INVITATION FOR BID. T RFP for Food Service Management Program for Brewer-Porch Children s Center. ADDENDUM # 1 Tuesday, January 19, 2016

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1 INVITATION FOR BID T RFP for Food Service Management Program for Brewer-Porch Children s Center ADDENDUM # 1 Tuesday, January 19, 2016 ATTENTION: This is not an order. Read all instructions, terms and conditions carefully. IMPORTANT: RESPONSE TO RFP MUST BE RECEIVED BY February 4, 2:00 P.M CST Offeror must acknowledge receipt of this and any addendum as stated in the Invitation For Bid. The following shall become part of the Invitation For Bid. Questions and Answers from the On-site on December 15, 2015 at Brewer-Porch Children s Center. The IFB may be found at

2 RFP T Food Service Management Program for Brewer Porch Children s Center Questions and Answers 1. What are the amounts that are allowed by the USDA, for breakfast, lunch, dinner and snacks? See Q & A Attachment # 1. Breakfast and lunch must adhere to Child Nutrition Program regulations; dinner and snacks do not have the same requirement. 2. If the 28 day menu has been confirmed, how will the commodities be factored in for use? The USDA allocates Brewer Porch a dollar amount per year (usually $6,500) and we then order items from the USDA food list. We spend 50% of the funds during the spring semester and 50% during the fall semester. 3. Is the FSMC responsible for the purchase of employee uniforms? Yes. 4. How will the value of commodities be determined, for the purpose of crediting the SFA? We are allocated a dollar amount by the USDA (approximately $6,500/year). 5. Please provide clarification, page 13, questions 12 & 13. Questions 12 and 13 require the FSMC to provide the SFA a monthly listing/inventory of purchased food, supplies, commodities, and dollar value of commodities. The SFA has only one location (2501 Woodland Drive, Tuscaloosa, AL). Our one location provides breakfast and we do not require that commodities be used exclusively for the breakfast meal. 6. On the sample menu, please define dinner in, dinner out and cookout. These are internal notations. Currently, our clients have dinner in at their residential unit approximately once per month (dinner in). Our kitchen provides the ingredients and the residential staff prepares the meals at the unit with assistance from our clients. This provides education to our clients in basic living skills. Dinner out means the clients have an outing to a local restaurant for socialization. Cookouts occur occasionally as a treat. The kitchen supplies the ingredients (hamburgers, hotdogs, etc.) and residential staff prepares the meals. We are open to changing this system.

3 7. Section 2.0 of the RFP states that the facility serves 175 children and staff 3 meals and 3 snacks daily. In order to arrive at a firm, fixed price we need clarification on the number of outpatient student? The number of meals and snacks they receive and for how many calendar days? Monday Friday Breakfast 100 children (no staff) Lunch 150 (children and staff) Dinner 75 (children and staff) Weekends 75 (children and staff) 75 (children and staff) 75 (children and staff) 365 calendar days 8. What is the total number of faculty and staff? No faculty. Approximately 250 total staff. 9. Section 4.0 General Specifications, FF. Records and Record Keeping, #2, makes reference to vending machine revenue records being retained by the FSMC. Please clarify if the management of vending machines is part of the intent and scope of this RFP? No. 10. Section 4.0, General Specifications, JJ. Guarantees, #1. Mentions Exhibit B, the Child Nutrition Program Budget. Is this the same thing as 6.4 attachment B? Also page 71, Exhibits states that these items may be used to assist the FSMA in the preparation of the Proposal. Please clarify all of the exhibits that we should have access to? Exhibit B, Child Nutrition Program Budget is the same as 6.4 Attachment B. All attachments and appendices are included in the RFP. 11. Based on our experience with similar NSLP, SBP and ASSP clients we sometimes have input and in some cases order the commodities directly from the USDA. Will that be a capability under this contract? Yes. 12. When was the last USDA review? February 2014.

4 13. Can you please provide a current snack list? Chips, cookies, crackers, Nutri Grain Bars, fruit and popcorn. 14. Does the snack list need to be nutritionally analyzed along with the current menu? Yes. 15. In reference to page 13 item 14: Please explain meaning of Grease trap? The FSMC is responsible for routine cleaning of the hood, baffles, and degrease trap. The SFA is responsible for pumping the grease trap. 16. In reference to page 20 item O: Can you please provide A La Carte list of items to be sold? Currently no a la carte sales are made. We are open to the FSMC making a la carte sales to the staff (items would be additional helpings). 17. In reference to page 23 item 4: What is the counting system submitted by the SFA for counting reimbursable meals at the point of service? We submit meal counts based on meal count lists provided by our staff. 18. In reference to page 25 item 8: Are there any regularly scheduled catered events? No. 19. Please provide dinner meal time and number of shifts. The current dinner time is 5:00 PM 6:30 PM with three shifts (5:00, 5:30, and 6:00 PM). 20. In reference to the Food Cost Analysis sheet what are employee meals purchased in the months of January, February and March?

5 In January, February and March employee meals were purchased by employees who are not required to eat with the children. We do not know why meals were purchased during these three months only and do not know the specific the type of meal purchased. Many employees are required to eat with our clients as part of their job duties and the organization covers that cost. 21. In Reference to the Food Cost Analysis sheet, who is paying for employee breakfast, lunch and dinners provided? Currently, the SFA covers the cost of employee meals (lunch and dinner) for those staff who are required to eat with the children for the purpose of supervision. 22. Can you please provide one week s worth of production records? See Q & A Attachment Number Please explain Dinner out, Cook out, Dinner in on the menus. I.E.: Are these chargeable meals, who prepares the menus and who prepares the meals? See response to questions number 6. Currently, our kitchen provides the food for dining in and cook outs and the meal is prepared by our residential staff, but the dinner meal is not chargeable to the Food Nutrition Program (the dinner meal is not covered by the Child Nutrition Program). Once the FSMC is in place we will alter this practice: for example, a small number of clients may earn the privilege of dining out at a restaurant perhaps once per month. Thus, the meal count may vary slightly based on this practice. However, in general the FSMC will prepare three meals per day 365 days per year and these meals are chargeable to the SFA by the FSMC. 24. To clarify each breakfast meal served is reimbursed at the Total Firm Fixed Price Cost and not as a meal equivalents multiplied by 0.67? Each breakfast meal served is reimbursed at the Total Firm Fixed Price Cost, not as a meal equivalent. The meal equivalency calculations are taken into account in he FSMC s pricing as outlined on page number The RFP contains contradictory language regarding the type of contract sought by The University of Alabama Brewer Porch Children s Center ( Brewer Porch ). On one hand the RFP clearly indicated that the Brewer Porch seeks a Fixed Meal Rate Contract whereby Brewer Porch pays the food service management company based on a set price per meal served and does not

6 reimburse the food service management company for the costs incurred to operate the client s food service program. (See Definitions, pages 6 7.) Thus, the food service management company bears all of the risks associated with the costs of operating the Brewer Porch s food service program, including the cost of food and supplies. One the other hand, Brewer Porch includes references to Maximum Allowable Costs. (See Section 4.4D, page 14, Section 4.4NN.1, Page 33, Section 4.5 page 34, and section6.4, page 47.) A Maximum Allowable Cost (or MAC rate) contract is one where Brewer Porch reimburses the FSMA for its costs up to a certain threshold. Thus, it is a hybrid of a Fixed Meal Rate Contract and Cost Reimbursable contract. Please confirm that consistent with acknowledgement in on page 6 of the RFP that [a]ll contracts between FSCMs and SFAs in Alabama are firm, fixed price contracts and hence Brewer Porch seeks a Fixed Meal Rate Contract. Yes, Brewer Porch seeks a Firm Fixed Meal Rate Contract. 26. Section 4.4HH.1 of the RFP provides that the FSMC will credit all discounts, rebates, bonuses, trade discounts and other procurement benefits to Brewer Porch s nonprofit food account (RFP, page 30). The USDA rules and regulations regarding discounts and rebates only apply to cost reimbursable contracts, which are also referred to as management fee contracts. See Final Rule, Food and Nutrition Service, USDA, Procurement Requirements for the National District Lunch, District Breakfast and Special Milk Programs, 72 Fed. Reg ,61482 (Oct. 31, 2007) (also referred to herein as the Discounts and Rebates Final Rule ). Food service management companies take discounts and rebates into account in formulating their prices under a fixed price contract, and therefore the USDA has stated that the Discounts and Rebates Final Rule does not apply to a fixed price meal contract type. If Brewer Porch is seeking a fixed meal rate contract, will Brewer Porch confirm that the requirement to return discounts and rebates related to procurement under the agreement only applies to federally donated commodities and Fresh Fruit and Vegetable Program items? Yes, we confirm the requirement is to return discounts and rebates related to procurement under the agreement only applies to federally donated commodities and Fresh Fruit and Vegetable Program items. 27. Section 4.4HH.1 of the RFP also states that [a]ll purchases shall be made by the FSMA and shall be used solely in the SFA s nonprofit Child Nutrition Program. (RFP, page 30). Typically in a firmfixed price contract, the fixed price includes the cost of food and supplies, the purchasing is done by the FSMA, and the FSMC holds title to the goods (other than USDA donated foods), until used in meal preparation. Please confirm that (i) the FSMC will do the purchasing and (ii) include food and supply costs in it fixed meal rate.

7 We confirm that (i) the FSMC will do the purchasing and (ii) include food and supply costs in it fixed meal rate. 28. Section 4.4HH.2 of the RFP state that the FSMC must follow the procurement regulations as described in 7 CFR Part 3016, and the FSMC and Brewer Porch shall establish a written Procurement Plan that describes the SFA s procedures for the acquisition of food, supplies, services and equipment in accordance with Federal, State and local laws. The FSMC may not serve as a vendor unless Brewer Porch s Contract Official approves an appropriate bid process. It is our understanding that procurement requirement set forth in Federal regulations are fully satisfied when the district conducts its competitive procurement of the food service program. With respect Procurement Section of the RFP, please confirm that since FSMC awarded the contract pursuant to this RFP will have been chosen through a competitive bidding process, such selected FSMC will be able to use its established preferred vendor program to procure the requisite goods and services in order to fulfill the intentions of the RFP (as opposed to, for example, requiring the FSMC to engage in further competitive solicitations for the procurement of food for the operation). We confirm the FSMC will be able to use it s established, preferred vendor program to procure the requisite goods and services in order to fulfill the intentions of the RFP. 29. Please confirm that the last sentence in Section NN.1 (page 33) should read: The annual increase in the Maximum Allowable Cost for meals and services shall not exceed the yearly percentage change in the Consumer Price Index, Cost of Meals Away from Home. Yes, your correction to the aforementioned sentence is appropriate. 30. Use All Existing Commodities. FSMC must use all commodities and processed products in inventory carried over from any previous contract in the SFA s Child Nutrition Program, unless the SFA determines, and documents, in writing to the SA, that such foods are out of condition, in which case they must not be used (Section 4.4.BB.4, page 24). Please provide a full list of the current commodities and processed products in current inventory (or a list that you expect) the vendor would be responsible for purchasing at the start of the contract. We currently order food and supplies twice per week: thus, only a small inventory is maintained. However, we will provide a current inventory which the FSMC may purchase at the start of the contract. 31. Please define what standards of the daily school program the vendor will be responsible for?

8 The FSMC is responsible for compliance with standards defined by the RFP. 32. Please provide a list of companies whom attended the pre bid conference meeting. This information will not be provided. 33. Is there any desire for investment from the RFP process? An investment is not desired as we are providing the necessary equipment to operate the foodservice kitchen. However, if the FSMC prefers alternate equipment, the FSMC may submit a proposal to the SFA. 34. The meals that are listed in Attachment C page 49 of the RFP do not match the meals that are listed on page 80 of the RFP. Can you please provide some clarification as to which document has the correct meals and correct Attachment C if necessary? The Food Cost Analysis found on page number 80 is actual metrics for October 2014 March Attachment C on page number 49 is a one month estimate, and includes meal equivalency calculations. Thus, the calculation method varies on these two pages. Please utilize Attachment C for calculation purposes. 35. Please provide the food cost analysis worksheet for April September 2015? See Q & A Attachment Number What was the annual total dollars for USDA commodities received for the school year 14 15? Approximately $6, Is the Brewer Porch Children s Center equipped with re usable service ware (Silverware, plates, trays, etc.) and a dishwasher or are disposable products necessary? We have reusable plates, bowls, trays, etc and we have a dishwasher. We do not use regular silverware for safety reasons; we utilize disposable plastic eating utensils. Disposable products are needed on occasion. For example, a child may be physically ill and need to eat at the residential unit.

9 38. Will additional follow up questions be allowed after January 7 due date if further insight or clarification is necessary? Additional questions may be allowed at the discretion of the University of Alabama. 39. Please provide a copy of the prior year s financial statement for the Brewer Porch Children s Center? This information will not be provided. 40. Please provide a copy of the claim forms for the reimbursements of the program for the school year 14 15? See Q & A Attachment Number Please provide a copy of the current staffing chart for the program (number of employees and hours worked by each employee)? The SFA currently has four (40) full time food service staff plus one (1) full time manager. These five (5) full time staff are scheduled to work 40 hours per week. See Q & A Attachment Number Please describe the meal service levels during the summer and what/if any changes happen to the service levels. The number of meals decrease by approximately per day during a two week period at the end of the spring semester (approximately the last week of May and first week of June), and again two weeks prior to the beginning of the fall semester (approximately the last week of July and the first week of August). See updated Food Cost Analysis (Q & A Attachment Number 3 for additional information).

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