Bid Detail

26-002 - RFP: Meal Service Provider for Senior Center(s)

City wishes to retain a vendor to provide meal services for seniors, five days a week. Senior Center will be closed on weekends and all major holidays.

Provider will be responsible for providing all necessary labor, supervision, materials, equipment and supplies for the services specified in this RFP. The City of Springfield reserves the right to add mutually agreed upon items/services at any time during the life of the contract(s). The City reserves the right to solicit other proposals for work that is not a part of this proposal. This RFP falls under Massachusetts General Laws M.G.L Ch. 30B § 6 and other procurement statues.

These services will be provided through an independent service with oversight from the Department of Elder Affairs and Department of Health and Human Services. By this RFP, the City is soliciting proposals from interested firms and/or individuals to provide senior meals in accordance with the attached specification and scope of work.
The successful proposal will at a minimum, provide affordable, high-quality food and beverage lunches for seniors on-site at senior centers beginning no later than September 1, 2025, on a daily basis (Five (5) days a weB.

Contract Information

The City will only award One (1) contract from this RFP. The total contract value, estimated at Two Hundred Forty Thousand Dollars and 00/100 ($240,000.00) per year. The City of Springfield makes no guarantee that any commodities or services will be purchased under any contract resulting from this procurement. The term of this contract shall be for One (1) year, with Two (2) one-year in length renewal options, to be exercised at the City’s sole discretion.

The City expects to award a contract to the Proposer offering the most advantageous proposal, taking into consideration all evaluation criteria as well as price.

The contractor must complete and submit their pricing on the RFP Pricing Form, attached as Exhibit A. The RFP Pricing Form must be submitted in a sealed envelope separate from the RFP Technical Proposal. Please do not alter the forms. Proposers must submit prices for the RFP in both words and figures. In case of discrepancy, written words shall prevail.

A. Questions and Addenda

1. Questions regarding the IFB should be in writing and delivered via email or facsimile (413) 787-6295 to:
Office of Procurement
Attn: Lauren Stabilo, Chief Procurement Officer
City Hall – Room 307
36 Court Street
Springfield, MA 01103
lstabilo@springfieldcityhall.com

2. All inquiries related to the requirements should prominently refer to “RFP No. 26-002, Packaged Senior Meal Provider”, and the RFP opening date. In order to be considered, questions must be made in writing and received by the Office of Procurement no later than July 7, 2025 at 4:30 P.M. Responses to inquiries will be in the form of a numbered addendum to the specifications issued by the Office of Procurement and sent to all parties listed in the RFP file as Proposers(s) holding the RFP documents. Proposers should base responses only on the specifications including any addenda.

3. PLEASE NOTE that all addenda must be acknowledged either in the RFP response (there is a space for that purpose on the RFP cover sheet) when submitted or by following the instructions on the addendum cover sheet. If using the latter means to acknowledge receipt, the Proposer must write the business name of the firm, sign the sheet and fax it to (413-787-6295) and/or include a copy of the sheet in the RFP response. Failure to acknowledge any addendum may cause rejection of an RFP response as required by Massachusetts General Laws. Proposer(s) are advised to call the Office of Procurement (413-787-6284) before sending their RFP responses to confirm that all addenda are accounted for.

B. Required Forms

1. The Contractor understands that the following documents included in this RFP must be included in the Contractor’s response to this RFP. If Contractor fails to provide all documents requested below, the RFP may be rejected by the City.

2. Required Documents are documents that must be completed and submitted in your RFP Technical Proposal and received at Procurement before the time set for receipt. Review your RFP response carefully to be sure all requirements are included.

3. Unnecessary samples, attachments or other documents not specifically asked for should not be submitted. Please enter the firm price in the space provided on your Cost Sheet. Required Documents are documents that must be completed and submitted in your RFP response package and received at Procurement at or before the time set for receipt.

4. The following documents require responses and must be included in the sealed RFP response package (See, Required Documents):

1. Invitation for RFP Coversheet (signed)
2. RFP Pricing Form (separate sealed envelope required)
3. Sample Contract (for Proposer review only)
4. Non-Collusion/Fraud Form
5. Tax Certification Affidavit (signed and notarized)
6. M/WBE Form 3
7. Bidder’s Reference Form
8. Acknowledgment of all Addenda (if issued and included on RFP cover sheet)
9. References
10. All other forms to be completed signed and notarized where applicable

C. Submission Format

1. Submission of Proposals. Proposers are required to submit one (1) original RFP Technical Proposal and three (3) hard copies and must be submitted in a sealed envelope which shall be clearly identified on the outside as; package “RFP No. 26-002, Senior Meal Provider – Technical Proposal”. The Proposer’s Company name shall also be provided on the sealed envelope. In a separate sealed envelope, which shall be clearly identified on the outside as “RFP No. 26-002, Senior Meal Provider – Cost Proposal” each Proposer shall include one (1) original Cost Proposal and three (3) hard copies. The Proposer’s Company name shall also be provided on the sealed envelope. The RFP envelopes shall be placed inside a single container (box, envelope, etc.) clearly identified on the outside as Contractor’s name; “RFP No. 26-002, Senior Meal Provider”, with RFP number and opening date. The proposal shall be delivered to the address below:

City of Springfield Office of Procurement
Attention: Lauren Stabilo, Chief Procurement Officer
36 Court Street, Room 307
Springfield, MA 01103

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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As of 5:06 am Tuesday, June 24, 2025

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