A CALL FOR PROPOSALS

The Western Reserve Area Agency on Aging (WRAAA) will be ac­cepting competitive proposals for catered meals. For complete instructions and proposal specifications visit WRAAA's website at https://www.areaagingsolutions.org. Proposal Documents will be available on Monday, September 15, 2025. One (1) Competitive Proposal packet with original signatures must be delivered to the Western Reserve Area Agency on Aging (WRAAA) AND One (1) Competitive Proposal packet with signatures submitted via OneDrive by 4 PM on Friday, October 10, 2025. Further instructions are included in the documentation.

The completed Competitive Proposal packet with original signatures can be delivered to the WRAAA at 1700 East 13th Street, Cleveland, Ohio, 44114 Monday through Friday from 8am until 4pm. Faxed and emailed proposals will be rejected.  It is the responsibility of an Applicant to obtain from WRAAA a receipt to verify delivery of the Applicant's proposal packet.

If you have questions about the competitive proposal process, please email all questions to caterercompetitiveproposalquestions@areaagingsolutions.org. AN APPLICANT’S CONFERENCE WILL BE HELD virtually via Microsoft Teams on Monday, September 29, 2025, at 1:30pm (further instructions in 2026-2029 WRAAA Caterer Specifications document).

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Each competitive proposal in excess of $10,000.00 must be accompanied by a “Proposal Bond' (a.k.a. “Bid Bond”) executed by a Surety Company authorized to do business in the State of Ohio, “Certified Check," “Cashier's Check" or 'Money Order” drawn on a sol­vent bank or Savings and Loan Association, payable to WRAAA in a sum equal to five percent (5%) of the amount proposed, condi­tioned that if such proposal is accepted, the applicant shall execute a contract in conformity to the proposal specifications. If the Proposal Bond is paid with a bank check, WRAAA will reissue those funds within 30 business days.

A competitive proposal will be reviewed for completeness and compliance with required formats, to determine whether it cost-effectively meets WRAAA’s specifications in a way that will be most advantageous to WRAAA’s catered meals program, with price and other factors considered. WRAAA will re­ject the following proposals:

1. The proposal packet is not received by the stated due date and time and the application was erroneously accepted by the WRAAA.
2. The proposal packet is missing any required documents listed on the document checklist.
3. The proposal packet is missing any required signatures.
4. The proposal packet is faxed or emailed.
5. The proposal packet contains altered application forms and/or formats.
6. The proposal packet responses are handwritten and/or not in a legible font style or size.

It is not the responsibility of WRAAA, upon receipt of a competitive proposal packet, to notify an applicant if they have not met any of the above listed application deadline requirements for completeness and/or compliance with required formats, even if the proposal applica­tion is submitted before the stated deadline.

All documents required to submit a complete proposal are available below. 

2026-2029 RFP Specifications
Holiday Meal Order Schedule
Appendix A
Appendix B
Appendix C
Appendix D
Appendix E
Appendix F
Appendix G
Appendix H
Appendix I
Appendix J Caterer Questionnaire
Appendix J Competitive Proposal Checklist
Appendix J Monitoring Report
Appendix J Competitive Proposal Evaluation II and III
Appendix K Caterer Sample Agreement
Appendix L Assurance Of Compliance
Appendix M DOH Compliance
Appendix N Non Collusion Affidavit
Appendix O Re Debarment
Appendix P Heating and Portion Control Sheet
Appendix Q Nutrition Site Location
Appendix R Participant Sites
Appendix S Price Deduction Schedule
Appendix T 2025 01 January Menu
Appendix T 2025 04 April Menu
Appendix T 2025 07 July Menu
Appendix T 2025 10 October Menu
Appendix T Menu Others
Appendix U Supplies
Appendix V Vegetable Blends
Appendix X Applicant Contact Sheet
Appendix W 2026 Menu Form
IRS Form W-9
OneDrive Submission Instructions