Bid Detail

18-112 - RFP: Management of Food Service Program at Raymond A. Jordan Senior Center

End date: Wednesday June 6, 2018 at 2 p.m.


The Office of Procurement will be cancelling the above captioned bid at this time.

Under Mass General Laws Chapter 30B the awarding authority shall reserve the right to cancel any bids if it is in the City’s best interest. Cancellation of this bid comes as a result of having to make additional changes to the specifications, project scope and budget.

The new specifications will be released at a later date that has yet to be determined, under a different bid number.







Purpose. The City though it’s Department of Elder Affairs, is issuing this Request for Proposals (hereafter “RFP”), from qualified Food Service Management Companies (FSMC) to operate and manage a food service program at the Raymond A. Jordan, Senior Center, located at 1476 Roosevelt Avenue, Springfield, Massachusetts 01109.

The City will provide food services at the Senior Center, including a nutritional lunch program and café services Monday through Friday. These services will be provided through an independent service with oversight from the Department of Elder Affairs.

By this RFP, the City is soliciting proposals from interested firms and/or individuals to provide food services for the Senior Center in accordance with the attached specification and scope of work.

The Department of Elder Affairs, is seeking proposals from qualified individuals, corporations or business entities to operate, manage and maintain a food service area at the Raymond A. Jordan Senior Center in Springfield, Massachusetts. The successful proposal will at a minimum, provide affordable, high-quality food and beverage items for consumption in dining area in the senior center beginning July 1, 2018 through June 30, 2019, daily (five days a week).

The FSMC shall be deemed an independent contractor and shall not, during the term of the Agreement, or any renewals or extensions thereof, sell, assign, transfer, sublet, or sublease all or any part of the Agreement with the City without prior written consent of the City. This Agreement is not a joint venture for profit.

Scope of Work. The scope of work is generally described as providing a contract for food services at the Raymond A. Jordan Senior Center, including nutritional lunch program Monday through Friday along with Café operations.

A. General

1. The FSMC shall furnish all labor, equipment, materials, supplies, tools, supervision, and all other items incidental thereto and perform all services in accordance with the specifications of this proposal.

2. FSMC shall operate at its own expense and upon its own credit and shall store, prepare, and serve food in the dining rooms, kitchens, service areas, and storage areas provided by City for that purpose in the Raymond A. Jordan Senior Center at Blunt Park and in any other areas designated by Springfield Department of Elder Affairs. The food
service areas in The Raymond A. Jordan Senior Center at Blunt Park will also be used by FSMC for the preparation of food for daily luncheons and catered functions, as directed by Sandy Federico, Director of Elder Affairs.

3. It is the objective of the City to provide a nutritionally sound, appealing lunch
program to the seniors and staff of the City in the professional and
financially sound, profitable manner.

4. All food provided will be identified as US Grade A, Number 1 quality.

5. Proposers shall provide catering services as requested by the Director of Elder Affairs.
Catering income shall be converted to equivalent meals for billing purposes. Proposer should consider catering costs with their pricing submission. The City estimates ten (10) events currently but would like to increase once the Center is in full program mode.

6. The FSMC shall, in a professional and proper manner, perform in accordance with the terms and conditions described in the specifications. The FSMC is responsible for
ensuring that all services under the awarded contract are performed to the City’s
satisfaction and in compliance with the requirements set forth in this RFP.

7. In the performance of the Agreement, the FSMC shall report to and be under the
direction of the Director of Elder Affairs.

8. Confidentiality. The FSMC agrees that any and all reports prepared and conclusions reached hereunder are for the confidential information of the City and the FSMC shall not any person whatsoever, other than the City’s authorized representatives, except when called upon to do so and when authorized by the City.

Questions. regarding this RFP, if any, must be delivered in writing via fax or by e-mail only. Due no later than close of business on Tuesday, May 29, 2018 to:

Lauren Stabilo - Chief Procurement Officer
FAX (413)787-6295 or
lstabilo@springfieldCityhall.com

Addenda. All questions properly submitted to the City will be responded to no later than close of business on Friday, June 1, 2018 in the form of an addendum. Responses will be sent via an email and copied to all potential respondents that have requested a copy of this RFP through the Procurement Office.

Proposals shall be delivered by U.S. Mail, Federal Express or other such service or by hand. Delivery by facsimile is prohibited. It is the Proposer’s sole responsibility to ensure that its proposal is received at the proper location at or prior to the deadline.

Proposals will be analyzed by a review committee made up of the various City and Elder Affairs officials. The City may request supplemental information or clarification of information submitted from Proposers. The highly advantageous Proposal will be recommended to Chief Procurement Officer for final approval. In connection with the evaluation of Proposals, oral presentations may be requested of all of Proposers who met the Minimum and Comparative Criteria of this RFP.

Price Proposal - The Consultant will provide pricing number of meals per day. Menu must offer lunches not exceeding $3.50 per meal. City has estimated between fifty (50) and seventy (70) meals are served daily. As program grows the Senior Center is looking to provide up to one hundred (100) meals per day. Meal tax must be included in the cost. This pricing information should include all overhead and staffing costs associated with the performance of the services, broken down by task/item.

Money will be collected, monitored, and stored by Elder Affairs employees. Elder Affairs will monitor the number of meals sold and reconcile this amount with the FSMC at the end of every invoice period.

At the end of weekly billing period (or other period agreed to by the FSMC and Elder Affairs), FSMC will prepare and provide monthly a monthly invoice for the cost of operations. The City should be paid this amount within thirty (30) days of invoice receipt.




The City of Springfield supports the goal of twenty percent minority and women participation in all contracts. No questions will be answered unless received by the Chief Procurement Officer at least 7 days prior to the expiration of the time set for submitting bids or proposals. The Chief Procurement Officer reserves the right to waive any informality in and to reject any or all bids if it is in the public interest to do so.


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