Nutrition Services Programs

COUNTY OF ALAMEDA

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

for

NUTRITION SERVICES PROGRAMS

For complete information regarding this project, see RFP posted at Alameda County Current Contracting Opportunities [ https://gsa.acgov.org/do-business-with-us/contracting-opportunities/ ] or contact the County representative listed below. Thank you for your interest! Contact Person: Maaza Michael, Program Financial Specialist Phone Number: (510) 268-2426 E-mail Address: mmichael@acgov.org Alameda County Social Services Agency – Finance Department / Contracts Office

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: mmichael@acgov.org

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

EVENT	DATE/LOCATION
Request Issued	Tuesday, April 7, 2026
Networking/Bidders Conference No. 1	Tuesday, April 14, 2026 at 10:00 AM Microsoft Teams Meeting (online) Need help? Join the Meeting Now Meeting ID: 216 485 154 167 06 Passcode: mf7Xu77R Dial in by phone (415) 915-3950 USA (San Francisco) (888) 715-8170 USA (Toll-free) Phone conference ID: 547 258 30#
Networking/Bidders Conference No. 2	Wednesday, April 15, 2026 at 2:00 PM Microsoft Teams Meeting (online) Need help? Join the Meeting Now Meeting ID: 245 358 999 683 5 Passcode: YX7yP398 Dial in by phone (415) 915-3950 USA (San Francisco) (888) 715-8170 USA (Toll-free) Phone conference ID: 927 211 396#
Written Questions Due via email mmichael@acgov.org	Wednesday, April 15, 2026 by 5:00 PM
List of Attendees Issued	Tuesday, April 28, 2026
Questions & Answers Issued	Tuesday, April 28, 2026
Addendum Issued [only if necessary to amend RFP]	Tuesday, April 28, 2026
Response Due 1111 Jackson Street, Suite 103, Oakland, CA 94607	Tuesday, May 12, 2026 by 2:00 PM
Evaluation Period	Tuesday, May 12, 2026 – Friday, June 12, 2026
Notice of Intent to Award Issued	Monday, June 15, 2026
Consideration Award Date	(This date has not been finalized. The actual date will be provided once available)
Contract Start Date	July 1, 2026

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

I. STATEMENT OF WORK

A. 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 well‑being 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, Home‑Delivered 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, low‑income, 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

1. Low‑Income 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.

2. 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 self‑care or mobility tasks without assistance.

3. 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.

	Countywide	North	Central	South	East
Age 75+	29%	30%	28%	30%	30%
Low-Income	11%	14%	10%	9%	8%
Functionally Impaired	31%	31%	33%	30%	29%
Minorities	57%	55%	62%	68%	34%

*Geographic Regions defined as follows:

North: (A) Albany, Emeryville, and Berkeley; (B) Alameda, Oakland, and Piedmont

Central: Ashland, Castro Valley, Cherryland, Fairview, Hayward, San Leandro, and San Lorenzo

South: Fremont, Newark, and Union City

East: Dublin, Livermore, Pleasanton, and Sunol

B. 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:

County Regions	Cities and/or Unincorporated Areas Within the Region	C1 Total Contracts	C2 Total Contracts	Brown Bag Total Contracts
North (A)	Albany, Emeryville, Berkeley	3	3	N/A
North (B)	Alameda, Oakland, Piedmont	3	3	N/A
Central	Ashland, Castro Valley, Cherryland, Fairview, Hayward, San Leandro, San Lorenzo	3	2	N/A
South	Fremont, Newark, Union City	2	2	N/A
East	Dublin, Livermore, Pleasanton, Sunol	2	2	N/A
Countywide	All cities & unincorporated areas within Alameda County	N/A	N/A	1

Bidders must clearly indicate in their proposal:

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

2. 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:

Funding Source	Congregate (C-1)	Home-Delivered (C-2)	Brown Bag
Federal Funds (OAA Title IIIC1, OAA Title IIIC2, NSIP)	$2,260,350	$1,749,794	N/A
State Funds	$367,964	$3,932,991	N/A
County General Funds	$2,686	$2,030,766	$330,000
Total	$2,631,000	$7,713,550	$330,000

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.

C. 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: Article 5 - Title III C-Elderly Nutrition Program

D. 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: Older Americans Act

California Title 22 Link: Article 5 - Title III C-Elderly Nutrition Program

PM 21-23 Link: PM 21-23 New Reporting Requirements for Nutrition Education and Health Promotion

Older Californians Act Link: Welfare and Institutions Code Section 9543

1. 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:

o North: 98,926 meals

o Central: 52,620 meals

o South: 39,991 meals

o 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°F or above within two (2) hours, and cold meals maintained at 41°F 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.

2. 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:

o North: 290,029 meals

o Central: 154,271 meals

o South: 117,246 meals

o 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°F or above within two (2) hours of preparation; chilled meals maintained at 41°F or below within three (3) hours of preparation; frozen meals promptly frozen after preparation and maintained at 0°F or below until delivery.

Participant Eligibility, Intake & Assessment

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

• Required assessments include:

o Initial eligibility screening (may be completed by phone)

o In-home assessment within two weeks of beginning meal service

o 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.

3. 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]

4. 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:

o CRFC

o AAA Nutrition Program Policy and Procedure Manual

o 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.

5. 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:

o Older Americans Act

o Older Californians Act

o Civil Rights Act

o Americans with Disabilities Act (ADA)

o California Title 22 Regulations

o 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.

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