RFP: Senior Services Nutrition Program Caterer Proposal

October 2, 2026
Dear Potential Caterer:
Enclosed is the Caterer Proposal Package for the County of Carteret Senior Services Nutrition Program, to include both
Congregate and Home Delivered Meals, for the contract year December 1, 2026 and end on June 30, 2028. The
average projected daily total FY 2025-2026 is 50 for Congregate Meals and 36 for Home Delivered Meals.
Please review the attached information that includes a Request for Proposal, proposal sheet, and nutrition standards.
The North Carolina Nutrition Standards must be adhered to for all meal preparation. If the standards should change
during the contract period, adjustments will be made by both the Caterer and the County to ensure compliance.
Completed proposals are due by 2:00 pm EST on Friday, October 23, 2026 at the following address:
Carteret County Senior Services
Attn: Shelly Ashley, Director
3820 Galantis Drive
Morehead City, NC 28557
(The Senior Services Department is located in the Leon Mann Jr Enrichment Center)
This is a formal proposal process and all proposals must be marked "Sealed Proposal for the Nutrition Program." For
further information, please contact Shelly Ashley, Director of Carteret County Senior Services at 252-247-2626.
Sincerely,
Shelly Ashley
Director
Carteret County Senior Services

REQUEST FOR PROPOSAL
INSTRUCTIONS FOR PROSPECTIVE CONTRACTORS
CATERED MEALS PROVISION HOME-DELIVERED AND CONGREGATE MEALS PROGRAMS
LEON MANN, JR. ENRICHMENT CENTER
COUNTY OF CARTERET SENIOR SERVICES DEPARTMENT
I. PURPOSE
County of Carteret is seeking a qualified Contractor to provide meals for the Congregate and Home-Delivered
meals programs offered through the County 's Senior Services Department. This Request for Proposal (RFP)
provides interested contractors with sufficient information to enable them to prepare and submit proposals. The
County is committed to quality of service and will evaluate proposals on the basis of past reputation and
performance, demonstrated ability to provide quality service, recommendations of others for whom service has
been rendered, costs, and innovative designs for quality and efficiency.
The County reserves the right to reject any or all proposals and to waive any informalities.
The initial term of the contract shall begin on December 1, 2026, and continue through June 30, 2028. The
contract may be renewed for up to two (2) additional one-year periods, through June 30, 2030, unless either
party provides written notice of its intent not to renew at least thirty (30) days prior to the applicable expiration
date.
The contract is anticipated to include approximately 86 meals per serving day for approximately 249 serving
days annually. Meals shall not be delivered on holidays observed by the County, and such holidays are not
included in the estimated 249 serving days. County-observed holidays include Independence Day, Labor Day,
Veterans Day, Thanksgiving Day, the day after Thanksgiving, Christmas holidays, New Year's Day, Martin
Luther King Jr. Day, Good Friday, and Memorial Day.
Any prospective contractor must be thoroughly familiar with and follow the provisions of the North Carolina
Division of Aging and Adult Services Nutrition
Service Standards. Prospective contractors shall especially be familiar with and follow those policies and
procedures pertaining to and including the meal service, menu standards, menu planning, food procurement and
preparation and any other applicable policies contained within for provision of this catering services.
The North Carolina Division of Aging and Adult Services Nutrition Service Standards can be accessed here:
http://www.ncdhhs.gov/document/nutrition-service-standards. Proposals for meals must meet the minimum
requirements as set forth in these specifications. Proposals may contain any additional material deemed important
by the prospective contractor.
II. RESPONSE DATE
To be considered, applicants must submit a complete typed response to the Request for Proposal (RFP). An
original and two (2) copies must be submitted to the County of Carteret Senior Services Department, Attn:
Shelly Ashley, 3820 Galantis Drive, Morehead City, North Carolina 28557. The Senior Services Department is
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located in the Leon Mann Jr Enrichment Center (Senior Center). Sealed proposals will be received in the
Senior Services Department until 2:00 pm EST on Friday, October 23, 2026. Applicants mailing proposals
should allow for normal mail delivery to ensure the timely arrival of their proposals.
Indicate firm name and RFP #CCSC - 10232026 on the front of sealed proposal package.
Proposals submitted via telegraph, facsimile (FAX) machine, telephone, and electronic means in response to
this Request for Proposals will not be accepted.
Direct all inquiries concerning this RFP to:
Shelly Ashley, Director Phone: 252-247-2626
3820 Galantis Drive FAX: 252-247-1045
Morehead City, NC 28557 shelly.ashley@carteretcountync.gov
III. REQUIRED PROPOSAL DOCUMENTS
Each prospective contractor shall provide its policy for the following and shall address how each of the following will
be handled by the Contractor.
A. NCDAAS Menus
Approved menus, which meet NCDAAS (North Carolina Division of Aging and Adult Services) nutrition standards,
are the responsibility of the caterer. Please attach sample menus for twenty (20) days for review. Link to access
the standards online is below.
http://www.ncdhhs.gov/document/nutrition-service-standards.
B. Sanitation practices and procedures
Enclose a copy of the two most recent sanitation inspections
C. Quality Control
Describe measures you will take to assure that meals delivered meet one-third of the Daily Recommended Dietary
Allowance as established by the Food and Nutrition Board, National Academy of Science, National research
Council, and comply with U.S. Dietary Guidelines and the North Carolina Division of Aging and Adult Services
Nutrition Service Standards. Assure that each meal contains 3 ounces of protein, specifically when mixed with
vegetables or starch. Also, assure that home delivered meals contain required nutritional values. Additionally,
describe measures you will take to assure that all food products meet the temperature requirements upon delivery
and that menus demonstrate variety. Provide a sample menu for a twenty-day period. Meals must be delivered to
the Leon Mann Jr. Enrichment Center, 3820 Galantis Drive, Morehead City, between 10:00 and 10:45 am Monday
through Friday (minus holidays).
D. Containment of food
Describe practices used regarding the containment of food between preparation and delivery, as well as during
delivery. Include whether milk and other items will be provided in individual containers or in bulk.
E. Billing
Please provide a sample of your billing form. Bills must be submitted by the 5th of each month. The County will
make payment monthly to the Contractor within 30 days after receipt of the invoice. Be advised that the County will
not pay for meals that:
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1) Are early or late without prior approval by the Director or Assistant Director
2) Consist of any food not the proper temperature upon arrival
3) Food qualities below minimum standards
4) Do not meet the requirements and standards specified in this document and/or supplemental
documents.
F. Equipment and supplies to be provided by Contractor
Congregate: aprons, hairnets, gloves, cups, plates, dining utensils, serving utensils, straws, and appropriate
condiments. Contractor will deliver to the kitchen and place trays in steam table.
Home-Delivered: dining utensils, straws, and appropriate condiments. Contractor will prepackage Home
Delivered Meals in Cambro-like containers and coolers according to the delivery routes as designated by the
County. Contractor will sanitize Cambros and coolers after use. Hot foods will be pre-served in heat sealed,
divided container plates. Cold foods will be prepackaged in serving size containers and bagged to prevent
leakage.
Each prospective contractor shall also include the following information with the proposal package.
* At least three (3) references for whom this type of service is now being provided and who could attest as to the
quality of service. This information should contain name, address and telephone number of each reference.
* List estimated delivery time and ability to accommodate delivery time changes. Home delivered meals are
required on-site by 10:45 am. Meals cannot be accepted prior to 10:00 am.
* Describe the method of delivery (type of vehicle, the driver's company title/position, owner of vehicle, etc.)
Open-topped vehicles are not acceptable. Also describe how the food will be contained and/or packaged for
delivery.
* Menus (meeting the North Carolina Division of Aging and Adult Services Nutrition Service Standards) for 20
days and include at least one cold plate.
* Indicate the cost per meal to be billed to the County on the County of Carteret Senior Services Nutrition
Program Proposal form.
* Document the name, address and telephone number of the certified dietician who will be responsible for
approving menus and analyzing nutritional value of foods.
* Sign the documentation on the County of Carteret Senior Services Nutrition Program Proposal form of the
Contractor's compliance with the County's right and authority to:
Inspect food to determine compliance with specifications;
Have access to Contractor's purchase records bearing upon the food purchased for the meals for
review or audit, as necessary;
To inspect the food preparation, packaging and storage areas;
Have access to all records of the Contractor bearing upon food purchases, USDA Cash Resources
upon request. The County and other authorized representatives, and the auditor of the Department of
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Health and Human Services and U.S. General Accounting Office upon request, shall have access to all
such records for audit or review at a reasonable time and place.
* Agree to an annual Contractor assessment at Contractor's kitchen.
Each proposal MUST have the Contractor's legal business name, address and telephone number. EACH
PROPOSAL MUST BE SIGNED AND DATED BY AN OFFICIAL AUTHORIZED TO BIND THE FIRM.
IV. INSURANCE AND INDEMNITY
The contractor, at its own expense, shall keep in force and maintain at all times during this agreement:
1. Commercial General Liability Insurance- Commercial General Liability Insurance, issued by responsible
insurance companies and in a form acceptable to the County, protecting and insuring against all the foregoing
with coverage limits of not less than One Million Dollars ($1,000,000) per occurrence for Bodily Injury and
Property Damage.
2. Automobile Liability Insurance- Automobile Liability coverage shall be in the minimum amount of One
Million Dollars ($1,000,000) per occurrence.
3. Workers' Compensation Coverage- Full and complete Workers' Compensation Coverage, as required by
North Carolina state law, shall be provided.
4. Insurance Certificates- Contractor proposals may have generic insurance certificates inserted illustrating
coverage limits available to the Contractor. Following the notice of award, the Contractor shall provide the
County with certificate(s) of Insurance on all the policies of insurance and renewals thereof in a form(s)
acceptable to the County. Said Commercial General Liability policy shall provide that the County be an
additional named insured. The County shall be notified in writing of any reduction, cancellation or
substantial change of policy or policies at least thirty (30) days prior to the effective date of said action. All
insurance policies shall be issued by responsible companies who are acceptable to the County and
licensed and authorized to do business under the laws of North Carolina.
5. Indemnification
1. General Indemnification- Service Provider shall defend, indemnify, and hold harmless the County and
its officers, directors, employees, agents, successors, and permitted assigns (each, an "Indemnitee")
from and against all losses, damages, liabilities, deficiencies, actions, judgment, interest, awards,
penalties, fines, costs, or expenses of whatever kind, including reasonable attorneys' fees and the cost
of enforcing any right to indemnification hereunder and the cost of pursuing any insurance providers
(collectively, "Losses") arising out of or resulting from:
(a) bodily injury, death of any person, or damage to real or tangible, personal property resulting from
the willful, fraudulent, or negligent acts or omissions of Service Provider or its Personnel; and
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(b) Service Provider's breach of any representation, warranty, or obligation of Service Provider set forth
in this Agreement.
2. Intellectual Property Indemnification- Service Provider shall defend, indemnify, and hold harmless the
County and its officers, directors, employees, agents, successors, and permitted assigns from and against
all Losses based on a claim that any of the Services (or related Deliverables) or the County's receipt or use
thereof infringes any intellectual property right of a third party; provided, however, that Service Provider
shall have no obligations under this Section VI.B.2 with respect to claims to the extent arising out of: (a)
any instruction, information, designs, specifications, or other materials provided by the County in writing to
Service Provider; (b) use of any Deliverables in combination with any materials or equipment not supplied
to the County or specified by Service Provider in writing, if the infringement would have been avoided by
the use of the Deliverables not so combined; or (c) any modifications or changes made to any Deliverables
by or on behalf of any person other than Service Provider or its Personnel.
Carteret County Government will need to be listed as an additional insured on all final certificates
Conflict of Interest, Gratuities, and Ethical Standards
The Contractor shall warrant that no member of, or delegate to, the governing body of the County, and no other County
officer, employee, or agent, shall have any direct or indirect interest in this Contract, or in the proceeds thereof. The
Contractor shall further certify that it has no financial or other interest which would conflict in any manner or degree with
the performance of the services required under this Contract.
The Contractor and its employees, agents, or representatives shall not offer or give any gratuity, favor, or gift, in any
form, to any employee, official, or agent of the County with the intent of securing a contract or favorable treatment with
respect to the awarding, amending, or making of any determinations with respect to the performance of this Contract.
Violation of this section may be considered a material breach of contract and shall be grounds for termination by the
County, in addition to any other remedies provided by law.
Small, Minority, and Women-Owned Business Outreach
It is the policy of the County of Carteret, consistent with federal and state requirements, to encourage participation by
small businesses, minority-owned businesses, and women-owned businesses (DBEs/MBEs/WBEs) in all aspects of
contracting opportunities.
The Contractor shall make good faith efforts to provide contracting and subcontracting opportunities to qualified
DBEs/MBEs/WBEs, and shall not engage in discriminatory practices in the award or performance of subcontracts.
Documentation of such efforts may include, but is not limited to:
* Outreach to certified small, minority, and women-owned businesses through solicitation of bids or quotes;
* Division of work requirements into smaller tasks or quantities to permit maximum participation;
* Establishing delivery schedules that encourage participation by small, minority, and women-owned businesses;
and
* Maintaining records of outreach efforts and responses received.
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Failure to make good faith efforts to comply with this policy may be considered by the County in evaluating contract
performance and in determining responsibility for future contract awards
Authorized Signature
Please be advised that the person signing the bid must be authorized by your organization to contractually bind your
firm, with regard to prices and related contractual obligations for the delivery and installation period requested. BIDS
NOT SIGNED WILL BE REJECTED.
Compliance with Bid Requirements
Failure to comply with these provisions, or with any applicable provisions of the General Statutes of North Carolina, may result in
rejection of the proposal.
All applicable federal, state, and local laws, ordinances, rules, and regulations governing the services provided under this contract
shall apply throughout the contract term.
Each Proposer is responsible for reading and becoming thoroughly familiar with all RFP and contract documents. Failure or
omission by a Proposer to review or understand these documents shall not relieve the Proposer of any obligation associated with
its proposal or any resulting contract.
Rights to Reject Bids
The County reserves the right to waive any informalities, to reject any or all bids, and to accept that Bid or Bids which is
in the best interest of the County.
Iran Divestment Act Certification
Pursuant to the North Carolina Iran Divestment Act, N.C.G.S. 147-86.55 et seq., a company identified on the
applicable Iran Divestment and Do-Not-Contract List is generally ineligible to contract with the State of North Carolina or
any political subdivision of the State for contracts exceeding $1,000. North Carolina General Assembly
By submitting a proposal, the Proposer certifies that it is eligible to contract with the County under the Iran Divestment
Act. The awarded Contractor shall remain in compliance with the Act throughout the term of the contract and shall not
utilize an ineligible company in a manner prohibited by applicable law.
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EXCEPTIONS TO THE PROPOSAL AND SAMPLE SERVICE CONTRACT
Please list here all exceptions to the RFP and the Sample Service Contract. Failure to do so may result in disqualification
of the proposal. Any RFP clauses to which the Supplier does not take exception will assume to be agreed upon by the
awarded Supplier. For any exception, please reference with the appropriate page/section number.
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CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
The undersigned applicant certifies to the best of his or her knowledge and belief, that the applicant and its principals:
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(a) are not presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded
from covered transactions by any Federal Department or agency;
(b) have not within a 1-year period preceding this proposal been convicted of or had a civil judgment rendered
against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain,
or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of
Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
(c) are not presently indicted or otherwise criminally or civilly charged by a governmental entitle (Federal, State,
or local) with commission of any of the offenses enumerated in paragraph (b) of this certification; and
(d) have not within a 1-year period preceding this application/proposal had one or more public transactions
(Federal, State, or local) terminated for cause or default.
Where the prospective participant is unable to certify to any of the statements in this certification, such prospective
participant shall attach an explanation to this proposal.
Business Name: _______________________________________
Address: ________________________________________
City/State/Zip: ________________________________________
Signature: _________________________________________ (Seal if Corporation)
Title: _________________________________________
Date: _________________________________________
NOTARIZE
SUBSCRIBED AND SWORN TO BEFORE ME,
This ______ day of ________________________, 2026
NOTARY PUBLIC ____________________________
My Commission Expires: ________________________
County of Carteret Senior Services Nutrition Program Proposal Page
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1. Total cost of meal (excluding NC Sales tax) $_________________
The undersigned proposer declares that he/she has examined the NCDAAS Nutrition Standards, and any other
information included in the proposal package.
_______________________________________________________________
(Agency/Business Name)
The person authorized to sign the RFP fully understands the general terms and conditions and agrees that if his/her
proposal is accepted, all services as required under these specifications will be billed at the price set forth above.
The person authorized to sign the RFP grants permission for County of Carteret to contact any agencies for which
the proposer has served as the Nutrition Program Caterer and/or any other professional references.
_________________________
Authorized Representative
______________________________________ ________________
Print Name Date
SAMPLE ONLY - do not fill in
AGREEMENT FOR SERVICES
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