RE-SOLICITATION of Disaster Catering Services

1 REQUEST FOR PROPOSAL (RFP) PROPOSAL NUMBER: P23-04 DESCRIPTION: RE-SOLICITATION of Disaster Catering Services QUESTION DUE DATE: 3/16/2023 QUESTION DUE TIME: 10:00 AM (MT) RECORDING DATE: 3/30/2023 RECORDING TIME: 2:00 p.m. (MT) The Board of Larimer County Commissioners will only be accepting proposals electronically submitted via the Rocky Mountain E-Purchasing System (Bidnet) portal, at https://www.bidnetdirect.com/colorado/larimer-county/, up to the RECORDING DATE and TIME referenced above, at which time they will be recorded, but not publicly opened, to consider contracting with one (1) or more catering contractor(s) to provide a wide range of Disaster Emergency Catering Services on an as-needed basis. The resulting contract(s) will be firm-fixed-price Indefinite Delivery/Indefinite Quantity contract(s); there is no minimum guarantee of work. Prices and terms will remain in

effect until a contract has been executed. Goods and Services solicited in this RFP may be eligible for Federal Funding should it become available. Larimer County requires compliance with all federal rules and regulations related to such funding for Goods and Services provided during the specified Emergency/Declared Disaster. Clauses and important supplements for FEMA and Federal funds are included as Exhibit D in Attachment A - Sample Agreement. 1. QUESTIONS: All questions regarding this proposal must be emailed to Purchasing Agent Christal Bateman, at cbateman@larimer.org. Questions are due no later than the QUESTION DUE DATE & TIME referenced above. Please call Christal Bateman at 970-498-5956 to verify receipt of your questions. No questions will be accepted after the date and time referenced above. All questions received will be answered via Addendum only. Addenda will be officially published at Bidnet at https://www.bidnetdirect.com/colorado/larimer-county/, and will also be shared on Larimer County Purchasing’s Bids and Proposals web site at www.larimer.org/bids NOTE: Unauthorized contact with any Larimer County employee other than Purchasing Agent Christal Bateman or the Purchasing Manager regarding this RFP may result in disqualification of your Proposal. 2. INSTRUCTIONS TO PROPOSERS: Starting March 30, 2020, Larimer County only accepts Proposals submitted via the Rocky Mountain E- Purchasing System (Bidnet). Proposals submitted by any other means will not be accepted. Proposers must be registered with Bidnet in advance in order to submit a proposal; registration is free. Larimer County strongly recommends each Proposer register with Bidnet well in advance of the submittal deadline to ensure they have adequate time to upload and submit their proposal. Proposers will not be compensated for generating, producing, or duplicating any proposal materials associated with this RFP, and it is the sole responsibility of the Proposer to ensure all required documents are submitted through Bidnet by the submission deadline. Proposals will be time-stamped by Bidnet upon receipt; Bidnet does not allow for uploading or submitting documents after the Proposal due date and time has passed, so LARIMER COUNTY | PURCHASING DIVISION P.O. Box 1190, Fort Collins, Colorado 80523-1190, 970.498.5955, Larimer.org https://www.bidnetdirect.com/colorado/larimer-county/ https://www.bidnetdirect.com/colorado/larimer-county/ http://www.larimer.org/bids https://www.bidnetdirect.com/colorado/larimer-county/ https://www.bidnetdirect.com/colorado/larimer-county/ 2 please allow adequate time to upload and submit your Proposal prior to the deadline. After uploading proposal documents, Proposers must click the SUBMIT button. Larimer County will not accept uploads that are “saved” but not “submitted”. To verify that a Proposal has been submitted successfully, Proposers may contact Bidnet Support or verify, via the Proposal Management tab in the Proposer’s account, that the documents are not in “Draft” status. Larimer County does not have access to, or control of, the vendor side of Bidnet. Please contact Bidnet at 1- 800-835-4603 for vendor support. Proposers are required to submit one (1) non-redacted proposal. All parts of the proposal should be combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files are not acceptable and your proposal may be rejected. Proposers may choose to also provide one (1) redacted .pdf proposal (as one single file), excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), such as trade secrets, privileged information and confidential commercial, financial, geological or geophysical data exempt from public disclosure under C.R.S. §§ 24-72-204(3)(a)(IV). Statements that the entire proposal is confidential will not be honored. After the Notice of Award has been issued, all information submitted in response to this request for proposal (RFP) may be publicly disclosed if required under the CORA. If provided, the redacted electronic copy will be used to satisfy CORA requests. Proposers that do not provide a redacted electronic copy will have their non-redacted electronic copy used to satisfy CORA requests. Larimer County will endeavor to keep the non-redacted proposal, separate and apart from the redacted proposal subject to the provisions of CORA or Order of Court. By submitting a proposal, the proposer agrees they may not rescind their proposal on or after the closing date and time identified in the RFP or as modified by addendum. No delivery will become due or be accepted until an agreement has been completed either in the form of a formal executed contract, or a purchase order issued by the Purchasing Manager of Larimer County. Proposals must be furnished exclusive of any Federal, State, or Local taxes; Larimer County is tax exempt. No work will commence, nor will any invoices be paid before the contracted vendor provides the requested proof of insurance as outlined in the “Insurance Requirements”, and before such verification is approved by Larimer County Risk Management. Unless otherwise specified by contract, payment for work performed or goods sold to Larimer County can be expected within 30 days after receipt of the invoice and satisfactory acceptance from the Department receiving the service or goods. Proposer certifies, warrants, and agrees that (he) (she) (it) has knowledge of the “Keep Jobs in Colorado Act” codified at § 8-17-101, et seq. of the Colorado Revised Statutes and that Colorado labor will be employed to perform at least eighty percent (80%) of the work. See https://cdle.colorado.gov/workplace-conditions/keep- jobs-in-colorado-act for more information regarding this Act, which applies to Public Works projects only. The definition of Public Works is found under the “Keep Jobs in Colorado Act Rules”, which is listed on the website listed above. “Frequently Asked Questions” about this Act may be found at: https://cdle.colorado.gov/sites/cdle/files/KJICA%20FAQs%20October%202020.pdf Larimer County reserves the right to reject any and or all proposals, to further negotiate with any and/or qualified proposers and to waive informalities and irregularities in proposals received, and to accept any portion of the proposal if deemed to be in the best interest of Larimer County to do so. If, in the sole judgment of the Board of County Commissioners, the proposals are substantially equal, the Board may grant the contract to companies located in Larimer County, however this is not applicable in the case that Federal funds are used. Larimer County, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 US.C. §§ 2000d to 2000d-4) and the Regulations, hereby notified all proposers that it will affirmatively ensure https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html https://cdle.colorado.gov/workplace-conditions/keep-jobs-in-colorado-act https://cdle.colorado.gov/workplace-conditions/keep-jobs-in-colorado-act https://cdle.colorado.gov/sites/cdle/files/KJICA%20FAQs%20October%202020.pdf 3 that any contract entered into pursuant to this advertisement, disadvantaged business enterprises (including minority-owned or women-owned) will be afforded full and fair opportunity to submit a proposal in response to this Request for Proposal and will not be discriminated against on the grounds of race, color, religion or religious affiliation, sex, familial status, age, genetics, disability, or national origin in consideration for an award. All businesses, organizations, and individuals contracting with Larimer County must comply with Title II of the Americans with Disabilities Act of 1990, as amended. For more information on these requirements and to read the full Title II text, please go to the following web page: https://www.ada.gov/ada_title_II.htm. No vendor awarded a solicitation will be federally debarred. The proposer certifies that by signing the contract, neither the proposer nor subcontractors, the organization nor its principals are suspended or debarred or otherwise excluded from procurement by the Federal government. Such debarment will be checked through the System for Award Management, at https://sam.gov/content/exclusions. Other governmental entities may piggyback on the award of this solicitation, assuming the award vendor is amenable, and should contact Larimer County Purchasing for any necessary procurement documents. The entity will deal directly with the award vendor concerning the placement of Purchase Orders, freight charges, contracting and disputes, invoicing, and payment. Larimer County will not be held liable or responsible for any liability, claims, costs, damages, demands, actions, losses, judgments, or expenses incurred by the vendor or any government entity relating to such use. 3. BACKGROUND: Larimer County recognizes the vulnerability to damage, injury, and loss of life and property resulting from disasters. Such events require 24/7 responses from emergency first responders, government employees, various elected and appointed officials, state and local representatives, and other emergency management personnel. Providing meals to these individuals is vital and mandatory for them to carry out their duties to the public in an effective and efficient manner. The County, through an Intergovernmental Agreement for Disaster- Emergency Mutual Aid and Disaster-Emergency Funding Assistance, may utilize the resulting contract(s) for catering and food services within various municipalities throughout the County. The intent of this solicitation is to secure firm-fixed-price Indefinite Delivery/Indefinite Quantity contract(s) from qualified firms to provide Food/Catering Services in the event of a man-made or naturally occurring emergency/disaster. There is no guaranteed minimum amount of work. Meals will be provided on an "as-needed" basis but there is no requirement for operation of a 24/7 mobile kitchen for the duration of the emergency/disaster. Additionally, Non-Disaster Catering Services may be requested under the resulting contracts. If County requests catering services for non-disaster events, Contractor shall provide a quote for the specific event at the time of need for County consideration. To assure readiness when responding to emergencies and major disasters Larimer County Office of Emergency Management (OEM), is seeking proposals from firms who have a desire to provide goods and services in time of need for public safety and well-being of the citizens of Larimer County. The resulting contracts will be used to help the County respond to emergencies/disasters. 4. QUALIFICATIONS: Qualifications, at a minimum, include the following and must be documented explicitly in your proposal: 1. Vendor must demonstrate Professional Qualifications and Specialized Experience on a minimum of three (3) projects of similar scope and magnitude (e.g., specifically with respect to large organizations, and/or government agencies). 2. It is preferred Vendor will have previous experience in providing disaster catering services and providing meals in large quantities under emergency conditions. 5. SCOPE OF WORK: 1. THE SERVICES. Contractor at a minimum, will provide, perform, and/or furnish the following as- needed disaster and non-disaster catering services upon County’s request and as set forth herein. https://www.ada.gov/ada_title_II.htm https://sam.gov/content/exclusions 4 2. SERVICE REQUEST PROCESS. 2.1. Depending on the nature of the emergency and/or disaster, the County will strive to provide at least 48 hours' notice of activation. Upon notification, the County shall inform the Contractor(s), either verbally or in writing, of the nature of the emergency, site or location(s), type of food and/or meals required, estimated quantity of food required, serving times, name and contact information for the County's liaison, and other relevant information. At that time, Contractor shall notify County whether it will accept the catering assignment. 2.2. Upon acceptance of a catering order, Contractor shall execute pre-staging/staging of equipment and manpower, including all items necessary to be prepared to execute and perform catering services beginning within 24 hours after notice by the County, unless the County provides for a longer response time with request. 2.3. The County shall provide the Contractor(s) a written 24-hour notice to the extent possible to shut down operations. At that time, the County will coordinate with the Contractor(s) the safe and appropriate termination of operations. The County liaison shall also identify and provide the Contractor(s) any clean-up requirements. 2.4. Non-Disaster Catering Services may be requested for non-disaster events; Contractor shall provide a quote for the specific event at the time of the need for County consideration. Contractor shall not proceed with providing catering services for the event until County’s Contract Administrator has accepted the quoted price. 3. EQUIPMENT, SUPPLIES, LABOR, OTHER INCLUSIONS. 3.1. Contractor shall provide complete management, control, supervision, labor, purchase, receipt, storage, issue, handling, processing, packaging, preparation, set up, food serving, clean up, transport, repair, and maintenance necessary to provide the requested food catering services. 3.2. Contractor shall provide all equipment, materials, and supplies required to perform the requested catering services. This includes, but is not limited to the following: 3.2.1. Food and drink to be catered 3.2.2. Fuel, electricity, and cabling 3.2.3. Cooking equipment, serving equipment and dishes, serving and eating utensils, eating dishes, and cups. 3.2.4. Hot and cold food thermometers for monitoring of food temperatures. 3.2.5. Single-use food-grade gloves for food service personnel. 3.2.6. Current test strips for checking dishwashing sanitizing solution and chlorine residual. 3.2.7. Refrigeration and/or freezer units necessary for the storage of meat and other perishables. 3.2.8. Dust control equipment for sandwich preparation area and sack lunch assembly area, if prepping outdoors. 3.2.9. All needed grease products 3.2.10. Waste containers, trash bags, and any cleaning supply needs 3.2.11. When requested by County, shelter, tables, and chairs for use by diners. 3.3. Only equipment necessary for the operation of catering is allowed on-site. 3.4. Contractor shall have adequate fire extinguishers meeting current Occupation Safety and Health Act (OSHA) and the National Fire Protection Association (NFPA) in Kitchen Unit that has cooking equipment and other extinguisher types as appropriate to their surroundings. 4. FOOD REQUIREMENTS 4.1. Breakfasts and dinners shall be hot meals unless otherwise approved or directed by County’s Office of Emergency Management. 4.2. Lunches 4.2.1. Lunch may be a hot or cold meal at the discretion of Contractor, except on occasions when a hot lunch is deemed required by County’s Office of Emergency Management. 4.2.2. Sack lunches shall be bagged in heavy duty paper sacks to protect the lunch. Contractor shall clearly distinguish between vegetarian, gluten free, and regular sack lunches. 4.2.3. Sack lunches shall not be made longer than eight (8) hours prior to delivery. 4.2.4. Sandwiches shall be packaged in plastic sandwich bags or other agreed upon packaging. The packaging shall keep the sandwich intact and not excessively add to waste disposal 5 (i.e. no Styrofoam). The sandwiches shall be packaged and dated, with time stamp, indicating when they were prepared. 4.2.5. The sack lunch bags shall be labeled as follows: "Prepared on (date and time)”. 4.2.6. If vegetarian sack lunches are requested, all items contained in the lunch must be prepared for the lacto-ovo-vegetarian classification level and shall consist of the same quantities and items as regular meals. 4.2.7. If gluten-free sack lunches are requested, all items contained in the meal must be gluten- free and shall consist of the same quantities and items as regular meals. 4.2.8. If vegan sack lunches are requested, all items contained in the meal must free of all animal ingredients and animal by-products and shall consist of the same quantities and items as regular meals. 4.3. Contractor shall provide vegetarian, vegan, and gluten-free meal options upon County’s request. 4.4. If delivery by Contractor is required, all cold items shall be kept at a temperature cool enough to prevent degradation of the food items. 4.5. Contractor shall not serve leftovers from other functions they may cater during the off-duty hours, or leftovers from the previous meal day. 4.6. Wildland firefighters, Search and Rescue Personnel, and other emergency responders may need more nutritional energy than is typical in a regular meal. Duration of work shifts, and variability of tasks warrant flexibility granted to these individuals in order to meet their nutritional needs to maintain health and performance. County will notify Contractor when these caloric requirements must be met for responder meals. 4.7. All meals/snacks provided by Contractor must be appetizing, nutritional, dietary compliant, well- balanced, and high-quality regardless of the time period available to Contractor to make and serve the meal. 4.8. Contractor shall include drink and cutlery with all meals. 4.9. Contractor shall furnish condiments typical for the meal served. 4.10. County may also order supplemental beverages and sandwiches. 4.11. All food shall be prepared and cooked inside a commercial kitchen, except for food cooked and served from authorized outdoor barbecues. All authorized outdoor barbecues shall be used in compliance with applicable local and state fire restrictions. In exigent circumstances, a field kitchen may be used in compliance with all public health regulations (situationally dependent and at the discretion of the Contractor and the Emergency Operations Center). 4.12. All hot meals must be served by Contractor’s catering personnel. During hot meal catering events, Contractor personnel shall be on site and shall oversee the food delivery and keep serving dishes full. 4.13. The meals provided shall be similar in structure and content to the following: 4.13.1. Hot Breakfast – preferred – approximately 1,500 calories: 4.13.1.1. 4 oz Protein (Bacon, Ham, Sausage, Corned Beef or variations thereof) 4.13.1.2. Two (2) fresh eggs or 6 oz. of liquid eggs 4.13.1.3. 3-41⁄2 oz Bread, Hot cakes, French toast, or Waffles (or equivalent); equal to three (3) 1 to 11⁄2 oz portions 4.13.1.4. 6 oz Potatoes or equivalent starch 4.13.1.5. 3 oz Fresh or Canned Fruit 4.13.1.6. Varietal Beverage Offering: 8 oz Milk, 51⁄2 oz Chilled 100% Fruit Juice, Water, Gatorade (not sugar-free) 4.13.1.7. Coffee 4.13.1.8. Appropriate Condiments 4.13.1.9. Two (2) Paper Napkins and Two (2) Pre-Moistened Towelettes 4.13.2. Cold Breakfast – alternate – approximately 1,500 calories: 4.13.2.1. 4 oz Breakfast Protein (may consist of one or more items) 4.13.2.2. 11⁄2 oz Dry Cereal – Two (2) individual serving boxes 3⁄4 oz. each 4.13.2.3. Two (2) 16 oz milk portions (individually packaged) 4.13.2.4. Varietal Beverage Offering: 51⁄2 oz Chilled 100% Fruit Juice, Water, Gatorade (not sugar-free) 4.13.2.5. Coffee 4.13.2.6. Appropriate Condiments 6 4.13.2.7. Paper Napkin and Pre-Moistened Towelette – Two (2) each 4.13.3. Sack Lunch – approximately 2,000 calories: 4.13.3.1. Two (2) Meat Sandwiches (or sandwich with non-meat substitute for vegetarian) (a) The sandwiches shall be wrapped in plastic wrap or plastic bags. (b) The sandwiches shall contain two (2) 1 to 11⁄2 oz. slices of bread. (c) The sandwiches shall contain 31⁄2 oz. sliced whole muscle meat or a combination of sliced whole muscle meat and cheese or equivalent vegetarian substitute. (d) Lettuce and tomato should be packed separately in a plastic bag to prevent sandwiches from becoming soggy. 4.13.3.2. 3 oz Fresh or Canned Fruit 4.13.3.3. Dried Fruit ≥ 200 Calories; Factory-wrapped or resealable individually wrapped by the Contractor. 4.13.3.4. Two (2) or more Snack Bars ≥ 600 calories (combined) 4.13.3.5. Two (2) snack items consisting of trail mix (3 oz), nuts (1 oz), seeds (1 oz), or beef or turkey jerky (2 oz) 4.13.3.6. Two (2) bottles of Water and/or Gatorade (not sugar free) 4.13.3.7. Individual pre-packaged Appropriate Condiments 4.13.3.8. Two (2) Paper Napkins and Two (2) Pre-Moistened Towelettes 4.13.4. Hot Lunch or Dinner – approximately 2,000 - 2,500 calories (2,500 required for in field staging areas): 4.13.4.1. Whole/Full Muscle Meat (Raw-Weight) (a) Steak - 10 oz Boneless or 14 oz Bone-In, OR (b) Beef - 10 oz Boneless or 14 oz Bone-In, OR (c) Beef & Pork Ribs - 10 oz Boneless or 18 oz Bone-In, OR (d) Pork - 10 oz Boneless or 14 oz Bone-In, OR (e) Lamb - 10 oz Boneless or 14 oz Bone-In, OR (f) Poultry - 8 oz Boneless or 14 oz Bone-In, OR (g) Ham – 8 oz Boneless or 12 oz Bone-In, OR (h) Fish - 8 oz, OR (i) 6 oz Lasagna or equivalent Casserole – must include additional meat side dish to ensure the total meat quantity standard is met 4.13.4.2. 4 oz Non-meat Protein 4.13.4.3. 6 oz Potatoes or equivalent Starch 4.13.4.4. 4 oz Vegetables 4.13.4.5. 3 oz Salad 4.13.4.6. 3 oz Fresh or Canned Fruit 4.13.4.7. Two (2) 1 to 11⁄2 oz slices of Bread (or equivalent) 4.13.4.8. 3 oz Dessert 4.13.4.9. Varietal Beverage Offering: Milk, Water, Gatorade (not sugar-free) 4.13.4.10. Appropriate Condiments 4.13.4.11. Two (2) Paper Napkins and Two (2) Pre-Moistened Towelettes 4.13.5. Cold Dinner – approximately 2,000 calories (with County approval): In the event notice is too short to provide hot dinner, follow guidelines above for Sack Lunch. 5. CONTRACTOR PERSONNEL. 5.1. Contractor shall ensure that its employees are neat and clean. 5.2. Contractor shall ensure that all employee uniforms clearly and properly identify the company represented. 5.3. Contractor shall ensure that employees cooking or handling food are free of communicable diseases. 5.4. Contractor shall train employees in the importance of hand washing as a means of preventing the spread of foodborne illnesses. 5.5. Contractor is responsible for training all its employees in food preparation, handling, packaging, food serving, and cleanup requirements. 7 5.6. While providing services and/or on site, Contractor personnel shall not use or have in their possession alcoholic beverages and/or controlled substances. No use of any tobacco products shall occur except within designated areas (if provided). 5.7. Contractor shall provide an adequate number of catering personnel for each catering event. For disaster catering, Contractor shall ensure that only catering employees who are essential to the services remain at the incident. 6. OTHER REQUIREMENTS. 6.1. Upon arriving at the site for the provision of services, Contractor shall immediately report to the County’s Office of Emergency Management or Emergency Operations Center appointee to verify setup location. 6.2. A representative of Contractor must be available to communicate with County, 24 hours per day, seven days per week for initial notification of need for services and once Contractor accepts a catering assignment for a disaster. 6.3. Contractor understands that time is of the essence in the performance of the services requested under this agreement. 6.4. Contractor shall adhere to the adequate number of personnel, compatibility of food and beverage products, and other rules and regulations applicable to the event being serviced. 6.5. Contractor’s services may be used when the number of people to be fed is ten (10) or more. 6.6. Contractor and their equipment shall be capable of operating in adversely impacted urban areas or in remote primitive locations with very limited access and utilities. 6.7. Meal service may be required to occur in low-light conditions. County will provide the emergency lighting necessary to operate at these locations. 6.8. Contractor shall have the capability to feed personnel at times other than just those established for regular meals. 6.9. In extreme circumstances, the County may provide logistical support to assist in the catering service (e.g. power supply, tents, etc.). 6.10. Contractor shall maintain all facilities and equipment used for meal preparation, serving, storage, seating, and cleanup in a sanitary condition. 6.11. Contractor is responsible for providing waste containers and trash bags for all refuse and waste materials created by the Contractor’s operations. Waste materials created by the Contractor’s operations in the food service area shall be promptly disposed of after each meal or as needed during the serving of meals. Waste foods shall be kept in closed metal or plastic containers until removed from the serving locations. The County will provide a dumpster for the disposal of trash generated on-site. 6.12. The intent is to provide meals on an "as-needed" basis but does not require a mobile kitchen be open continuously 24 hours per day. 6.13. There is no guaranteed minimum amount of work. 6.14. Contractor shall perform in a professional, cooperative, and workmanlike manner. 6. INSURANCE: Larimer County is diligent about enforcing insurance requirements listed in all contracts. This diligence means that the County expects that all submitted proposals will include an Evidence of Coverage Certificate (EOC) that most closely meets the insurance coverage requirements listed (see example EOC below). Proof of Auto Liability and Workers’ Compensation insurance is waived if goods/products are not delivered to a County facility (delivery is made to roadway or private staging area), or they are delivered by a common carrier (i.e., private shipper or freight forwarder, etc.). BEFORE submitting your company proposal, confirm with your insurance carrier that your company can meet the insurance requirements published in the solicitation. Your company insurance coverages should be correctly noted in the most current EOC. NOTE: All Larimer County contracts require that the Award Vendor possess appropriate insurance at all times during the contract; these coverages are purchased at the company's expense. The County’s insurance requirements may necessitate a company adding or increasing coverage/limits, and those changes may impact pricing for the proposed project. These costs must be included in your pricing at the time of submission and will not be permitted to be added later. 8 Upon Notice of Award, the Award Vendor will be required to submit a valid Certificate of Insurance (COI) that meets, at a minimum, the Insurance Requirements published in the solicitation (see example COI below). This valid COI must be received by Larimer County within 10 calendar days of the Notice of Award and must include Larimer County listed as Additional Insured and Certificate Holder. Work may begin after the COI has been approved by Risk Management. What Is An EOC/COI & How to Obtain A Copy An Evidence of Coverage (EOC) certificate is a statement that shows a company's insurance coverage, limits, and effective dates in addition to policy verification information. A Certificate of Insurance (COI) shows the same information BUT is created specifically for the contracted company with who the named insured is doing business. A COI also differs from an EOC in that it can provide Additional Insured coverage. An Additional Insured endorsement protects the named Additional Insured (Larimer County) under the named insured's (Awarded Company) policy - allowing the named Additional Insured to file a claim directly with the carrier of the named insured. There may be several points of contact at your company for obtaining an EOC and a COI. The employee at your company who regularly interacts with the company's insurance agent/broker to purchase insurance coverages or renew coverages may be able to supply an EOC and request a specific COI. In some companies, the employee in the Legal, Risk Management, or Human Resource Department responsible for handling insurance claims may be able to obtain a copy of the current EOC or request a COI. If the company insurance agent/broker has any questions, please have them reach out to the Larimer County Risk Management Division at (970) 498-5963 or via email at InsuranceCert@larimer.org. CERTIFICATE EXAMPLES: Evidence of Coverage EXAMPLE certificate - EOC.pdf Certificate of Insurance EXAMPLE - COI.pdf Failure to provide a properly formatted and valid Certificate of Insurance (COI) may create a delay in starting work or negate any award of business. Let's work together to get work done! 6.a. INSURANCE REQUIREMENTS: Prior to commencement of any work, contractor/vendor shall provide a Certificate of Insurance to Larimer County, 200 West Oak St., Suite 4000, Fort Collins, Colorado 80521 or InsuranceCert@larimer.org. The insurance required shall be procured and maintained in full force and effect for the duration of the Contract and shall be written for not less than the following amounts, or greater if required by law. The Certificate Holder section must list Larimer County and the address listed above. I. Workers' Compensation and Employers' Liability (waiver available if no employees) A. State of Colorado: Statutory B. Applicable Federal: Statutory C. Employer's Liability: $100,000 Each Accident $500,000 Disease-Policy Limit $100,000 Disease-Each Employee D. Waiver of Subrogation E. A signed Workers’ Compensation waiver must be provided if the contractor/vendor is not required to carry Workers’ Compensation coverage per Colorado Workers’ Compensation Act 8-40-202(2)(b). II. Commercial General Liability on an Occurrence Form including the following coverages: Premises Operations; Products and Completed Operations; Personal and Advertising Injury; Liability Assumed under an Insured Contract; Independent Contractors. Coverage provided should be at least as broad as found in Insurance Services Office (ISO) form CG0001. Minimum limits to be as follows: A. General Aggregate Limit $2,000,000 B. Products & Completed Operations Aggregate Limit $2,000,000 C. Personal & Advertising Injury Limit $1,000,000 mailto:InsuranceCert@larimer.org https://www.larimer.org/sites/default/files/uploads/2021/evidence_of_coverage_example_certificate_-_eoc.pdf https://www.larimer.org/sites/default/files/uploads/2021/certificate_of_insurance_example_-_coi.pdf 9 D. Bodily Injury & Property Damage Each Occurrence Limit $1,000,000 Other General Liability Conditions: 1. Products and Completed Operations to be maintained for one year after final payment. Contractor/Vendor shall continue to provide evidence of such coverage to the County on an annual basis during the aforementioned period (as appropriate). 2. Contractor/Vendor agrees that the insurance afforded the County is primary. 3. If coverage is provided on Claims Made forms, the insurance shall continue for a period of not less than 3 years following termination of the agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the commencement of the Term of the Agreement. III. Commercial Automobile Liability insurance including coverage for all owned, non-owned, & hired autos. Limits to be as follows: A. Bodily Injury & Property Damage Combined Single Limit $1,000,000 IV. Minimum required limits set forth herein may be met by utilizing a combination of excess/umbrella policies in conjunction with primary insurance policies if necessary. V. All Insurance policies (except Auto, Workers Compensation and Professional Liability) shall include Larimer County and its elected and appointed officials and employees as additional insureds as their interests may appear. The additional insured endorsement should be at least as broad as ISO form CG2010 for General Liability coverage. Additional Insured endorsement(s) shall be attached to the certificate of insurance that is provided to the county. VI. The County reserves the right to reject any insurer it deems not financially acceptable by insurance industry standards. Property and Liability Insurance Companies shall be licensed to do business in the State of Colorado and shall have an AM Best rating of not less than A- VII. VII. Notice of Cancellation: Each insurance policy required by the insurance provision of this Contract shall provide the required coverage and shall not be suspended, voided, or canceled except after thirty (30) days prior written notice has been given to the County, except when cancellation is for non- payment of premium, then ten (10) days prior notice may be given. Such notice shall be sent directly to Larimer County, 200 West Oak St. Suite 4000, Fort Collins, CO 80521 or InsuranceCert@larimer.org. If the insurance company refuses to provide the required notice, the contractor/vendor or its insurance broker shall notify the County of any cancellation, suspension, non-renewal of any insurance within seven (7) days of receipt of insurers’ notification to that effect. VIII. Subcontractors: If subcontractors are used by contractor/vendor in the performance of contracted services, all subcontractors are required to carry insurance coverage consistent with the limits as listed in this document and the subcontractor must include Larimer County an additional insured as described in section V. ANY DEVIATIONS FROM THE STANDARDS GIVEN ABOVE MUST BE APPROVED BY THE LARIMER COUNTY RISK MANAGEMENT DIVISION. 7. EVALUATION CRITERIA: Proposal submittals will be individually evaluated and scored by each Evaluation Committee Member. The criteria below will be the basis for review of the written proposals. The rating scale will be for available points, receiving the maximum points available per criteria would be considered an outstanding rating. CRITERIA STANDARD POINTS AVAILABLE Company Experience, Qualifications, Reliability, & References ● Does the Contractor have the needed experience and qualification to successfully provide Disaster Catering? ● Does the Contractor have resources to provide disaster catering services in a timely manner? 40 Approach ● Does the Contractor’s identify a comprehensive approach for successfully catering various disasters? ● Do the proposed menu items meet the requirements and consist of the quality/variety we are looking for? 30 10 Pricing Schedule ● Is the Contractor’s pricing competitive, reasonable, and advantageous to Larimer County? 20 Contract Requirements ● Does the Proposal meet the County’s stated contractual terms and conditions? ● Does the Contractor specifically address their firm’s position on Limitation of Liability provisions, and does it align with Larimer County’s position? 10 Maximum Possible Points = 100 8. AWARD AND AGREEMENT: A formal agreement will be awarded to the vendor(s) with the most responsible, responsive, reasonable proposal, deemed the best value, best fit, and most advantageous to Larimer County. To assist in the decision for award: interviews may be held, background checks may be performed, references may be contacted, and other inquiries may be taken to determine the abilities of the Contractor. The term of the agreement will be for three (3) years from the date the agreement is executed. The County, at its sole option, may offer to extend this Contract for up to two (2) additional one-year terms. The extension option may be exercised providing satisfactory service is given, and must be mutually agreed upon in writing, by and between the County and the Award Vendor. A Sample of Larimer County’s “Professional Services Agreement” is included with this Request for Proposal as Attachment A - Professional Services Agreement which includes Exhibit D - CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS. Any exceptions or requested additions to the attached agreement must be stated and submitted with your Proposal; these requests will not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and consider all requests submitted. 9. PROPOSAL SUBMITTAL REQUIREMENTS: Following submission directions detailed starting on page one (1) of this solicitation, submit your non-redacted proposal addressing each of the following items in the order as outlined below. As time is of the essence, brevity is appreciated, all SUBMITTALS should be no more than 30 pages, with no significant font less than 10pt; all items listed below are to be included in the page count. Proposers should provide only the information requested, and present it in a clear, concise manner. NOTE: All parts of the proposal should be combined and submitted as one (1) single .pdf file; proposals comprised of multiple separate files or not as directed below are not acceptable and may be rejected. Incomplete proposals, proposals that do not adhere to the page maximum, or proposals that do not address each of the following items in the order as outlined below may be rejected. Proposers are encouraged, but not required, to provide one (1) redacted .pdf proposal, excluding any information that is not subject to disclosure under the Colorado Open Records Act (“CORA”), see page 2 for additional information. If we do not receive a redacted copy, the proposer’s original copy will be used to satisfy public records requests. 1. Cover Letter 2. Signed Signature Page (page 13) 3. Signed Byrd Anti-Lobbying Amendment Certification (found on page 14) 4. Qualifications/References - Explicitly describe/explain how your firm meets or exceeds the items below: 4.1. Vendor must demonstrate Professional Qualifications and Specialized Experience on a minimum of three (3) projects of similar scope and magnitude (e.g., specifically with respect to large organizations, and/or government agencies). 4.2. It is preferred Vendor will have previous experience in providing disaster catering services and providing meals in large quantities under emergency conditions. https://www.sos.state.co.us/pubs/info_center/laws/Title24/Title24Article72Part2.html 11 4.3. Provide three (3) project references for which you provided similar services within the past five (5) years. At a minimum, include a brief description of the service provided (with dates) and include the following: 4.3.1. Number of meals provided; 4.3.2. Type of food provided; 4.3.3. Number of hours the event lasted; 4.3.4. Number of employees used for the assignment; 4.3.5. Reference contact name(s) (including title of contact); 4.3.5.1. Current contact phone number; 4.3.5.2. Current contact email address; and 4.3.5.3. Identify your lead team member(s) that work(ed) with this reference 5. General Company Information 5.1. Provide a brief summary of your company’s history, years in business performing the specific services requested in this RFP, all services offered, and clients served. Additionally, identify all business names used in the past and affiliated companies. 5.2. Describe how the firm is organized; indicate the location of your headquarters and subsidiaries, if any. 5.3. Indicate the number of personnel (full-time, part-time, independent contractor and seasonal). 5.4. State and briefly describe any values, mottos, or goals that your organization operates by. 5.5. Copies, if any, of licenses/certificates/awards pertinent to this RFP. 5.6. Provide copies of your company's current health inspection records. 5.7. Do you have adequate financial resources or the ability to obtain such resources as required to successfully provide these services to Larimer County, especially for a prolonged incident? Explain. 6. Approach 6.1. Provide a detailed Plan of Approach that explains how your company intends to comply with and meet the anticipated deliverables as detailed within this solicitation. A detailed Plan of Approach shall include, but not be limited to, approach for providing the services requested, anticipated resources, staffing levels, food delivery and preservation, and equipment. Submit details on process of preparation of meals, serving of meals, delivery of boxed meals off site, and the ratio of personnel per person being fed. Vendor(s) are requested to provide, in such details, their food preparation locations and facilities. 6.2. Provide a proposed timeline showing how your company will mobilize, stage, and provide all required services within twelve hours after notice of activation by the County. 6.2.1. Provide seven (7) days' worth of sample menus that are representative of meals to be served. 6.2.2. Breakfast menu should include both a typical continental (cold) breakfast and a typical (buffet) hot breakfast. 6.2.3. Lunch and dinner menus should include both sack meal and hot (buffet) meals. 7. Pricing/Fee Schedule: 7.1. Vendors are not required to submit pricing for all categories listed within “Exhibit B Pricing Schedule”. Vendors, however, are required to submit pricing on all line items within a category. Failure to submit pricing on all line items within a category may deem your company as non-responsive. Should a Vendor decide not to submit pricing on a category such should be indicated with "No Bid" or “N/A” placed in the Pricing Schedule for that category. 7.2. Vendor shall provide pricing for hot buffet and sack meal services enclosed as “Exhibit B Pricing Schedule” on page 15. The County has requested and included the potential to provide services at public shelter/temporary hospital locations. Although service to the public at public shelter locations is not anticipated, Vendor shall have the capabilities and be prepared to provide such services as requested. The Vendor's price per meal shall include the actual labor costs and total cost of doing business, including, but not limited to the following charges: 7.2.1. Overhead 7.2.2. Set-up and tear-down costs 7.2.3. Profit 7.2.4. Travel, Lodging, and travel time 7.2.5. Service charges and surcharges 7.2.6. Gratuities 7.2.7. Delivery 12 7.2.8. Potable water 7.2.9. Fuel cost (propane, gas, diesel, electric, etc.) 7.2.10. Generators to run equipment 7.2.11. Food products including condiments 7.2.12. Transportation 7.2.13. All necessary catering and miscellaneous equipment 7.2.14. Refrigeration equipment 7.2.15. Serving items, (serving dishes/chafing dishes, plates, cups, eating and serving utensils, to go containers, etc.) 7.2.16. Tools 7.2.17. Insurance 7.2.18. Fringe benefits 8. Contract Requirements: 8.1. Contract Template: The County’s Professional Services Agreement (Attachment A) will be used as the template for the contract between the County and the award vendor. State any exceptions or requested additions to the Agreement. These requests may not be accepted after the Proposal has closed. The County makes no guarantee of any changes or concessions but will review and may consider requests submitted. 8.2. Limitations of Liability: Do you require a Limitation of Liability provision in the final contract? The County is unlikely to accept a Limitation of Liability provision due to Colorado Constitution Article XI, §1 and §2. Specifically address your firm’s position on agreeing to this contract term. 8.3. Insurance: Provide a copy of your Evidence of Coverage Certificate (EOC) or Certificate of Insurance (COI) that most closely covers the requirements as specified in this RFP. 8.3.1. Provide statements to answer the following questions: 8.3.1.1. Does coverage meet minimum project requirements? 8.3.1.2. Can this coverage be extended for work on this project? 8.3.1.3. Can coverage be increased? 8.3.1.4. Can the County be listed as an additional insured? 13 SIGNATURE PAGE ADDENDA: The proposer acknowledges the receipt of the following Addenda: Addendum Number Date of Addendum Date Received ________________ ___________________ _______________ ________________ ___________________ _______________ The undersigned certifies that he/she has examined the specifications and instructions to proposers and has submitted a proposal in full compliance and without collusion with any other person, individual or corporation. All employees hired to perform labor or services in the United States after November 6, 1986, will have completed Form I-9, Employment Eligibility Verification, and the undersigned certifies they participate in the E- Verify Program or Department Program to verify the employment eligibility of all new employees. SIGNED: _____________________________________ TITLE: ___________________________________ PRINTED NAME: ________________________________________________________________________ FIRM: _____________________________________ UNIQUE ENTITY ID (DUNS): _____________________ ADDRESS: ______________________________________________________________________________ CITY: _______________________________ STATE: ______________________ ZIP: ________________ DATE: _____________________________________ TELEPHONE NUMBER: ______________________ EMAIL ADDRESS:________________________________________________________________________ Provide the following information for the individual who will serve as the primary contact for your organization for technical and contractual clarifications during the RFP process, if different than the signatory: PRIMARY CONTACT NAME: TITLE: ADDRESS: PHONE NUMBER: FAX NUMBER: EMAIL ADDRESS: For further information regarding this request for proposal, P23-04, please contact Purchasing Agent Christal Bateman, at (970) 498-5956, or cbateman@larimer.org. about:blank 14 BYRD ANTI-LOBBYING AMENDMENT CERTIFICATION (To be submitted with each bid or offer exceeding $100,000) The undersigned, [Company] certifies, to the best of his or her knowledge, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form - LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352 ( as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The Contractor, [Company] , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any. Signature of Contractor's Authorized Official Date Name and Title of Contractor's Authorized Official 15 EXHIBIT B - Pricing Schedule DISASTER FOOD CATERING SERVICES Category 1 - Emergency Operations Center (EOC) Unit Price Item Description Unit Qty: 10-50 Qty: 51-100 Qty: 101+ 101-1 Breakfast Service (Hot) Per Meal $ $ $ 101-2 Breakfast Service (Cold) Per Meal $ $ $ 101-3 Lunch Service (Hot) Per Meal $ $ $ 101-4 Dinner - Service (Hot) Per Meal $ $ $ 101-5 Sacked Meal “Lunch” Per Meal $ $ $ Category 2 - In Field Staging Areas Unit Price Item Description Unit Qty: 10-50 Qty: 51-100 Qty: 101+ 201-1 Breakfast Service (Hot) Per Meal $ $ $ 201-2 Breakfast Service (Cold) Per Meal $ $ $ 201-3 Lunch Service (Hot) Per Meal $ $ $ 201-4 Dinner - Service (Hot) Per Meal $ $ $ 201-5 Sacked Meal “Lunch” Per Meal $ $ $ Category 3 - Shelters/Temporary Field Hospital Unit Price Item Description Unit Qty: 10-50 Qty: 51-100 Qty: 101+ 301-1 Breakfast Service (Hot) Per Meal $ $ $ 301-2 Breakfast Service (Cold) Per Meal $ $ $ 301-3 Lunch Service (Hot) Per Meal $ $ $ 301-4 Dinner - Service (Hot) Per Meal $ $ $ 301-5 Sacked Meal “Lunch” Per Meal $ $ $ Category 4 - Miscellaneous Services Unit Price Item Description Unit Qty: 10-50 Qty: 51-100 Qty: 101+ 401-1 Coffee and Tea Service - Per 24 Hour Period Per Period $ $ $ 401-2 Individual Serving Gatorade, Juice, Milk Per Bottle $ $ $ 401-3 Individual Sandwich Per Sandwich $ $ $ 401-4 Snack Package (Granola Bars, Dried Fruit, Cereal Bars, Nuts, etc.) Per Package $ $ $