SSN-RC-2019-027 - Kosher Home Delivered Meals for the period April 1, 2019 through March 31, 2020

The County of Rockland Office of the Aging is considering the issuance of a Sole Source award to Northern Metropolitan, Inc. for the provision of Kosher Home Delivered Meals.
 
This award may be made on a sole source basis in accordance with the Rockland County Procurement Policy.
 
Funding is available in the County of Rockland 2019 Annual Budget. As such, the final funding amount may differ from the estimated amount provided in this notice.
 
The contract fills a need for:
 

• Preparation of Kosher Home Delivered Meals for eligible Rockland County residents
• Delivery of Kosher Home Delivered Meals for eligible Rockland

• Outreach services regarding the program

• Prior history and experience in providing services under Official Compilation of Codes, Rules and Regulations of the State of New York, Title 9, Executive Department, Subtitle Y, New York State Office for the Aging, Chapter II. Older Americans, Community Services, and Expanded In-Home Services for the Elderly Programs, Part 6654. Services, and specifically Sections 6654.11 Nutrition provider responsibilities.

• The provider shall demonstrate acceptable experience in following appropriate procedures to preserve nutritional value and food safety, including compliance with all State and Local health laws and ordinances, and the State and Local standards and regulations concerning the purchase, preparation, handling, serving and service delivery of food.

• The provider must collect and maintain records for each client served as well as provide a spreadsheet listing the number of clients served and dates of service.

• All programs require the collection of salient information in keeping with the requirements of the New York State Office for the Aging. The assessment and reassessment tool used for eligibility is the COMPASS form and the Financial Form (if applicable) that is to be completed by the Rockland County Office for the Aging.

• Meals and menus shall be reviewed and approved by the Office for the Aging nutritionist on a quarterly basis. Efforts shall be made to accommodate special diets. 

• The provider shall demonstrate experience in complying with the Dietary Guidelines for Americans, Eighth Edition, (2015-2020) published by the Secretary of Health and Human Services and the Secretary of Agriculture.

• The provider shall have written policies and procedures concerning all aspects of the program including:

• Personnel, organizational structure, and staff functions, orientation and training;
• Program monitoring, assessment and reporting;
• Meal service, delivery and other operational/management components, and food and equipment security and site agreements;
• Client eligibility and targeting, contributions policies, and participant input on service design and provision.

• The provider must retain records related to:
  • A registry of participants and information concerning any special needs;
  • The number and cost of home-delivered and congregate meals served;
  • Any other records that may be required by the Office of the Aging;
  • All records shall be retained for a period of six years;
  • Records will be available for inspection by Federal, State, and County officials at all reasonable hours at a location agreed upon the provider and the County.

• The provider shall obtain and keep in effect such insurance coverage as required by the County.

• The provider must provide adequate staff to administer the HDM Program.

• The provider shall must obtain and provide a Kosher Certification Form in relation to their operations and the meals provided under this contract.

• County to be billed on a per meal basis for actual meals delivered to eligible Rockland County residents.
• The provider will report units of service to the Office for the Aging monthly.

• Experienced in providing prepared (not frozen) Kosher Home Delivered Meals.
• Be a 501 (c)3

• Be governed by a Board of Directors
• Be up-to-date with all IRS filings
• Be up-to-date with all NYS filings
• Have a current budget with Board approval
• Be fiscally sound
• Have a Non-discrimination Policy
• Have a Conflict of Interest Policy
• Maintain program records for the purpose of an audit and provide to the County all program-related information including proprietary materials, upon request
• Submit quarterly and year end reports, including attendance lists for each group activity, and log sheets for clients served
• Be available for on-site visits, announced and unannounced