24_25 RFP Foodservice Kitchen Chemicals & Basic Services(final).docx.pdf

Request for Proposals Solicitation No: 25-01

Foodservice Kitchen Chemicals & Basic Services

DUE DATE AND TIME

July 31, 2024 at 2:00 PM PDT

Issued by Hillsboro School District

3083 NE 49th Place Hillsboro, OR 97124

July 1, 2024

Hillsboro School District 3083 NE 49th Place #208, Hillsboro, OR 97124

Phone: 503-844-1459 Fax: 503-844-1466

Request for Proposals Foodservice Kitchen Chemicals and Basic Services

Solicitation No: RFP 25-01

The purpose of this RFP (Solicitation) is to obtain competitive Proposals from qualified Firms (Proposer’s) interested in the provision of Foodservice Chemicals & Basic Repairs/Maintenance Services for Hillsboro School District (HSD).

Interested proposers shall submit a Proposal, pursuant to the instructions of this Solicitation, to the Director of Nutrition Services, or designee, at 3083 NE 49th Place, Hillsboro, OR 97124 according to the date and time identified in this document.

DUE DATES & TIME

(Late Proposals will not be accepted)

Proposers are solely responsible for ensuring that the District receives its Proposal.

No public opening will occur. Proposals will be recorded and prepared for evaluation. The number of Proposals received, the identity of Proposers, or the contents of any Proposal will not be disclosed to the public until all Proposals have been evaluated, negotiations completed if required, and a recommendation for Award has been published.

Questions and comments regarding this Solicitation must be ONLY IN WRITING and directed to the undersigned by email to roedeln@hsd.k12.or.us.

This Solicitation may be viewed at the address above, contact Pam Moreland at 503-844-1459.

Sincerely, Nathan Roedel Executive Director of Nutrition Services

July 1, 2024 Notification and issue date July 8, 2024 Questions & Errors: 2:00 pm PDT July 15, 2024 Addenda with answers to questions and errors posted July 31, 2024 Proposal Due: 2:00 pm PDT

August 6, 2024 Notification of Intent to Award August 13, 2024 End of Protest Period: 2:00 pm PDT August 20, 2024 Notice of Intent to Award mailto:roedeln@hsd.k12.or.us

SECTION I – INSTRUCTIONS TO BIDDERS

1. DEFINITIONS. This solicitation is issued pursuant to the District Local Contract Review Board Rules as defined in the Hillsboro School District policy DJC. The term "District" throughout this solicitation means Hillsboro School District. “Proposer” means the Person or Firm that submits a Proposal in response to this solicitation. “Vendor” means the Proposer that is awarded this solicitation, and “Work” is defined as the delivery and execution of products and services as outlined in this solicitation.

2. SOLICITATION REVIEW. Proposer’s must carefully review this Solicitation and are responsible for knowing and understanding the terms and conditions. Unless defects, ambiguities, omissions, or errors are brought to the District's attention in writing by 2:00pm PDT July 8, 2024, protests based on such defects, ambiguities, omissions, or errors received after issuance of the Notice of Intent to Award (NIA) may not be favorably considered.

3. CONTRACT.

a. Requirements Contract.

i. The successful Proposer(s) will receive a blanket purchase order for orders made on an as needed basis.

ii. Contract Period. The initial contract period shall be the 2024-2025 school year, with an effective date of September 2024 for implementation of services.

iii. Renewal Option. This contract may be renewed upon mutual agreement of the District and Contractor for four (4) additional one (1) year periods; or through the 2028-2029 school year.

A. Should the vendor seek to increase pricing upon renewal, it must be reasonable, and not exceed the CPI-U, Western region March index, or the vendor must present other information that justifies the requested price change for HSD review and/or approval.

iv. This RFP document and any addenda issued become components of the contract with the awarded proposer.

4. SUBMITTING A PROPOSAL

a. Proposer shall submit a Proposal to the District in accordance with all prescribed requirements and instructions via email to: roedeln@hsd.k12.or.us.

b. Identification of Proposal:

i. To ensure proper identification, the Proposal shall be submitted via email with the subject line as: RFP 25-01 Foodservice Kitchen Chemicals & Basic Services. The Proposer’s name and address and the RFP number shall be included in the body of the email.

ii. Attachments shall be in PDF format and submissions should not exceed 10MB.

c. Each Proposer is responsible for ensuring the District receives its Proposal at the required delivery point prior to the RFP due date and time. The District reserves the right to consider proposals that have been delayed or mishandled by the District.

d. The District may withhold from disclosure information in accordance with ORS 279B.055 (5)(c):

trade secrets or confidential information pursuant to ORS 192.501 or 192.502. A Proposer shall make such information perfectly obvious to the District in its Proposal by indicating in bold capitalized letters prior to the information.

5. ADDENDA.

a. The District may change this solicitation document only by written addenda. Any addenda issued shall become an integral part of this solicitation.

b. A Proposer shall provide written acknowledgment of receipt of all issued addenda with its proposal on the provided Proposer Certification form.

c. The District shall notify all known interested Proposer’s of addenda by E-Mail. Addenda will also be posted on Oregonbuys.gov.

d. IT IS THE PROPOSER’S RESPONSIBILITY TO MAKE INQUIRY OF ISSUED ADDENDA.

SECTION I – INSTRUCTIONS TO BIDDERS

6. LATE PROPOSALS, WITHDRAWALS, OR MODIFICATIONS. The District shall not consider late proposals, late withdrawals or late modifications. Any proposal, withdrawal, or modification received after Closing is late. The District reserves the right to consider late proposals, late withdrawals or late modifications if the District finds that such proposal, withdrawal or modification has been mishandled by the District.

HSD reserves the right to cancel or void this RFP at any time or for any reason, when deemed in the best interest of HSD.

7. PROPOSAL EVALUATION AND AWARD.

a. The District shall evaluate the proposals based on the requirements established in Section II.

b. Award.

i. For purposes of awarding a contract the District shall give preference to services provided in Oregon pursuant to ORS 279A.120.

ii. Award in part or in whole is contingent upon available funding. In the event adequate funds are not appropriated and allocated by the School Board, the District reserves the right to cancel any Solicitation at no penalty.

iii. If awarded, the District shall award the Contract to the Responsible Proposer submitting the most advantageous, Responsive Proposal. Pursuant to OAR 137-047-0500, the District may only award a contract to a Responsible Proposer.

iv. In the event the District determines a bidder or proposer is not responsible, such determination will be made in writing pursuant to OAR 279B.110.

8. NOTICE OF INTENT TO AWARD. The District shall provide written Notice of Intent to Award (NIA) to all Proposers at least seven (7) calendar days before the Award of a Contract. The NIA will be sent by email to all Proposers, and posted at Oregonbuys.gov. The District's Award must not be final until the latter of the following: The expiration of the Contract Award protest period provided in OAR 137-047-0740, or until the District provides written response to all timely filed protests denying the protest(s) and affirming the Award.

9. PROPOSERS RIGHT TO PROTEST SOLICITATION AND AWARD. Proposer’s shall fully comply with the rules and statutes of this section in order for a protest to be accepted by the District:

a. Solicitation. Pursuant to OAR 137-047-0730, a Proposer may protest the procurement process or the Solicitation. Such protest shall be submitted prior to 2:00pm PDT on August 13, 2024.

b. Award. Pursuant to OAR 137-047-0740, a Proposer may protest the Notification of Intent to

Award (NIA) a Contract. Such protest shall be submitted prior to Noon on the seventh day proceeding the date listed on the NIA.

c. Protests shall be in writing and submitted to Nathan Roedel, Executive Director of Nutrition Services by email to roedeln@hsd.k12.or.us. Protests may also be delivered to the district receptionist during regular business hours: 3083 NE 49th Place, Ste. 208, Hillsboro, OR 97124.

mailto:roedeln@hsd.k12.or.us

SECTION II - RESPONSE AND EVALUATION

1. INTRODUCTION. This section prescribes the mandatory format for the presentation of a proposal in response to this Solicitation. The purpose of this format is to ensure uniformity of the information from each Proposer and to aid in clear understanding and evaluation of each Proposal. Failure to submit Proposals in accordance with the provisions of this Section shall be grounds to declare the Proposal non-responsive.

2. PROPOSAL FORMAT. The submitted Proposal:

a. Shall include completed and signed copies of the Proposal by the date specified.

3. PROPOSAL CONTENT.

a. The submitted Proposal shall include all of the information requested in item d. below.

b. Proposer’s are cautioned to provide in their proposals as much detail as possible pertaining to their capabilities and experience to the goods and/or services requested in this Solicitation. Do not assume the District or evaluation team is familiar with the Proposer.

c. Concise and direct answers are encouraged. The specifications, characteristics, and requirements listed in this Solicitation are in no way to be considered to be exhaustive.

d. Proposer’s shall present the following information, and submit all attachments as required, in the order listed:

i. PROPOSER CERTIFICATION. This document shall be the cover sheet for your Proposal document. The certification must be signed by the person authorized to represent the Proposer regarding all matters related to the Proposal.

ii. EXPERIENCE, QUALIFICATIONS, CAPACITY/REFERENCES.

A. Provide a brief narrative of the Proposer's background and history. Generally describe previous experience related to providing Foodservice Chemicals & Basic Services for clients; especially School districts.

B. Provide a brief description of how the Proposer has available the appropriate financial, material, equipment, facility and personnel resources and expertise, or ability to obtain the resources and expertise, necessary to indicate to the District that Proposer is capable of meeting all contractual responsibilities.

C. Describe the Proposer’s responsibilities and the scope of work for three (3) projects similar to the Scope of this Solicitation: Provide the client name, contact name, telephone number and/or email address. These contacts will be used for the District’s reference check.

iii. PRODUCT PRICING: Use of the provided Pricing schedule is required (Exhibit B).

A. SPECIAL CONSIDERATIONS: Provide a description of conditions that may be considered extraordinary or that may impact regular operations (i.e. loud equipment; high volume; water access; power interruptions; etc.).

4. EVALUATION OF PROPOSALS.

a. The District shall evaluate the Proposals based on the requirements below.

i. Rank of Experience, Qualifications, and Capacity. (30 points) A. Typical scoring methods: How long has the Proposer been in business? Does the Proposer have specific School District experience (other than with Hillsboro School District)?

How much experience does the Proposer have performing this type of work? Has the Proposer performed work of the scale being sought? Can the Proposer easily scale up to the volumes anticipated in this Solicitation?

ii. Pricing Schedule. (50 points) - Exhibit A: Sites and Machine Descriptions, Exhibit B: Product Pricing Schedule.

iii. Evaluation of References: (20 points) - Minimum 3 service references, current or within the last 3 years. Was the past performance positive as reported by references (overall customer service, attention to detail, handling issues in a timely basis, etc.)

SECTION II - RESPONSE AND EVALUATION

iv. Additional Services. (6 Points) A. Pricing is compared between each Proposal submitted and weighted accordingly (e.g.

lowest price scores the highest, all other higher prices offers are proportionate to the lowest offer).

v. Maximum points available shall total 106.

SECTION III - STATEMENT OFWORK

1. PROJECT SCOPE.

a. The purpose of this Solicitation is to establish a price agreement between one or more Vendors to provide Foodservice Kitchen Chemicals & Basic Services to Hillsboro School District for the above described period or contract period.

b. The selected Vendor shall furnish and assume full responsibility for everything required for the orderly progress and proper execution and completion of the assigned Work, whether temporary or permanent and whether or not incorporated into the Work including, but not limited to, materials, equipment, labor including subcontractor, transportation, equipment and machinery, tools, and other facilities and incidentals.

c. Vendor shall not have any public or private interest and shall not acquire directly or indirectly any such interest which conflicts in any manner with the performance of its services and the completion of the work.

2. SAFETY. The Vendor’s equipment, supplies and personnel shall be maintained, throughout the life of the contract, in conditions satisfactory to the District. Vendor shall take proactive measures to ensure the safety of its employees and equipment, as well as the safety of HSD personnel, students, and property.

3. EQUIPMENT. Vendor shall be responsible for providing transportation and equipment required for the performance of this contract. Equipment shall be kept in good working order and appearance, which Vendor shall be solely responsible for.

4. SERVICES

a. Services shall be required at all schools quarterly, or as needed.

b. The selected vendor(s) shall provide services to the schools in the District as requested throughout the school year. A list of the schools and addresses is included in this solicitation under Appendix A.

c. Coordination and scheduling of services shall be through the Nutrition Services Division office located at 3083 NE 49th Place, Hillsboro, OR 97124, 503-844-1459.

5. SCHEDULE DELAYS. If schedule delays are foreseen:

a. The District must be notified within 24 hours of Vendor’s knowledge of such delay.

b. Vendor shall keep the District advised of the status of services scheduled.

c. Vendor shall consistently meet contracted service schedule(s).

d. If Vendor fails to meet service dates as set forth in the schedule on two or more consecutive occurrences, Vendor shall be considered in breach of contract.

6. HOLIDAY/SCHOOL CLOSURES. On holidays or days district locations are closed for inclement weather:

a. Services shall be made the next day that the facilities are open, or rescheduled between the

District and the Vendor, at the sole discretion of the District in the best interest of the District.

7. INSURANCE. Vendor shall maintain:

a. Workers’ Compensation as required by law.

b. Employer’s Commercial General Liability coverage in the minimum amount of $1,000,000 per occurrence with $2,000,000 aggregate when the Vendor has employees performing services under the contract.

c. Comprehensive Automobile Liability including owned, non-owned and hired vehicles:

$1,000,000 Combined Single Limit, including Bodily Injury and Property Damage any one occurrence.

SECTION III - STATEMENT OFWORK

d. The District, its employees, officials and agents shall be named as an Additional Insured on general liability and auto and be provided a copy of the additional insured endorsement. Such insurance shall be primary. Certificates of Insurance shall be issued, prior to the commencement of the contract, to Hillsboro School District, 3083 NE 49th Place, Hillsboro, OR 97124. The Vendor agrees to pay for the insurance specified and agrees to provide the District with a 30 day notice of cancellation if non-renewal occurs during the contract period. Insurance companies must have an A rating or better.

e. The District reserves the right to require additional insurance coverage, limits, and terms which may be delineated in an attachment to this agreement.

8. COMPLIANCEWITH LAWS. The Vendor certifies that it will comply with all applicable provisions of the Uniform Commercial Code, federal, state and local laws, regulations, rules and orders. Vendor expressly agrees to comply with:

a. Title VI and VII of Civil Rights Act of 1964, as amended;

b. Sections 503 and 504 of the Rehabilitation Act of 1973, as amended;

c. The Americans with Disabilities Act of 1990, as amended, and ORS 659.425;

d. Executive Order 11246, as amended;

e. The Age Discrimination in Employment Act of 1967, as amended, and the Age Discrimination

Act of 1975, as amended;

f. The Vietnam Era Veterans’ Readjustment Assistance Act of 1974, as amended;

g. ORS Chapter 659, Oregon Equality Act, as amended;

h. All regulations administrative rules established pursuant to the foregoing laws;

i. All other applicable requirements of federal and state civil rights and rehabilitation statutes, rules and regulations; and

j. All laws, regulations and executive orders applicable are incorporated by reference where so required by law.

9. INDEMNIFICATION AND HOLD HARMLESS. Except for claims arising out of acts caused by the sole negligence of the District, its management or employees, the Provider agrees to indemnify and hold harmless the District and its Board of Directors, management, employees and agents, from acts or omissions of any nature whatsoever of the Provider, its agents, servants and employees, causing injury to, or death of person(s) or damage to property during the term of this contract, and from any expense incident to the defense of the District there from. The Provider agrees to indemnify and hold harmless the District and its board members, management, employees and agents harmless from and to defend it against, any and all claims arising from the purchase, installation, and/or use of the equipment, articles and/or materials which are the subject of this Order.

10. INVOICES. Original invoices shall be addressed to Hillsboro School District, Attn: Nutrition Services, 3083 NE 49TH Place #208, Hillsboro, OR 97124 and must include District issued P.O. #, Vendor’s name and phone number, and clearly list locations serviced. Invoices shall include an itemized accounting of products or services delivered to each school. Electronically transmitted invoices are preferred for timely payment. Payment will only be made for services completed. The District is tax exempt. Do not include taxes on invoice(s). Payment terms are Net 30.

Enclosures

1) Exhibit A- Sites and Warewasher Machine Descriptions

2) Exhibit B- Products & Pricing

The following are to be returned as the Proposal pursuant to the terms of this Solicitation:

1) Completed Proposer Certification

2) Content as listed in Section II, Number 3. Proposal Content.

3) Proof of requested insurance and documentation of HSD as additional insured

4) Completed Exhibit B Pricing Form

5) Completed W-9

Exhibit A: Site and Warewashing Machine Descriptions

School Address Machine Atfalati Ridge 29174 NW King St - North Plains, OR Hobart AM16T Brookwood 3960 SE Cedar St. - Hillsboro, OR Hobart CL44E Butternut Creek 20395 SW Florence St. - Aloha, OR Hobart AM16T Eastwood 2100 NE Lincoln Ave. - Hillsboro, OR Hobart AM16T Farmington View 8300 SW Hillsboro Highway - Hillsboro, OR Hobart AM-14 Free Orchards 2499 S. Beech St.- Cornelius, OR Hobart C44A Groner 23405 SW Scholls Ferry Rd. - Hillsboro, OR Hobart AM-15 Henry 1060 SE 24th Ave. - Hillsboro, OR Hobart CL44E Imlay 5900 SE Lois St. - Hillsboro, OR Hobart C44AW Indian Hills 21260 SW Rock Rd. - Aloha, OR Hobart AM-12 Jackson 675 NE Estate Dr. - Hillsboro, OR Stero SDRA Ladd Acres 2425 SW Cornelius Pass Rd. - Hillsboro, OR Hobart AM16T Lenox 21200 NW Rock Creek Blvd. - Portland, OR Hobart AM16T Lincoln Street 801 NE Lincoln St.- Hillsboro, OR Hobart AM-12 McKinney 535 NW Darnielle St. - Hillsboro, OR Hobart AM92T Minter Bridge 1750 SE Jacquelin Dr. - Hillsboro, OR Hobart AM16T Mooberry 1230 NE 10th Ave. - Hillsboro, OR Hobart AM-15 North Plains 32030 NW North Ave. - North Plains, OR Hobart AM-15 Orenco 22550 NW Birch St. - Hillsboro, OR. Hobart C44AW Patterson 261 NE Lenox St. - Hillsboro, OR. Hobart C44AW Quatama 6905 NE Campus Way - Hillsboro, OR Hobart C44A Reedville 2695 SW 209th Ave. - Aloha, OR Hobart AM15T Rosedale 3901 SW 229th - Aloha, OR Hobart CL44E Tamarack 7201 SE Kinnaman St - Hillsboro, OR Hobart AM16T Tobias 1065 SW 206th Ave. - Aloha, OR Stero SDRA West Union 23870 NW West Union Rd. - Hillsboro, OR Jackson Tempstar Witch Hazel 4950 SE Davis Rd. - Hillsboro, OR Hobart C44AW Brown 1505 SW Cornelius Pass Rd. - Hillsboro, OR Hobart C44E Evergreen 29850 NW Evergreen Rd. - Hillsboro, OR Hobart C44A Poynter 1535 NE Grant St. - Hillsboro, OR Hobart CL44E South Meadows 4690 SE Davis Rd. - Hillsboro, OR Hobart CL44E Century 2000 SE Century Blvd. - Hillsboro, OR Hobart C44AW Glencoe 2700 NW Glencoe Rd. - Hillsboro, OR Hobart C44A Hillsboro High 3285 SE Rood Bridge Rd. - Hillsboro, OR Hobart C44AW Liberty 21945 NW Wagon Way - Hillsboro, OR Hobart C44AW Oak Street 440 SE Oak St.- Hillsboro, OR Hobart AM14C

Exhibit B: Product Pricing

Please list your product details below for both machine and manual warewashing (commercial dishwashers, sanitization products, degreasers, oven and grill cleaners, lime and rust removers, general cleaning products, etc.) Prices should include delivery and onsite considerations. Describe any separate prices for conditions that require compensation. Submit applicable SDS information sheets for submitted products along with this solicitation.

*Dishmachine Chemical service includes dispenser apparatus **Note if provided at no charge

All proposed Chemicals shall be satisfactory to meet general foodservice local health inspection guidelines and requirements.

Additional Services:

Minor repairs and/or adjustment may be necessary during the service of listed equipment. Please indicate the following:

Describe services not included in above pricing, as well as any other fee structures for services.

Product Product Name Packaging

Size/Quantity Yield/Uses Environmenta lly Friendly

(Y/N) Price

Machine Detergent*

Machine Drying Agent* All-Purpose Cleaner Sanitizing Solution Oven & Grill Cleaner Pot & Pan Detergent Test Strips** Degreaser List other products for consideration:

Labor included 2 Labor billed @ $_______/hr 1

No Service Charge 2 Minimum service charge @ $_______ 1

Parts included 2 Parts at Cost 1

Pats at Cost + _______% 0

Description Fee

Proposer Certification Solicitation No: RFP 25-01

Legal Name of Proposer:

Address, City, State, Zip

The undersigned certifies and agrees:

The prices in this proposal have been arrived at independently without, for the purpose of restricting competition, any consultation, communication, or agreement with any other proposer relating to (i) offer price, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate offer price.

If this proposal is accepted by the District, to furnish any or all items or services upon which prices are offered, delivered at the designated point, within the time specified.

That the person signing this certification is fully authorized to sign on behalf of the Proposer and to fully bind the Proposer to all provisions and clauses of this Solicitation.

That the Proposer (check one) will ____ / will not ____ extend the terms, conditions and prices to any Participating Agency. (ORS 279A.215, BSD-46-0440 Permissive Cooperative Procurement)

That, if required, the Proposer is registered with the Oregon Secretary of State Office as required by ORS Chapters 58, 60, 62, 63, 65, 67, 70 and 648.

That the Proposer not discriminate when obtaining any required subcontractors in accordance with ORS 279A.110(4).

The Proposer acknowledges receipt of the following addenda: List by number and date appearing on addenda:

Addenda No. Date Addenda No. Date

Proposer is responsible to check with the District for any issued addenda

Pursuant to ORS 279A.120, Vendor (check one) is _____ / is not _____ an Oregon resident Vendor. For purposes of awarding a contract the District shall give preference to goods manufactured or produced in Oregon pursuant to

ORS 279A.120.

If not, indicate State of residency: ____________________.

The person signing this certification is fully authorized to sign on behalf of the Proposer and to fully bind the Proposer to all terms and conditions of this Solicitation and any addendum issued during the solicitation period.

Name of Owner/Officer/Agent

SignatureTitle

Phone Fax

Email Address

Social Security or Federal Tax Identification Number

Submittal checklist, submit completed:

● Proposer Certification Form (this form)

● Pricing (Exhibit B)

● SPS Documentation