3159_1.PDF

REQUEST FOR PROPOSAL (RFP)

FOR

MANUAL FOOD SERVICES, STATE PATROL ACADEMY

FORT MCCOY, WI

RFP # 272089

Issued by:

STATE OF WISCONSIN

DEPARTMENT OF TRANSPORTATION

Division of State Patrol State Patrol Academy

Issued:

May 30, 2014

Proposals must be received No later than 2:00 PM (CT)

July 8, 2014

Important: See building security access restrictions in Section 2.3

LATE PROPOSALS WILL BE REJECTED

Faxed or e-mailed proposals are not accepted There will not be a public opening for this RFP

Other Events:

All questions and clarifications concerning this RFP must be received by 4:00 PM (CT), June 16, 2014

Communications must be submitted in writing via email to linda.hanby@dot.wi.gov See Section 1.4

MANDATORY PROPOSER CONFERENCE

will be held on Thursday, June 12, 2014 at 1:30 p.m. to 2:30 p.m. (CT) at The State Patrol Academy, 95 South 10 Ave., Fort McCoy, WI 54556. All Proposers who intend to respond to this RFP MUST attend the Proposer Conference. In order to plan appropriately, please RSVP by contacting Linda Hanby at linda.hanby@dot.wi.gov before 4:00 p.m. (CT), June 10, 2014.

See Section 1.5 for details including access to the secure facilities.

For information regarding this RFP, contact Linda Hanby at linda.hanby@dot.wi.gov mailto:linda.hanby@dot.wi.gov

TABLE OF CONTENTS

SECTION SUBJECT PAGE #

1 GENERAL INFORMATION

1.1 INTRODUCTION

1.2 DEFINITIONS

1.3 SCOPE

1.4 CLARIFICATION AND/OR REVISIONS OF THIS RFP

1.5 MANDATORY PROPOSER CONFERENCE

1.6 REASONABLE ACCOMMODATIONS

1.7 CALENDAR OF EVENTS

1.8 CONTRACT TERM AND FUNDING

1.9 MINORITY BUSINESS ENTERPRISE / DISABLED VETERAN-OWNED BUSINESS PARTICIPATION

1.10 VENDORNET REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 SUBMITTING PROPOSALS

2.4 PROPOSAL ORGANIZATION AND FORMAT

2.5 MULTIPLE PROPOSALS

2.6 WITHDRAWAL OF PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 EVALUATION COMMITTEE

3.2 PRELIMINARY EVALUATION

3.3 RIGHT TO REJECT PROPOSALS

3.4 PROPOSAL SCORING

3.5 EVALUATION CRITERIA

3.6 INTERVIEWS, PRESENTATIONS, DEMONSTRATIONS, SITE VISITS, TASTE TESTING

3.7 FINAL EVALUATION

3.8 AWARD AND FINAL OFFERS

3.9 NOTIFICATION OF INTENT TO AWARD

3.10 APPEALS PROCESS

3.11 NEGOTIATE CONTRACT TERMS

4 PROPOSER INFORMATION AND SOLUTIONS

4.1 MANDATORY REQUIREMENTS

4.2 ORGANIZATION’S EXPERIENCE AND CAPABILITIES

4.3 STAFF QUALIFICATIONS

4.4 DINING PROGRAM

4.5 EQUIPMENT AND FACILITIES

4.6 QUALITY ASSURANCE

4.7 VALUE ADD:

4.8 PROPOSER REFERENCES

5 CONTRACT REQUIREMENTS

5.1 SERVICES

5.2 FACILITY SECURITY

5.3 BACKGROUND CHECKS

5.4 SCHEDULE

5.5 MEETINGS

5.6 STANDARDS OF OPERATION

5.7 MEAL PLANNING

5.8 MANUAL CONTRACT DINING SERVICE PORTIONS AND MENUS

5.9 FOOD AND SUPPLIES

5.10 FOOD PRESENTATION AND SERVING AREAS

5.11 SERVICE PROBLEMS / RESOLUTION

5.12 PERSONNEL, EMPLOYMENT PRACTICES, STAFFING AND SCHEDULES

5.13 EQUIPMENT, UTILITIES, SUPPLIES AND SPACE USE

5.14 EQUIPMENT AND FACILITIES MAINTENANCE, REPLACEMENT AND SANITATION

5.15 STATEMENTS, AUDITS, PAYMENTS AND BILLINGS

5.16 MEAL RATE BILLINGS AND ESCALATION

5.17 RECORD KEEPING

5.18 REPORTS REQUIRED FROM THE CONTRACTOR TO THE ACADEMY CONTRACT MANAGER

5.19 SUBCONTRACTORS

6 COST PROPOSAL

6.1 GENERAL INSTRUCTIONS FOR THE COST PROPOSAL AND HOW IT WILL BE SCORED

6.2 FORMAT FOR SUBMITTING COST PROPOSAL. USE COST PROPOSAL--ATTACHMENT E

6.3 FIXED PRICE PERIOD

7 SPECIAL TERMS AND CONDITIONS

7.1 CONTRACT RENEWAL/EXTENSION AND/OR TERMINATION

7.2 EMERGENCY MEDICAL TREATMENT

7.3 INSURANCE

7.4 PERFORMANCE BOND OR IRREVOCABLE LETTER OF CREDIT

7.5 PAYMENT TERMS AND INVOICING

7.6 PERMITS, LICENSES AND TAXES

7.7 FEES AND COMMISSIONS

7.8 DISCLOSURE

7.9 COMPLIANCE WITH LAWS

7.10 FRATERNIZATION AND SEXUAL ASSAULT PREVENTION TRAINING

7.11 DRUG-FREE WORKPLACE

7.12 DEBARMENT

7.13 CERTIFICATION FOR COLLECTION OF SALES AND USE TAX

7.14 REPORTING AND RECORDKEEPING

8 SUPPLEMENT TO STANDARD TERMS AND CONDITIONS

8.1 EXECUTED CONTRACT TO CONSTITUTE ENTIRE AGREEMENT

9 REQUIRED FORMS

9.1 FOUND IN FRONT SECTION THAT PRECEDES THE REQUEST FOR PROPOSAL DOCUMENT:

9.2 FOUND IN THE BACK SECTION OF THE REQUEST FOR PROPOSAL DOCUMENT:

ATTACHMENTS

ATTACHMENT A – VENDOR INFORMATION

ATTACHMENT B – MBE/DVB AWARENESS, COMPLIANCE & ACTION PLAN

ATTACHMENT C – MBE/DVB MONTHLY PARTICPATION REPORT

ATTACHMENT D – COST PROPOSAL

APPENDIX #1: ACADEMY FOOD SERVICE AREAS

APPENDIX #2: MEAL HISTORY AND PROJECTIONS

APPENDIX #3: EQUIPMENT INVENTORY

WI DEPARTMENT of TRANSPORTATION RFP # 272089

1 GENERAL INFORMATION

1.1 Introduction

The purpose of this document is to provide interested vendors with information to enable them to prepare and submit a proposal for the operation of manual food services for the Wisconsin State Patrol Academy (Academy). Manual food services consist of customer dining, special events, bag lunches, and pack-outs for offsite training events. The services shall be provided within the Fort McCoy Cantonment area. The Wisconsin State Patrol Academy is located at 95 South 10th Ave., Fort McCoy, WI 54556-5168.

The State, as represented by the Wisconsin Department of Transportation (WisDOT), intends to use the results of this Request for Proposal (RFP) to award a contract for the above listed dining service needs.

The Academy Contract Manager will be determined at the time of the contract award.

The terms “must” and “shall” describe a mandatory requirement unless otherwise stated. If no proposer is able to comply with a condition in this RFP, then the State reserves the right to delete that condition of this RFP. Failure to meet a mandatory requirement shall disqualify your proposal.

The WisDOT Purchasing Unit is the sole point of contact for the State of Wisconsin during the selection process. The person responsible for managing the procurement process is Linda Hanby, Purchasing Agent Senior, email: linda.hanby@dot.wi.gov. Contact with anyone else involved with this process, without the prior authorization of WisDOT Purchasing, may result in the disqualification of your proposal.

1.2 Definitions

The following definitions are used throughout the RFP:

Academy: The Wisconsin State Patrol Academy located at Fort McCoy, WI Agency: The Wisconsin Department of Transportation Bag Lunch: Cold meal eaten away from the dining area Break Items: Beverages and snacks (morning, afternoon or both) Catering: Food and beverages service for Academy sponsored functions such as banquets and receptions.

Contractor: Proposer awarded the contract Customer: Students, visitors, faculty, staff Department: The Wisconsin Department of Transportation DOT or WisDOT: The Wisconsin Department of Transportation Exhibition Cooking: Cooking and preparing food in front of the customer Fort McCoy Cantonment Area: Secured permanent residential area Manual Food Service: Products and labor required to prepare and serve meals OSHA: Occupational Safety and Health Administration Pack-outs: Hot meal eaten away from the dining area Partial Service Day: The Contractor is required to provide only one or two meals for a specific day Proposer/Vendor: A company or individual submitting a proposal in response to this RFP

RFP: Request for Proposal RFP Manager: Linda Hanby, WisDOT Purchasing Agent Senior

Special Events: Outdoor barbecues, special holiday meals and periodical theme decorating State: The State of Wisconsin USDA: United States Department of Agriculture

1.3 Scope

1.3.1 Project Description

Manual food service, under the terms of this contract, shall be the exclusive operation of the Contractor for services required in conjunction with various training programs and closely related activities at the Academy. Exclusive operation does not include vending sales or limited numbers of required meals when training sessions are not in session. This contract also does not include special sales, company sales promotions, etc.

1.3.2 Objectives/Needs

The Contractor is required to complete all planning, cooking, serving, hiring, training of employees, ordering of food and related products, storage inventory, safety, quality assurance activities, and other tasks required of this contract of providing manual food services. All required equipment to operate the facility is provided by WisDOT.

The service required under the terms of this contract shall be on as needed basis with no advance annual schedule. However, the Academy shall provide the Contractor with schedules of required food services two weeks in advance for a minimum one month period. This schedule shall include required meals, days of service, and estimated numbers to be served. The Academy will provide the final counts of the meals to the Contractor prior to the start of each week’s service, if different than the monthly estimates.

The number of meals served each customer per week will vary depending on the type of training programs in session.

The Academy may supplement the manual food service in this contract with other means of dispensing food and beverage items by additional manual or vending food service as determined by the Academy. The Academy and Contractor shall enforce policies relative to individuals or groups providing food, beverages and related services in facilities of the Academy.

1.3.3 Current Operations (history and background)

Since its inception in 1955, the Wisconsin State Patrol Academy conducts and hosts a variety of formal training programs to all law enforcement agencies throughout the year ranging in scope from basic to in-service to specialized training in technical subjects. The current Contractor has been operating the dining services since September 25, 2007.

See Appendix 1 Academy Food Service Areas See Appendix 2 Meal History and Projections See Appendix 3 Equipment Inventory, owned by WisDOT

1.4 Clarification and/or Revisions of this RFP

All questions and/or comments concerning this RFP must be submitted in writing and received on or before 4:00 p.m. (CT), June 16, 2014 to:

Linda Hanby, Purchasing Agent Senior Email: linda.hanby@dot.wi.gov.

The RFP number 272089 should be in the subject line of the email and noted on the outside of envelopes and packages submitted in response to this RFP. Responses to inquiries and comments shall not be provided via telephone.

Vendors must submit questions, exceptions, and/or additions they have concerning the RFP documents at this point of the RFP process. Vendors shall immediately notify Linda Hanby if a vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP.

Revisions/amendments and/or supplements will be posted as addendum/addenda on VendorNet in the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP.

Each proposal is predicated upon the requirements, terms, and conditions of this RFP and any supplements, revisions or addenda thereof.

Contact with State employees other than Linda Hanby, the RFP Manager, concerning this RFP is prohibited, except as authorized by the RFP Manager during the period from date of release of the RFP until the notice of contract award is released.

1.5 Mandatory Proposer Conference

A mandatory Proposer Conference will be held on June 12, 2014 from 1:30p.m. to 2:30p.m. (CT) at the Wisconsin State Patrol Academy, located at 95 South 10th Ave., Fort McCoy, WI 54556-5168, to respond to written questions and to provide any needed additional instruction to vendors on the submission of proposals. The meeting will include a tour of the kitchen, serving areas, and dining room.

It is recommended that vendors take their own measurements and photos of the areas during this time.

All vendors who intend to respond to this RFP must attend the proposer conference. Any changes as a result of the conference and all questions and answers from the conference will be posted as an addendum on VendorNet.

In order to plan appropriately, please RSVP by contacting Linda Hanby at linda.hanby@dot.wi.gov before 4:00 p.m. (CT) on June 10, 2014.

An RFP addendum will be posted on VendorNet if the meeting is changed or cancelled.

Failure to attend shall disqualify a proposer’s submitted proposal. Proposers shall not charge WisDOT for attending the meeting. It is the proposer’s responsibility to sign-in with Linda Hanby when entering the meeting room. Failure to sign-in as proof of attendance shall disqualify your company’s submitted proposal.

Facility Access Vendors must follow these instructions to gain access to the facility.

Allow an additional 15-20 minutes to complete the process to receive a temporary pass.

1. Enter Fort McCoy through the Main Gate from Hwy 21.

2. Stop at the Welcome Center (brick building to the right of the guardhouse) to receive a temporary pass before proceeding to the Main Gate. Follow the signs.

3. Vehicle registration, proof of vehicle insurance and photo ID (for each person in your vehicle) is required to receive a temporary pass.

4. Go straight and turn right on South 6th Ave.

5. Turn left on South O Street. Follow South O Street to South 10th Ave.

6. Turn right and follow South 10th Avenue until arriving at Building 95 (Academy). It will be the last building on the left before South 10th Ave meets Hwy 21.

1.6 Reasonable Accommodations

Upon written request, WisDOT will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities. If you need accommodations at the proposer conference, you must contact Linda Hanby, Purchasing, at

(608) 267-2972 (voice) or contact Wisconsin Telecommunications Relay System (TTY) at 1-800-947-3529.

1.7 Calendar of Events

Listed below are specific and estimated dates of actions related to this RFP. The actions with specific dates must be completed as indicated unless otherwise changed by WisDOT. In the event that WisDOT finds it necessary to change any of the dates and times, it will do so by issuing amendments to this RFP.

There may or may not be a formal notification issued for changes of the estimated dates and times.

DATE EVENT

May 30, 2014 RFP issuance date June 12, 2014, 1:30pm (CT) Proposer conference June 16, 2014, 4pm (CT) Written questions due June 18, 2014 Post amendments on VendorNet (estimated date) July 8, 2014 Proposals must be received on or before 2:00 p.m. (CT)

1.8 Contract Term and Funding

The contract shall be effective on October 11, 2014, or the date indicated on the contract, and shall continue for one (1) year from that date. By mutual agreement of the Agency and the Contractor, the contract may be renewed up to six (6) additional one-year periods. Any contract extension must be authorized by mutual agreement of WisDOT and the Contractor.

As required by Wisconsin Statutes, continuance of a contract beyond the limits of funds available shall be contingent upon appropriation of the necessary funds and the termination of the contract by lack of appropriation shall be without penalty to WisDOT. WisDOT does not guarantee to purchase any specific quantity during each contract term.

1.9 Minority Business Enterprise / Disabled Veteran-owned Business Participation Wisconsin statutes support purchasing goods/services from state certified Minority Business Enterprises (MBEs) and Disabled Veteran-owned Businesses (DVBs) located in Wisconsin. The Wisconsin Department of Transportation is committed to the promotion of state certified minority and disabled veteran-owned businesses in the State’s purchasing program.

An MBE means a business certified, or certifiable, by the Wisconsin Department of Administration under Statute 560.036(2). Authority for the Minority Business Enterprise (MBE) program is found in Wisconsin Statutes 15.107(2), 16.75(3m), and 16.755.

A DVB means a business certified, or certifiable, by the Wisconsin Department of Administration (DOA), Wisconsin Supplier Diversity Program under Statute 16.283 (3). "Disabled veteran" means a person who is verified by the Department of Veterans Affairs as being all of the following at the time the person applies for certification:

1. A veteran as defined in s. 45.01(12),

2. A resident of this state, and

3. A person who is in receipt of an award from the U.S. Department of Veterans Affairs of a service–connected disability rating under 38 USC 1114 or 1134 of at least 30%.

Bidders who feel that they qualify, should seek certification from the Wisconsin Department of Administration, Wisconsin Supplier Diversity Program, and mark “yes” on page 2 of the RFP. Details of program certification are located at: https://wisdp.wi.gov/

Bidders are strongly urged to use due diligence to further this policy by setting up subcontracts to state-certified MBEs and DVBs and/or by using such enterprises to provide goods and services incidental to this contract (second-tier suppliers), with a goal of awarding 5% of the contract cost to such enterprises.

https://wisdp.wi.gov/

Bidders must submit the attached WisDOT MBE / DVB Program Awareness, Compliance & Action Plan (Attachment B) indicating their proposed utilization of state-certified minority businesses for this contract. Contact the State’s Minority Business Manager for assistance in locating certified firms at

(608) 267-9550. A listing of State of Wisconsin certified minority businesses, as well as the services and commodities they provide, is on the State-certified MBE web site: https://wisdp.wi.gov/Search.aspx.

Monthly reports (Attachment C) are requested to be submitted to WisDOT’s Purchasing Unit via email to DOTTIPSCOrrespond@dot.wi.gov, itemizing the deliveries and cost of items or services provided by certified firms. Reports should state the costs for the previous contract month. The State reserves the right to verify with listed firms their involvement as subcontractors or second-tier suppliers.

1.10 VendorNet Registration

The State of Wisconsin’s purchasing information and vendor notification service is available to all businesses and organizations that want to sell to the state. Anyone may access VendorNet on the Internet at http://vendornet.state.wi.us to get information on state purchasing practices and policies, goods and services that the state buys, and tips on selling to the state. Vendors may use the same web site address for inclusion on the bidders list for goods and services that the organization wants to sell to the state. A subscription with notification guarantees the organization will receive an email message each time a state agency, including any campus of the University of Wisconsin System, posts a request for bid or a request for proposal in their designated commodity/service area(s) with an estimated value over $50,000. Organizations without Internet access receive paper copies in the mail. Increasingly, state agencies also are using VendorNet to post simplified bids valued at $50,000 or less. Vendors also may receive email notices of these simplified bid opportunities. If questions exist about VendorNet, call the VendorNet Information Center at 1-800-482-7813 or, for Madison area organizations; call 608-264-7898.

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 General Instructions

The evaluation and selection of a contractor will be based on the information submitted in the proposal plus references and any required on-site visits, interviews/presentations and/or demonstrations.

Proposers shall respond clearly and completely to all requirements. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a proposal.

Elaborate proposals (e.g. expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired. WisDOT encourages all proposers to print their submission double-sided to save paper.

2.2 Incurring Costs

The State of Wisconsin shall not be held liable for any cost incurred by proposers in replying to this RFP.

2.3 Submitting Proposals

Proposers must submit, in a sealed package, One Original (clearly marked as ORIGINAL) PLUS SIX (6) copies (clearly marked as COPY) and one electronic copy (Section 2.4.d) of all materials required for acceptance of their proposal so that they are received by Purchasing on or before 2:00 p.m. (CT), July 8, 2014 to:

U.S. Mail: UPS, Fed Ex, etc.:

Purchasing Purchasing WI Department of Transportation WI Department of Transportation 4802 Sheboygan Ave., Room 751 4802 Sheboygan Ave., Room 751 PO Box 7396 Madison, WI 53705 Madison, WI 53707-7396 https://wisdp.wi.gov/Search.aspx mailto:DOTTIPSCOrrespond@dot.wi.gov http://vendornet.state.wi.us/

A proposer may hand deliver their proposal package on or before the date and time listed above.

Because of increased building security, access to the WisDOT Purchasing Office is restricted and may cause delay if hand delivering your proposal. Allow ample time for security clearance to room 751.

All proposals must be received and time-stamped in the WisDOT Purchasing Office room 751 by the stated time. Proposals not so stamped will not be accepted. Receipt of the proposal by the State mail system does not constitute receipt of the proposal by the WisDOT Purchasing Office in room 751, for the purpose of this RFP.

WisDOT does not accept facsimile machine or email submitted proposals. All proposals must be packaged, sealed, and should show the following information on the outside of the package:

− Proposer's Name and Address − Request for Proposal Title: Manual Food Services at the State Patrol Academy − Request for Proposal Number: RFP 272089 − Proposal Due Date: July 8, 2014 2PM (CT)

FINANCIAL DOCUMENTATION: Submit an Original (identified as ORIGINAL) plus one (1) Copy (identified as COPY) of the required financial documentation (see Section 4.1.1). Seal in an envelope and submit within the proposal package. The outside of the envelope must clearly state “Financial Documentation” and the Name of the Proposer.

COST PROPOSAL: Submit an Original (identified as ORIGINAL) plus one (1) copy (identified as COPY) (Attachment D). Seal in an envelope and submit within the proposal package. The outside of the envelope should clearly state “Cost Proposal” and the Name of the Proposer.

2.4 Proposal Organization and Format

Proposal shall be typed and submitted on 8.5 by 11 inch paper and bound securely with page numbers clearly indicated.

Proposers responding to this RFP must comply with the following format requirements:

a) Tab 1 - COVER LETTER; RFP SIGNATURE PAGES; DESIGNATION OF CONFIDENTIAL and PROPRIETARY INFORMATION FORM; and, PROPOSER INFORMATION SHEET: Include here any cover letter, the RFP signature pages 1 and 2, any addendum/amendment signature pages, the designation of confidential and proprietary information form found in the front section of the RFP, completed Attachment A--Proposer Information Sheet found at the back of this RFP, and the Vendor Agreement form.

Proposals submitted in response to this RFP must be signed by the person in the proposer's organization who is responsible for the proposal submittal, including prices. Each proposal shall stipulate that it is predicated upon the requirements, terms, and conditions of this RFP and any addendums/amendments thereof.

b) Tab 2 - RESPONSE TO PROPOSER INFORMATION AND SOLUTIONS: Responses to the requirements in the proposer information and solutions must be in the same sequence and numbered as they appear in this RFP.

The following Sections shall be separated by tabs or otherwise clearly marked.

• Section 4.2 Organization Experience and Capabilities

• Section 4.3 Staff Qualifications

• Section 4.4 Dining Program

• Section 4.5 Equipment and Facilities

• Section 4.6 Quality Assurance

• Response Glossary: Proposals shall include a glossary of all abbreviations, acronyms, and technical terms used to describe the services or products proposed. This glossary should be provided even if these terms are described or defined at their first use in the proposal response.

c) Tab 3 - WISDOT MINORITY BUSINESS ENTERPRISE (MBE) PROGRAM AWARENESS/DISABLED

VETERAN OWNED BUSINESS (DVB), COMPLIANCE and ACTION PLAN: Proposers must detail their action plan for potential MBE/DVB subcontracts and/or MBE/DVB second-tier agreements.

Include here the completed Attachment B found at the back of this RFP.

d) Pocketed Divider - One electronic device containing identical copies of the submitted proposal documents found behind tabs 1 through 3 and the Cost Proposal (Attachment D). The Financial documentation should not be copied to this device. The documents must be in MS Word format or PDF. The device must also contain the language of the narrative proposal, included with the original proposal. The following are acceptable electronic devices: CD ROM, DVD ROM, flash drive or memory stick.

e) Separate Envelope #1 - FINANCIAL STABILITY DOCUMENTATION: Proposers responding to this

RFP must be able to substantiate their financial stability by providing the required financial documentation as detailed in Section 4.1.1. The State may request additional reports or information to further substantiate financial stability. The outside of the sealed envelope must clearly state “Financial Documentation” and the name of the proposer.

f) Separate Envelope #2 - COST PROPOSAL: Attachment D found at the back of this RFP. Provide cost information as detailed in section 6.0 in this RFP. All costs, as requested, for furnishing the product(s) and/or service(s) must be included in the proposed amounts. The cost proposal amounts must NOT be listed in any other part of the proposal response. The outside of the sealed envelope must clearly state “Cost Proposal” and the name of the proposer.

2.5 Multiple Proposals

Multiple proposals from a proposer will be permissible; however each proposal must conform fully to the requirements for proposal submission. Each such proposal must be separately submitted and labeled as Proposal #1, Proposal #2, etc. on each page, envelope and electronic device included in the response.

2.6 Withdrawal of Proposals

Proposals shall be irrevocable until contract award unless the proposal is withdrawn. Proposers may withdraw a proposal, in writing, at any time up to the proposal due date and time or upon expiration of 180 days after the due date and time. The written withdrawal notice must be received by Linda Hanby, managing this RFP process. The notice must be signed by an authorized representative of the proposer.

If a previously submitted proposal is withdrawn before the proposal due date and time, the proposer may submit another proposal at any time up to the proposal due date and time.

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 Evaluation Committee

WisDOT's evaluation committee consists of members who have been selected because of their special expertise and knowledge of the service(s) and/or product(s) that are the subject of this RFP. Proposers may not contact members of the evaluation committee except at WisDOT's request.

3.2 Preliminary Evaluation

Proposals will be initially reviewed to determine if mandatory requirements are met. Failure to meet mandatory requirements shall result in rejection of the proposal. In the event that all proposers do not meet one or more of the mandatory requirements, WisDOT reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP.

3.3 Right to Reject Proposals

WisDOT reserves the right to reject any and all proposals. The State may negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract.

WisDOT may negotiate a contract with the next highest scoring proposer if contract negotiations cannot be concluded successfully with the highest scoring proposer.

3.4 Proposal Scoring

Only proposals from financially responsible organizations, as determined by the State, presently engaged in the business of manual food service which has the capability and capacity to perform as specified and provide the professional services shall be considered.

The evaluation committee will review accepted proposals and score against the stated criteria. The committee may review references, request interviews/presentations, conduct demonstrations and/or conduct on-site visits. The resulting information will be used to score the proposals. Proposals from state-certified MBEs and DVBs may have points weighted by a factor of 1.00 to 1.05 to provide up to a five percent (5%) preference to these businesses. The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received. The State reserves the right to seek clarification of any information received. Proposers may be requested to answer additional questions.

If these additional questions are asked, they will be evaluated against stated criteria, scored and ranked.

3.5 Evaluation Criteria

The proposals will be scored using the following criteria:

Description Points A. 4.1. Mandatory Requirements Pass / Fail

B. Proposer Information and Solutions (section 4.2)

4.2 Organization Experience and Capabilities 100

4.3 Staff Qualifications 175

4.4 Dining Program 200

4.5 Equipment and Facilities 100

4.6 Quality Assurance 175

C. Cost Proposal (section 6.0) 250

TOTAL 1000

3.6 Interviews, Presentations, Demonstrations, Site Visits, Taste Testing

Top-scoring proposers, based on the evaluation of the written proposal, may be required to have interviews/ presentations/demonstrations/taste testing to support and clarify their proposals, if requested by the State. The State will make every reasonable attempt to schedule each interview/presentation/demonstration/taste testing at a time and location that is agreeable to the proposer. Failure of a proposer to complete a scheduled interview/presentation/demonstration/taste testing to the State may result in rejection of that proposer's proposal.

The State may conduct site visits/taste testing of proposer and/or references’ facilities to clarify or confirm proposal information. This would be considered part of the evaluation process by the proposer’s demonstration of cafeteria functionality, inventory, strategy, food preparation, cleanliness, ability to accommodate modified dietary requests, etc.

Successful interviews/presentations/demonstrations/taste testing/site visits does not constitute acceptance by WisDOT. Any service/product furnished by the proposer for the purpose of presentations must be identical in every respect to those which will be furnished if a contract results.

3.7 Final Evaluation

Upon completion of any interviews/presentations/demonstrations/taste testing by proposers, WisDOT's evaluation team will review their evaluations and make adjustments to the requirements scores based on the information obtained in the interview/presentation, demonstration, possible reference checks, and any other pertinent proposer information.

3.8 Award and Final Offers

Award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer after the original evaluation process is complete. Alternatively, the highest proposer or proposers may be requested to submit best and final offers (BAFO). If WisDOT requests best and final offers, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee. The award will then be granted to the highest scoring proposer following that process. However, a proposer should not expect that WisDOT will request a best and final offer.

3.9 Notification of Intent to Award

All proposers who respond to this RFP will be notified in writing of WisDOT's intent to award the contract as a result of this RFP.

After notification of the intent to award is made, and under the supervision of agency staff, copies of proposals will be available for public inspection from 7:45 a.m. to 4:00 p.m., in the WisDOT Purchasing Section, Room 751, 4802 Sheboygan Avenue, Madison, Wisconsin. Proposers shall make appointments by contacting Linda Hanby to ensure that space and time are available for the review.

3.10 Appeals Process

The appeals process applies only to those requests for proposal for services that result in a contract greater than $50,000. Notices of intent to protest and protests must be made in writing. Protestors should make their protests as specific as possible and must identify Wisconsin Statutes and Wisconsin Administrative Code provisions that are alleged to have been violated

The written notice of intent to protest the intent to award a contract must be filed with Mark Gottlieb, P.E., Secretary, Wisconsin Dept. of Transportation, 4802 Sheboygan Avenue, PO Box 7910, Madison, WI 53707, phone number 608-266-1114, facsimile number 608-266-9912, and received in his office no later than five (5) working days after the notice of intent to award is issued.

The written protest must be received in his office no later than ten (10) working days after the notice of intent to award is issued.

The decision of the head of the procuring agency may be appealed to the Secretary of the Wisconsin Department of Administration within five (5) working days of issuance, with a copy of such appeal filed with the procuring agency. The appeal must allege a violation of a Wisconsin Statute or a provision of the Wisconsin Administrative Code.

3.11 Negotiate Contract Terms

The Department reserves the right to negotiate the terms of the contract, including the award amount, with the selected proposer prior to entering into a contract. If contract negotiations cannot be concluded successfully with the highest scoring proposer, the Department may negotiate a contract with the next highest scoring proposer.

4 PROPOSER INFORMATION AND SOLUTIONS

Submit response under Tab 2 of proposal--see section 2.4 for proposal submittal format.

4.1 Mandatory Requirements

The following requirements are mandatory and the proposer must satisfy them as a pass/fail pre-screening requirement. Any proposal submitted not in compliance with mandatory requirements shall be rejected and not evaluated or scored.

4.1.1 Financial Documentation

1. Provide copies of financial statements reviewed or audited by an independent certified public accountant for the fiscal year ended during calendar years 2012 and 2013.

2. Provide a letter from your financial institution or an independent accountant indicating financial stability. The letter shall include bankruptcy filings within the past 7 years.

3. Include the contact information of the accounting firm conducting the review/audit of the statements and frequency of the review/audit.

4. Financial capacity of the proposer must be sufficient to support the specified service, provide initial inventories, equipment, labor and cash flow to guarantee performance.

5. If your company will require monetary assistance to provide the required services under this contract, state amount required and anticipated source.

4.1.2 Business Requirements

1. Proposer must currently own the specified business, and must have owned and operated the specific business, a minimum of five (5) years.

2. Proposer must currently operate a commercial food services business consisting of manual food services with minimum annual gross sales of $100,000.

3. Proposer must list all owners of the company or principles of the corporation.

4.1.3 Certifications/Licenses

1. Proposer must submit a copy of their most recent State of Wisconsin, Department of Health

Services, operator or manager of a food establishment certification.

4.1.4 Sanitation Records

Proposer must include copies of their two (2) most recent restaurant sanitation compliance with enforcement reports, as provided by your sanitation agent. Reports must indicate satisfactory sanitation compliance to ensure your facility meets WisDOT accepted sanitation standards and the requirements for this contract are satisfied.

Sanitizers must meet the FDA reference 4-501.

http://www.fda.gov/downloads/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/UC M374510.pdf

All RFP’s must conform to the following format. Proposals must be organized with the following headings and subheadings. Each heading and subheading should be separated by tabs or otherwise clearly marked. Proposals received not in compliance with mandatory requirements will be rejected and not evaluated or scored.

http://www.fda.gov/downloads/Food/GuidanceRegulation/RetailFoodProtection/FoodCode/UCM374510.pdf

WisDOT reserves the right to continue the evaluation of the proposals that most closely meet the mandatory requirements of this RFP in the event that all proposers do not meet one or more of the mandatory requirements. The State reserves the right to seek clarification of information received.

4.2 Organization’s Experience and Capabilities

4.2.1 Describe your organization/company's history, experience, capabilities and background providing similar services to those required. Describe your experience working with professional entities (i.e. government, community groups, etc.). Include experience working in an ever-changing environment. Be specific and detail no more than 10 projects/contracts within the last five (5) years. Include description of work, dates, locations, and results.

4.2.2 Include a list of locations that have failed to renew contracts or cancelled contracts with your organization/company within the last 3 years outside of the competitive bidding process.

4.3 Staff Qualifications

4.3.1 Identify key staff your organization/company will assign to fulfill the contract requirements.

Provide an organizational chart indicating names and titles of key staff that will be designated to this contract. Indicate which staff is currently employed with your company and which positions are currently vacant along with your plan for hire. Detail responsibilities for administration, management and personnel supervision, nutritionists, purchasers, equipment consultants, etc.

Provide resumes, as separate documents, describing the job titles, qualifications, educational and work experience for each of the key staff. Detail the number of hours for each key staff member that you estimate will be needed to fulfill the contract requirements; which staff will work directly at the Academy/Fort McCoy Cantonment area and those who work offsite; and, frequency of visits by administrative staff. Describe how staff will be identified when on Fort McCoy property.

4.3.2 Describe your company’s process for temporary help in the event of staffing shortage or an emergency situation. In the event of an emergency or natural disaster, the Contractor may be requested to provide meals for State Patrol and/or other state agencies while on the Fort McCoy Cantonment area.

4.3.3 Describe your training programs for employees and managers including, at minimum, orientation; nutrition; food handling; food storage, preparation, packaging, and presentation;

purchase of food and supplies; inspection of food and supplies from when shipments are received through preparation and serving; labeling of food and sanitation products; customer service; sanitation methods; safety measures, Occupational Safety and Health Administration (OSHA) requirements (including exposure to airborne and bloodborne pathogen training, AIDS, fire and accident prevention/protection, etc.); hygiene; emergency procedures (CPR, fire, accident and injury reporting, etc.) ; recycling; signage; management of staff; certifications, etc.

Include the timeline of such training and frequency of retraining, and remedial training.

Food handlers must have passed or will take and pass a State of Wisconsin food handler’s examination. Proposer shall include a statement indicating intent to comply with this requirement.

4.3.4 Detail the subcontractors, if any, that would be used, the services they would perform, how you will monitor their contract compliance, and contact information for each known subcontractor.

4.4 Dining Program

4.4.1 Detail your company’s intent in securing food contracts and specific ways it would design or augment the Academy’s food program to be innovative and proactive to the unique clientele.

Describe any partnerships you may have, e.g. supply chain, local vendors, locally grown products.

4.4.2 Submit a typical contract menu for a four-week cycle as herein specified and typical of those combinations and value of menu items which shall be served. Highlight creative menu items or combinations proposed. Menus must be item specific and detailed. Include quantity, portion size and type of entrees, vegetables, salads, desserts, fresh fruits, beverages, fresh brewed coffee, regular features, ethnic offerings, bakery, deli, specialty diet (i.e., gluten free) to be offered at each meal. Include all menu cycles and service concepts you propose to incorporate.

4.4.3 Provide a sample list of “heart healthy,” low cholesterol, low fat, gluten-free, and vegetarian-based entrée options available for all meals. Describe how you plan to incorporate such options into the menus.

4.4.4 Describe details of nutrition education, awareness, and labeling. Describe resources and/or technology you may use to assist in providing customer awareness. Include examples.

4.4.5 Describe experience and plan to serve food items fresh, cold foods chilled, cooked foods hot;

and, self-serve foods readily available. Include process for monitoring and replenishing food items as quantities diminish during serving times.

4.4.6 Describe food serving processes. Include process to prevent delays in production, serving, and returning dirty trays; cleaning up spills in preparation, serving and dining areas; safety measures;

and, replenishing food and supplies (napkins, silverware, trays, etc.).

4.4.7 Describe experience and plan for service programs for “exhibition cooking” (cooking in front of customers), open grilling, branded/signature concepts, and service islands. Include examples and menus.

4.4.8 Describe experience and program plan for bag meals and pack-out meals. On occasion, customers may be required to eat lunch offsite of the dining area. Include examples and menus.

4.4.9 Describe experience and program for special event menu planning, décor, and service. Special events may include, but are not limited to, major holidays, outdoor barbecues, themed events, and pace-changers (surprise specialties). Include examples and menus.

4.4.10 Describe experience and program for catered and formal dining menu planning, décor and service. Include examples and menus.

4.4.11 Describe your plan and process to prevent contamination/cross contamination of food products during preparation and serving to ensure safety of Contractor staff and customers.

4.4.12 Describe process for recipe documentation management and accessibility by WisDOT staff.

Include examples.

4.5 Equipment and Facilities

4.5.1 Describe your company’s experience using the equipment the same as, or similar to, that which will be provided by the Academy.

4.5.2 Describe your process for storage of food and cleaning supplies ensuring quality and safety of food and products are not compromised and/or contaminated.

4.5.3 Describe your process for routine sanitation of equipment, storage, kitchen and all serving areas.

4.5.4 Describe your plan for preventative maintenance of equipment and facilities.

4.6 Quality Assurance

4.6.1 Describe your formal program of continuous quality assurance, quality control and quality improvement of all functions relating to receipt and use of food and supplies; food preparation and serving; food and supply storage; sanitation; employee performance; and, other services required of this contract. Detail your inspection process for receipt of shipments of all food and supplies including the process for rejection and problem resolution. Detail monitors used to obtain information, frequency, reviewers, documentation, communication, corrective action and preventive measures.

4.6.2 Describe your record keeping and internal accounting program for

• Inventory control for on-location storage areas

• Manual food service personnel accounting controls

• Internal audit system

• Tracking and recording meal counts. Careful records of the numbers served at each meal shall be kept daily by the Contractor. A monthly meal count report shall be prepared and submitted to the Academy indicating number of meals ordered, total numbers of customers served and billed.

4.6.3 Describe your process for ensuring safety measures for kitchen staff, servers, and customers.

Include accident and fire prevention measures; prevention of spreading communicable illnesses;

personal hygiene; first aid equipment and supplies; and, incident reporting processes.

4.6.4 Describe how food managers monitor and keep current with food service trends and diet patterns in the food service industry. Include examples of changes implemented with current or past contracts.

4.6.5 Describe your plan for identifying and recalling products and food received/produced should a recall become necessary. Detail follow-up actions to ensure the safety of Contractor employees and customers.

4.6.6 Describe your process of measuring customer satisfaction and problem resolution procedure.

How do you identify if your customers are pleased with your menu offerings and services provided by your company. Provide a sample copy of surveys or other methods used to obtain this information; include the frequency of methods used; how are the customers notified of the opportunity to provide feedback; and, how is the information used.

4.6.7 Describe your process of handling complaints from contractor staff and customers regarding the taste and/or appearance of food items. Include process if the complaint is received during a meal and if the complaint is received afterward.

4.6.8 Contractor is required to have an up to date Materials Safety Data Sheet (MSDS) binder on site.

Describe your process for documenting and maintaining current MSD information.

4.6.9 Response Glossary: a glossary of all abbreviations, acronyms, and technical terms used to describe the services or products proposed. This glossary should be provided even if these terms are described or defined at their first use in the proposal response.

4.7 Value Add:

• Describe how your company/organization may be able to provide a cashier for occasional events.

• Describe how your company/organization may be able to maintain fresh perked coffee in a lounge/non-serving area.

• Describe how your company/organization may be able to provide ala carte food and beverages for occasional morning and/or afternoon break times. Provide a list of items offered and related pricing. Break items (À la carte) generally include:

o Beverages - Including but not limited to: Carton two percent and skim milk, hot chocolate, fresh brewed coffee, fresh brewed decaffeinated coffee, flavored coffee creamers, tea, fruit juices, bottled water and can or bottle carbonated beverages, four of which will be diet and two without caffeine. (Both Coke and Pepsi products preferred).

o Pastries - Including but not limited to: (3) varieties; fresh baked daily, bagels and english muffins o Desserts - Including but not limited to: cake, brownie, assorted bars, whole fresh fruit, sliced fresh fruit and cookies, one to be chocolate chip.

o Snacks – including but not limited to: Individual potato chips and pretzels

• Describe how your company/organization may be able to provide WisDOT catering in the Fort

McCoy Cantonment Area, but offsite from the Academy.

• Does your company/organization offer the opportunity for a rebate to be returned to the State?

How would this rebate be determined?

• Describe any additional value-added solutions offered by your company/organization. Include examples.

• Document the costs for all value-added items in your cost proposal, Value Add Section

(Attachment D). Costs for value-add items will not be included in the Cost Proposal formula;

however, may be negotiated if these items will be used during the contract term(s).

4.8 Proposer References

Proposer must include in their proposal a list of all organizations and/or clients with whom the proposer has done business in the last five (5) years similar to that required by this solicitation. Include points of contact (person’s name, company name, address, email address, and telephone number) and a brief description of the project or assignment that was the basis for the business relationship.

NOTE: Potential subcontractors and/or WisDOT staff may NOT be listed as references.

WisDOT will determine which, if any, references to contact and/or to visit to assess the quality of work performed, the personnel assigned to the project, and/or to see the product in use. The proposer will not be present during any reference checks or site visits. If contacted, references must verify that a high level of satisfaction was provided. WisDOT may perform due diligence to also utilize other pertinent sources of information regarding the services provided by the proposer. WisDOT reserves the right to disqualify any proposer whose references do not support their stated claim of qualifications and experience in their proposal response.

5 CONTRACT REQUIREMENTS

The Contractor is expected to fulfill the following contract requirements. Consider these requirements when responding point by point to Section 4 Proposer Information and Solutions.

5.1 Services

Pursuant to WI State Statute 16.705, all services provided under this contract must be performed in the United States.

5.2 Facility Security

5.2.1 Rapid Gate ID

The Contractor will establish a company account and pay all fees for annual usage and the cost for each Rapid Gate ID requested and background checks through Rapid Gate. All employees that begin working for the Contractor are given 3 days to begin the process as it will take up to 10 days to receive the ID. During that waiting period, the employee is given a temporary pass to gain access to the installation and report to work. If the employee hired is not able to get a Rapid Gate ID, the employee must be terminated due to non access to Fort McCoy.

5.2.2 Vehicle Operators

Contractor personnel operating privately-owned vehicles on Fort McCoy property shall have a valid state driver’s license, meet the Fort McCoy minimal amount of insurance, and shall comply with the current Fort McCoy Standard Operating Procedures and any current security requirements.