Thank you for your interest in Meals on Wheels London. Attached you will find the Request for Proposal details.
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1 Thank you for your interest in Meals on Wheels London. Attached you will find the Request for Proposal details. Please submit seven copies of your proposal by Tuesday, September 15, :30 p.m. to: Meals on Wheels London 356 Queens Ave London, ON N6B 1X6 Attention: Food Source RFP Committee Questions will be accepted by or phone. Please direct to Sarah Campbell, Executive Director Phone: x scampbell@meals-on-wheels.ca 1
2 MEALS ON WHEELS LONDON FOOD SUPPLIER REQUEST FOR PROPOSALS 2015 Meals on Wheels London is seeking proposals from parties interested in becoming a food source for our daily meal program. The trends in the community are changing rapidly with the ever growing aging baby boomer population. We predict an increase in service over the next 10 years and are preparing for changes requiring greater variety and flexibility. Quality will be of utmost importance. The Board of Directors envisions a food source that will change with the times and offer meals appropriate for the client group being served. Background: Although many people experience physical and sensory limitations or suffer from chronic illness, ageing and diminishing ability does not change the basic desire for independence and the comfort of familiar surroundings. Meals on Wheels London is a volunteer-driven organization that helps people maintain their independence and remain in their own homes and communities. Our services are particularly important today when patients are discharged earlier from hospital, coming home for most of their recovery period. Meals on Wheels London is known for its daily meal service, which delivers approximately 50,000 meals per year across London to adults with disabilities and seniors. The length of time a person remains on the service is determined by their needs. Some are short term, following an illness or surgery, and some may stay on the program for an extended period of time. Often clients, especially those living alone, lose interest in food and neglect to prepare good meals for themselves. People who have recently been discharged from hospital may also have little interest in cooking or food. Meals on Wheels London provides a nutritious meal once a day, helping them get the energy and nutrients they need to maintain their health. Just as important, the volunteer delivering the meal is a friendly face checking in to see that all is well. Our frozen meal service, with weekly delivery of frozen meal packages, serves clients who can heat their own meals whenever they choose. Once again, there is an opportunity for interaction with a friendly volunteer. Both meal services ultimately reduce the costs of health care by helping people remain independent. Meals on Wheels London also provides a transportation program to clients for medical appointments. Clients are invoiced for the cost of meals and the transportation service. Over the past 6 months our board has developed a new strategic plan with the following objectives: Effective Services: to ensure programs and partnerships address community needs Brand Identity: to ensure that our community profile communicates our values and services. Financial Stewardship: To ensure the financial frameworks sustains the brand and services of the organization. 2
3 Meals on Wheels sees our daily meal provider as an important ingredient in enabling our organization to meet our priorities over the next three years and as such a program review and adjustments to our services are anticipated. Meals on Wheels seeks a meal provider that shows a deep understanding of our mission and the needs of our community to have access to affordable, healthy food. The Current Daily Meal Program: The daily meal program aims to promote independent living. The meals are delivered over the noon hour by volunteers Monday through Friday excluding statutory holidays. Meals on Wheels London delivers between heated or chilled meals per day. Weekend meals are provided chilled, and delivered on Friday. Weekend meals range from meals per day. Heated meals are eaten by the client upon arrival whereas chilled meals are saved for later and heated by clients in an oven, or microwave. Approximately 100 special Christmas meals are delivered on Christmas Day. Meals are prepared, packaged and chilled following a MOWL purchase order ed to the meal supplier by 2 p.m. the previous day. Meals are picked up from the supplier in a chilled state between 6:00 a.m. and 7:00 a.m. each morning and delivered by refrigerated truck, contracted through Meals on Wheels London, to four depot locations throughout the city. At 10:45 a.m., a MOWL staff member starts heating the meals using commercial microwave ovens. Staff package the main entrée along with the dessert into paper bags for easy delivery by volunteers. Clients who prefer their meal delivered chilled receive their food at the same time as the fresh meals, in the same packaging. Meals are packaged by the supplier in microwave and oven safe, three-section container, sealed with a clear plastic film. Clear plastic containers are used for desserts. All containers are recyclable. No container is ever reused. Each meal label displays the MOWL and supplier name and logo. The meal name, production date and heating instructions are printed on the label for clients. Coloured stickers are used to indicate diet types on meals and desserts. The following diet types and texture modifications are required: Regular (for people with no dietary restrictions) Diabetic (for people placed by their doctor on reducing or diabetic diets) Gentle (for people with stomach problems. The meal will not contain tomato sauces, stewed tomatoes, cabbage or spiced foods. Vegetables will not include corn, peppers, broccoli or cauliflower) All meals suitable for No Added Salt diet, on occasion a substitute may be required All diet types offer a minced modification Meals to Go Fundraiser There may also be a possibility of supplying additional meals for fundraising purposes. This would provide an innovative opportunity for the meal supplier to promote their 3
4 business to an alternate market. Details can be discussed and negotiated based on the meal supplier s capacity and desire to participate. Standards for Daily Meal Delivery The organization follows a number of standards for service for the daily meal program: a) Provide meals in chilled state with the preparation date, heating times and diet type clearly indicated on each meal; Desserts must indicate diet types. b) Establish a minimum four-week meal menu rotation for all diet types (regular, diabetic, no added salt and gentle). c) Meals are reviewed by MOWL and vendor, monthly (or as deemed necessary) with the option to introduce new meals and/or delete less popular meals from the rotation, discuss quality and review metrics such as nutritional information or ability to reach gold standards. d) Vendor shall be compliant with the Health Promotion and Protection Act, meet relevant codes for meal storage, handling, preparation, and provide annual documentation that indicates compliance. a. Equipment conforms to the safety standards of relevant legislative regulatory and policy requirements. b. Only containers which are appropriate for foods (made of materials that can be readily cleaned and sanitized or are disposable) are used. c. Disposable food containers are used only once. d. Food is plated in food service premises inspected by Public Health Inspectors and packed by approved and trained personnel. e. Meals are dated on the day they were prepared. e) Shall provide documentation that menus are planned and approved by a registered dietician annually or as required. Nutritional analysis for all meals is to be provided once approved to be on a regular menu rotation. f) Nutritional data available on each meal and dessert, including all diet variations g) Provide containers and lids for all components of the meal. h) Meals adhere to the following guidelines: each entrée contains a 4 oz (pre-cooked) serving of protein minimum, vegetable and carbohydrate; each compartment should be full; seasonal variations are encouraged; mashed potatoes are offered a minimum of three times per week; 4
5 all entrees are suitable for low sodium diets, meaning less than 450 mg of sodium per entree; diabetic appropriate desserts will be provided for clients requesting a diabetic diet; a minced texture modification for Regular, Diabetic, No added Salt and Gentle meals; No MSG or substitutes. i) Preference will be given to providers who are able to meet Gold Standard Meal requirements and report on the compliance with these standards over the course of the contract: Locally sourced foods (Ontario) 25% Homemade preparation (non- pre-packaged) 70% Fresh ingredients when possible (not frozen or canned) 50% Fruit provided as desert at least 1x weekly Homemade deserts j) Monthly menu adheres to the following guidelines: a. Pork 1x weekly b. Poultry 2-3 x weekly c. Beef 2-3 x weekly d. Fish 1x weekly e. Vegetarian on occasion (typically 1x per month) f. Rice 1 x weekly g. Mashed potatoes 3 x weekly h. Pasta 1-2 x weekly The Contract: Meals on Wheels London requires a written, signed three year contract. (1 year probationary plus 2 consecutive years). Cost of the meal should include food, labour to prepare and portion meal components; containers and appropriate labeling of food containers. The Proposal: Meals on Wheels London will accept proposals as outlined in the RFP. Please indicate a timeline for implementation. The following should be included in the proposal: a) Background on your company including: current activities and previous experience, facility description, staff and their qualifications, minimum and maximum volume levels, lead time for expansion of meal numbers and menu changes. b) Project approach including how you propose to provide service within the parameters listed. For example, your proposal should make reference to but should not be limited 5
6 to: purchasing and invoicing information, pick-up processes, menus and diet types, food preparation, container types including any recycling information; c) Contractual arrangements and details on how you will follow the Standards for Daily Meal Delivery ; d) Price of meal (should include container and labour costs, etc); e) Your quality assurance policies and procedures; f) Current client satisfaction report; g) Sample 1 month menu, nutrient analysis and ingredient lists for one week worth of meals would be beneficial; h) Three references Also include for consideration: i) Price of an additional meal including sandwich, soup, and fresh fruit. (as an option) including all packaging j) Indication of your ability to transport meals to the 4 depot locations and your costs to include this in the contract. Vendors selected to make a presentation to the Committee will be notified Friday, September Presentation Date September 23,
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