Nutrition Services Programs

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-NSP

for

NUTRITION SERVICES PROGRAMS

RESPONSE DUE

by

2:00 PM

on

Tuesday, May 12, 2026

By Mail:

Alameda County Social Services Agency / Contracts Office

1111 Jackson Street, Suite 103

Oakland, CA 94607

or

Schedule an appointment to drop off your bid submission in person

Email:

Alameda County is committed to reducing environmental impacts across our entire supply chain. Please print only what you need, print double-sided, and use recycled-content paper if printing this document.

CALENDAR OF EVENTS

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-NSP

NUTRITION SERVICES PROGRAMS

NOTE: All dates are tentative and subject to change.

COUNTY OF ALAMEDA

REQUEST FOR PROPOSAL NO. 2026-ACSSA-AAA-NSP

NUTRITION SERVICES PROGRAMS

TABLE OF CONTENTS

Page

5

N

ATTACHMENTS

EXHIBIT A BID RESPONSE PACKET

EXHIBIT A-1 BID RESPONSE FORM

EXHIBIT A-2 BID RESPONSE NARRATIVE

EXHIBIT B BUDGET INSTRUCTIONS

EXHIBIT B-1 BUDGET TEMPLATE (provided as a separate Excel spreadsheet file attachment)

EXHIBIT C INSURANCE REQUIREMENTS

EXHIBIT D DATA REPORTING REQUIREMENTS

EXHIBIT E EMERGENCY PREPAREDNESS

EXHIBIT F MINIMUM MENU REQUIREMENTS AND NUTRITION STANDARDS

EXHIBIT G HOME DELIVERED MEALS ASSESSMENT CRITERIA AND PRIORITY RANKING

EXHIBIT H CALIFORNIA RETAIL FOOD CODE

EXHIBIT I EXCEPTIONS, CLARIFICATIONS, AMENDMENTS

EXHIBIT J ADDITIONAL CONTRACT PROVISIONS - FEDERAL PROVISION

EXHIBIT J-1 CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS-CERTIFICATION REGARDING LOBBYING (APPENDIX A, 44 C.F.R.PART 18)

EXHIBIT K REFERENCES

STATEMENT OF WORK

BACKGROUND

Under the federal Older Americans Act (OAA), the Alameda County Area Agency on Aging (AAA) is responsible for ensuring that older adults have access to equitable, safe, and nutritious food that supports health, independence, and aging in place. The 2024-2028 Countywide Area Plan identifies food insecurity, social isolation, and limited access to culturally appropriate meals as significant barriers to health and wellbeing for older adults in the County of Alameda. This Request for Proposal (RFP) seeks to address these gaps by funding a coordinated network of Nutrition Services providers offering Congregate Meals, HomeDelivered Meals, Nutrition Education, and Brown Bag/Grocery Distribution Program.

To ensure Nutrition Services are accessible to older residents across the County of Alameda, the AAA has established service delivery expectations informed by demographic analysis and community need. These requirements help ensure equitable access and alignment with OAA priorities, particularly for older adults who are age 75 or older, lowincome, functionally impaired, and/or minority older adults. For the purposes of these standards, "targeting services" means that these priority groups should be served at rates higher than their representation within the overall older adult population in Alameda County.

Definitions of Priority Populations

LowIncome Older Adults: Individuals age 60 and older whose household incomes are at or below 200% of the Federal Poverty Level, consistent with local AAA planning data and the Area Plan's focus on addressing economic need.

Functionally Impaired Older Adults: Individuals age 60 and older who experience limitations in one or more activities of daily living or instrumental activities of daily living, resulting in difficulty performing basic selfcare or mobility tasks without assistance.

Minority Older Adults: Individuals age 60 and older who identify with racial or ethnic groups historically underserved or underrepresented in health and social services, including but not limited to Black or African American, Hispanic, Asian or Asian American, Native American, and Pacific Islander older adults.

The County of Alameda senior population is ethnically diverse, and culturally responsive outreach and service delivery are essential to equitable access. The table below identifies the minimum service delivery targets for Nutrition Services program providers, based on the geographic region* served. Applicants are expected to describe strategies for meeting or exceeding these targets, including outreach, cultural/linguistic responsiveness, and program design elements that improve equitable access.

*Geographic Regions defined as follows:

INTENT

The Alameda County Social Services Agency (ACSSA), Department of Adult and Aging Services (AAS), and AAA intends to award multiple contracts per region to establish a coordinated network of Nutrition Services providers for adults age 60 and older. This network is designed to ensure countywide access to nutritious meals while supporting participant choice and a variety of meal options. Services include Congregate Meals (C-1), Home-Delivered Meals (C-2), and Brown Bag/Grocery Distribution programs. AAA seeks to offer older adults meals that are safe, culturally responsive, and reflective of the diversity of Alameda County communities, including both culturally specific meals and other culturally relevant menu options.

Contracts will be awarded for an initial one (1)-year term (July 1, 2026 - June 30, 2027), with up to three (3) optional one (1)-year renewals, contingent upon satisfactory contractor performance, continued availability of funding, and required County approvals. To ensure transparent and competitive procurement consistent with federal, state, and County requirements, the number of contracts that will be awarded by region or countywide are as follows:

Bidders must clearly indicate in their proposal:

The service type(s) for which they are applying (C-1, C-2, and/or Brown Bag), and

The geographic region(s) for which they are submitting a proposal.

Contracts will be awarded through a competitive evaluation process based on the criteria set forth in this RFP and in accordance with applicable federal and state procurement regulations, including requirements under OAA, oversight by the California Department of Aging (CDA), and County procurement policies.

Funding Availability

Funding sources may include OAA Title III-C allocations, CDA funding, and/or County General Funds. All awards are contingent upon the availability of funds and required approvals. For contracts funded in whole or in part with OAA funds, award to a for-profit entity is subject to prior written approval from CDA, which will be sought by AAA following selection. If CDA approval is not granted, AAA may award the contract to the next highest-ranked responsive and responsible bidder. The total funding is outlined below:

Each awarded organization will serve as the Prime Contractor and is fully responsible for all contractual obligations. The Prime Contractor may deliver services directly or engage subcontractors to provide specific components of service delivery. While AAA supports the inclusion of partner organizations to enhance service capacity and cultural responsiveness, only the Prime Contractor will hold a contract with AAA.

All proposed subcontractor arrangements must be described in the proposal, including the roles and responsibilities of each entity and the anticipated distribution of work and associated costs. Proposed subcontractor arrangements will be reviewed as part of the competitive evaluation process. Following award, Prime Contractors must execute formal agreements (e.g., subcontract agreements or MOUs) with all subcontractors prior to the start of service delivery.

The Prime Contractor remains fully responsible for contract performance and compliance with all programmatic, fiscal, reporting, and monitoring requirements. All subcontractors must comply with the same federal, state, and County requirements applicable to the Prime Contractor, including requirements under the OAA and oversight by the CDA.

AAA retains the right to monitor, evaluate, and audit all contracted services. The Prime Contractor shall ensure that AAA, CDA, and other authorized governmental representatives have timely and reasonable access to facilities, service sites, staff, fiscal records, client records (as permitted by law), and other documentation necessary to verify compliance. This right of access extends to all subcontractors.

These requirements are intended to ensure that Nutrition Services are delivered safely, reliably, and in a manner that meets the diverse needs and preferences of older adults throughout Alameda County.

SCOPE

The Nutrition Services Programs support the County's efforts to ensure older adults have access to safe, nutritious food and nutrition-related supports that enhance health, independence, and quality of life. Funded agencies will deliver services that meet OAA requirements, Title 22 California Code of Regulations (CCR), and County policies and standards.

Services included in this RFP may encompass Congregate Meals, Home-Delivered Meals, and Brown Bag/Grocery Distribution. Providers may be awarded one or multiple components depending on capacity and proposal alignment with community needs.

Congregate Meals (C-1)

Congregate meal services offer nutritionally balanced meals in accessible community settings such as senior centers, cultural hubs, and community-based facilities. Services aim to promote social connection, healthy eating habits, and overall well-being. Programs may include eligible To-Go meal options in accordance with County policies.

Home-Delivered Meals (C-2)

Home-delivered meals are designed for older adults who are unable to travel to dining sites due to illness, disability, mobility limitations, or social isolation. Meals must meet required nutrition standards and be delivered safely through consistent routing, documentation, eligibility review, and periodic reassessment.

Required Service Component: Nutrition Education (C-1 & C-2 only)

Nutrition Education is a required component of all OAA Congregate Meals (C-1) and Home-Delivered Meals (C-2) services. Nutrition Education is not a standalone program and is not awarded separately under this RFP. Providers awarded C-1 and/or C-2 services must incorporate Nutrition Education activities that reinforce health promotion and disease prevention. Education must be accessible, culturally responsive, and relevant to older adults, and may include topics such as nutrition, food safety, physical activity, and healthy aging. Content must be reviewed and approved by a Registered Dietitian (RD) and may be delivered directly in-person, virtually, or indirectly through written or digital materials, as appropriate to the service model.

Brown Bag/Grocery Distribution Program

This component provides supplemental groceries to low-income older adults. Programs must ensure safe food handling, equitable and stigma-free access, and volunteer engagement to support food sourcing, packaging, and distribution.

Core Operational Expectations for All Service Types

All contractors awarded under this RFP are expected to:

Ensure services are equitable, accessible, and culturally responsive.

Maintain compliance with dietary requirements, food safety laws, data reporting requirements, fiscal requirements, and program regulations.

Collect voluntary contributions in accordance with confidentiality and fiscal rules.

Participate in AAA monitoring, quality assurance activities, and required training including permitting access to service sites, records, and operations for all contracted and subcontracted services.

Maintain adequate staffing, infrastructure, and administrative systems to ensure continuity of service.

Reference: California Title 22 Nutrition Services Standards (22 CCR 7630-7638.13)

Source Link:

SPECIFIC REQUIREMENTS

Contractors awarded funding under this RFP must comply with all requirements of the OAA, Older Californians Act, California Title 22 regulations, and Alameda County AAA Nutrition Policy and Procedures Manual [See Exhibit H - California Retail Food Code for link to the AAA Nutrition Policy and Procedures Manual]. These requirements apply to all Nutrition Services programs, including Congregate Meals (C-1), Home-Delivered Meals (C-2), required service component Nutrition Education (C-1 & C-2), and Brown Bag/Grocery Distribution.

Older Americans Act Link:

California Title 22 Link:

PM 21-23 Link:

Older Californians Act Link:

Congregate Nutrition Services (C-1)

Service Description

Meals are provided in group settings, including senior centers, with culturally appropriate meals and nutrition education.

One meal = one service unit, providing 1/3 of the Dietary Reference Intakes (DRIs).

Anticipated units of service (UOS) countywide = 210,480 meals. Anticipated UOS per County region are as follows:

North: 98,926 meals

Central: 52,620 meals

South: 39,991 meals

East: 18,943 meals

To-Go meals may be offered for eligible participants in accordance with the Alameda County AAA To-Go Meal Policy [see Exhibit H - California Retail Food Code for link to AAA Nutrition Policies and Procedures Manual]. To-go meals must meet the same nutritional, food safety, and documentation standards as onsite meals.

Program Administration

Contractor is responsible for the purchase, maintenance, repair, and storage of all raw food, food supplies, non-food supplies, kitchen equipment, and transport and temperature control equipment to prepare all meals in bulk pans, operate a kitchen site and fulfill all contract requirements.

Staff or trained volunteers must be present on-site during all service hours to oversee meal service operations.

Contractor must notify the AAA within 10 days of any administrative leadership change.

All contractors must comply with Core Requirements, including AAA oversight, reporting, and accountability.

Meal Preparation, Safety, and Nutritional Standards

Meals must be produced in a Hazard Analysis and Critical Control Point (HACCP) compliant kitchen with valid health permit and current health inspection status from the Environmental Health Division of the Alameda County Public Health Department and conform to California Retail Food Code (CRFC).

Prime Contractor must utilize an RD to ensure compliance with Title 22 regulations.

Monthly menus and menu analyses must be submitted at least 4-6 weeks in advance for AAA Senior Nutritionist approval. These must conform to all Title IIIC regulations and all additional nutrition standards outlined herein.

All menu substitutions for approved menu items will be authorized by the contractor's RD. Failure to obtain authorization may result in a partial or total disallowance from payment to contractor for affected meals.

Meals may be rejected by the AAA if they fail to meet approved specifications. See Exhibit H for links to applicable Title 22 regulations, CRFC and AAA Nutrition Policy and Procedures Manual, and Exhibit F for Minimum Menu Requirements & Nutrition Standards.

Meal Delivery: Bulk meals will be delivered to sites at times mutually agreed upon with contracting agencies. Delivery locations may be added or removed with AAA approval. Contractor must have backup plans to prevent service disruption due to staff or vehicle emergencies.

All meals must be delivered using temperature-controlled equipment: hot meals maintained at 135 degreesF or above within two (2) hours, and cold meals maintained at 41 degreesF or below within three (3) hours.

Equity & Cultural Responsiveness

Menus and nutrition education materials must be available in languages spoken by >10% of participants.

Programs should make reasonable efforts to provide ethnic meals and bilingual/bicultural staff in neighborhoods with high concentrations of specific cultural communities.

Programs must provide at least 12 holiday or cultural celebration menus annually.

Sites must meet accessibility standards for older adults with physical, sensory, or cognitive impairments.

Service & Participation Requirements

Meals must be available five days per week across the service area, though individual site schedules may vary. Meals will be prepared daily (Monday-Friday) excluding County holidays or mutually agreed-upon days.

The minimum average daily attendance target is 25 participants per site. AAA funding for site management is only available for sites meeting this threshold. Exceptions may be considered only when the proposer demonstrates mitigating circumstances or community need. Title III dollars may not be used to staff meal sites with an average daily attendance below 25.

Voluntary contributions must be collected anonymously, safeguarded, and used solely to support or expand nutrition services. The contractor shall establish written procedures to protect contributions and fees from loss, mishandling, or theft. Such procedures shall be kept on file at the contractor's site.

Monitoring & Compliance

AAA staff and authorized representatives may inspect kitchens, storage, and service areas to monitor compliance with program and food safety requirements with or without prior notice.

Contractors are responsible for costs associated with chemical or nutritional analysis if meals fail to meet standards.

A ServSafe-certified (or equivalent) person must oversee each meal site.

Facilities must support socialization and meet accessibility and safety standards. [See Exhibit H - California Retail Food Code].

Environmentally sustainable practices are strongly encouraged.

Home-Delivered Nutrition Services (C-2)

Service Description

Provides meals and nutrition education to older adults who are homebound due to illness, disability, mobility limitations, or social isolation and who lack safe, consistent access to meals.

One meal = one service unit, providing 1/3 of DRIs.

Anticipated units of service (UOS) countywide = 617,084 meals. Anticipated UOS per region as follows:

North: 290,029 meals

Central: 154,271 meals

South: 117,246 meals

East: 55,538 meals

Nutrition education and written reheating instructions must accompany meals as appropriate.

Program Administration

Contractor is responsible for the purchase, maintenance, repair, and storage of all raw food, food supplies, non-food supplies, kitchen equipment, and transport and temperature control equipment to prepare all meals in bulk pans, operate a kitchen site and fulfill all contract requirements.

Home delivery routes must cover the full geographic area defined in the contract.

A waitlist must be maintained when demand exceeds capacity with prioritization following AAA's Home Delivered Meals Assessment Criteria and Priority Ranking Guidelines. [See Exhibit G].

Contractors must notify the AAA within 10 days of any administrative leadership change.

All contractors must comply with Core Requirements, including AAA oversight, reporting, and accountability.

Meal Preparation, Safety & Nutritional Standards

Meals must be produced in a HACCP-compliant kitchen with a valid health permit and current inspection status from the Environmental Health Division of the Alameda County Public Health Department and conform to CRFC.

Prime Contractor must utilize an RD to ensure compliance with Title 22 regulations.

Monthly menus and menu analyses must be submitted at least 4-6 weeks in advance for AAA Senior Nutritionist approval. Menus must conform to all Title IIIC regulations and additional nutrition standards outlined herein.

All menu substitutions for approved menu items must be authorized by the contractor's RD. Failure to obtain authorization may result in a partial or total disallowance from payment to contractor for affected meals.

Meals may be rejected by the AAA if they fail to meet approved specifications. See Exhibit H for links to applicable Title 22 regulations, CRFC, AAA Nutrition Policy and Procedures Manual, and Exhibit F for Minimum Menu Requirements & Nutrition Standards.

Menu planning must comply with Title IIIC and local requirements and ensure meals are culturally appropriate.

Frozen meals are permitted and must meet the same nutrition and safety standards as fresh meals. Weekend and holiday meals may be provided as cold or frozen meals when regular delivery is not available.

Meal Delivery: Meals must be delivered using temperature-controlled equipment: hot meals maintained at 135 degreesF or above within two (2) hours of preparation; chilled meals maintained at 41 degreesF or below within three (3) hours of preparation; frozen meals promptly frozen after preparation and maintained at 0 degreesF or below until delivery.

Participant Eligibility, Intake & Assessment

Participant eligibility must follow AAA Home Delivered Meal Assessment Criteria. [See Exhibit G].

Required assessments include:

Initial eligibility screening (may be completed by phone)

In-home assessment within two weeks of beginning meal service

Quarterly reassessment, with at least every other reassessment completed in person

Participants must receive nutrition screening using the DETERMINE Checklist in accordance with federal requirements. [OAA, 42 U.S.C. 3030g-21]

Referrals for additional supportive services must occur when nutrition risks or unmet needs are identified.

Delivery Requirements

Meals shall be delivered Monday-Friday, excluding County-designated holidays or mutually agreed dates.

Up to one meal per day per participant and a maximum of seven meals per week, unless otherwise approved by the AAA.

Home delivery routes will include all geographic areas designated in the contract. Adequate back-up plans will be in place so that personnel/vehicle emergencies do not disrupt program services.

Each enrolled C-2 client shall receive three days' worth of shelf-stable emergency meals and potable water at the start of each fiscal year to support disaster preparedness. [OAA, 42 U.S.C. 5122(2)]

Equity & Cultural Responsiveness

Menus and nutrition education materials must be available in languages spoken by >10% of participants.

Programs should make reasonable efforts to provide ethnic meals and bilingual/bicultural staff in neighborhoods with high concentrations of specific cultural communities.

Programs must provide at least 12 holiday or cultural celebration menus annually.

Safety & Compliance

Must comply with Cal/OSHA and California Department of Industrial Relations safety standards.

Reports of suspected elder abuse must be made in accordance with Welfare and Institutions Code Section 15630.

AAA staff or authorized representatives may inspect production or delivery sites at any time with or without prior notice.

Written reheating and safe-handling instructions must be provided in the participant's primary language.

Environmentally sustainable practices are strongly encouraged.

Monitoring & Quality Assurance

Contractor must maintain accurate delivery records, assessments, and participant documentation.

Meals failing to meet required standards may be rejected, and associated costs may not be reimbursed.

Evidence of adequate staffing, route safety protocols, and reliable delivery capacity must be maintained.

Nutrition Education within C-1 & C-2

Bidders selected to provide Congregate (C-1) and Home-Delivered (C-2) Nutrition Services are required to provide Nutrition Education as a component of their nutrition services. Nutrition Education promotes better health by providing regularly scheduled, accurate, language-appropriate, and culturally responsive information on nutrition, diet, physical activity, food safety, and health promotion, and will be responsive to the needs of congregate and home-delivered meal participants.

Service Unit of Measure:

One (1) nutrition education session per quarter, for a minimum of four (4) sessions per year.

Delivery Requirements:

C-1 (Congregate Nutrition Services): Nutrition education shall be provided a minimum of four (4) times per year and delivered directly through live formats, including demonstrations, presentations, lectures, or small group discussions. Education may be delivered in person or virtually live, including for participants receiving to-go meals. Live education sessions may be supplemented with printed or other educational materials.

C-2 (Home-Delivered Nutrition Services): Nutrition education shall be provided a minimum of four (4) times per year. For home-delivered meal participants, nutrition education can be provided indirectly through printed materials or other non-live formats (e.g., mailed hardcopy materials, online content, or pre-recorded resources) as the sole nutrition education component.

Service Units:

A nutrition education session may be delivered in person, via live virtual presentation, online, or through the distribution of hardcopy materials, depending on program type. A "session" is defined as a distinct nutrition education topic delivered through one format or distribution method. Examples include:

One presentation (even if offered more than once, by multiple presenters, or in multiple formats) = 1 session

One unique online or social media message (including text messages) = 1 session

One newsletter (even if containing multiple articles) = 1 session

One set of hardcopy materials covering a distinct topic = 1 session

Participant Reporting:

Participant counts shall reflect the estimated number of unduplicated individuals reached or the estimated audience size. If unduplicated counts are not feasible, reporting estimated audience size is acceptable. Examples include:

A nutrition education presentation delivered at five (5) locations with 50 attendees each: Session count = 1; Estimated audience = 250

A social media post reaching 1,000 individuals: Session count = 1; Estimated audience = 1,000

Program Oversight and Planning:

All nutrition education content shall be reviewed and approved by an RD prior to presentation or distribution.

Providers shall base nutrition education topics and delivery methods on the identified needs of congregate and home-delivered meal participants and shall conduct an annual needs assessment to inform program planning.

Providers shall develop, implement, monitor, and maintain on file a written annual nutrition education plan. [Tit. 22, 7638.11]

Brown Bag/Grocery Delivery

The Brown Bag/Grocery Delivery Program provides regular access to surplus, donated, and unmarketable but edible food including produce and grocery items to low-income adults age 60 and older. The program is intended to reduce food insecurity, increase access to healthy foods, and support independent living among older adults with limited income.

Service Unit and Funding Structure:

Service Unit = one (1) grocery bag distributed or delivered

Anticipated units of service countywide = 26,400 delivered grocery bags

Food may be sourced through gleaning, donation partners, or other eligible surplus channels.

Required Service Components

Food Distribution and Delivery

Contractors shall:

Establish and operate distribution sites across the County of Alameda in zip codes identified as low-income or high need.

Provide a consistent schedule of distribution or delivery to ensure reliable access.

Offer a selection of foods with nutritional value, prioritizing produce and items contributing to balanced meals.

Ensure that food is stored, handled, and distributed in compliance with:

CRFC

AAA Nutrition Program Policy and Procedure Manual

Applicable food safety and handling standards

Volunteers and Community Engagement

Contractors must maintain a volunteer network to support program delivery and ongoing operations. Expectations include:

Contractors must maintain an adequate volunteer network to support timely distribution, packing, delivery, and related program activities. Volunteers must be oriented and trained to ensure food safety and consistent service delivery.

Training and supervision to ensure food safety and consistent program standards.

Programs may collaborate with farms, food recovery networks, senior volunteers, housing communities, and other nonprofit or governmental partners.

Access, Eligibility, and Equity

Eligible participants are adults age 60+ with low income at a maximum of 125% of FPL, per the federal poverty guideline.

Programs may suggest but may not require voluntary contributions.

No participant may be denied service, receive reduced quality or fewer groceries, or be removed from the program due to inability or refusal to contribute.

Contributions must be treated as program income and used to expand or enhance services.

Provide a minimum cash match of 25% and an in-kind match of 25%. Priority may be given to proposals demonstrating a higher cash match. [California Welfare and Institutions Code, Section 9543]

Contractors must ensure equitable service access, including outreach to under-resourced communities and individuals with mobility or transportation barriers.

Program Identity and Operations

Contractors must:

Identify the Brown Bag Program as a stand-alone program or clearly distinguish it within a broader food assistance effort.

Maintain partnerships with food donors such as farms, distributors, food retailers, and community food recovery systems.

Maintain documentation of food sources, safety compliance, and inventory practices.

Detailed operational expectations, including handling, labeling, sanitation, quality control, volunteer protocols, and emergency procedures, will be reviewed post-award through the AAA training, technical assistance, and monitoring processes.

Administrative and Compliance Requirements

All requirements in this section apply Prime Contractors and, where applicable, to all subcontractors. All awarded providers must comply with the following requirements during the contract period:

Virtual Access to Services: Providers must be able to offer remote access (e.g. Zoom, Microsoft Teams) to applicable services when in-person services are restricted or when virtual access supports participant needs.

Service Accessibility: Programs must be located in, or reasonably accessible to, communities with the greatest social and economic need.

Targeting and Outreach: Providers must demonstrate effective outreach strategies to engage underserved populations, including low-income older adults, adults with disabilities, individuals with limited English proficiency, and communities experiencing health disparities.

Voluntary Contributions Policy: Services must be provided without charge to eligible Older Americans Act and Older Californians Act participants. Voluntary contributions shall be encouraged in a confidential manner and treated as program income. Suggested contribution and guest fee signage must be visible at service sites. Refusal or inability to contribute may not affect service provision, quality, or priority status. Providers must maintain written procedures to safeguard contributions and fees from loss, mishandling, or theft.

Consumer Feedback and Quality Improvement: Programs shall collect and utilize participant feedback to assess service effectiveness and quality of delivery.

Compliance with Federal and State Laws: All programs must comply with applicable federal, state, and local regulations including, but not limited to:

Older Americans Act

Older Californians Act

Civil Rights Act

Americans with Disabilities Act (ADA)

California Title 22 Regulations

CFR 45 1321 and 75

Confidentiality and Privacy Protections: Providers must have written protocols to safeguard participant information and comply with applicable privacy standards.

Complaint Resolution Process: Providers must maintain a written complaint and grievance process consistent with Title 22 CCR 7400 and the Alameda County AAA Grievance Policy. Providers must inform participants of this process.

Required Attendance: Providers are required to participate in scheduled AAA Provider Meetings.

Emergency Preparedness Requirements: Agencies must maintain a written Emergency Preparedness Plan that addresses facility preparedness, staff and volunteer training, fire safety procedures, and continuity of operations. The plan must align with program-specific emergency service requirements, including emergency meal provisions for Home-Delivered (C-2) Nutrition Services.

Access to Records: Providers must allow access to program and fiscal records for monitoring, audit, and evaluation by AAA, CDA, and federal oversight entities.

Required Documentation and Reporting: Monthly program and expenditure reports must be submitted in the prescribed format. Final program and fiscal reports are due within 30 days of contract close. Providers expending $1,000,000 or more annually must submit a Single Audit in compliance with 2 CFR 200 Subpart F, as amended.

Federal Tax Identification Number: Providers must provide a valid Federal Employer Identification Number (FEIN).

Personnel and Operations Documents: Within 90 days of contract execution, agencies must maintain current:

Written staff policies and procedures

Job descriptions

Emergency preparedness plan

Volunteer policies (if applicable)

Subcontract Requirements: The Prime Contractor is responsible for selecting, managing, and documenting all subcontractors. Subcontractors must meet the same program standards as the Prime Contractor. The Prime Contractor must provide documentation to the AAA demonstrating how subcontractors will deliver services in compliance with all contract requirements.

For-Profit Entity Approval: If a for-profit entity is selected for award, the Alameda County AAA will submit the proposal to the CDA for required review and approval prior to contract execution. Contract award to a for-profit entity is contingent upon CDA approval. If CDA approval is not granted, AAA reserves the right to award the contract to the next highest-ranked responsive and responsible bidder. For-profit entities are encouraged to disclose their status clearly in their proposal to facilitate this process.

DELIVERABLES / REPORTS / RESULT BASED ACCOUNTABILITY (RBA)

Successful bidders are required to submit monthly invoices and performance data reports by the 10th calendar day of the month following the end of the month of service. They will also submit quarterly reports and where required enter participant and service unit data into GetCare or other software or web-based applications.

ACSSA has adopted the Results-Based Accountability (RBA) framework to strengthen and increase data collection and improve contract performance. The RBA framework establishes performance measures which will allow SSA to track the positive impact and benefits of services for the target population by focusing on three critical questions: How much work was done? How well was it done? and is anyone better off? The RBA framework establishes a partnership between the service provider and SSA. The performance measures and the deliverables are described below. A link to further information on RBA can be found at: .

How much was done?

Performance goal: Bidder shall deliver at least 95% of the program specific Service Units identified in the executed contract.

Deliverable: Bidder shall submit monthly program reports to the AAA documenting Service Units delivered, in the format and timeframe prescribed by the AAA.

How well was it done?

Performance goal: Bidder shall maintain ongoing compliance with all applicable programmatic, operational, and legal requirements, as described in this RFP, its appendices, and the executed contract, with no unresolved material findings.

Deliverable: Bidder shall cooperate with AAA monitoring activities, including site visits, desk reviews, and documentation requests, and shall submit corrective action plans when required.

c. Is anyone better off?

(1) Performance goal: At least 85% of participants surveyed will report that nutrition services help them maintain access to regular, nutritious meals and meet their needs.

(2) Deliverable: Bidder shall submit AAA-required meal satisfaction surveys, nutrition education needs assessment, or other approved participant feedback data demonstrating achievement of this performance goal.

BIDDERS CONFERENCE(S)

The Bidders Conference(s) held on the date(s) specified in the Calendar of Events will be conducted online via Microsoft Teams. Bidders can participate via a computer with a stable internet connection (the recommended Bandwidth is 512kbps) by clicking on the meeting links provided in the Calendar of Events. Please RSVP your attendance to Maaza Michael:

To participate via phone for audio access only, a call-in option is available.

Information regarding the RFP will be presented during the conference(s). To get the best experience, the County recommends that bidders who participate remotely use equipment with audio output such as speakers, headsets, or a telephone.

Bidders conferences will be held to:

Provide an opportunity for Bidders to request clarification on this RFP and ask specific questions about the project, goods, and services.

Provide Bidders an opportunity to receive documents, etc., necessary to respond to this RFP.

Provide the County with an opportunity to receive feedback regarding the project and RFP.

Potential bidders are strongly encouraged to attend Bidders Conference(s) to further facilitate subcontracting relationships. Vendors who attend a Networking/Bidders Conference will be added to the Vendor Bid List. Failure to participate in a Networking/Bidders Conference will in no way relieve the Contractor from furnishing goods and/or services required in accordance with these specifications, terms and conditions. Attendance at a Networking/Bidders Conference is highly recommended, but is not mandatory.

Written questions submitted via email by the stated deadline will be addressed in a posted RFP Questions and Answers (Q&A) document following the Bidders Conference(s). Should there be a need to amend or revise the RFP, an Addendum will be issued. The Bidders Conference(s) Attendees List will also be released.

Any verbal statements, including at any Bidders Conference(s) are not binding. Only the written documents will be binding.

Questions regarding these specifications, terms, and conditions are to be submitted in writing via email to Maaza Michael, Program Financial Specialist () by 5:00 p.m. on the date specified in the Calendar of Events.

COUNTY PROCEDURES, TERMS, AND CONDITIONS

EVALUATION CRITERIA / SELECTION COMMITTEE

Initial Evaluation (Completeness of Response, Debarment and Suspension Certification, Minimum Years of Experience Required). All proposals will first be reviewed to determine if they pass the initial Evaluation Criteria (Section A: Completeness of Response), which are determined on a pass/fail basis.

Evaluation by County Selection Committee. All proposals that have passed the initial Evaluation Criteria will be evaluated by a County Selection Committee (CSC). The CSC may be composed of County staff and other parties that may have expertise or experience related to the Senior Center Activities that are being procured. The CSC will score the proposals according to the Evaluation Criteria set forth in this RFP. Other than the initial pass/fail Evaluation Criteria, the evaluation of the proposals shall be within the sole judgment and discretion of the CSC.

Unrealistic Bids. Bidders should bear in mind that any proposal that is unrealistic in terms of the technical or schedule commitments or unrealistically high or low in cost will be deemed reflective of an inherent lack of technical competence or indicative of a failure to comprehend the complexity and risk of the County's requirements as set forth in this RFP.

Price Discrepancy. In the case of a discrepancy between the price quoted and the actual cost, the price quoted will be used for evaluation purposes.

Evaluation Criteria Descriptions. The items listed in the Evaluation Criteria should be considered as minimum requirements. All information contained in a proposal and presented in vendor interviews (if there are interviews) will be considered during the evaluation process and included in scoring within the appropriate Evaluation Criteria.

Evaluation Scores. Proposals will be evaluated and scored on the zero to five-point scale within each Evaluation Criteria below, with the exception of Reference Checks. Scores for all Evaluation Criteria (see the section below) will then be added, according to their assigned weight (below), to arrive at a weighted score for each proposal. A proposal with a higher-weighted total will be deemed of higher quality than a proposal with a lesser-weighted total. The preliminary score will be based on the total points, with the exception of points allocated to References.

Shortlist Process. The evaluation process may include a two-stage approach including a preliminary evaluation of the written proposal and preliminary scoring to develop a shortlist of Bidders that will continue to the final stages of the optional vendor interview and reference checks. The preliminary scoring will be based on the total points, excluding any points allocated to references and optional vendor interview. The Bidders receiving the highest preliminary scores with at least 200 points may advance to the next evaluation phase. All other Bidders will be deemed eliminated from the process. All Bidders will be notified of the shortlist participants; however, the preliminary scores at that time will not be communicated to Bidders.

Reference Checks. Bidders are to provide a list of five (5) references. Completion of the Reference evaluation will be determined based on our ability to contact three (3) of the five (5) references. References should be able to address and describe their knowledge of your organization's ability to provide the services listed in the RFP. Services or goods provided by Bidder to the references should have similar scope, volume and requirements to those outlined in these specifications, terms and conditions.

Bidders must verify that the contact information for all references provided is current and valid. If a reference cannot be contacted it may affect the qualification and scoring of Bidder's submission.

Bidders are strongly encouraged to notify all references that the County may be contacting them to obtain a reference.

The County may contact some or all of the references provided in order to determine Bidder's performance record on work similar to that described in this request.

Optional Vendor Interviews. The County may, in its sole discretion, conduct vendor interviews. Should the County opt to conduct a vendor interview, the interview may include responding to standard and specific questions from the CSC regarding the Bidders' proposal. Whether or not a shortlist process is used, the score of any evaluation criterion below may be revised or informed based on the vendor interview.

Final Score: The final maximum score for any procurement is 500 points. Proposals will be ranked by their final scores.

Without Vendor Interview. In procurements where there are no vendor interviews, the score received by the evaluation of the written proposal with the references score added will be the final score.

With Vendor Interview. In procurements where there are vendor interviews, the CSC will consider the interview and may adjust the scores received by the evaluation of the written proposal which, with the reference scores added, will be the final score.

Contact During Evaluation Process. All contact during the evaluation phase must be through the County of Alameda Social Services Agency Contracts Office only. Bidders shall neither contact nor lobby evaluators during the evaluation process. Attempts by Bidders to contact and/or influence members of the CSC may result in disqualification of Bidders.

Determining Award. As a result of this RFP, the County intends to award contracts to the highest-ranked bidders, as determined by the combined weight of the Evaluation Criteria, whose response conforms to the RFP and whose bid presents the greatest value to the County considering all Evaluation Criteria. The combined weight of the Evaluation Criteria is greater in importance than the cost in determining the greatest value to the County. The County may award contracts of higher qualitative competence over the lowest priced responses.

The zero (0) to five (5) point scale range is defined as follows:

All proposals will initially be evaluated against the following criteria and receive a Pass/Fail rank. Evaluations that receive a "Fail" rating will not receive further consideration. The Evaluation Criteria and their respective weights are as follows:

CONTRACT EVALUATION AND ASSESSMENT

During the initial 120-day period of any contract awarded, the County may review the proposal, the contract, any goods or services provided, and/or meet with the Contractor to identify any issues or potential problems.

The County reserves the right to determine, at its sole discretion, whether:

Contractor has complied with all terms of this RFP and the contract; and

Any problems or potential problems with the proposed goods and/or services were evidenced, which makes it unlikely (even with possible modifications) that such goods and/or services have met or will meet the County requirements.

If, as a result of such determination, the County concludes that it is not satisfied with Contractor, Contractor's performance under any awarded contract and/or Contractor's goods and services as contracted for therein, the Contractor may be notified that the contract is being terminated. The Contractor must be responsible for returning County facilities to their original state at no charge to the County. The County will have the right to invite the next qualified Bidder(s) to enter into a contract. The County also reserves the right to re-bid this project if it is determined to be in its best interest to do so.

NOTICE OF INTENT TO AWARD

At the conclusion of the RFP response evaluation process ("Evaluation Process"), all bidders will be notified in writing by e-mail of the contract award recommendation, if any, by the ACSSA Contracts Office . The document providing this notification is the Notice of Intent to Award/Non-Award.

The Notice of Intent to Award will provide the following information:

The name(s) of the Bidder(s) being recommended for contract award.

The names of all other parties that submitted proposals.

The submitted proposals will be made available upon request no later than five (5) calendar days before approval of the award and contract is scheduled to be considered by the Board of Supervisors.

BID PROTEST / APPEALS PROCESS

ACSSA prides itself on the establishment of fair and competitive contracting procedures and the commitment made to follow those procedures. The following is provided in the event that Bidders wishes to protest the bid process or appeal the intent to award a contract for this project once the Notices of Intent to Award/Non-Award have been issued. Bid protests submitted prior to issuance of the Notices of Intent to Award/Non-Award will not be accepted by the County.

Bid protests must be submitted in writing and addressed to the ACSSA Financial Services Director in the letter.

The mailing address for submitting a Bid protest is:

Robert Woolley

1111 Jackson Street, 1st Floor, Suite 103

Oakland, CA 94607

Email:

Any bid protest must be submitted in writing by 5:00 p.m. of the seventh (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award, not the date received by the Bidder.

A Bid protest received after 5:00 p.m. is considered received as of the next calendar day. A protest received after 5:00 p.m. on the seventh (7th) calendar day following the date of issuance of the Notice of Intent to Award/Non-Award will not be considered under any circumstances by the Protest Evaluator or their designee.

Generally, the County will promptly send an email acknowledging receipt of the protest; it is the responsibility of the protestor to confirm that the protest was timely received.

The Bid protest must contain a complete statement of the reasons and facts for the protest.

The protest must refer to the specific portions of all documents that form the basis for the protest.

The protest must include the name, address, email address, and telephone number of the person representing the protesting party.

The County Agency/Department will notify all Bidders of the protest as soon as possible.

Upon receipt of written protest, the ACSSA Financial Services Director, or their designee, will review and evaluate the protest and issue a written decision. The ACSSA Financial Services Director, may, at his or her discretion, investigate the protest, obtain additional information, provide an opportunity to settle the protest by mutual agreement, and/or schedule a meeting(s) with the protesting Bidder and others (as appropriate) to discuss the protest. The decision on the bid protest must be final prior to the Board hearing date.

A notification of the decision will be communicated by e-mail to the protestor. Notification will be provided to Bidders when a decision has been made on the protest and whether or not the recommendation to the Board of Supervisors or ACSSA in the Notice of Intent to Award/Non-Award will stand.

The decision of the ACSSA Financial Services Director on the bid protest may be appealed to the Auditor-Controller's Office of Contract Compliance & Reporting (OCCR) located at 1221 Oak St., Room 249, Oakland, CA, 94612, Email: , unless the OCCR determines that it has a conflict of interest in which case an alternate will be identified to hear the appeal and all steps to be taken by OCCR will be performed by the alternate. The Bidder whose Bid is the subject of the protest, all Bidders affected by the ACSSA Financial Services Director's decision on the protest, and the protestor has the right to appeal if they feel the ACSSA Financial Services Director's decision is incorrect. All appeals to the Auditor-Controller's OCCR must be in writing and submitted within seven (7) calendar days following the issuance of the decision by the ACSSA Financial Services Director, not the date received by the Bidder. An appeal received after 5:00 p.m. is considered received as of the next business day.

The appeal must specify the decision being appealed and all the facts and circumstances relied upon in support of the appeal.

In reviewing protest appeals, the OCCR will not re-judge the proposal(s). The appeal to the OCCR must be limited to review of the procurement process to determine if the contracting department materially erred in following the Bid or, if applicable , County contracting policies or other laws and regulations.

The appeal to the OCCR must be limited to the grounds raised in the original protest and the decision by the ACSSA Financial Services Director. As such, a Bidder is prohibited from stating new grounds for a Bid protest in its appeal.

The Auditor's Office may overturn the results of a bid process for ethical violations by Procurement staff, County Selection Committee members, subject matter experts, or any other County staff managing or participating in the competitive bid process, regardless of timing or the contents of a bid protest.

The finding of the Auditor-Controller's OCCR is the final step of the appeal process. A copy of the finding of the Auditor-Controller's OCCR will be furnished to the protestor.

The finding on the appeal must be issued before a recommendation to award the contract is considered and contract awarded by the Board of Supervisors.

The procedures and time limits set forth in this section are mandatory and are each Bidder's sole and exclusive remedy in the event of Bid Protest. A Bidder's failure to timely complete both the Bid protest and appeal procedures will be deemed a failure to exhaust administrative remedies. Failure to exhaust administrative remedies, or failure to comply otherwise with these procedures, will constitute a waiver of any right to further pursue the Bid protest, including filing a Government Code Claim or legal proceedings.

TERM / TERMINATION / RENEWAL

The term of the contract, which may be awarded pursuant to this RFP, will be one year (July 1, 2026 - June 30, 2027). Funding for the contract is contingent upon availability of state, federal, and local funds.

By mutual agreement, any contract which may be awarded pursuant to this RFP may be extended for three additional one-year terms at agreed upon prices with all other terms and conditions remaining the same.

The County has and reserves the right to suspend, terminate, or abandon the execution of any work, services, and/or providing of goods by the Contractor without cause at any time upon giving to the Contractor prior written notice. In the event that the County should abandon, terminate, or suspend the Contractor's work, services, and/or providing of goods, the Contractor will be entitled to payment for services provided hereunder prior to the effective date of said suspension, termination, or abandonment. The County may terminate the contract at any time without written notice upon a material breach of contract and substandard or unsatisfactory performance by the Contractor. In the event of termination with cause, the County reserves the right to seek any and all damages from the Contractor. In the event of such termination with or without cause, the County reserves the right to invite the next highest-ranked Bidder to enter into a contract or re-bid the project if it is determined to be in its best interest to do so.

The County may, at its sole option, terminate any contract that may be awarded as a result of this RFP at the end of any County fiscal year, for reason of non-appropriation of funds. In such event, the County will give Contractor at least thirty (30) days' written notice that such function will not be funded for the next fiscal period. In such event, the County will return any associated equipment to the Contractor in good working order, reasonable wear and tear excepted.

QUANTITIES

Quantities listed herein are annual estimates based on past funding available to the AAA and are not to be construed as a commitment. No minimum or maximum is guaranteed or implied.

PRICING

All pricing as quoted will not increase, but except as noted below, remain fixed and firm for the term of any contract that may be awarded as a result of this RFP.

All prices quoted shall be in United States dollars and "whole cent," no cent fractions shall be used. There are no exceptions.

Federal and State minimum wage laws apply. The County has no requirements for living wages. The County is not imposing any additional requirements regarding wages.

AWARD

Most Responsive and Responsible Bidder(s)

The award will be made to the highest-ranked Bidder(s) who meet the requirements of these specifications, terms, and conditions.

Awards may also be made to the subsequent highest ranked Bidder(s) who will be called in order should the County need to contract with another Bidder(s).

An award will be recommended for the Bidder(s) that submitted the proposal(s) that best serves the overall interests of the County by attaining the highest overall point score. The award may not necessarily be made to the Bidder(s) with the lowest price.

Federal Contract Provisions: Funds used for payment of contract(s) awarded from this procurement may be from, or subject to reimbursement, by state and/or federal funds. Some of these funding sources require additional contractual obligations. Bidder must agree to federal contracting terms and conditions, that supplement the County's Standard Services Contract General Terms and Conditions which are attached as hereto as Exhibit J, . The successful Bidder(s) must meet federal requirements and agree to the terms including, but not limited to, meeting all contracting requirements as set forth in 2 C.F.R. 200.326 and 2 C.F.R. Part 200, Appendix II

County Rights

The County reserves the right to reject any or all responses that materially differ from any terms contained in this RFP, including Exhibits and any Addenda, to waive informalities and minor irregularities in responses received, and to provide an opportunity for Bidders to correct minor and immaterial errors contained in their submissions. The decision as to what constitutes a minor irregularity will be made solely at the discretion of the County.

Any bid proposals that contain false or misleading information may be disqualified by the County.

The County reserves the right to award to a single or multiple Contractors.

The County reserves the right to conduct additional procurements for the same or similar goods and/or services or to award to additional contract(s), including to other Bidder(s), during the term of the contract if it determines that additional Contractors are needed to supplement goods and/or services being provided.

The County has the right to decline to award this contract or any part thereof for any reason.

Procedures

Board approval to award a contract is required.

A contract must be fully executed by the recommended awardee and the County prior to any services and goods being provided or work being performed.

The County uses its Standard Services Agreement terms and conditions for purchases and services. Any terms that are not acceptable to a Bidder must be identified on the form in Exhibit A - Bid Response Packet. Bidder may access a copy of the Standard Services Agreement template at:

[]

The RFP specifications, terms, conditions, Exhibits, RFP Addenda, and Bidder's proposal may be incorporated into and made a part of any contract that may be awarded as a result of this RFP.

METHOD OF ORDERING

A written Purchase Order (PO) will be issued after an executed Standard Services Agreement and Board approval. If there is any conflict in terms of any PO and the executed contract, the contract will control, even if a PO is issued later. Payment cannot be made to any Contractor until a PO is issued.

POs and payments for goods and/or services will be issued only in the name of the Contractor, as identified on the contract.

The Contractor must adapt to changes to the method of ordering procedures as required by the County during the term of the contract.

Any change orders must be agreed upon in writing by Contractor and County and issued as needed by County.

Written PO will be issued upon approval of written itemized quotations received from the Contractor.

Individual order price quotations must be provided upon request per project. They must include, but not be limited to, an identifying (quotation) number, date, requestor name, and phone number, ship-to location, itemization of products and/or services with complete description (including model numbers, fabric and finish grade, description, color, etc.) and price per item and a summary of the total cost for the product, services, shipping, and tax.

INVOICING

Contractor must invoice the requesting department, unless otherwise directed by County, upon satisfactory receipt of goods and/or performance of services.

County will use reasonable efforts to make payment within 30 days following receipt and review of invoice and complete satisfactory receipt of goods and/or performance of services.

County will notify the Contractor of any adjustments or corrections that must be made to receive payment on an invoice.

ACSSA Finance Department has established a centralized Payments Unit. All invoices must be submitted to ACSSA Finance Payables Unit through the CATS vendor portal: .

This unit will be your point of contact for all payment and invoicing matters.

Invoices must contain the following elements:

Must be on company letterhead that includes name, address, and contact information.

For Community Based Organizations, must be signed by the head of the organization, i.e., Executive Director, CEO, etc.

Document must contain the title Invoice.

The date of the invoice.

A description of services.

The date range for services provided.

If needed, itemization of any sales tax and delivery/postage charges.

The Purchase Order (PO) number provided by the County.

The total amount owed.

Remittance instructions/address.

A cc indication at the bottom of the invoice with names of people who received courtesy copies.

The CEO or Executive Director must be included in the cc.

All data as required by your contract.

Contractor will invoice the County monthly, due by the 10th business day of the following month for actual costs incurred.

Failure to submit required reports can delay the processing of invoices for reimbursement.

Contractor must utilize a standardized invoice format upon request.

Invoices must be issued by, and payments made to, the Contractor who is awarded a contract.

The County will pay the Contractor, after receipt and approval of an invoice, monthly or as agreed upon, not to exceed the total contract amount. The County will not pay for goods and/or services in advance.

In the event the Contractor's performance and/or deliverable goods have been deemed unsatisfactory by a review committee, the County reserves the right to withhold future payments until the performance and/or deliverable goods are deemed satisfactory.

ACCOUNT MANAGER / SUPPORT STAFF

The Contractor must provide dedicated support staff to be the primary contact for all issues regarding the response to this RFP and any contract which may arise pursuant to this RFP.

Contractor must also provide adequate, competent support staff that will be able to service the County during normal working hours, Monday through Friday, or as otherwise identified in this RFP. Such representative(s) must be knowledgeable about the contract, products, and/or services offered and able to identify and resolve quickly any issues, including but not limited to order and invoicing problems.

Contractor must provide a dedicated, competent account manager who will be responsible for the County account/contract and receive all orders. Contractor account manager must be familiar with County requirements and standards and work with ACSSA/AAA to ensure that established standards are adhered to. This includes keeping the County Contract Administrator informed of department requests as needed.

INSTRUCTIONS TO BIDDERS

COUNTY CONTACTS

ACSSA Contracts Office is managing the competitive process for this project on behalf of the County. All contact during the competitive process is to be through the ACSSA Contracts Office only. Any communication regarding this RFP with other County personnel may result in disqualification.

The evaluation phase of the competitive process will begin upon receipt of sealed bid proposals and continue until a contract has been awarded.

Contact Information for this RFP:

Maaza Michael, Program Financial Specialist

Alameda County Social Services Agency / Contracts Office

1111 Jackson Street, Suite 103

Oakland, CA 94607

E-Mail: mmichael@acgov.org

PHONE: (510) 268-2426

The GSA Contracting Opportunities website will be the official notification posting place of all bid documents related to this RFP. Each Bidder is responsible for checking the website for any Addenda and other notices related to this RFP. Go to [] to view the posting for this RFP and other current contracting opportunities.

SUBMITTAL OF PROPOSALS

Document Submittal - Bid Response Preparation and Format

All bids must be SEALED and must be received at the ACSSA Contracts Office by 2:00 p.m. on the due date specified in the Calendar of Events. The County strongly recommends early submission of bids.

NOTE: LATE AND/OR UNSEALED BIDS CANNOT BE ACCEPTED.

No bids submitted via email will be considered.

For hand delivery of bids, please email Maaza Michael at or call 510-268-2426 to make an appointment for your bid drop-off.

IF HAND DELIVERING BIDS, PLEASE ALLOW TIME FOR METERED STREET PARKING OR PARKING IN AREA PUBLIC PARKING LOTS AND ENTRY INTO SECURE BUILDING.

All bids, whether delivered by an employee of Bidder, U.S. Postal Service, courier or package delivery service, must be received and time stamped at the stated address prior to the time deadline indicated in the Calendar Events. Any bid received after said time and/or date or at a place other than the stated address cannot be considered and will be returned to the bidder unopened.

The ACSSA Contracts Office timestamp shall be considered the official timepiece for the purpose of establishing the actual receipt of bids.

Bidder's name, address, and the RFP number and title must appear on the mailing package. Bids are to be addressed and delivered as follows:

Alameda County Social Services Agency / Contracts Office

RFP No. 2026-ACSSA-AAA-NSP (Nutrition Services Programs)

Attn: Maaza Michael

1111 Jackson Street, Suite 103

Oakland, CA 94607

*PLEASE NOTE that on the bid due date, a bid reception desk will be open between 8:30 a.m. - 2:00 p.m. and will be located in the 1st floor lobby at 1111 Jackson Street, Suite 103, Oakland, CA.

Bidders are to submit one (1) original hardcopy bid (Exhibit A - Bid Response Packet, including additional required documentation), with original ink signatures or electronic signatures via Docusign. All hard copy submittals should be printed on plain white paper, and must be either loose leaf or in a 3-ring binder (NOT bound). It is preferred that all proposals submitted shall be printed and on minimum 30% post-consumer recycled content paper. Inability to comply with the 30% post-consumer recycled content recommendation will have no impact on the evaluation and scoring of the proposal.

A SEPARATE BID RESPONSE PACKET IS REQUIRED TO BE SUBMITTED FOR EACH SERVICE CATEGORY. FAILURE TO SUBMIT A SEPARATE RESPONSE PACKET WILL BE SUBJECT TO DISQUALIFICATION.

Bidders must also submit an electronic copy of their proposal. The electronic copy must be in a single PDF file (PDF with Optical Character Recognition preferred), preferably a single file of 20 MB or less, and must be an exact scanned image of the original hard copy of Exhibit A - Bid Response Packet, including additional required documentation. The PDF file must be on disk or USB flash drive and enclosed with the sealed original hardcopy of the bid.

The submitted proposal must conform to and include Exhibit A - Bid Response Packet, as amended or revised by Addendum, including additional required documentation. A Bidder may be disqualified if the most current version of Exhibit A, as revised and published through Addenda, is not used.

In whole or in part, proposal responses are NOT to be marked confidential or proprietary. The County may refuse to consider any proposal or part thereof so marked. Bid proposals submitted in response to this RFP may be subject to public disclosure, even if marked confidential or proprietary. The County will not be liable in any way for disclosure of any such records. Please refer to the County's website at Alameda County Proprietary and Confidential Information Policies [https://gsa.acgov.org/do-business-with-us/contracting-opportunities/policies-procedures/proprietary-confidential-information/].

For the proposals to be considered complete, the Bidder must provide responses to all information requested in Exhibit A - Bid Response Packet, as revised by any Addenda.

Bidders must submit pricing on the County provided budget template, Excel Spreadsheet, or Bid/Budget Form(s).

Submissions Processes

All costs required for the preparation and submission of a proposal must be borne by the Bidder.

Only one bid proposal will be accepted from any one person, partnership, corporation, or other entity; however, several alternatives may be included in one response. For purposes of this requirement, "partnership" will mean, and is limited to, a legal partnership formed under one or more of the provisions of California or other state's Corporations Code or an equivalent statute.

The final award information will be posted on the County's "Contracting Opportunities" website.

The County reserves the right to reject any proposal.

All bid proposals must remain open to acceptance and irrevocable for a period of not less than 180 days unless otherwise specified in the bid documents.

Additional Required Documentation

All ORIGINAL BID RESPONSE PACKETS must include these additional documents:

An organizational chart.

Copy of Adult Day Care License or status of application (if applicable)

ORIGINAL BID RESPONSE PACKETS for Nonprofit Agencies must also include:

Nonprofit Determination Letter (501[c][3])

Articles of Incorporation

Most recent Bylaws

Roster of Board of Directors

Copies of minutes of the last two Board of Director's meetings.

4. Legal Requirements

a. "In submitting a bid to a public purchasing body, the Bidder offers and agrees that if the bid is accepted, it will assign to the purchasing body all rights, title, and interest in and to all causes of action it may have under Section 4 of the Clayton Act (15 U.S.C. Sec. or under the Cartwright Act (Chapter 2, commencing with Section 16700, of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods, materials, or services by the Bidder for sale to the purchasing body pursuant to the bid. Such assignment shall be made and become effective at the time the purchasing body tenders final payment to the Bidder". (California Government Code Section 4552).

b. By submitting a bid proposal, the Bidder expressly acknowledges that it is aware that if a false claim is knowingly submitted (as the terms "claim" and "knowingly" are defined in the California False Claims Act, Cal. Gov. Code, 12650 et seq.), County will be entitled to civil remedies set forth in the California False Claim Act. Such actions may also be considered fraud and subject to criminal prosecution.

c. The Bidder, by submitting a proposal, certifies that it is, at the time of bidding, and will be, throughout the period of the contract, licensed by the State of California to do the type of work required under the terms of the RFP and contract documents. Bidder further certifies that it is regularly engaged in the general class and type of work called for in the RFP and contract documents.

d. The Bidder, by submitting a proposal, certifies that it is not, at the time of bidding, on the California Department of General Services (DGS) list of persons determined to be engaged in investment activities in Iran or otherwise in violation of the Iran Contracting Act of 2010 (Public Contract Code Section 2200-2208).

EXHIBIT A

BID RESPONSE PACKET

RFP NO. 2026-ACSSA-AAA-NSP

To: The County of Alameda

From: (Official Name of Bidder)

INSTRUCTIONS

On the cover page of the Bid Response Packet, Bidders must replace the information in BLUE font (name of Bidding organization, primary contact name, etc.).

Please read EXHIBIT A - Bid Response Packet carefully; INCOMPLETE BID PROPOSALS MAY BE REJECTED. Alameda County will not accept submissions or documentation after the bid response due date. AS DESCRIBED IN THE SUBMITTAL OF BIDS SECTION OF THIS RFP, BIDDERS ARE TO SUBMIT ONE (1) ORIGINAL HARDCOPY BID (ATTACHMENT NO. 1 - BID RESPONSE PACKET), INCLUDING ADDITIONAL REQUIRED DOCUMENTATION), WITH ORIGINAL INK SIGNATURES OR ELECTRONIC DOCUSIGN SIGNATURES, PLUS ONE (1) ELECTRONIC COPY OF THE BID IN PDF FILE FORMAT (with OCR preferred) ON A USB FLASH DRIVE