University of Wisconsin - Madison

REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER

OFFICIAL SEALED

AGENT: Dave Brinkmeier

Questions regarding this proposal – see Section 2.7 For Submittal Instructions & Proposal Response Format – see Sections 2.2 and 2.3.

PROPOSAL NUMBER: 18-5518

ISSUE DATE: 04/28/17

DUE DATE: 05/19/17 2:00 PM CDT

If NO BID (check here) and return.

NO PUBLIC OPENING

Proposal prices and terms shall be firm for sixty (60) days from the date of proposal opening, unless otherwise specified in this Request for Proposal by the UW-Madison Purchasing Services.

FRESH ROASTED COFFEE FOR HOUSING DINING AND CULINARY SERVICES

In signing this proposal, we have read and fully understand and agree to all terms, conditions and specifications and acknowledge that the UW-Madison Purchasing Services proposal document on file shall be the controlling document for any resulting contract. We certify that we have not, either directly or indirectly, entered into any contract or participated in any collusion or otherwise taken any action in restraint of free competition; that no attempt has been made to induce any other person or firm to submit or not to submit a proposal; that this proposal has been independently arrived at without collusion with any other proposer, competitor or potential competitor; that this proposal has not been knowingly disclosed prior to the opening of proposals to any other proposer or competitor; that the above stated statement is accurate under penalty of perjury. I certify that the information I have provided in this proposal is true and I understand that any false, misleading or missing information may disqualify the proposal.

By submitting a proposal, the proposer certifies that no relationship exists between the proposer and the University that interferes with fair competition or is a Conflict of Interest, and no relationship exists between such proposer and another person or firm that constitutes a Conflict of Interest. Further, proposer certifies that no employee of the University whose duties relate to this request for proposal assisted the proposer in preparing the proposal in any way other than in his or her official capacity and scope of employment.

The Proposer certifies by submission of the proposal that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency.

COMPANY NAME:

COMPANY STREET ADDRESS:

COMPANY CITY, STATE & ZIP:

SIGNATURE: DATE :

TYPE OR PRINT NAME:

TITLE:

TELEPHONE NUMBER: ( ) FAX NUMBER: ( )

EMAIL ADDRESS:

FEIN NUMBER: DUNS #:

UNIVERSITY OF WISCONSIN PROPOSAL NO.: 18-5518

TABLE OF CONTENTS

TABLE OF CONTENTS (cont.)

PAGE(S)

Section #1: General Information

Delivery Locations & Hours for Housing Dining & Culinary Services

Carson’s Market 1515 Tripp Circle (53706)

· Monday through Friday: 6 am-2 pm

· Saturday: no regular deliveries

Four Lakes Market (Marketplace Dining Room and Bean & Creamery Coffeehouse) 640 Elm Drive (53706); dock is off of Willow Drive

· Saturday: 8 am-12 pm

Gordon Avenue Market (Marketplace Dining Room and Bean & Creamery Coffeehouse) 770 West Dayton Street (53715); dock is off of Lake Street

· Monday through Friday: 5:30 am-2 pm

· Saturday: 5:30 am-12 pm

Housing Campus Catering 770 West Dayton Street (53715); dock is off of Lake Street

· Saturday: 5:30 am-12 pm

Liz’s Market 1200 Observatory Drive (53706)

Newell’s Deli 35 North Park Street (53715)

· Monday through Friday: 6:45 am-10 am (door unlocked)

· Saturday: no regular deliveries

Rheta’s Market (Marketplace Dining Room and Bean & Creamery Coffeehouse) 420 North Park Street (53706)

See Requirements and Specifications (Section 4) and/or Cost Proposal Form (Attachment B) for the minimum acceptable specifications for items/services desired. The estimated item quantities identified on the Cost Proposal Form are for proposal purposes only. The University does not guarantee to purchase any specific quantity or dollar amount. This contract must not be construed as mandatory upon any University campus, State agency or municipality. The University reserves the right to issue separate proposals when deemed in the best interest of the University.

1.3 Definitions

The following definitions are used throughout the Special Conditions of Proposal:

Agent means UW Madison Purchasing Agent responsible for this Request for Proposal. Full contact information can be found in Section 2.7.

Contractor means successful proposer awarded a contract.

Department means UW Madison Housing, Dining, and Culinary Services.

DVB means Disabled Veteran-Owned Business.

MBE means Minority Business Enterprise.

Proposer means a firm submitting a Proposal in response to this Request for Proposal.

Purchasing means the Purchasing Services Department in the Division of Business Services responsible for the procurement of goods and services on UW-Madison campus, located at 21 N. Park St., Madison, WI 53715.

Purchasing card means State credit card.

RFP means Request for Proposal.

State means State of Wisconsin.

University and UW both mean University of Wisconsin-Madison.

WBE means Woman-Owned Business Enterprise.

1.4.1 Register for a bidders list for commodities/services that the vendor wants to sell to the state.

1.4.2 Receive an automatic e-mail notification each time a state agency, including the University of Wisconsin System campuses, posts a Request for Bid (RFB) or a Request for Proposal (RFP) with an estimated value over $50,000 in their designated commodity/service area(s).

1.4.3 Receive an e-mail notification of addendums/amendments relative to the RFB or RFP.

Section #2: Preparing and Submitting a Proposal

2.1 Applicable Dates

Date

April 28, 2017 May 5, 2017 May 9, 2017 May 19, 2017 -- 2:00 PM CDT Week of June 5, 2017 June 12, 2017 August 1, 2017

Event

Date of Issue of the RFP Written questions due Answers to Questions Sent to Proposers (Estimated) RFP Due Date (Local Madison Time) Evaluations and Oral Presentations (if needed) Award notification Contract Term Begins

2.2 Submittal Instructions

RETAIN A COPY OF YOUR BID RESPONSE FOR YOUR FILES

If hand delivering to Purchasing Services, please come to the 6th Floor Reception Desk in Suite 6101 and call 608-262-1526 for assistance.

Proposals may be dropped off at Purchasing Services, 21 N. Park Street, Suite 6101, Madison, WI 53715-1218, between the hours of 7:00 AM and 4:00 PM prior to the due date and time.

If faxing or e-mailing, the University will accept completed proposals faxed to (608) 262-4467 or e-mailed to bids@bussvc.wisc.edu, provided they are date/time stamped prior to 2:00 p.m. CDT on the stated proposal due date.

Submitting a proposal to any other e-mail address than bids@bussvc.wisc.edu does not constitute receipt of a valid proposal by Purchasing Services. Proof of transmission doesn't constitute proof of receipt. E-mail submissions must be a scanned copy of the document with ACTUAL signatures and initials (not typed or electronic signatures), or those pages that require signatures and/or initials must be signed and returned via fax (608-262-4467) and should be received prior to 2:00 p.m. CDT on the stated due date.

VENDOR NOTE: FOR THE PURPOSES OF THE RETURN ADDRESS LABEL, IF THE ADDRESS IS THE SAME AS YOU LISTED ON THE REQUEST FOR PROPOSAL FORM – YOU DO NOT NEED TO FILL OUT THE RETURN ADDRESS LABEL.

RETURN ADDRESS LABEL:

Below is a label that can be taped to the outside of your sealed proposal response. If returning your proposal response by mail or in person, please fill out the information and tape to the outside of your proposal package.

PROPOSAL

NUMBER: 18-5518

DUE DATE: 05/19/17 TIME: 2:00 PM CDT

SHIP FROM:

VENDOR NAME HERE: ______________________________________

ADDRESS: ________________________________________________

SHIP TO:

UNIVERSITY OF WISCONSIN-MADISON

PURCHASING SERVICES

21 N PARK ST, SUITE 6101

MADISON, WI 53715-1218

Tab 1:

· Request for Proposal form signed by an authorized representative of proposing company - Cover Page.

· Vendor Information Form, Attachment A.

· Client Reference List, Attachment C.

Tab 2: Responses to specifications in Section 4. – Specifications (Sections 4.1 – 4.9).

Tab 3: Cost Proposal, Attachment B.

Tab 4: Other

RETAIN A COPY OF YOUR PROPOSAL RESPONSE FOR YOUR FILES

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, they have five (5) business days after the RFP issue date and time to notify, in writing, the Agent at the address shown below of such error and request modification or clarification of the RFP document.

ADMINISTRATIVE: Dave Brinkmeier UW Purchasing 21 N Park St, Suite 6101 Madison, WI 53715-1218 E-mail: David.Brinkmeier@wisc.edu

PHONE 608/262-1323 -- FAX 608/262-4467

If a Proposer fails to notify the Purchasing Office of an error in the RFP document which is known to the Proposer, or which must have reasonably been known to the Proposer, then the Proposer shall submit a response at the Proposer’s risk and if awarded a contract, shall not be entitled to additional compensation or time by reason of the error or its later correction.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, supplements or revisions will be posted on http://vendornet.state.wi.us) and publicnotices.wi.gov.

Any contact with University employees concerning this RFP are prohibited, except as authorized by the RFP manager during the period from date of release of the RFP until the (notice of award) (intent to award) is released. Contacting anyone other than the Designated Contact(s) above may disqualify your RFP.

Section #3: Terms and Conditions of Contract

Any other terms and conditions provided by the Proposer with the proposal or for future transactions against this contract, including but not limited to click on agreements accepted by the Customer; shrink wrapped agreements; or terms submitted with quotations, order acknowledgements, or invoices; will be considered null and void and will not be enforceable by the Contractor unless agreed to in a written amendment signed by the University Purchasing Department. Any exceptions to this RFP should be submitted with your response and alternative language proposed. Deviations and exceptions from original text, terms, conditions, or specifications shall be described fully, on the bidder's/proposer's letterhead, signed, and attached to the proposal response as an attachment. Each deviation and exception must be identified by the section, page and paragraph to which it applies. In the absence of such statement, the bid/proposal shall be accepted as in strict compliance with all terms, conditions, and specifications and the bidder/proposer shall be held liable. A Word copy of this exceptions document must be submitted with your electronic proposal response.

Submitting a standard Proposer contract or term and condition as a complete substitute or alternative for the language in this solicitation will not be accepted and may result in rejection of the proposal.

The University reserves the right to negotiate contractual terms and conditions or reject the Proposer ‘s response and proceed to the next qualified proposer.

A. The Contract Administrator for the University is:

Dave Brinkmeier University of Wisconsin-Madison Purchasing Services 21 N Park St, Suite 6101 Madison WI 53715-1218

PHONE: (608) 262-1323 -- FAX: (608) 262-4467

EMAIL: David.Brinkmeier@wisc.edu

B. Day- to-day operations for the University will be handled by:

Angie Erickson University of Wisconsin-Madison University Housing 770 W. Dayton St.

Madison, WI 53715

PHONE: (608) 262-9619

EMAIL: Angela.Erickson@housing.wisc.edu

3.3 Term of Contract

The initial term of this contract shall be August 1, 2017, or date of award, through July 31, 2020, or three years after date of award. This contract will be automatically renewed for two additional one-year terms, unless

Purchasing is notified, in writing, by the Contractor; or notifies the Contractor, in writing, 90 calendar days prior to expiration of the initial and/or succeeding Contract term(s).

3.4.2 Shall either party fail to perform under the terms of this Contract; the aggrieved party may notify the other party in writing of such failure and demand that the same be remedied within 5 calendar days. Should the defaulting party fail to remedy the same within said period, the other party shall then have the right to terminate this Contract immediately. Performance failure can be defined as but not limited to: failure to deliver fresh roasted coffee or failure to provide any of the Terms, Conditions or Specifications.

3.4.3 If at any time the Contractor performance threatens the health and/or safety of the University, its staff, students or others who may be on campus, the University has the right to cancel and terminate the Contract without notice.

3.4.4 Failure to maintain the required Certificates of Insurance, Permits and Licenses shall be cause for Contract termination. If the Contractor fails to maintain and keep in force the insurance as provided in Standard Terms and Conditions, Section 22.0, the University has the right to cancel and terminate the Contract without notice.

3.4.5 If at any time a petition in bankruptcy shall be filed against the Contractor and such petition is not dismissed within 90 calendar days, or if a receiver or trustee of Contractor's property is appointed and such appointment is not vacated within 90 calendar days, the University has the right, in addition to any other rights of whatsoever nature that it may have at law or in equity, to terminate this contract by giving 10 calendar days’ notice in writing of such termination.

3.4.6 All notices of performance failure must be submitted in writing to Purchasing, 21 N Park St, Suite 6101, Madison, WI 53715-1218. Purchasing shall be final authority for all performance failure determinations not resolved through the ordering department.

3.5.1 Specific order(s): issued as one-time orders.

3.5.2 Contract blanket order(s): issued for a specified period of time, to allow departmental personnel to issue releases against the Contract blanket order(s) as needed.

Price increase requests proposed after the initial Contract term, along with an updated Price List must be received by Purchasing in writing 90 calendar days prior to the beginning of the next contract term for acceptance or rejection. Proposed price increases are limited to fully documented cost increases submitted with the request. If Purchasing deems cost increases are not acceptable, it reserves the right to rebid the contract in whole or part. Acceptance of the price increases shall be in the form of an amendment to the contract.

Price increases must be labeled with the contract number and be submitted in the same format as the original Proposal. Any price increase requested that is not submitted in the proper format may be rejected.

Contractor should promptly notify Purchasing of new or discontinued items.

The University must meet a statutory mandate to pay or reject invoices within 30 days of receipt by University Accounts Payable. Before payment is made, it also must verify that all invoiced charges are correct as per this Contract. Only properly submitted invoices will be officially processed for payment. Prompt payment requires that your invoices be clear and complete in conformity with the instructions below. All invoices must be itemized showing:

· Contractor name

· remit to address

· purchase order number

· release number if given

· date of order/release

· item manufacturer’s name or abbreviation (if applicable)

· complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· prices per the Contract

At the discretion of Purchasing, invoices not reflecting the correct discount or net prices may be short paid or disputed.

The original invoice must be sent to University Accounts Payable, 21 N Park St, Suite 5301, Madison, WI 53715-1218.

If bidding other than F.O.B. Destination, as stated, F.O.B. point and shipping charges must be identified on the Cost Proposal form. This additional cost will be added to the proposal total and will serve as the basis for determining the award.

Indicate on the Cost Proposal Form the Country of Origin and Shipping Point.

Failure to bid FOB DESTINATION delivery charges and risk of loss borne by the Contractor in proposal price or discount may disqualify your proposal.

The Contractor shall add: “The Board of Regents of the University of Wisconsin System, its officers, employees and agents as an ‘additional insured’ under the commercial general and automobile liability policies.” The certificate holder shall be listed as the University of Wisconsin-System Administration or System campus for their respective purchases.

· date of order/release

· item manufacturer’s name or abbreviation (if applicable)

· complete item description including catalog, model and/or stock number(s) identical to those stated in proposal

· prices per the Contract

The University shall have the right to audit, review, examine, copy, and transcribe any pertinent records or documents held by the Contractor related to this contract. The Contractor shall retain all applicable documents for a period of not less than five years after the final contract payment is made. The University reserves the right to inspect any facilities used to support this Contract.

3.15.2 The Contractor shall be directly responsible for any subcontractor's performance and work quality when used by the Contractor to carry out the scope of the job. University reserves the right to assess Contractor damages in excess of the contract amount for Subcontractor’s failure to perform or inability to complete required project milestones.

3.15.3 Subcontractors must abide by all terms and conditions under this Contract.

The State of Wisconsin policy provides that Wisconsin Certified minority-owned business enterprises should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to minority-owned business enterprises or by using such enterprises to provide goods and services incidental to this agreement, with a goal of awarding at least 5% of the contract price to such enterprises.

The supplier/contractor may be requested to provide information about its purchases from Wisconsin certified MBEs.

A listing of certified minority businesses, as well as the services and commodities they provide, is available from the Department of Administration, Office of the Minority Business Program, 608/267-7806. To view all MBE firms go to https://wisdp.wi.gov/search.aspx select the MBE box and click search.

The State of Wisconsin policy provides that Woman-Owned Businesses certified by the Wisconsin Department of Commerce should have the maximum opportunity to participate in the performance of its contracts. The supplier/contractor is strongly urged to use due diligence to further this policy by awarding subcontracts to Woman-Owned Businesses or by using such businesses to provide goods and services incidental to this agreement.

All product samples will be evaluated by Housing Dining and Culinary Services Test Panels for, but not limited to, flavor, color, texture, nutritional content, ingredients, and customer and/or dining staff preference. All product samples will be evaluated in an identical manner.

If, in the opinion of the Test Panel, the product sample provided does not meet the evaluation criteria, the product bid will be eliminated from further bid consideration. The University shall be the sole judge of acceptability.

Section #4: Requirements and Specifications Requirements that include the word "must" or "shall” describe a mandatory requirement. FAILURE TO MEET A MANDATORY REQUIREMENT MAY DISQUALIFY YOUR PROPOSAL.

Proposer must: 1) indicate agreement on each mandatory requirement and, if requested, describe how the specifications will be met and/or provide additional information, 2) complete any required form(s) and 3) provide a complete and detailed response to any non-mandatory requirement that can be fulfilled. If supplemental materials will be provided, clearly mark all supplements with the corresponding section number.

Submit a brief history of your business, include locations and years in business.

4.2.2 Nutritional content must be made available for all products.

4.2.3 Each package of coffee must be labeled with coffee product code number (if applicable), flavor name, date of roasting and guaranteed date of expiration.

4.2.4 Product shall be delivered no more than two (2) days after roasting.

4.2.5 Proposer must provide recipes for espresso, specialty and seasonal drinks in multiple sizes to be made in the Housing Bean & Creamery coffeehouses.

Proposer must indicate agreement with the above section.

Proposer must indicate agreement with the above section.

Describe your Whole Beans for Espresso

Describe your Ground Coffee

Describe your Flavored Ground Coffee

Describe the process used to create a proprietary blend.

Describe your Iced Blend Coffee

Describe your Fair Trade Coffee program – what is the certification? What percentage of your coffee is Fair Trade?

Describe your Cold Brew Coffee Program.

Describe your flavored syrups and sauces.

How many seasonal drink promotions do you have per year? What are the promotions?

Do you have stock photos available for our use?

Describe your Marketing Plan.

To Be Determined; may depend on coffee products available on this contract.

Fetco CBS-52H Twin 1.5 Gallon Thermal Brewing System or Equivalent Brewing Equipment

• Carson’s Market - 2

• Four Lakes Market - 1

• Gordon Bean & Creamery – 1

• Gordon Ave Market - 1

• Liz’s Market - 1

• Rheta’s Market - 1

Fetco CBS-62H Twin 3 Gallon Thermal Brewing System or Equivalent Brewing Equipment

• Four Lakes Market Catering - 1

• Housing Campus Catering – 3

• Rheta’s Market - 1

Bunn Axiom DV APS Airpot Coffee Brewing System or Equivalent Brewing Equipment

• Four Lakes Bean & Creamery – 1

• Newell’s Deli – 1

• Rheta’s Bean & Creamery - 1

Bunn CW15-APS Airpot Pour-Over Coffee Brewing System or Equivalent Brewing Equipment

• Newell’s Deli – 1

Luxus Thermal 1.5 Gallon Dispensers or Equivalent Equipment

• Carson’s – 6

• Four Lakes Market – 5

• Gordon Bean & Creamery - 4

• Gordon Ave Market – 5

• Housing Campus Catering - 20

• Liz’s Market – 5

• Rheta’s Market - 8

Luxus Thermal 3 Gallon Dispensers or Equivalent Equipment

• Four Lakes Market Catering – 9

• Housing Campus Catering - 30

• Rheta’s Market - 8

Bunn 3 Liter Airpot w/ Lever Head or Equivalent Equipment

• Four Lakes Bean & Creamery – 5

• Gordon Bean & Creamery - 2

• Newell’s Deli - 14

*Material Safety Data Sheet will be required from awarded proposer.

The Contractor shall be responsible for de-liming of specialty coffee shuttles at least twice per year or more if needed. This procedure should be scheduled with University personnel at mutually convenient times. It is expected that this de-liming will be professionally handled by qualified, experienced service people.

The Contractor shall furnish loaner equipment within twenty-four (24) hours, or as mutually agreed with the Housing staff, to replace any University-owned specialty coffee equipment which cannot be repaired on site.

The Contract calls for servicing of our equipment with no labor charges, but the Contractor can charge us for any parts that are needed at cost.

University-owned Coffee Equipment Includes:

• Schaerer Ambiente PS Espresso Machine - 1

• Verismo Espresso Machine - 2

Proposer must indicate agreement with the above sections, describe the training your service personnel are required to take and your back up service provider, if you use one.

Section #5: Evaluation and Award of Contract(s)

Pricing

5.2.1 The lowest priced proposal will receive 100% of the allotted cost points. All other proposals will be scored using the formula as follows:

Calculation of points awarded to subsequent proposals will use the lowest dollar proposal amount as a constant numerator and the dollar amount of the firm being scored as the denominator. This result will always be less than one. The result is then multiplied by the number of points given to the cost section of the RFP.

5.2.2 For all other non-pricing related responses, points will be awarded relative to the needs of the State of Wisconsin, as solely determined by the evaluation committee members.

4.10 Cost 280 Points

MAXIMUM POSSIBLE TOTAL SCORE 1000 points

Only proposals that have received 500 points or greater on Sections 4.4 through 4.8, will have the Cost Proposals scored. A proposal that receives less than 500 points on Sections 4.4 through 4.8 will be ineligible for further consideration.