08-ITQ-Bread and Baked Goods-75 Open Enrollment Addendum 1.pdf

Commonwealth of Pennsylvania

Form Revised 02/26/08 Page 1 of 1

Date: 06/04/10 Subject: Attachment H - Revised Sample Request for Quote

Solicitation Number: 08-ITQ-Bread and Baked Goods-75 Open Enrollment Opening Date/Time: 02/01/13 2:00PM Addendum Number: 1

To All Suppliers:

The Commonwealth of Pennsylvania defines a solicitation “Addendum”” as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Invitation for Bids or Request for Proposals).

List any and all changes:

See attached: Attachment H - Revised Sample Request for Quote

For electronic solicitation responses via the SRM portal:

• Attach this Addendum to your solicitation response. Failure to do so may result in disqualification.

• To attach the Addendum, download the Addendum and save to your computer. Move to ‘My Notes”, use the

“Browse” button to find the document you just saved and press “Add” to upload the document.

• Review the Attributes section of your solicitation response to ensure you have responded, as required, to any questions relevant to solicitation addenda issued subsequent to the initial advertisement of the solicitation opportunity.

For solicitations where a “hard copy” (vs. electronic) response is requested:

• Attach this Addendum to your solicitation response. Failure to do so may result in disqualification.

• If you have already submitted a response to the original solicitation, you may either submit a new response, or return this Addendum with a statement that your original response remains firm, by the due date to the following address:

Department of Corrections 2520 Lisburn Road Camp Hill, PA 17011

Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written.

Very truly yours, Name: Russ Ilgenfritz Title: Administrative Officer Phone: 717-975-4988 Email: 717-731-7820

Attachment H Page 1 of 5

ATTACHMENT H - Revised

REQUEST FOR QUOTE

DEPARTMENT OF CORRECTIONS

PERISHABLE BREAD AND BAKED GOODS

08- ITQ – Bread and Baked Goods - 75 Open Enrollment

SAMPLE ONLY – NOT TO BE COMPLETED WITH QUALIFIYING

SUBMISSION

1. BACKGROUND

An Invitation To Qualify (ITQ) was issued by the Pennsylvania Department of Corrections (DOC) in February 2008 which resulted in a multiple participation award contract. The term of the multiple participation award contract is five years with an expiration date of June 30, 2013.

Through this Request for Quote (RFQ) the qualified contractors are given the opportunity to compete to provide bread and baked goods for DOC’s facilities. The contractors who receive purchase order(s) through this RFQ process (“Selected Contractors”) will make deliveries to meet the requirements of DOC for the time period commencing on the Selected Contractor’s receipt of a Purchase Order, whichever is later, and expiring on (enter date.)

2. PURPOSE

Through this RFQ process, DOC is announcing the date and time for the receipt of quotes and is providing further instructions to the qualified contractors in regard to the submission of those quotes.

3. ISSUING OFFICE

This RFQ is issued by the Pennsylvania Department of Corrections, (enter institution name). The Issuing Office is the sole point of contact in DOC for this RFQ. Please refer all inquiries to:

Name:

Institution:

Address:

Street:

City-State-Zip:

Telephone:

Fax:

Email:

4. DATE AND TIME FOR SUBMISSION OF QUOTES

To be considered, a quote must be received by DOC by (enter date & time.)

5. SUBMISSIONS OF QUOTES

a. Quotes are requested for the items described on the quote form, in accordance with 08–ITQ– Bread and Baked Goods -75 and the terms and conditions included in this RFQ. Contractors must complete the Quote Form including: name and address of contractor; SAP Vendor number;

contractor contact person; telephone and fax number; e-mail and web address; and Quote prices.

Attachment H Page 2 of 5

The Quote Form must be signed by an authorized representative of the Contractor or the quote will be rejected.

b. Submission of Quotes. It is the responsibility of each contractor to ensure that DOC receives the quote prior to the Date and Time for Submission of Quotes, noted under Section 4. No quote shall be considered if it was sent or received after the Date and Time for Submission of Quotes.

c. Quotes must be firm. If a quote is submitted with conditions or exceptions or not in conformance with the terms and conditions referenced in Contract 08 – ITQ – Bread and Baked Goods - 75, it shall be rejected. The quote shall also be rejected if the items offered by the contractor are not in conformance with the specifications as determined by DOC.

6. RFQ EXPIRATION DATE

Contractors who receive a Purchase Order through this RFQ process will make deliveries to meet the requirements of the DOC for the time period commencing on receipt of Purchase Orders and expiring on (enter expiration date for this RFQ.) RFQ expiration date cannot exceed the contract expiration date of 06/30/2013.

7. QUANTITIES

All quantities depict actual need but may be increased or decreased to meet the requirements of the

DOC.

8. RECEIVING

The selected contractors shall notify (DOC personnel) when shipments are scheduled for delivery to insure DOC representatives are present to receive materials.

9. REJECTION OF QUOTES

DOC reserves the right to reject any and all quotes and to waive any technical defects if it determines that it is in the best interest of DOC.

10. ADJUSTMENT OF PRICES

The quotes submitted by contractors shall be adjusted by DOC to take into account any bidding preference for products with recycled post-consumer material and the bidding preferences under the Reciprocal Limitations Act.

11. QUOTE WITHDRAWAL

a. Quote Modification Or Withdrawal Prior To Date And Time For Submission Of Quotes. Quotes may only be modified or withdrawn by written notice received by DOC prior to the exact time and date specified for submission of quotes. The written notice shall specifically identify the quote to be modified or withdrawn. Modifications or withdrawals of quotes received after the exact hour and date specified for submission of quotes shall not be considered, except as provided below.

b. Quote Withdrawal After Date And Time For Submission Of Quotes. Contractors are permitted to withdraw erroneous quotes after the Date And Time For Submission Of Quotes only if the following conditions are met:

Attachment H Page 3 of 5

1) The contractor submits a written request for withdrawal.

2) The contractor presents credible evidence with the request that the reason for the lower price was a clerical mistake as opposed to a judgment mistake and was actually due to an unintentional arithmetical error or an unintentional omission of a substantial quantity of work, labor, material, or services made directly in the compilation of the price.

3) The request for relief and supporting evidence must be received by the Issuing Office referenced in Paragraph 3 of this RFQ within three (3) business days after the Date And Time For Submission Of Quotes, but before issuance of the notice of award.

4) DOC shall not permit a quote withdrawal if the quote withdrawal would result in award to the same contractor, its partner, or a corporation or business venture owned by or in which the contractor has a substantial interest.

5) If a contractor is permitted to withdraw its quote, the contractor cannot supply any material or labor or perform any subcontract or other work agreement for the Selected Contractor, without the written approval of DOC.

c. Firm Prices

Prices shall remain firm through insert date here. Except as provided above, a quote may not be modified, withdrawn, or cancelled by any qualified contractor, except that those stockpile delivery prices submitted by qualified contractors, who are not selected and do not receive a notice of award, shall expire upon the earlier of the issuance of the notice of awards for the line item or sixty days after the Date And Time For Submission Of Quotes. If the Selected Contractor, as determined by DOC, withdraws its quote prior to the expiration of the award period or fails to comply with the requirements set forth in 08-ITQ-Bread and Baked Goods-75 and this RFQ, the contractor shall be liable to DOC for all costs and damages associated with the re-award or re-issuance including the difference between the contractor’s price and the actual cost that DOC pays for the awarded items.

d. Clarification And Additional Information

After the receipt of quotes, DOC shall have the right to contact contractors for the purpose of seeking:

1) Clarification of the quote which confirms DOC’s understanding of statements or information in the quote or;

2) Additional information on the items offered; provided that neither ITQ 08-Bread and Baked Goods - 75 nor this RFQ requires the rejection of the quote for failure to include such information.

15. ORDER OF PRECEDENCE

If any conflicts of discrepancies should arise in the Terms and Conditions of a Request of Quote, or the interpretation thereof, the order of precedence for resolution shall be:

a. The Purchase Order resulting from a Request For Quote;

b. The Request For Quote;

c. The quote submitted by the contractor;

d. The Invitation To Qualify.

Attachment H Page 4 of 5

Thank you for your participation.

QUOTE FORM

FOR RFQ NO. 08-ITQ-Bread and Baked Goods-75

SAMPLE ONLY – NOT TO BE COMPLETED WITH QUALIFIYING SUBMISSION

Contractor:

Mailing Address:

SAP Vendor Number:

Contractor Contact Person:

Telephone Number:

Fax Number:

E-Mail and Web Address:

Prompt Payment Discount, if any:

BREAD AND BAKER REQUIREMENTS:

ITEM QUANTITY PRICE PER: PRICE PER: NUMBER OF:

Bread, White loaves Loaf: ________ Slice: ______ Usable slices (133013) per loaf: _________

Bread, Wheat loaves Loaf: ________ Slice: ______ Usable slices (133016) per loaf: _________

Bread, Rye, Seedless loaves Loaf: ________ Slice: ______ Usable slices (147009) per loaf: _________

Bread, Italian loaves Loaf: ________ Slice: ______ Usable slices (133018) per loaf: _________

Rolls, Hotdog each Pack: ________ Roll: ______ Rolls per (277792) pack: _________

Rolls, Hamburger each Pack: ________ Roll: ______ Rolls per (277816) pack: _________

Rolls, Dinner each Pack: ________ Roll: ______ Rolls per (147013) pack: _________

ITEM QUANTITY PRICE PER: PRICE PER: NUMBER OF:

Rolls, Hoagie each Pack: ________ Roll: ______ Rolls per pack: _________

DELIVERY REQUIREMENTS

(identify acceptable delivery dates, days, time)

DELIVERY LOCATION

(identify delivery location and contact person)

Signature of Contractor:

Contractor’s Name:

Company Name:

Attachment H Page 5 of 5