The County of Rockland is considering the issuance of a Sole Source award to Westchester Community Opportunity Program, Inc. (WestCOP), (“the Provider”) for the provision of the food purchasing and distribution to the Haverstraw community. Funding amount is contingent on the adoption of the County of Rockland 2023 Annual Budget. As such, final funding amount may differ from the estimated amount.
TERM: April 1, 2023- December 31, 2023
This award may be made on a sole source basis in accordance with the Rockland County Procurement Policy.
Program/Services shall include the following services:
WestCOP will assist the Rockland County Department of Social Services (RCDSS) in providing food for the rapidly growing number of Rockland County residents that are food insecure. Food pantries in Rockland County have been running out of food resulting in hundreds of residents without food each week.
WestCOP currently picks up approximately 12,000 pounds of food each month from the Food Bank of the Hudson Valley (FBHV). It is anticipated with the additional funding WestCOP will make an additional food pickup from FBHV resulting in approximately 6,800 additional pounds of food each month and deliver the food to the Haverstraw area.
This additional 6,800 pounds of food can feed an additional 700 – 1,000 people each month.
WestCOP will track the amount of food poundage purchased and will obtain confirmation from the FBHV. WestCOP will submit receipts, confirmations, and pickup logs with its quarterly vouchers, accordingly.
This notice is issued for informational purposes only and is NOT a request for competitive quotes.
Any non-profit Provider that believes they are qualified to provide the services detailed above and is ready, willing and able to provide the services; shall respond to this notice no later than
3 PM on April 27, 2023 (14 days after advertisement) of this announcement. The response should provide specific details regarding the Provider’s interest in providing such services as well as their prior experience in providing the same or similar services. In addition, the response should detail the Provider’s connections to the Rockland County community.
Responses to this notice must be sent via facsimile to 845-364-3809 or email to
purchasing@co.rockland.ny.us. NO PHONE CALLS WILL BE ACCEPTED.
Organizations submitting a proposal must meet the following requirements:
- Must be located in Rockland County
- Be a 501 (c)3
- Be governed by a Board of Directors
- Be up-to-date with all IRS filings
- Be up-to-date with all NYS filings
- Have a 2023 budget with Board approval
- Be fiscally sound
- Have a Non-discrimination Policy
- Have a Conflict of Interest Policy
- *Provide a copy of agency’s most recently filed 990 IRS Form
- [*must be provided before any contract will be issued for 2023]
- Maintain program records for the purpose of an audit and provide to the County all program-related information including proprietary materials, upon request
- Submit quarterly and year-end reports, including tracking forms that acknowledge the amount of food delivered to/received by a food pantry, food program agency or HUB
- Submit monthly vouchers to RCDSS
- Monthly Vouchers, which may only include expenses for the respective month, that are not supported by the proper documentation and/or not provided to RCDSS within fourteen (14) days of the end of each month, or within five (5) days of request by RCDSS, will not be considered for payment by RCDSS.
- Demonstrated Successful Experience providing the above services to eligible individuals and families.
- Be available for on-site visits, announced and unannounced
