01 Specifications_Disposable Food Service Products 6-1-2016.pdf

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COMMONWEALTH OF PENNSYLVANIA

DEPARTMENT OF GENERAL SERVICES

SPECIFICATIONS

Disposable Food Service Products

Invitation for Bid No. 6100038103

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DISPOSABLE FOOD SERVICE PRODUCTS

Solicitation No. 6100038103

A. GENERAL REQUIREMENTS

1. CONTRACT SCOPE/OVERVIEW: This Contract will cover the requirements of Commonwealth agencies for Disposable Food Service Products in order to achieve its goals of increasing service levels and managing spend. The predominant users of these supplies are the Department of Corrections, Military and Veterans Affairs and the Department of Human Services. The estimated spend for this contract is approximately $1,828,000 (Lot 1-$528,000 and Lot 2-$1,300,000) annually. In addition to this Specification document, the following documents are incorporated as exhibits and made part of these Specifications:

Exhibit 1 Lot 1& 2 Initial Reverse Auction Bid Sheet Exhibit 2 Reverse Auction Package

• Attachment A, Intent to Participate Form

• Attachment B, Final Reverse Auction Bid Sheet

• Attachment C (Ariba Sourcing’s “Configuring Your Browser”)

Exhibit 3 Reciprocal Limitations Act Requirements (GSPUR-89) Exhibit 4 COSTARS Program Election to Participate Form

This Invitation for Bid is comprised of two (2) lots for Disposable Food Service Products.

Bidders may bid on Lot 1, 2 or both but they must bid on all line items within a lot to be considered for award.

a) Lot 1, Disposable Bags, Wraps, Gloves and Accessories: This lot consists of disposable products for use in an institutional/hospital kitchen or food service environment. These products include, but are not limited to, plastic wrap, aluminum foil, parchment paper, disposable food containers, paper hats, hair nets, polyethylene gloves, storage bags, etc.

b) Lot 2, Disposable Cups/Lids, Plates, Plasticware and Trays: This lot consists of disposable products for use in an institutional/hospital kitchen or food service environment. These products include, but are not limited to, a variety of foam, paper and plastic cups (hot & cold) with lids, plastic utensils, foam and plastic bowls, foam trays with compartments, and a variety of foam and paper plates, etc.

The specific line items contained in each lot are identified on Exhibit 1, Initial Reverse Auction Bid Sheet. No specific manufacturer is identified in column D, Item Description. The Commonwealth of Pennsylvania’s (COPA) current contract manufacturer’s SKU numbers for each line item on both Lot 1 and Lot 2 are identified in Column C. Bidders may bid on the current manufacturer’s SKU or an equivalent brand. See additional instructions on Exhibit 1.

The Commonwealth, as part of this solicitation, will be utilizing a reverse auction to secure competitive market pricing while maintaining or improving quality. All responsive and responsible bidders will qualify for the reverse auction. Specific information regarding the

3 | P a g e reverse auction is contained in the Reverse Auction Package, which is attached as Exhibit 1. In order to participate in the reverse auction, Suppliers must agree to the terms and conditions contained with the Reverse Auction Package, including but not limited to, individual supplier training provided by the DGS.

3. BIDDING INFORMATION: Pricing will consist of four components: 1) the Initial Reverse Auction Bid Sheet submitted in response to the IFB (Exhibit 1 to these Specifications); 2) Pre-bid pricing entered on the Ariba auction platform; 3) the Reverse Auction; and 4) the Final Reverse Auction Bid Sheet (Attachment B to the Reverse Auction Package).

The following documents are required to be completed and returned with your bid; bids may be rejected for failure to return required documents.

• Attachment A to the Reverse Auction Package – Intent to Participate Form

• Exhibit 2, Initial Reverse Auction Bid Sheet in Excel® Format, for Lot 1, Lot 2 or both.

Do not provide in PDF Format.

• Exhibit 3, Reciprocal Limitations Act Requirements (GSPUR-89); completed.

• Exhibit 4, COSTARS Program Election to Participate Form

5. METHOD OF AWARD: The Department of General Services (DGS) will award to the Bidder or Bidders who, as a result of the Auction, offers the lowest, total price per lot (extended price). Bidders may bid on Lot 1, 2 or both but they must bid on all line items within a lot to be considered for award.

6. ADDITION/DELETION OF PRODUCTS: At no point is the Contractor(s) allowed to unilaterally change products or pricing. Contractor(s) are responsible for notifying the DGS Contracting Officer of discontinued items in a timely manner. If a product is discontinued, the Contractor may propose an equivalent replacement product for the same price. The DGS in its sole discretion shall determine whether the proposed product is an equivalent. If the Contractor cannot provide an acceptable equivalent product the DGS may remove the product from the Contract.

Additional line items that are reasonably construed to be within the scope of this procurement may be added to the Contract at the discretion of the DGS. In the event that the DGS determines additional line items should be added, the following procedures will be followed. DGS will contact the awarded Contractor and afford it the opportunity to provide the item. DGS in its sole discretion will determine if the price quoted by the Contractor is fair and reasonable.

7. SECURITY: (For Department of Corrections’ Deliveries Only) All contractors who utilize regular delivery transportation must submit Department of Correction’s (DOC) clearances for all drivers and their sub-contractor’s drivers (regardless if delivery is inside or outside of the fence). Common carriers providing these delivery services will not be required to render clearance certificates, however are also subject to search and escort procedures. ALL CARRIERS reporting to outside warehouses must secure their vehicle (windows closed and

4 | P a g e doors locked), sign in at warehouse and wait for further directions from Correctional staff. The following link will provide instruction on requesting DOC clearance.

http://www.cor.state.pa.us/portal/server.pt/community/department_of_corrections/4604/clearan cerequest/614777

8. MONTHLY REPORT: Contractor(s) shall submit monthly reports to the Contracting Officer referenced herein, no later than the fifteenth of the month prior. Each report shall include the name and address of the Contractor, contract number, period covered by the report, items purchased, quantity of items purchased, cost and ordering entity. The information shall be arranged in columns on the report for each order received.

9. FILL RATE: Awarded Contractor(s) must maintain at a minimum a 95% fill rate. Fill Rate is defined as “the total number of items on an order, within the delivery time frame, divided into the total number of items ordered which are filled accurately and completely”. If a Contractor consistently fails to maintain the Fill Rate without corrective action they will be deemed non-responsible and the Contract may be terminated. At a minimum the Contractor’s non-performance will be recorded in the Commonwealth’s Contractor Responsibility File. The Contractor(s) must provide a monthly Fill Rate report to the Contracting Officer.

10. MINIMUM ORDER: The minimum order qualifying for F.O.B. delivered price shall be

$100.00. Contractor(s) are responsible for all shipping/freight cost in association with any order that is issued to their company, as long as the ordering entity meets the minimum order dollar amount. If an ordering entity does not meet the minimum order dollar amount the Contractor(s) may add a reasonable freight/shipping cost accordingly.

11. DELIVERIES: All items ordered from this Contract shall be delivered by the delivery date stated on the Purchase Orders issued by the ordering entities.

12. REJECTIONS AND RETURNS: Any items delivered in poor condition, in excess of the amount ordered, or not included in the purchase order may, at the discretion of the ordering entity, be returned to the Contractor at the Contractor’s expense within thirty (30) days. There shall be no restocking fees assessed to the ordering entity, except in the event that an ordering entity orders incorrectly. Incorrectly ordered item(s) will be returned to the Contractor at the expense of the ordering entity, not to exceed a 10% restocking fee per item. Credit for all returned goods shall be made immediately after the Contractor receives the returned item(s).

In the event that item(s) are rejected at time of delivery, the Contractor’s delivery provider will be required to take the item(s) back immediately. Replacement product for the rejected item(s) will be delivered to the ordering entity within five (5) calendar days, or the next delivery date, not to exceed fifteen (15) calendar days. Items which have been deemed unacceptable after delivery has been made can be returned to the Contractor. The ordering entity must contact the Contractor’s Customer Service Representative to arrange for pick-up, replacement and credit for the item(s). The Contractor must remove unacceptable product(s) from the ordering entity location within seven (7) calendar days of receipt of notification. Unacceptable product(s) left at the ordering entity location for more than ten (10) calendar days will become the property of http://www.cor.state.pa.us/portal/server.pt/community/department_of_corrections/4604/clearancerequest/614777 http://www.cor.state.pa.us/portal/server.pt/community/department_of_corrections/4604/clearancerequest/614777

5 | P a g e the ordering entity to dispose of as they see fit. If invoices have been submitted the Contractor will issue credit(s) for the full amount of the product(s) purchased.

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13. PRICE ADJUSTMENT: The Contractor may request a price adjustment during the contract renewal process. The Contractor must provide a written justification to the DGS Contracting Officer with supporting documentation that provides details of the proposed price adjustment.

The request will be reviewed by the DGS and must be approved before any price adjustments take place.

14. POST AWARD ADMINISTRATION: The Contractor’s performance shall be monitored and evaluated in accordance with the requirements outlined in the Contract. At a minimum, the Contractor’s performance shall be evaluated on an annual basis. Contractor may be required to attend Contract Performance Review meetings. These meetings will be for the purpose of providing Contractor performance reviews, discussion of issues either party may have concerning the Contract or to evaluate the overall progress of the Contract. The meetings will be held quarterly, semi-annually or annually at the discretion of the Department of General Services, or upon special request of the using agencies.

15. INQUIRIES: Direct all questions concerning this bid and any subsequent awarded Contract(s) to the Contracting Officer named herein.

Wanda Bowers, Contracting Officer Department of General Services Bureau of Procurement Forum Place, 6th Floor 555 Walnut Street Harrisburg, PA 17101

(717) 346-3840 wbowers@pa.gov mailto:wbowers@pa.gov