Nutrition and Aging Resource Center 1 

Options for Contracting Meals 

As of October 14, 2021 

Senior Nutrition Programs can be faced with an unforeseen circumstances where they must externally source meals. When this 

happens, different types of foodservice providers should be considered. The chart below provides suggestions with the level of 

expertise and the provider’s ability to meet the needs of senior meal programs. The list is not exhaustive, and the availability 

of these suggested providers will vary based on your local and state conditions. Chart definitions can be found in the Appendix.

SUAs may not require AAAs or local nutrition service providers to purchase meals from a state contract or require that the AAA 

contract with certain providers but permit the AAAs the option of whether or not to receive these items. 

Meal Provider Fresh 

Meals

Flash 

Frozen

Meals

Shelf Stable

Meals

Medically

Tailored

Meals

LargeScale 

Feeding

Bulk 

Delivery

to 

Program

Plated 

Delivery

to

Program

Plated 

Delivery 

to 

Client

Experience 

with 

Emergency 

Meals

Hospitals Yes Varies Varies Yes Yes Varies Varies Varies Varies

Senior Living & 

Nursing Homes

Yes Unlikely Varies Yes Yes Varies Varies Varies Varies

Business & 

Industry

Yes Unlikely Varies No Yes Varies Varies Varies Varies

Airline Catering 

Companies

Yes Varies Varies Yes Yes Varies Varies Varies Varies

College & 

Universities 

Varies Unlikely Varies No Yes Varies Varies Varies Varies

K-12 Schools Varies Unlikely Varies No Yes Varies Varies Varies Varies

Corrections Yes Unlikely Varies Yes Yes Varies Varies Varies Varies

Retail Grocery 

Stores

Yes Unlikely Yes; 

components

No Varies Yes, 

if they 

offer 

catering

Yes, if 

they 

offer 

catering

Yes, 

If they

offer

catering

Varies

Restaurants Yes Unlikely Varies No Varies Yes, 

if they 

offer 

catering

Yes, 

if they 

offer 

catering

Yes, 

if they 

offer 

catering 

Varies

Foodservice 

Management 

Companies1 

Yes Varies Yes Yes Yes Yes Varies Varies Yes

Food/Meal 

Manufacturer

Yes Yes Yes Yes Yes Yes Yes No Yes 

FEMA No No Yes No Yes Yes Yes No Yes

Culinary Arts 

Programs

Yes Varies Varies No Yes Varies Varies Varies Varies

1For more information on foodservice management companies, refer to “2020 Top 50 Management Companies” Food Management Magazine, March 

23, 2020.
Nutrition and Aging Resource Center 2 

Once you have selected your list of potential meal providers, be prepared to answer questions and summarize your “ask.” The 

chart below provides suggested questions for this discussion. 

Company

• Who is the provider? Are they handling everything internally or using subcontracts for the meals?

• Who is using them as a meal provider? References?

• Quality Assurance process and qualifications of staff who will be directly involved in overseeing your

meal program?

• Does the company have all of licenses and inspections required, including safety requirements?

________

________

________ 

________ 

Product

• What are the nutritional requirements of the meals?

• Do they have a Registered Dietitian Nutritionist on staff?

• Meal specifics: daypart (i.e., lunch, dinner); fresh, frozen or shelf stable; reheating requirements.

• Who is being feed? What age group?

• What is the target price per meal?

________

________

________

________

________

Financial

• What is the required procurement process and what other staff must be involved in developing and

issuing a foodservice contract?

• Billing details: company name, address, phone, email, attention (invoice addressee).

• What are the payment terms? Do they offer discounts for early pay?

________

________

________

Timeline

• When can they start supplying meals? Lead time to place an order?

• How long will you require meals?

• How many meals per day? Per week?

________

________

________

Logistics

• What is the order approval process, payment, and delivery instructions? Would there be other

partners or volunteers who could/would be involved in logistics?

• Do they have sufficient staff, vehicles, and other resources to deliver meals to clients or various

locations? What length of time will meals be transported, and will temperature controls be in place?

If pick-up required, what is their protocol?

• Delivery time window? Is a loading dock available? Point of contact for order? What is the process

for delivery acceptance? Where are their operations located?

________

________

________

Review and evaluate each potential meal provider based on their ability to provide the highest-quality meal and meet the needs 

of your program and clients. Use the criteria above for your decision-making process. Once the meal provider is selected, a 

written agreement must be secured. Click on the link Contracting Tips for Purchasing Meals/Food for information on how to 

maximize the contracting process. 
Nutrition and Aging Resource Center 3 

Appendix

The descriptions below provide detail around the terms used in the matrix:

• Fresh (Meals) – consumable food which has not been preserved and has not spoiled yet. 

• Flash Frozen (Meals) – the process of freezing an item or meal quickly at an extremely low temperature with cold, 

circulating air resulting in no ice crystal formation.

• Shelf Stable (Meals) – sometimes referred to as ambient this food can be safely stored at room temperature in a 

sealed container. 

• Medically Tailored (Meals) – meals approved by a Registered Dietitian Nutritionist (RDN) reflecting appropriate 

dietary therapy based on evidence-based nutrition practice guidelines to address a medical diagnosis, symptoms, 

allergies, medication management and side effects while ensuring the best possible health.

• Large Scale Feeding – action or feeding event that involves a large number of people vs. few.

• Bulk Delivery to Program – food which is packaged in a manner that is not intended for an individual consumer but 

instead quantity feeding and shipped directly to program site.

• Plated Delivery to Program – food which is packaged in manner that is intended for an individual consumer and shipped 

directly to program site.

• Plated Delivery to Client – food which is packaged in a manner that is intended for an individual consumer and shipped 

directly to the client.

• Emergency Meals – typically shelf stable food stored in case of emergencies.

Additional definitions that may be helpful include:

• Hospitals – an institution providing medical and surgical treatment and nursing care for sick or injured people.

• Senior Living & Nursing Homes – housing and services that are suitable for the needs of an aging population; ranges 

from independent living to 24-hour care. 

• Business & Industry – large corporation employee dining services to local, regional, and national companies. These 

services include employee dining centers, on-site catering, vending, executive dining rooms, and other managed 

services. 

• Airline Catering Companies – business that provides food service at a remote site, specifically airline companies. It 

involves providing meals for passengers on board an aircraft as well as for restaurants situated at airport terminals.

• Colleges & Universities – two terms used interchangeably, and both mean a school at the postsecondary level.

• K-12 Schools - short form for the publicly supported school grades prior to college. These grades are kindergarten (K) 

and the 1st through the 12th grade (1-12).

• Retail Grocery Stores – places that consumers can buy food and take it off-site for preparation and consumption.

• Restaurants – a place where people pay to sit and eat meals that are cooked and served on the premises.

• Corrections – state and federal prisons excluding jails.

• Foodservice Management Companies – outsourced companies providing foodservice to non-commercial sectors (ex., 

hospitals, education, college/universities).

• Food/Meal Manufacturer – process of taking edible raw materials and transforming them into food products that 

can be bought and sold. Meal manufacturer is specific to companies producing frozen or shelf stable meals 

delivering the nutritional requirements of seniors (60+ years). 

• FEMA (Federal Emergency Management Agency) – federal agency charged with coordinating a disaster response 

when state and local authorities are overwhelmed.

• Culinary Arts Programs – programs that focus on the skills needed to excel as a professional in the food industry. 

Curriculum focuses on food safety, hospitality, baking, restaurant service, nutrition, world cuisine, and beverages. 

Can be found at colleges, trade schools, and high school career centers.