Project Information

Bid Title

Council on Aging Nutrition Services

Issuing Agency

Leavenworth County

Location

Kansas

Published Date

Mar 31, 2026

Closing Date

Apr 29, 2026

Government Level

State & Local

Status

Closed

Ref. #

Services

Original Source

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Project Description

Description:	Council on Aging Nutrition Services Home-Delivered and Congregate Meals
Opening Date/Time:	April 01, 2026 :
Closing Date/Time:	April 29, 2026 10:00 AM

Attachment Preview

INVITATION FOR BID

The Leavenworth County Council on Aging is seeking bids from providers qualified to provide home-delivered

meals and meals for four (4) Congregate Nutrition Sites for eligible persons 60 years of age and older residing

in Leavenworth County. The County has an increasing number of older citizens in need of meal services to

assist them to remain in their own homes for as long as possible with safety and dignity.

CONTACT:

Connie Harmon

Director, Council on Aging

Email: charmon@leavenworthcounty.gov

Phone: 913.684.0784

COPY REQUIREMENTS:

Please submit a single, hard copy of the bid proposal with all requested information.

PRE-SUBMITTAL MEETING:

No meeting is scheduled.

QUESTIONS:

Please contact Connie Harmon, Director, with questions via email: charmon@leavenworthcounty.gov.

Submitted questions to the Director less than 48 hours prior to the proposal submission deadline may not

receive responses.

PROPOSAL TIMELINE:

Tentative timeline:

Announce RFP

Deadline to submit questions

Deadline to submit proposal

BOCC Approval

Begin Project

April 1, 2026

April 8, 2026

April 29, 2026

week of May 6, 2026

October 1, 2026

SUBMITTAL PROCESS:

Bid proposals shall be submitted at the following location and shall be time stamped no later than 10:00 am,

April 29, 2026. Please submit sealed bid proposals plainly marked, “Council on Aging Nutrition Services,” to

Leavenworth County Clerk, Courthouse

300 Walnut Street, Suite 106

Leavenworth, KS 66048

Attn: County Clerk

Submitted bids shall be opened in the Office of the Clerk of Leavenworth County, Kansas, at 10:00 a.m. on

April 30, 2026 at which time they will be read aloud. Bids received after the time and date specified shall be

returned, unopened, to the Bidder. Bidders will be notified of the results within 15 days after the date set for

the bids to be opened.

The Leavenworth County Board of Commissioners has the right to refuse any and all bids and to accept the

bid they feel is in the best interest of Leavenworth County.

INSTRUCTIONS TO BIDDERS

QUALIFICATIONS:

• The contractor providing Nutrition Services should have experience in preparing meals for older adults.

• The contractor must have a minimum of 5 years of experience in the food service business.

• The contractor must have experience in preparing and providing on-site food services.

• The contractor should have experience with Meals on Wheels or Home Delivered Meals program(s).

SUBMITTAL COMPONENTS:

Contractors are required to submit a proposal including the information as outlined in this request. The

submittal shall include:

1. Bid Proposal Cover Sheet (Form I)

2. Explanation of Qualifications

• a summary of the Contractor’s proposed project approach

• examples of relevant experience preparing meals for older adults, in the food service business,

and/or with Meals on Wheels or Home Delivered Meals program(s)

• qualifications of Contractor and aligned team, if applicable

3. Bid Worksheet (Form II)

• Include fees to be charged per meal for both congregate meals and homebound meals.

Bid packets are available on the County website:

https://cms5.revize.com/revize/leavenworthcounty/information/bid_opportunities/index.php

Copies of the bid packet are also available to be picked up at the Council on Aging office:

711 Marshall Street, Suite 100 Leavenworth, Kansas 66048

(913) 684-0777

CONTRACT AND TERMS:

The contract resulting from this RFP is for a three-year period from October 1, 2026 (fiscal years 2027, 2028,

2029) to September 30, 2029, with the possibility of two subsequent 1-year extensions. Each year, on or

before April 15th, a proposal may be made to the Council on Aging for updated pricing changes to go in to

effect October 1st of that same year. The Council on Aging will notify the provider in writing by June 1st if the

modification has been accepted. If it is rejected, the agreement will be terminated September 30th of the

current year.

Either agency may at any time during the life of this agreement, or extension therefore, terminate this

agreement by giving 30 days written notice of its intention to the other agency. Such notice is subject to

approval of the Leavenworth Board of County Commissioners.

Both agencies agree to the cessation of the agreement should federal funding cease.

EVALUATION/AWARD:

At the option of the Board of County Commissioners and or the County Administrator, service will be awarded

on the basis of the best qualified bid, including full consideration of unit prices, time and method of delivery,

conformity of specifications and services.

The County reserves the right to reject any and all bids, to waive formalities, and to award the bid to either the

lowest responsible bidder or the bidder who provides goods or services at the best value for Leavenworth

County. In determining the best value for Leavenworth County, we may consider the following:

• The unit price;

• The reputation of the bidder and the bidder’s goods and services;

• The quality of the bidder’s goods and services;

• The extent to which the goods or services meet the County’s needs;

• The long-term cost to the County to acquire the bidder’s goods or services; and

• Any other criteria specifically listed in this request for bids.

We are a tax-exempt entity. Prices shall be net, including all exempt taxes. The County shall reserve the right

to increase or decrease the quantities specified.

When all other considerations are equal, the County will prefer the bid of a business located in Leavenworth

County if it is no more than five-percent higher and does not exceed $25,000 than the lowest and best bidder of

a non-local bidder. If there is more than one bid of businesses located in Leavenworth County, which is not the

low bid, the lowest bid of the local businesses will be preferred. However, nothing in this policy shall limit the

ability of the Board of County Commissioner to accept or reject any or all bids.

ATTACHMENTS:

• Bid Proposal Cover Sheet (Form I)

• Bid Worksheet (Form II)

• Kansas Department for Aging and Disability Services Field Services Manual, Sections 4.1.8 – 4.1.9

(Attachment I)

REQUEST FOR BID

INTRODUCTION/STATEMENT OF NEED:

This proposal shall be designed to promote improved health and well-being of persons 60 years of age and

older in Leavenworth County through 1) serving of a home-delivered, hot, well-balanced meal, five days per

week, Monday through Friday, during the noon hour, and 2) providing hot, well-balanced meals, five days per

week, Monday through Friday, during the noon hour for four (4) congregate meal settings.

STATEMENT OF PURPOSE:

The purpose of the Request for Bid, in accordance with requirements of the Older Americans Act, are

a) To prepare hot meals which provide 1/3 of the current Recommended Daily Allowance, five days per

week, Monday through Friday, during the noon hour, to be delivered to the homes of eligible customers

a minimum of 249 days each year.

b) To prepare hot meals which provide 1/3 of the current Recommended Daily Allowance, five days per

week, Monday through Friday, during the noon hour, to eligible customers in congregate settings, a

minimum of 249 days each year.

SCOPE OF SERVICES:

The services as required to be to provided by the Contractor shall include the following:

• Provide meals on a reservation basis for eligible customers in homebound and congregate settings

following meal pattern requirements or computer nutrient analysis requirement from the Kansas

Department for Aging and Disability Services Field Services Manual 4.1 (Attachment I)

Type of Meal

Home-delivered

Congregate

Average Meals/Day

370

130

Approximate Meals/Year

113,000

15,000

NUTRITION PROGRAM SPECIFICATIONS:

• The Contractor agrees the meals must comply with federal nutrition policy in the most recent Dietary

Guidelines for Americans published by the Secretary of Health and Human Services and the Secretary

of Agriculture: a minimum of 33 1/3% of the Dietary Reference Intakes (DRI) when one (1) meal a day

is provided (See attached; KDADS FSM 4.1.7, 4.1.8, and 4.1.9)

• The Contractor will have a registered and/or licensed (both designations are preferred) dietician,

employed or contracted, provide menus that meet the Kansas Department for Aging and Disability

Services menu planning and certification requirements. The Contractor will submit to the Council on

Aging a copy of each dietician’s license.

o Certify, in writing, all menus used by the Nutrition Program meet policy set by Kansas

Department on Aging and Disability Services (KDADS) Field Services Manual Sections 4.1.8

and 4.1.9 and utilize the Kansas Menu Approval Sheet.

▪ A meal pattern planning approach is one that exemplifies the most recent Dietary

Guidelines for Americans using the recommended dietary pattern and food group

quantities, assuming all foods are in nutrient-dense forms, lean or low-fat prepared

with minimal added saturated fat, added sugars, refined starches, or salt. (see Section

4.1.8 for details).

▪ A nutrient analysis planning approach uses nutrition analysis software to ensure meals

are consistent with the most recent Dietary Guidelines for Americans may be used

(see Section 4.1.9 for details).

o Dietician will meet with Nutrition Coordinator via personal visit or teleconference two times per

year for menu planning.

o The Nutrition Coordinator and the Council on Aging Director have the right to request variations

and revisions in the menu, based upon customer feedback and menu acceptability, food

preparation and delivery to follow KDADS guidelines.

GENERAL PROGRAM SPECIFICATIONS:

• The Contractor will be provided meal numbers on Friday for the next week’s reservations.

o The Council on Aging reserves the right to amend reservations for meals daily with prior

notification to the Contractor by 9:00 am on the day of delivery.

• Congregate Nutrition Sites will be open five days per week, Monday through Friday.

o Nutrition Sites will be closed for County-observed holidays and during inclement weather, as

needed.

o Homebound meal delivery will cease for the same County-observed holidays and instances of

inclement weather as the Nutrition Sites.

• The Contractor will have food prepared for two (2) Congregate Nutrition Sites and three (3) homebound

meal routes by 8:00 am to be delivered for consumption at 11:15 am per state regulations. The

Contractor will have food prepared for remaining Congregate Nutrition Sites and homebound meal

routes between 10:00 – 10:30 am.

o The Council on Aging reserves the right to vary times and routes of delivery.

o The Contractor will dish and seal food in individual containers for designated homebound meal

routes.

o The Council on Aging will pick up Nutrition Congregate Site meals and home-delivered meals

from the Contractor each day. The meals will be packed in appropriate containers and carry out

boxes provided.

• The Council on Aging shall have the right to add and/or delete Congregate Nutrition Sites as

necessary.

• All pans, lids and serving utensils will be returned to the Contractor daily for washing and sterilization.

This will also include hot and cold transporters used in the delivery of homebound meals.

o All pans, lids, serving utensils and food transporting equipment will be provided by the Council

on Aging.

• The Contractor will participate in quarterly nutrition meetings held at the Council on Aging.

QUALITY ASSURANCE PERFORMANCE STANDARDS:

• The Contractor shall ensure compliance with all applicable federal, state and local laws and regulations

governing the preparation and handling of food on its premises and provide licenses, permits and food

handler cards as required by law.

o The Council on Aging and State shall have the right to inspect food preparation and storage

areas as well as purchasing records and food temperatures to ensure each meets the Kansas

Department for Aging and Disability Services standards.

o Complete manufacturer ingredients, listing of purchased food and recipes for prepared food will

be supplied to the Council on Aging by the Contractor upon request.

• The Contractor will carry General Liability and Product Liability Insurance to cover preparation and

storage of food prior to and during delivery. The Contractor must also submit copies of the most recent

inspection reports conducted by the Local and State Health Departments. The Council on Aging will

carry General Liability Insurance to cover serving of food as well as accidents at the sites.

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