors deemed relevant by MOWL, shall be utilized in the final award.
- The selection process may involve reference checks and on-site visits to the contractor’s place of business.
- The criteria and weights as shown below shall be utilized in the evaluation of the written proposals and oral presentations.
- Preference will be given to providers who are able to meet “the highest standards” of meal requirements and report on the compliance with these standards over the course of the contract:
- Locally sourced foods (Ontario) 30%
- Homemade preparation (non- pre-packaged)  35%
- Fresh ingredients when possible (not frozen or canned) 35%
- Fruit provided as dessert at least 1 time per week.
- Homemade desserts
Throughout the month, there must be a variety of proteins and side dishes based on feedback from Meals on Wheels London and its clients.
The Contract:
Meals on Wheels London requires a written, signed three-year contract. Cost of the meal should include food, labour to prepare and portion meal components, containers and appropriate labeling of food containers.
The Proposal:
Meals on Wheels London will accept proposals as outlined in the RFP. Please indicate a timeline for implementation. The following should be included in the proposal:
a) Background on your company including current activities and previous experience, facility description, staff and their qualifications, minimum and maximum volume levels, lead time for expansion of meal numbers and menu changes.
b) Project approach including how you propose to provide service within the parameters listed. For example, your proposal should be referenced but should not be limited to purchasing and invoicing information, pick-up processes, menus and diet types, food preparation, container types including any recycling information. Consideration will be given to proposals that consider environmental impact and sustainability.
c) Contractual arrangements and details on how you will follow the “Standards for Daily Meal Delivery”.
d) Price of meal (should include container and labor costs, etc.).
e) Your quality assurance policies and procedures.
f) Current client satisfaction report.
g) A sample 1-month menu, nutrient analysis and ingredient lists for one week's worth of meals would be beneficial. We may ask for sample of the meals to be provided. However, we also welcome samples with your proposal.
h) Price of an additional meal including sandwich, soup, and fresh fruit. (as an option) including all packaging.
i) Indication of your ability to transport meals to the 4 depot locations and your costs to include this in the contract.
j) Any cultural specific meals you could offer.
k) Provider’s last two health inspection reports.
l) Three references
It is important to note that the guidelines set out related to meals and menu are historically what MOWL has offered. We are open to variations. For example, offering two meals on each day that clients can choose from. Another example would be offering a drink option with meals. This is not required but MOWL welcomes any suggestions and/or options with proposals.
General conditions
- Payment will be made monthly. These payments will be made within 30 days of receipt of an approved invoice.
- Contract period - the contract is for the period from November 1st, 2024 until October 31st, 2027. At the discretion of MOWL, the contract may be extended for an additional three-year period.
Insurance
The contractor shall purchase at its own expense and always keep in force with an insurance company the following required minimum coverage:
- Commercial Gen. liability - $5 million per occurrence
- Professional Liability Insurance - $5 million per occurrence
MOWL shall be named as an additional insured and a certificate required as proof of the insurance policy. To meet this requirement, the following wording should appear on any certificate of insurance provided: “Meals on Wheels London, and its Board of Directors is an additional insured for any liability incurred by MOWL arising from the activities of the contractor and/or sub-contractor performing work on behalf of the contractor”.
The contractor shall furnish any original certificate(s) of insurance evidencing the required coverage to be in force on the date of this contract and any renewal certificate(s) of insurance coverage has an expiration or renewal date occurring during the term of this contract. Failure of MOWL to obtain certificates or other insurance evidence from the contractor shall not be deemed as a waiver by MOWL. Failure to comply with insurance requirements may be regarded as a breach of the contract.
The successful vendor is responsible for ensuring their employees are covered by appropriate Worker’s Compensation Insurance, in the province of Ontario.
Indemnification
The contractor undertakes to indemnify, defend and hold harmless MOWL and its agents and employees from and against all claims, demands, losses, costs, damages, actions, suits, or proceedings by third parties that arise out of, or are attributed to, their performance of the contract. This indemnity shall survive termination of the request for proposals.
Termination
MOWL may terminate the contract at any time in the whole or in part by providing at least 60 days written notice to the contractor. The contractor may terminate the contract at any time whole or in part by providing at least 60 days' written notice.