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

08 – ITQ – Bread and Baked Goods – 75 Page 1 of 13 open enrollment

Invitation to Qualify Department of Corrections

Perishable Bread and Baked Goods 08 – ITQ – Bread and Baked Goods – 75

Open Enrollment

Contract Enrollment Period:

The open enrollment period will close February 1, 2013.

Enrollment for the renewal options will be accepted once each year of the contract beginning again January 1 and will continue to be accepted at the address below through April 1.

Contract Period:

The initial contract period will be July 1, 2010 through June 30, 2011, with option to renew for an additional two (2) years.

Contact Person:

Russ Ilgenfritz, Bureau of Administration, 717-975-4988.

Issuing Office:

Pennsylvania Department of Corrections Bureau of Administration Attn: Russ Ilgenfritz 2520 Lisburn Road Camp Hill, PA 17011 Email: rilgenfrit@state.pa.us mailto:rilgenfrit@state.pa.us

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Table of Contents Page

Part I Instructions for Completion of Proposal Submission 3

Part II Information Required from Vendors 4

Part III Criteria for Qualification 5

Part IV Requirements and Procedures 6

Part V Technical Requirements 11

Part VI Proposal Signature Page 13

Attachments

Attachment A Standard Contract Terms and Conditions – SAP, STD-274

Attachment B Reciprocal Limitations Act – GSPUR-69

Attachment C DOC Perishable Bread and Baked Goods Specifications

Attachment D State Correctional Facilities Address and Current Population

Attachment E Basic Bread Item Usage Estimates

Attachment F Map of State Correctional Facilities Location by the Five (5) Regions

Attachment G Minimum Qualifications Needed to Respond to Bread and Baked Goods

ITQ

Attachment H Sample RFQ

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PART I

INSTRUCTIONS FOR COMPLETION OF PROPOSAL SUBMISSION

1. Application Submission: The Vendor’s response must be completed on the documents provided and must include the completed Contract Signature Page. All documentation must be returned to the Issuing Office.

2. Completion of the Signature Page: The signature page must be completed in its entirety and signed by an individual authorized to contractually bind the organization. Failure to comply could result in rejection of the ITQ.

All vendors must be registered with the Department of General Services prior to proposal submittal. Vendor’s can register at the following website www.vendorregistration.state.pa.us.

Complete the SAP vendor number, vendor’s name and address, contact person, vendor telephone number, vendor fax number, vendor email address and the vendor signature blocks.

a. For Corporations: Only the signature of a senior officer is required. Senior officers include Chairman, President, Vice-President, Senior Vice-President, Executive Vice- President, Assistant Vice-President, Chief Executive Officer and Chief Operating Officer.

b. For Limited Liability Company (LLC); the signature of the Manager or Member is required. No other titles will be accepted unless the Vendor provides proof that the signatory has been delegated signature authority.

c. For Sole Proprietorships: The signature of the Owner is required. A sole proprietorship doing business as (d/b/a) or trading as (t/a) another name-should indicate such.

For example:

John Brown d/b/a or t/a Brown’s Janitorial Service

d. For Partnerships: The signature of the General Partner is required.

If signature authority has been delegated by any required principal (as cited above) to another official, (i.e., the Office Manager, the Comptroller, the Sales Manager, etc), a copy of the resolution (for corporations) or power of attorney (for Partnerships and Sole Proprietorships) signed by the required principal delegating that signature authority to that specific individual must be provided prior to execution of the contract. For a municipality or an authority, the delegation document must be either a resolution of the governing body or delegation provided by the organization’s by-laws.

http://www.vendorregistration.state.pa.us/

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PART II

Information Required from Vendors

1. Statement of Qualifications: Vendors must submit properly executed Contract Signature Page.

2. Mandatory Requirements: By executing this contract, the Vendor acknowledges the following:

a. You have submitted a complete response to this ITQ.

b. You have completed and returned Attachment G, Minimum Qualifications to Respond to Bread & Baked Goods ITQ

c. Your proposal contains the Contract Signature Page with an original signature of an official of your company authorized to bind your company to its provisions and the provisions of the ITQ.

d. You agree that the contents of your proposal will become part of a contract entered into as a result of this ITQ and any subsequent RFQs.

e. If your firm is selected for receipt of the Request for Quotes (RFQ), you agree to comply with the requirements of the ITQ and to furnish the required perishable bread and baked goods items as specified in this ITQ as Attachment C and subsequent RFQ.

f. You agree that your proposal will remain valid during the entire contract period.

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PART III

Criteria for Selection

1. Mandatory Requirements: DOC will review proposals to determine if each Vendor complies with the Mandatory Requirements found in Part II, Paragraph 2. A Vendor’s non-acceptance of or noncompliance with any of these mandatory requirements shall result in the disqualification of the proposal.

2. Responsible and Responsive: The Department will evaluate proposals to determine Vendor responsibility.

3. Award of Contracts: All responsible and responsive Vendors that have met the Mandatory Requirements found in Part II, Paragraph 2, and that meets the above qualification, will receive a contract and are eligible to receive RFQs.

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PART IV

Requirements and Procedures

1. Purpose: The purpose of this Invitation to Qualify (ITQ) is to qualify responsible and responsive Vendors (Qualified Vendor) for the procurement of perishable bread and baked goods to the Commonwealth of Pennsylvania (Commonwealth), Department of Corrections (DOC) for various locations through the Commonwealth. DOC locations are identified per Attachment F, Map of State Correctional Facilities Location by the Five (5) Regions.

DOC is seeking a vendor who can provide competitive pricing, exceptional performance and a product that consistently meets DOC specifications.

This ITQ will result in a contract that is the first step in a two-step procurement process. Only those Vendors that respond to this ITQ and that the DOC determines to be qualified (Qualified Vendors) will be eligible to participate in the second step.

The second step involves the issuance of Requests for Quotes (RFQ) to the Qualified Vendors.

Through this two-step process, DOC will offer Qualified Vendors the opportunity to submit prices for specific needs for bread and baked goods . The Qualified Vendors selected through the RFQ process (Selected Vendors) will receive a Purchase Order (PO) and will supply the items to meet the specific requirements of DOC as indicated in the RFQ.

2. Issuing Office: This ITQ is issued by DOC. The issuing office is the sole point of contact in DOC for this ITQ. Please refer all inquiries to:

Russ Ilgenfritz, Administrative Officer Purchasing Section Bureau of Administration

Department of Corrections 2520 Lisburn Road Camp Hill, PA 17001 Telephone: 717-975-4988 Email: rilgenfrit@state.pa.us

3. Proposals: To be considered, a proposal must consist of a complete response using the format provided in Part II of this ITQ. The contract Signature Page must be included with the proposal and have an original signature of an official authorized to bind the bidder to the provisions of the proposal and ITQ. The contents of the proposal of Qualified Vendor and this ITQ will become contractual obligations when the contract is executed. For this ITQ, the proposal, as submitted, must remain valid during the entire execution process.

4. Security: All employees of the Vendor are subject to complete background investigations at the discretion of the DOC. The Vendor’s employees must complete the security clearance application process and all required training. Since individual security clearances are mailto:bprocopio@state.pa.us

08 – ITQ – Bread and Baked Goods – 75 Page 7 of 13 only valid for a maximum of six (6) months, (and may be issued for shorter periods), it is the responsibility of the Vendor/employee to renew their request for another six (6) month clearance.

The DOC reserves the right to deny any employee of the Vendor access to its facilities, information or to their clients as a result of confidential information obtained during the course of the security clearance process or for violation of DOC policy.

The vendor will be responsible for ensuring that all personnel, equipment, tools, keys and supplies/materials comply with any and all rules, regulations and procedures of the DOC and the individual facilities. Questions should be address to the Business Manager at each institution.

The individual institution’s rules, regulations and procedures governing the entry and conduct of staff working inside the institution will be made available and explained at the point of entry.

All vendor’s personnel entering a correctional institution will be subject to a search of their person and personal items. Such searches may be frisk searches, searches by metal detectors or searches by narcotics detection canines.

All equipment, tools, supplies and materials will be subject to search or inventory at any time.

Tools and materials must be carefully controlled at all times and locked when not in use.

Any attempts to introduce contraband, to assist in escape, or to have unauthorized contact with inmates of an institution are prohibited and will be prosecuted under Pennsylvania law. The vendor’s personnel are prohibited from bringing into or taking out of the institution any items unless specifically approved. Any interaction between a vendor’s employee and an inmate, which would assist the prisoner to escape is a felony and will be prosecuted.

Vendor’s personnel may not deliver, receive or otherwise transfer any item (no matter how innocuous) to or from an inmate without express permission of the Superintendent or designee.

Vendor’s personnel or representatives are limited to movement to, from and within their assigned work area. No contact is allowed with inmates unless expressly approved.

No person who appears to be under the influence of drugs or alcohol or who is otherwise impaired will be allowed entry into a correctional institution.

The DOC reserved to right to deny entry to anyone who is suspected of a breach of security or for failure to follow published rules, regulations or procedures.

All vendor personnel must be in possession of valid identification with a recent, clear photo in order to enter an institution.

The entrance of vehicles or motorized equipment is discouraged. If this should be necessary, any vehicle left unattended must be locked and they keys must be removed or it should be otherwise rendered inoperable. No vehicle is permitted to exit the security compound until after an institutional count has been completed. Count times vary.

5. Standard Terms and Conditions: The Vendor shall comply with Attachment A, Standard Contract Terms and Conditions – SAP, STD-274.

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6. Reciprocal Limitations Act: The Vendor shall comply with Attachment B, Reciprocal Limitations Act Requirements, GSPUR-69 and return pages 3 and 4 with the response.

7. Addenda to the ITQ: If it becomes necessary to revise any part of this ITQ, addenda will be posted to the Department of General Services website, http://www.dgs.state.pa.us. It is the Vendor’s responsibility to monitor the website for any changes.

8. Alternate Proposals: DOC will not accept alternate proposals. Alternate proposals are those that are provided in a form other than that specified by DOC. DOC will not accept proposals wherein a Vendor alters any of the forms provided in the application.

9. Rejection of Proposals: DOC reserves the right to reject any and all proposals received as a result of this ITQ.

10. Incurring Costs: DOC is not liable for any costs or expenses incurred in the preparation and submission of the proposals.

11. Proposal Due Date: This ITQ shall have an open enrollment and proposals maybe submitted to the Issuing Office at any time during the open enrollment period.

It is the responsibility of each Vendor to ensure that its proposal is received at the Issuing Office prior to the Proposal Due Date and Time regardless of medium used. If a Vendor decides to mail its proposal, the Vendor should allow adequate time for delivery.

12. Definitions: The following definitions apply to the words and phrases used in this solicitation, unless the text or usage clearly indicates otherwise:

Cycle: Four (4) week cycle; 13 cycles per year

Contract: The agreement executed as a result of this ITQ.

Selected Vendor: The Qualified Vendor(s) selected as a result of the RFQ to furnish bread and baked goods to meet the requirements of DOC locations.

Vendor: A vendor that has been qualified to provide bread and baked goods as the result of the ITQ process.

Fill Rate: All amounts and items on Purchase Orders must be 100% completed within 24 hours of date and time designated unless prior acceptable documented arrangements have been made with the requesting facility.

Request for Quotes (RFQ): A document that describes the institution’s required bread and baked goods products. This document provides interested Qualified Vendors with sufficient information to enable them to prepare and submit quotes.

Vendor Quote: The price quote provided by the Qualified Vendors for the products, time frame, delivery, etc. as detailed in the RFQ.

Purchase Order: The resulting document from the RFQ and Vendor Quote which provides the Vendor the authority to provide the goods.

http://www.dgs.state.pa.us/

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13. Orders: DOC will issue a Purchase Order against the Contract to obtain the bread and baked goods products. This order will constitute authority to furnish the goods and must be used when invoicing. Each RFQ and/or Purchase Order will be deemed to incorporate the terms and conditions set forth in this Contract.

14. Vendor Duties: Each Vendor, subject to the terms and conditions set forth in the Contract, the RFQ, and the Purchase Order, shall furnish bread and baked goods.

a) The Vendor shall be paid only for the items as specified in the RFQ and then awarded on the PO issued by DOC.

b) It is understood that prices quoted and awarded are at FOB Destination.

c) Bread and baked goods products must meet specification requirements as outlined in Part V of the ITQ solicitation. If items are rejected due to noncompliance with specifications, the Vendor shall receive no reimbursement. Product substitution may not be made without the prior approval by the DOC Division of Food Services.

15. Term: The Contract shall begin on the date of the Vendor’s receipt of the fully executed contract, and terminate June 30, 2011. Further, the parties may agree to renew this contract for up to two (2) additional years with a final termination date of June 30, 2013, upon the same terms and conditions set forth in the contract.

16. Vendor Selection: Qualified Vendors will be selected for receipt of an RFQ from the list of Qualified Vendors. When DOC requests quotes, all Qualified Vendors will be invited to submit a quote.

17. Request For Quote (RFQ): DOC will issue a RFQ which will include, but not be limited to, the item, quantity, delivery location, other special terms, conditions and specifications, and bid response requirements. RFQ’s will be issued on an as-needed basis through electronic mail or SAP.

(a) The DOC will issue RFQ’s for a minimum requirement of three (3) months.

(b) Response time for RFQ’s shall be as identified in the RFQ.

(c) Vendors must respond to each RFQ even with only a “NO BID.” Vendors that fail to respond to five (5) successive RFQs shall be removed from the Contract.

(d) RFQs must be signed by an authorized signatory of the company, or if returned, electronically, the electronic submission shall be accepted by the DOC.

18. Quote/Bid: Vendors must submit quotes by the date and time specified in each RFQ to be considered for award. All prices are firm and must be prepared and submitted in accordance with the special terms and conditions of the request for quote.

19. Award: DOC will issue the selected Vendor a PO. The Vendor cannot provide the items until receipt of the fully executed PO.

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20. Debriefing Conference: Vendors that are not qualified by the Department to participate will be notified and will be given an opportunity to be debriefed. The purpose of the debriefing is to provide information that may assist the individual Vendors in preparing better proposals in the future. The Issuing Office will schedule the date, time and location of any and all debriefing conferences.

21. Protest Procedures: The protest procedures are set forth on the Department of General Services website at website at http://www.dgs.state.pa.us/procurement.

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PART V

Technical Requirements for Providing Bread and Baked Goods

1. Objective: The intent of this ITQ solicitation is to provide a mechanism which allows the Vendors to provide reduced costs based on actual quantity need for each institution.

2. Product: The perishable bread and baked goods, including estimated quantities, are identified in Attachment E.

3. Minimum Qualifications Questionnaire: Vendors must address all of the questions stated in Attachment G, Minimum Qualifications to Respond to Bread and Baked Goods ITQ and provide a description of all of the services, resources, capabilities, etc. that will meet DOC’s bread and baked goods needs.

4. Company Capabilities: Vendors must describe their current infrastructure in the Commonwealth of Pennsylvania and their capability to service the entire Commonwealth or those areas specified in their submitted proposal.

5. Personnel: Include the number of staff and position held in the company of those that will be providing the bread and baked goods items to DOC. Include where the staff are physically located. Identify any sub-contractors you intend to use and the services they will perform.

6. Customer Service Team: The Vendor must provide DOC with a customer service team that will be dedicated to DOC’s account. The team must be available at a minimum Monday through Friday from 8:00 am to 5:00 pm. The Vendor must provide a toll-free telephone number, a toll-free facsimile number and an email address to allow DOC to contact the Vendor.

7. Account Manager: The Vendor must designate a dedicated account manager that will serve as a main point of contact. The account manager will be, at a minimum available to the Commonwealth from Monday to Friday. The account manager will play an important role in overseeing the Vendor’s Customer Service Team and will be responsible for ensuring high quality service, resolving problems and proactively addressing cost savings and optimization opportunities across DOC facilities.

8. Delivery:

(a) Delivery of bread and baked goods items shall be FOB Destination, freight included to any point.

(b) In the event of an emergency, DOC reserves the right to pick up orders at the closest Vendor supply location. DOC will determine what orders are emergency orders.

(c) Deliveries shall be Monday through Friday. Specific delivery days and times will be identified by the institution on the RFQ document.

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(d) Vendor shall be expected to meet the Fill Rate on all deliveries unless prior acceptable documented arrangements have been made with the requesting facility.

9. Orders: The Vendor must have the ability to accept purchase orders manually or electronically.

(a) The Vendor must notify the ordering institution within 24 hours of receipt of order if an item is not available and the wait time for availability. The institution shall have the right to determine if the wait time is acceptable or go elsewhere for said product.

(b) Each order shall be accompanied with a packing slip referencing the PO number, order date, ship to name and address and any additional information requested in the RFQ document.

10. Returns: Any items delivered in poor condition, in excess of amount order, or not meeting specifications may, at the discretion of the DOC ordering institution, be returned at the Vendor’s expense. There shall be no restocking fees assessed to DOC.

11. Invoicing: The Vendor must provide an invoice that contains the following information:

SAP vendor number, purchase order number, purchasing entity, SAP material number, line item description, quantity, item price, extended price. Invoices must come from and payments must go to a single point of contract. The invoice must follow the same line item format as the PO.

All invoices shall be submitted to the Comptroller’s address as listed on the PO.

PART VI

DEPARTMENT OF CORRECTIONS

INVITATION TO QUALITY – BREAD & BAKED GOODS

(Complete in INK or TYPE only – DO NOT use pencil)

READ ALL Directions/Instructions in Part I Before Completing This Page

VENDOR MUST COMPLETE ALL APPLICABLE AREAS

VENDOR NAME & ADDRESS:

If SOLE PROPRIETOR is doing business as (d/b/a) another name, see instructions in Part II, attached

SAP VENDOR NUMBER:

(All vendors must register with the Commonwealth at www.vendorregistration.state.pa.us

VENDOR CONTACT PERSON:

PHONE NUMBER:

FAX NUMBER:

EMAIL ADDRESS:

VENDOR’S SIGNATURE(S), DATE AND TITLE REQUIRED (IN INK)

CORPORATION: One Signature of a Senior Officer and Title Designation is Required. – Chairman, President, Vice- President, Senior Vice President, Executive Vice President, Assistant Vice President, Chief Executive Officer, Chief Operating Officer. Any other signature must be accompanied by a resolution authorizing the individual to contractually bid the organization.

SIGNATURE DATE TITLE

SOLE PROPRIETORSHIP – Owner only

_________________________________________ ___________________ OWNER

SIGNATURE DATE TITLE

PARTNERSHIP – One General Partner

__________________________________________ __________________ GENERAL PARTNER

SIGNATURE DATE TITLE

08 – ITQ – Bread and Baked Goods – 75 Page 13 of 13 http://www.vendorregistration.state.pa.us/

ATTACHMENT A

STANDARD TERMS AND CONDITIONS

www.dgs.sate.pa.us/Comod/CurrentForms/STD-274_SAP.doc

Attachment A Page 1 of 1 http://www.dgs.sate.pa.us/Comod/CurrentForms/STD-274_SAP.doc

Department of General Services GSPUR-89 Rev. 2/15/02

RECIPROCAL LIMITATIONS ACT

REQUIREMENTS

Please Complete Applicable Portion of Pages 3 & 4 and Return with Bid.

NOTE: These Requirements Do Not Apply To Bids Under $10,000.00

I. REQUIREMENTS

A. The Reciprocal Limitations Act requires the Commonwealth to give preference to those bidders offering supplies produced, manufactured, mined or grown in Pennsylvania as against those bidders offering supplies produced, manufactured, mined or grown in any state that gives or requires a preference to supplies produced, manufactured, mined or grown in that state. The amount of the preference shall be equal to the amount of the preference applied by the other state for that particular supply.

The following is a list of states which have been found by the Department of General Services to have applied a preference for in-state supplies and the amount of the preference:

STATE PREFERENCE

1. Alaska 7% (applies only to timber, lumber, and manufactured lumber products originating in the state)

2. Arizona 5% (construction materials produced or manufactured in the state only)

3. Hawaii 10%

4. Illinois 10% for coal only

5. Iowa 5% for coal only

6. Louisiana 4% meat and meat products 4% catfish 10% milk & dairy products 10% steel rolled in Louisiana 7% all other products

7. Montana 5% for residents * 3% for non-residents* *offering in-state goods, supplies, equipment and materials

8. New Mexico 5%

9. New York 3% for purchase of food only

10. Oklahoma 5%

11. Virginia 4% for coal only

12. Washington 5% (fuels mined or produced in the state only)

13. Wyoming 5%

B. The Reciprocal Limitations Act requires the Commonwealth to give preference to those bidders offering printing performed in Pennsylvania as against those bidders offering printing performed in any state that gives or requires a preference to printing performed in that state. The amount of the preference shall be equal to the amount of the preference applied by the other state for that particular category of printing.

The following is a list of states which have been found by the Department of General Services to have applied a preference for in-state printing and the amount of the preference:

1. Hawaii 15%

2. Idaho 10%

3. Louisiana 3%

4. Montana 8%

5. New Mexico 5%

6. Wyoming 10%

C. The Reciprocal Limitations Act, also requires the Commonwealth to give resident bidders a preference against a nonresident bidder from any state that gives or requires a preference to bidders from that state. The amount of the preference shall be equal to the amount of the preference applied by the state of the nonresident bidder. The following is a list of the states which have been found by the Department of General Services to have applied a preference for in-state bidders and the amount of the preference:

1. Alaska 5%(supplies only)

2. Arizona 5%(construction materials from Arizona resident dealers only)

3. California 5%(for supply contracts only in excess of $100,000.00)

4. Connecticut 10%(for supplies only)

5. Montana 3%

6. New Mexico 5%(for supplies only)

7. South Carolina 2%(under $2,500,000.00) 1%(over $2,500,000.00)

This preference does not apply to construction contracts nor where the price of a single unit exceeds $10,000.

8. West Virginia 2.5%(for the construction, repair or improvement of any buildings

9. Wyoming 5%

D. The Reciprocal Limitations Act also requires the Commonwealth not to specify, use or purchase supplies which are produced, manufactured, mined or grown in any state that prohibits the specification for, use, or purchase of such items in or on its public buildings or other works, when such items are not produced, manufactured, mined or grown in such state. The following is a list of the states which have been found by the Department of General Services to have prohibited the use of out-of-state supplies:

STATE PROHIBITION

1. Alabama Only for printing and binding involving ”messages of the Governor to the Legislature“, all bills, documents and reports ordered by and for the use of the Legislature or either house thereof while in session; all blanks, circulars, notices and forms used in the office of or ordered by the Governor, or by any state official, board, commission, bureau or department, or by the clerks of the supreme court . . ./and other appellate courts/; and all blanks and forms ordered by and for the use of the Senate and Clerk or the House of Representatives, and binding the original records and opinions of the Supreme Court . . . /and other appellate courts/

2. Georgia Forest products only

3. Indiana Coal

4. Michigan Printing

5. New Jersey For legislative printing and bidders for all of the following items:* automotive parts, farm machinery, stainless steel tableware, kitchen small wares, major household appliances, chain link fence, portable sanitation units, glass, glazier supplies, storage batteries, spark plugs and filters, automotive glass, dental casting, prosthetic devices, pianos, musical instruments, carpet and cushion, shades, upholstery materials and supplies, room air conditioning, electrical supplies, plumbing supplies, hardware supplies, fasteners, lumber, building supplies, audiovisual/video equipment, fire extinguishers, fire hose, motor oils, fuel oil, sporting goods, photographic supplies, police equipment and supplies, venetian blinds, drapes, cheese, fresh fruit and vegetables, ammonia, bleach, pails, cleaning soaps, toilet cleaner, bowl cleaner, sponges, paper towel dispensers, water hose, course paper products, corrections department uniforms fine paper and paper cups.

6. New Mexico Construction

7. Ohio Only for House and Senate bills, general and local laws, and joint resolutions; the journals and bulletins of the Senate and house of Representatives and reports, communications, and other documents which form part of the journals; reports, communications, and other documents ordered by the General Assembly, or either House, or by the executive department or elective state officers; blanks, circulars, and other work for the use of the executive departments, and elective state officers; and opinions of the Attorney General.

8. Rhode Island Only for food for state institutions.

*If the bid discloses that the bidder is offering to supply one of the above-listed products from the listed state (or in the case of New Jersey, if the bid discloses that the bidder is from New Jersey and it is offering one of the above-listed items), it shall be rejected.

Contractors are prohibited from supplying these items from these states.

II. CALCULATION OF PREFERENCE

In calculating the preference, the amount of a bid submitted by a Pennsylvania bidder shall be reduced by the percentage preference which would be given to a nonresident bidder by its state of residency (as found by the Department of General Services in Paragraph C above). Similarly, the amount of a bid offering Pennsylvania goods, supplies, equipment or materials shall be reduced by the percentage preference which would be given to another bidder by the state where the goods, supplies, equipment or materials are produced, manufactured, mined or grown (as found by the Department of General Services in Paragraphs A and B above).

THIS FORM MUST BE COMPLETED AND RETURNED WITH THE BID

III. STATE OF MANUFACTURE

All bidders must complete the following chart by listing the name of the manufacturer and the state (or foreign country) of manufacture for each item. If the item is domestically produced, the bidder must indicate the state in the United States where the item will be manufactured. This chart must be completed and submitted with the bid or no later than two (2) business days after notification from the Issuing Office to furnish the information. Failure to complete this chart and provide the required information prior to the expiration of the second business day after notification shall result in the rejection of the bid.

STATE (OR FOREIGNCOUNTRY)

ITEM NUMBER NAME OF MANUFACTURER OF MANUFACTURE

IV. BIDDER’S RESIDENCY

A. In determining whether the bidder is a nonresident bidder from a state that gives or requires a preference to bidders from that state, the address given on the first page of this invitation to bid shall be used by the Commonwealth. If that address is incorrect, or if no address is given, the correct address should be provided in the space below:

Correct Address:

B. In order to claim the preference provided under Section I.B., Pennsylvania resident bidders must complete the following or have such information on file with the Issuing Office:

1. Address of bidder’s bona fide establishment in Pennsylvania at which it was transacting business on the date when bids for this contract/requisition were first solicited:

2. a. If the bidders is a corporation:

(1) The corporation is or is not incorporated under the laws of the Commonwealth of Pennsylvania.

(a) If the bidder is incorporated under the laws of the Commonwealth of Pennsylvania, provide date of incorporation:

(b) If the bidder is not incorporated under the laws of the Commonwealth of Pennsylvania, it must have a certificate of authority to do business in the Commonwealth of Pennsylvania from the Pennsylvania Department of State as required by the Pennsylvania Business Corporation Law (15 P.S. §2001). Provide date of issuance of certificate of authority:

(2) The corporation is or is not conducting business in Pennsylvania under an assumed or fictitious name. If the bidder is conducting business under an assumed or fictitious name, it must register the fictitious name with the Secretary of the Commonwealth and the office of the prothonotary of the county wherein the registered office of such corporation is located as required by the Fictitious Corporate Name Act, as amended 15 P.S. §51 et seq. Corporate bidders conducting business under an assumed or fictitious name must provide date of registry of the assumed or fictitious name:

b. If the bidder is a partnership:

(1) The partnership is or is not conducting business in Pennsylvania under an assumed or fictitious name. If the bidder is conducting business under an assumed or fictitious name, it must file with the Secretary of the Commonwealth and the office of the prothonotary the county wherein the principal place of business is located as required by the Fictitious Name Act of May 24, 1945, P.L. 967, as amended 54 P.S. §28.1. Partnerships conducting business under an assumed or fictitious name must provide the date of filing of the assumed or fictitious name with the Secretary of the Commonwealth:

(2) The partnership is or is not a limited partnership formed under the laws of any jurisdiction other than the Commonwealth of Pennsylvania. If the bidder is an Out-of-state limited partnership, it must register with the Pennsylvania Department of State as required by the Act of July 10, 1981, P.L. 237, as amended, 59 Pa. C.S.A. §503. Out-of-state limited partnerships must provide the date of registry with the Pennsylvania Department of State:

c. If the bidder is an individual:

He or she is or is not conducting business under an assumed or fictitious name. If the bidder is conducting business under an assumed or fictitious name, he or she must file with the Secretary of the Commonwealth and the office of the prothonotary in the county wherein the principal place of business is located as required by the Fictitious Name Act of May 24, 1945, P.L. 967, as amended, 54 P.S. §28.1. Individuals conducting business under an assumed or fictitious name must provide the date of filing of the assumed or fictitious name with the Secretary of the Commonwealth:

Attachment C Page 1 of 1

Attachment C

DOC STANDARD BREAD SPECIFICATIONS

WHITE BREAD: 133013 BREAD, WHITE (LOAF) UOM = EACH

Product must be made from enriched flour. Each usable slice must be a weight of 22.5 – 30 grams or .72 oz to 1 oz. per slice. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

WHEAT BREAD: 133016 BREAD, WHEAT (LOAF) UOM = EACH

Product must be made from whole wheat flour and enriched white flour. Each usable slice must be a weight of 22.5 – 30 grams or .72 oz to 1 oz. per slice. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

RYE BREAD: 147009 BREAD, RYE, SEEDLESS –LOAF UOM = EACH

Product must be made from rye flour and enriched wheat flour. Each usable slice must be a weight of 22.5 – 30 grams or .72 oz to 1 oz. per slice. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

ITALIAN BREAD: 133018 BREAD, ITALIAN (LOAF) UOM = EACH

Product must be made from enriched flour. Each slice must be a weight of 27 to 33 grams or .9 to 1.1 oz. per slice. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

FRANKFURTER ROLL: 277792 ROLLS, HOTDOG UOM = PACK

Product must be made from enriched flour. Each roll must be a weight of 40 - 45 grams or 1.4

oz. per roll. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

HAMBURGER ROLL: 277816 ROLLS, HAMBURGER, WHITE/PACK UOM = PACK

Product must be made from enriched flour. Each roll must be a weight of 40 - 45 grams or 1.4

oz. per roll. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

DINNER ROLL: 147013 ROLLS, DINNER UOM = PACK

Product must be made from enriched flour. Roll styles: Cloverleaf, Parker House, and Snowflake. Each roll must be a weight of a minimum 25 grams or 2½ to 3 inch diameter per roll.

Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

HOAGIE ROLL: ROLLS, HOAGIE UOM = PACK

Roll must measure 6 inches in length and be pre-sliced. Product must be made from enriched flour. Not to exceed 4.5 oz per roll. Product shall contain no eggs, no milk and no milk by products. Product shall have a minimum of 5 day shelf life at the time of delivery.

MISCELLANEOUS ITMES: These items will be used occasionally and will be defined as needed Examples: Whole grain bread and rolls, Challah bread.

PRODUCT SUBSTITUTION WILL NOT BE PERMITTED UNLESS PRIOR

PERMISSION WAS GIVEN BY THE DOC DIVISION OF FOOD SERVICES.

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17866-1020

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A 18612

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C I - Frackville

1111 A ltam ont B lvd.

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A 17931-2699

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301 M orea R oad P

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A 18621-9580

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C I - W aym art

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A 18472-0256

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C I - C am p H ill

2500 Lisburn R oad

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A 17001-8837

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C I - C hester

500 E . 4th S treet C hester, P A

19013

E lizabethtow n Training A cadem y

1451 N

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A 17022-1299

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C I - G raterford

R oute 29

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A 19426

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C I - C resson

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16630-0010

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C I - H outzdale

209 Institution D rive

H outzdale, P

A 16698-1000

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C I - H untingdon

1100 P ike S treet H untingdon, P A

16654-1112

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C I - P ine G rove

189 Fyock R oad Indiana, P

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4395 Q uehanna H ighw ay

K arthaus, P

A 16845

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C I - R ockview

B ox A

B ox A

B ellefonte, P

A 16823-0820

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C I - S m ithfield

1120 P ike S treet

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A 16652

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C I - Fayette

50 O verlook D rive

LaB elle, P

A 15450-1050

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C I - G reene

169 P rogress D rive W aynesburg, P A

15370-2902

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C I - G reensburg

165 S C

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15601

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C I - Laurel H ighlands

5706 G lades P ike P

. O . B ox 631 S om erset, P

A 15501-0631

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C I - P ittsburgh

3001 B eaver A venue P ittsburgh, P A

15233-0901

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C I - S om erset

1590 W alters M ill R oad S om erset, P

A 15510-0001

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C I - A lbion

10745 R oute 18

A lbion, P

A 16475

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C I - C am bridge S prings

451 Fullerton A venue

C am bridge S prings, P

A 16403-1229

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C I - Forest

1 W oodland D rive

P .O

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M arienville, P

A 16239-0307

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C I - M ercer

801 B utler P ike M ercer, P A

16150

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1,099,660 89,000

44,500 66,750

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1,194,030 88,480

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909,890 67,280

41,440 51,460

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676,980 54,960

27,480 41,220

12,025,460 306,520

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ATTACHMENT G

MINIMUM QUALIFICATIONS TO RESPOND TO BREAD & BAKED

GOODS ITQ

Non-acceptance of or noncompliance with any minimum qualification, or modification of, or the placing of conditions on acceptance or compliance with any of the minimum qualifications, in whole or in part, MAY result in disqualification.

This document applies to items listed in the ITQ. Please check all of the items that you will be interested in supplying.

Item 1 – WHITE BREAD

Item 2 – WHEAT BREAD

Item 3 – RYE BREAD

Item 4 – ITALIAN BREAD

Please indicate how many rolls per pack

Item 5 – FRANKFURTER ROLL ___________

Item 6 – HAMBURGER ROLL ___________

Item 7 – DINNER ROLL ___________

Item 8 – HOAGIE ROLL ___________

Attachment G Page 1 of 3

CHECK “YES” TO ACCEPT or CHECK “NO” TO REJECT.

Yes No

1. Do you agree to provide bread and/or baked goods as listed in Pennsylvania, listed in Attachment G –Map and Facility by Region

2. Do you agree to provide a dedicated Customer Service Team as described in Part V - 6 of the ITQ?

3. Do you agree to provide a dedicated Account Manager that will perform the duties described in Part V - 7 of the ITQ?

4. Do you agree to ship all bread and/or baked goods FOB Destination, and in accordance to the delivery timeframe set forth in Part V – 8 of the ITQ?

5. Do you agree to provide quality bread and baked goods according to the DOC Specifications as described in Attachment D?

6. Do you agree that product substitution will be not be made without prior approval by the DOC Division of Food Service as described in Part IV – 15c?

7. Do you understand and agree to maintain Order Fill Rates as described in Section IV-13 Fill Rate?

8. Do you agree to the Ordering/Delivery parameters set forth in Part V – 8 & 9 of the ITQ?

9. Do you agree to the Returns parameters set forth in Part V – 10 of the ITQ?

10. Do you agree to the Invoicing parameters set forth in Part V – 11 of the ITQ?

11. Do you have a Disaster Recovery Plan in place? If so, describe details.

12. Can you provide a description of all of the services, resources, capabilities, etc. that will meet the DOC’s bread and baked goods needs? Please include a summary of this information; reference this attachment and number to identify the information being included.

13. Upon checking this yes box you are agreeing to all of the Bread and Baked Goods special instructions and conditions as outlined in this ITQ and all of the Attachments.

Attachment G Page 2 of 3

Attachment G Page 3 of 3

Please indicate which Regions you are able to supply Bread and Baked Goods. You must be able to supply all the Institutions in a Region to be qualified for that Region. See Attachment G - Institutions by Region

YES NO

Region 1 _______ ______

Region 2 _______ ______

Region 3 _______ ______

Region 4 _______ ______

Region 5 _______ ______

Attachment H Page 1 of 5

ATTACHMENT H

REQUEST FOR QUOTE

DEPARTMENT OF CORRECTIONS

PERISHABLE BREAD AND BAKED GOODS

08- ITQ – Bread and Baked Goods – 75

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.