RFP #: 2026-03-FOOD FOOD BANKS & DISTRIBUTION
Posted
Nov 11, 2026
Dec 7, 2026
Programmatic resources and services for food banks and food distribution in McKinley County. The Northwest New Mexico Council of Governments (NWNMCOG) is requesting proposals from qualified firms or offerors for the purpose of providing food banks and distribution programming services in McKinley County, NM. Proposals shall be valid for ninety (90) days subject to all action by the Northwest New Mexico Council of Governments. NWNMCOG reserves the right to reject any or all proposals in part or in whole. Proposals shall be submitted in a sealed container or envelope indicating the proposal title and number along with the offeror's name and address clearly marked on the outside of the container or envelope. All proposals must be received and recorded by the Northwest New Mexico Council of Governments, 106 West Aztec Avenue, Gallup, NM 87301, no later than 4:00 PM (Mountain Daylight Time) on December 7, 2026. No Pre-Proposal Conference will be held for this opportunity. EQUAL OPPORTUNITY EMPLOYMENT: All qualified offerors will receive consideration of contract(s) without regard to race, color, religion, sex or national origin. Proponents of this work shall be required to comply with the President's Executive Order No. 11246 as amended. Request for Proposals will be available by contacting Martina Whitmore, Procurement Manager by telephone at (505) 722-4327, or by email at mwhitmore@nwnmcog.org. Published on NWNMCOG website on November 11, 2026 A. PURPOSE OF THIS REQUEST FOR PROPOSALS The Northwest New Mexico Council of Governments (NWNMCOG) was directed and awarded $150,000 in State of New Mexico funding for the following purpose: "Programmatic resources and services for food banks and food distribution in McKinley County." based on the legislative intent to support food banks and distribution programming services in McKinley County, NM. This funding can be utilized starting from notice to proceed until June 30, 2028. The NWNMCOG is seeking the services of a qualified organization or agency to provide comprehensive food banks and distribution programming services to youth, individuals, and families within the community. The selected provider will be responsible for delivering a range of programs to address the needs of food banks and distribution programming services. The provider must currently operate an organization that delivers food bank and distribution services and operates food banks and distribution center in the McKinley County, NM area. Detailed Specifications: The food services programming provider must meet the following specifications and adhere to relevant standards: 1. Qualified Staff: The organization must employ food banks and distribution programming services staff who possess the necessary knowledge and expertise to support necessary food banks and distribution programming services. 2. Programming: Needs to be offered to the public and provide accessibility, inclusion, and equity to the extent possible based on the type of program being offered. 3. Collaboration: The organization must have the capacity and willingness to collaborate with community organizations, schools, and other stakeholders to provide a coordinated approach towards addressing food banks and distribution programming services. 4. Reporting and Data Collection: The provider must maintain accurate records, provide timely statistical reports, and comply with all data collection requirements set forth by funding sources and regulatory entities. 5. Evaluation and Continuous Improvement: The selected organization should have a systematic process for program evaluation and demonstrate a commitment to continuous improvement in the delivery of food banks and distribution programming services 6. Relevant Standards: The food banks and distribution programming services must adhere to all applicable State, and local laws and regulations, as well as meet the established standards of professional and ethical conduct. B. SCOPE OF WORK Service Requirements: The provider offering food banks and distribution programming services will be expected to fulfill the following requirements: 1. Food Bank Operations and Service Delivery • Operate an established food bank and food distribution center serving McKinley County, New Mexico. • Provide food assistance and distribution services to youth, individuals, families, seniors, and vulnerable populations. • Maintain regular food distribution schedules and emergency food assistance capabilities. • Ensure food is stored, handled, and distributed in accordance with food safety standards. 2. Program Management and Delivery • Develop and implement programs that improve food access and reduce food insecurity. • Provide food distribution services through fixed-site, mobile, or community-based delivery methods as appropriate. • Support supplemental nutrition programs, community outreach, and hunger relief initiatives. • Ensure services are accessible and responsive to community needs. 3. Staffing and Qualifications • Employ qualified staff and volunteers experienced in food bank operations, inventory management, logistics, and client services. • Provide appropriate training on food safety, distribution procedures, and customer service. • Ensure staff and volunteers operate in a professional and ethical manner. 4. Partnerships and Community Collaboration • Collaborate with schools, tribal governments, community organizations, food suppliers, and other stakeholders. • Maintain partnerships that increase food access and improve service delivery. • Participate in coordinated community hunger relief efforts and referral networks. 5. Accessibility and Inclusion • Provide services without discrimination and promote equitable access to food assistance programs. • Ensure services are available to underserved, rural, tribal, low-income, and vulnerable populations. • Provide reasonable accommodations and language access services when feasible. 6. Food Procurement and Distribution Capacity • Maintain adequate facilities, equipment, and transportation necessary to safely receive, store, and distribute food. • Demonstrate the capacity to manage inventory and ensure efficient distribution of food resources. • Implement procedures to minimize food waste and maximize community benefit. 7. Outreach and Community Engagement • Conduct outreach activities to increase awareness of available food assistance services. • Distribute information regarding eligibility, service locations, and program availability. • Engage community partners to expand program reach and participation. 8. Data Collection and Reporting • Maintain accurate records of food inventory, food distribution activities, and participants served. • Track service statistics, distribution volumes, demographic information, and program outcomes. • Submit timely programmatic and financial reports as required by NWNMCOG and funding agencies including House Bill 158 requirements. 9. Performance Measurement and Evaluation • Establish measurable goals related to food distribution, food access, and community impact including House Bill 158 requirements. • Monitor program performance and service effectiveness. • Utilize data and participant feedback to support continuous improvement. 10. Financial Management • Maintain sound fiscal controls and accounting systems. • Document expenditures and demonstrate responsible use of public funds. • Cooperate with audits, monitoring reviews, and grant compliance requirements. 11. Compliance and Food Safety Requirements • Comply with all applicable federal, state, local, and tribal laws, regulations, and food safety standards. • Maintain required licenses, permits, insurance, and certifications. • Adhere to established standards for food handling, storage, transportation, and distribution. 12. Program Sustainability and Community Impact • Demonstrate the capacity to provide consistent food assistance services through June 30, 2028. • Leverage community resources, volunteer support, and partnerships to maximize program effectiveness. • Support long-term efforts to reduce food insecurity and improve community well-being throughout McKinley County. Proposal Submission Requirements The interested organizations must submit a comprehensive proposal that includes: 1. A cover letter detailing the organization's qualifications, experience, plan, and commitment to providing food banks and distribution programming services. (2 pages maximum) 2. A technical proposal outlining the approach to service delivery, including staffing, service delivery models, program mix, and coordination with community partners. (4 pages maximum) 3. A budget proposal that demonstrates a clear understanding of the financial resources required for the provision of comprehensive food banks and distribution programming services. (2 pages maximum) 4. References from previous clients or partners who can speak to the organization's capacity and effectiveness in delivering food banks and distribution programming services. (1 page maximum) 5. Provide copies of organizational documents: Articles of Incorporation/By-Laws; Audit Report and IRS Form 990; Proof of IRS Status Determination; New Mexico Certificate of Good Standing; Previous Year Budget; Signed Campaign Contribution Disclosure Form. (Additional details provided in the RFP document.) Evaluation Criteria Proposals will be evaluated based on: Experience and Qualifications; Comprehensiveness of Programs; Collaboration and Coordination; Cultural Competency; Cost-effectiveness; Quality Assurance. Timeline (as stated in the solicitation): 1. Release of Solicitation: [November 11, 2026] 2. Deadline for Submission of Written Questions: [November 20] 3. Pre-Proposal Conference (if applicable): [N/A] 4. Deadline for Proposal Submission: [December 7, 2026 by 4PM] 5. Evaluation of Proposals: [December 7-11] 6. Selection of Finalists: [December 11] 7. Oral Presentations (if applicable): [TBD] 8. Contract Negotiation: [December 14-18] 9. Contract Award and Notice of Award: [December 23] 10. Exhibit A: [December 23, 2026-January 1, 2027] 11. Contract Start and Notice to Proceed: [estimated: January 4, 2027] C. SCOPE OF PROCUREMENT: The Agency intends on establishing a contract with an immediate contract term by or around January 2026 through June 30, 2028 that follows the effective date and terms in the executed contract. D. PROCUREMENT MANAGER: Martina Whitmore, Procurement Manager, Northwest New Mexico Council of Governments, 106 W. Aztec Avenue, Gallup, NM 87301. Ph. (505)722-4327. Email: mwhitmore@nwnmcog.org.
