As a review, the following questions and answers were ...



As a review, the following questions and answers were provided from the recent cancelation of RFP T29370.

1 Question: We have the Budget Worksheets for the RFP; however, I did not see the Congregate or Home-Bound portion of the budget.   Where may I find this?

Answer: Complete the green tabs on the document for Congregate Meals and complete the purple tabs for the Home Delivered Meals. The totals will transfer to the total budget tab in yellow.

2. Question: Is it possible to add two additional columns on “Attachment-O Budget

Worksheet” so that there would be a total of four columns marked, “If Applicable, Replace with Title of Other Agency Program”? (I have more than two agencies with significant contributions to add to this spreadsheet.)

Answer: We will not be adding any additional columns at this time. We are using

the budget worksheet/form document that the State provided us.

3. Question: There is only a “Summary Budget Form” included from the Rate

Negotiation Workbook. Does that mean we only need to include/complete “Attachment-O” rather than a full-rate negotiation workbook as we did in the past?

Answer: Complete the full workbook/form.

4. Question: Can we apply for specific zip codes in areas, or do we have to apply for

the entire area?

Answer: If you are proposing to bid on locations to “provide activities and a meal to older adults at a congregate senior center” or to “deliver meals to the homes of eligible seniors as a home delivered meal center,” you may apply for one or more of the eight service areas listed on Attachment B of this RFP solicitation document.

5. Question: How can we find out the number of seniors being served currently in a

specific zip code, per Area?

Answer: This can be available upon individual request. (See Attachment E.)

6. Question: We are currently providing congregate meals three (3) days a week. With

a new contract, are we obligated to serve five (5) days a week, or could

we maintain our three-day service days of Monday, Wednesday and  

Friday?

Answer: A waiver would have to be requested to serve less than five (5) days a

week.

7. Question: To clarify, do we have to complete the Hire First Application as part of

our submission?

Answer: No. This is strictly voluntary, but it is required for firms pursing preferential

points on the certification of being either a city or local business. See page 71 instructing you where you must submit your applications/affidavit.

8. Question: Please clarify the project description for nutrition and transportation for

the City’s RFP.

Answer: The RFP is a request for services for Home Delivered Meals, Congregate

Meals and transportation to Congregate sites.

9. Question: Can you explain how these contracts will be broken down? For example,

will businesses be awarded separate contracts for different zip codes?

Answer: One contract per provider, regardless of the number of zip codes.

10. Question: Can a business request one or two zip codes only?

Answer: The proposer must bid on an entire area (map listed on Attachment B) for home delivered meals. Or, one may request bidding by zip code if bidding congregate senior centers. (See Attachment D.) One’s bid should be based on the capacity to provide the respective service.

11. Question: We are a delivery/transportation company and we were planning to

bring our own Nutritionist. Is that possible for these upcoming contracts?

Answer: This RFP does not include preparing food for the senior adults, but rather it is for congregate center coordinators or home delivered meal coordinators to provide the pre-approved meals that meet the State 1/3 DRI requirements. Prepared meals are delivered to 35 different locations to approved sub-recipients. The existing commissary must have its own licensed nutritionist.

12. Question: Can we become a subcontractor for another Nutritionist, and if so, what is

the procedure?

Answer: In the event you want to subcontract with the commissary who prepares and delivers the food, you would need to reach out to the commissary that is not associated with this RFP.

13. Question: How far is each destination in each zip code? 

Answer: The intention of thus RFP is to serve all zip codes within Houston and Harris County. The distance is relative to the zip codes you bid on and will vary depending on the services you provide. The Proposer shall bid the zip code(s) that their organization is interested in serving. However, the Food Service Provider RFP (which has not been released to date) will deliver meals to the 36 centers listed on the map in “Attachment D” of this RFP.

14. Question: Are there senior facilities that we are dropping 30 meals off at a time, or

are the clients in individual houses?

Answer: This proposal is not for food delivery, rather it is for sub-recipients interested in outreaching and/or identifying qualifying older adults to attend a program at a location that has been approved to serve a hot meal (Monday through Friday) based on how many clients they have registered. These locations may be at a non-profit organization like a “Y,” a multi-service center, a church, senior housing facilities, parks and recreation, municipal buildings, etc. Centers must receive meals no later than 11:00 a.m. and could range in number from 30 meals to 3,000 meals per location.

15. Question: Is the match requirements only for the nutritionist, or does that include

the people supporting logistics.

Answer: This RFP does not include services of a nutritionist. The state-mandated “match” requirement is 10% of each meal served. Upon completing the Budget Form (Attachment O), proposers will note that the budget column has a built-in formula that automatically includes the 10% match.

16. Question: Is there a specific type of record-keeping system we need to maintain

to give you access to monitor the books.

Answer: No.

17. Question: Will the contract be based on reimbursement only, or will you give cash

up front?

Answer: Cost Reimbursement – This program with grant expectation is to maintain

a 90% cash flow.

18. Question: For transportation of meals, does the City have special requirements on

how we transport frozen or chilled items?

Answer: We follow Houston Health Department food handling requirements.

19. Question: Assuming no current performance and/or RFP issues, will current

providers be shown preference in maintaining their current service locations. (I.e. what is the likelihood that a site would be removed from our list and given to another entity?)

Answer: All proposals will be evaluated on the submission of requirements and

cost.

20. Question: Page 15, Section 2.3 – Please clarify “…demonstrate the availability to

serve an average of 35 seniors daily ….” a) Does that mean capacity, or does it require an average census of 35 people? b) If the latter, then is there a minimum average daily census?

Answer: a) The congregate setting must meet occupancy regulations that

accommodate no less than 35 participants.

b) No.

21. Question: Page 16, Section 3.0 – This specifies “Hot Meal” when we currently have

the option to substitute cold meals.  Can we still substitute a cold meal from the approved vendor?

Answer: Hot meals are the approved service delivery by the State of Texas Title

III meal programs. Cold meals are served as an exception, generally for special events.

22. Question: Pages 23-27 – Is this section intended for the actual transportation

provider (yes or no)?

Answer: Yes.

23. Question: Pages 23-27 – a) How is the direct service provider held accountable? b)

Is there a preferred communication method for congregate meal providers to use with regards to these standards? 

Answer: a) Through quality assurance (QA) methods by Houston Health

Department.

b) Yes.

24. Question: Pages 23-27 – Should AAA always be copied on communications with

provider about any issues?

Answer: On matters of concern, directly contact the meal provider.

25. Question: Page 68, Section 3.1 – Please clarify if there are specific items you are

looking for with regards to: “Include both quantitative and qualitative data to support success and challenges of the process and outcomes of monitoring”?

Answer: We are not looking for specific items, but rather looking for quantitative

and qualitative data to support success and challenges.

26. Question: Page 12 – a) Assuming that this RFP was built around the assumption

that “Normal Services” are restored for the next contract year--if the unit rate cost increases due to COVID-19 after the contract award due to logistical changes in services provided and/or continuing meal increases (such as we are currently experiencing), will HCAAA distribute funds to assist with additional costs related to COVID-19 in a separate additional dispensation/process? b) How can we be sure we are able to receive those supplemental funding amounts to assist with costs incurred in order to better serve our elderly populations during COVID-19?

Answer: a) Not applicable to this RFP.

b) Not applicable to this RFP.

27. Question: For those interested in competing for Transportation Services, which

tabbed forms are required on the Attachment-O Budget Form?

Answer: Complete the last four blue tabs listed on the Budget Form.

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