RFP: Food Distribution Program
Request for Proposals (RFP): Padigo Project - Food Subscription Program for Lahaina Filipino Community
Issuing Organization: Kaibigan ng Lahaina
Date Issued: January 20, 2025
Proposal Submission Deadline: February 1, 2025
Contact Information: Eric Arquero, (808) 303-8289, eric.arquero@kaibigannglahaina.org
1. Purpose of RFP
Kaibigan ng Lahaina is seeking proposals from qualified organizations or companies to manage and implement a food subscription program aimed at providing essential cultural food items to individuals and families in need within Maui, specifically those impacted by the August 8, 2023 wildfires. This program should address food insecurity and promote access to nutritious, affordable meals for vulnerable populations.
2. Background and Need
Food insecurity is a growing concern within our community, affecting households across various demographics, including seniors, low-income families, and individuals facing temporary hardships. Additionally, the sourcing of culturally significant foods for West Maui communities is exacerbated by the loss of Filipino/cultural grocers, home gardens, and the lack of community-based agriculture. The goal of this food distribution program is to ensure that those facing food insecurity have access to healthy, balanced meals on a regular basis. We seek a partner organization with the capacity and experience to operate an effective, sustainable, and equitable food subscription program.
3. Scope of Work
The selected organization will be responsible for the following tasks:
Food Procurement and Storage
Sourcing high-quality, nutritious food products from local grocers, farmers, fishermen and/or direct donors.
Storing food items in a safe and sanitary manner until distribution.
Distribution Plan
Designing and implementing an efficient distribution model (e.g., mobile food pantries, community center pick-ups, home deliveries) that ensures equitable access to food.
Setting up and managing distribution points in various locations across the community, including high-need areas.
Ensuring that food distribution is organized, timely, and meets the needs of all individuals and families.
Provide delivery services to vulnerable subscribers.
Outreach and Community Engagement
Creating a comprehensive outreach strategy to inform residents about the program, including through social media, flyers, local media, and community partners.
Collaborating with local organizations, churches, schools, and other community groups to ensure broad participation and awareness.
Volunteer Management
Recruiting, training, and managing volunteers to assist with food packing, distribution, and outreach efforts.
Monitoring and Reporting
Keeping accurate records of food distribution, including quantities distributed, number of individuals served, and any demographic information (while ensuring confidentiality).
Providing regular reports to Kaibigan ng Lahaina on program performance, challenges, and success stories.
Sustainability and Partnerships
Developing strategies for sustaining the program over time, including seeking additional funding, food donations, and community partnerships.
4. Qualifications
The ideal proposer will demonstrate the following qualifications:
Proven experience in managing food distribution programs or similar community-based services.
Ability to operate within a diverse, multi-ethnic community and meet the needs of vulnerable populations.
Strong logistics and supply chain management skills, including food safety and storage.
Experience working with local businesses, government agencies, non-profits, and volunteers.
A commitment to equity, inclusion, and sustainability in all aspects of the program.
Capacity to manage the proposed budget and demonstrate fiscal responsibility.
5. Contract Payment & Budget
The reimbursement for contracted services shall be between $27,000-$34,000
The budget towards the cost of distributed goods, supplies and operational expenses shall be between $70,000 and $75,000. Costs for distributed goods shall be expended directly by Kaibigan ng Lahaina.
6. Proposal Requirements
Proposals must include the following components:
Organization Overview: A brief description of the proposing organization, including history, mission, and relevant experience.
Proposed Approach: A detailed plan for how the food distribution program will be managed, including:
Food sourcing and distribution logistics.
Target populations and outreach strategies.
Timeline for program implementation.
Budget: A detailed budget outlining all expected expenses, including food costs, staff or contractor fees, logistics, supplies, and any other necessary expenses.
Staffing and Volunteer Management Plan: A description of key personnel and volunteers involved, including their roles, qualifications, and experience.
Evaluation and Reporting Plan: A plan for tracking the program’s effectiveness, including performance metrics, monitoring, and reporting mechanisms.
References: At least two (2) references from similar projects or organizations served.
7. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
Alignment with the program goals and community needs.
Experience and expertise in managing food distribution programs.
Demonstrated ability to execute and manage large-scale community initiatives.
Budget realism and cost-effectiveness.
Commitment to sustainability and partnership-building.
Capacity to engage with diverse community stakeholders.
8. Submission Instructions
Please submit your proposal by January 31, 2025 via email. All submissions should be sent to:
Eric Arquero, Executive Director
Subject: Padigo Project Proposal
For any inquiries or questions regarding this RFP, please contact Eric Arquero, (808) 303-8289, eric.arquero@kaibigannglahaina.org
9. Terms and Conditions
Kaibigan ng Lahaina reserves the right to reject any or all proposals.
The selected organization will be required to enter into a formal contract with Kaibigan ng Lahaina.
This RFP does not obligate Kaibigan ng Lahiana to award a contract or pay any costs incurred by the proposer in the preparation or submission of a proposal.
We look forward to receiving your proposal and collaborating to strengthen our community through this essential food distribution initiative.
Sincerely,
Eric C. Arquero
Executive Director
Kaibigan ng Lahaina