6-Scope of Work 26-0091.pdf

SCOPE OF WORK

Sealed Bid: 26-0091 for Two-Year Requirements Contract for the Purchase and Delivery of Food and

Beverage for the Arlington Jail Facility

INTENT

The City of Arlington (City) is soliciting bids from qualified vendors to establish an annual requirements contract for the purchase and delivery of food and beverage, as specified in this solicitation, from authorized distributors/manufacturers for the Arlington Jail Facility.

The ideal vendor(s) will have experience in supplying and delivering on time to businesses and/or government agencies of similar size or larger, and scope as the City.

SCOPE OF WORK

The Arlington Police Department is looking to secure a contract(s) with a vendor(s) who can provide food and beverage for the city jail facility that meet specifications, requirements, and qualifications. Brand names and numbers, when used are for reference to indicate the character or quality desired, unless specifically stated “No substitutes”.

Alternate items of the same quality will be considered. Any items specified by name or manufacturer’s reference is merely descriptive and not restrictive unless otherwise noted and is used only to maintain a definite standard of quality and style that provides inmates with a well-balanced, nutritious diet. Offers for items must state the brand name and number, and level of quality in the notes section of the bid line.

The vendor(s) understands and agrees that the purpose of the contract is to obtain a supply of food and beverage on an as needed, when needed basis and the vendor will conduct all contract responsibilities consistent with this purpose.

1. Must state exactly what vendor(s) intend to furnish; otherwise, vendor(s) shall be required to furnish the items as specified.

2. Supply and deliver only food and beverage that meets health/safety ordinance specification and minimum standards.

3. Provide the ordered product within a reasonable timeframe. For this bid, two to three (2 - 3) days is considered a reasonable timeframe.

4. Provide replacement product within one (1) day for defective and/or standards not met product at no charge to the City.

5. Vendor will be responsible with carrier for any concealed damages; damaged product(s) will be replaced with new product(s) without delivery charges.

This request for bids aims to ensure the ongoing functionality and continuity of the City's jail facility food and beverage supply through reliable vendor(s) distribution.

OVERVIEW OF CURRENT CONTITIONS

The City has been utilizing a vendor through an established contract for the following items of food and beverage: 4oz single-serve apple juice in a cardboard container, 4oz single-serve orange juice in a cardboard container, 5oz cheeseburger, 1oz single-serve bag of chips, and 2oz muffin (blueberry or strawberry).

The current vendor provides delivery of goods twice a week on Mondays and Thursdays. Their deliveries have a three (3) day turn around. They provide for an estimated 90 meals served per day.

Table 01: Current - Quantity No. Item Quantity

Apple juice

• 4oz single-serve in a cardboard container 14,000

Orange juice

• 4oz single-serve in a cardboard container 14,000

Cheeseburger

• Beef charbroiled burger with cheese 16,500

Bag of Chips

• 1oz single-serve bag of chips 25,500

Muffin

• 2.25oz blueberry or strawberry 11,000

BID REQUIREMENTS

The City requires that the food and beverage delivered meet the following requirements below:

• Must be new and factory manufactured

• Must be able to be served at room temperature or heated by microwave from a frozen state

• No item shall contain nuts or seafood that would trigger a related allergy

• Must be able to accommodate additional dietetic substitutions on an “as needed” basis that may be required for health or religious reasons (Prices for these items will be communicated from the vendor to the City upon the City placing an order, but in no case will the price exceed double the cost of the highest meal price submitted by the vendor as part of this bid)

• Each item shall be delivered individually wrapped, frozen or room temperature, and in a manner that satisfied all standards established by the food industry and all applicable health/food safety handling ordinances

• All cheeseburgers must be in packaging suitable to heat in a microwave without removing the burger

• Each individual item shall be labeled as to ingredients of foods, preservatives and additives contained, or be labeled with a fully descriptive recipe listing all ingredients

• Each individual item must be labeled with a “date prepared” and/or “expiration date” clearly visible

• All necessary health and operation licenses/permits must be prominently displayed at the food preparation location

• All permits must be maintained and current for the duration of the contract

• The food preparation site must be open to inspection by personnel of the City of Arlington Health Department and/or Arlington Police Department or other representatives of the city as deemed necessary (the Arlington Health Department, or local Health Department inspectors may make periodic inspections of the vendor’s site; vendors must maintain a minimum score of 70 or better; a score below 70 will be grounds for termination of the contract)

• Food samples may be required for submission to Health Department testing or independent laboratory testing (The vendor will pay the cost of analysis; testing will be conducted on an “as needed” basis for verification of quality and conformity to bid specifications)

• A site inspection will be required before any food service delivery commences (sample products, as they will be supplied, must be available for inspection and tasting by City of Arlington personnel)

Previously failed to perform properly, or poor vendor performance documented by City departments or known product defects or pending litigation for product defects may be grounds for considering a vendor(s) non-responsible. Failure to deliver within the time specified may be grounds for considering a vendor(s) in default. This may be grounds for cancellation of an agreement resultant from award of this invitation to bid and rejection of future bids on the basis that the vendor(s) is not responsible. Any violation of the contract due to quality, quantity of food, or health violation shall be grounds for cancellation.

DELIVERY REQUIREMENTS

It will be the responsibility of the vendor(s) to adhere to the delivery times as specified on the individual orders. Distributors that continually miss their delivery dates are to contact the ordering department to keep them informed of “why” the delivery dates have been missed. The explanation will be provided in written notification. Failure to deliver within the time specified may be grounds for considering a vendor(s) in default. This may be grounds for cancellation of an agreement resultant from award of this invitation to bid and rejection of future bids on the basis that the vendor(s) is not responsible. In the event vendor(s) shall be unable to make the delivery as required, the City shall reserve the right to obtain new food and beverage from an alternate source.

Delivery will be made within the time frame quoted herein, excluding weekends, generally twice a week with a third delivery if required. The City prefers delivery within 48 - 72 hours of order placement. Delivery will be made between 6:00A.M. and 9:00 A.M, Monday through Friday. Orders must be accepted by phone Monday - Friday, 8:00 A.M. – 5:00 P.M. Prices quoted are to be inclusive of all delivery charges.

VENDOR QUALIFICATIONS

The selected vendor(s) should, at a minimum, possess:

1. A minimum of three (3) years, within the last seven (7) years of experience providing food and beverage supply to governmental entities.

2. A minimum of three (3) references, of equal quantity demands, that verify the experience of providing food and beverage supply.

3. A minimum of five (5) years in the food and beverage distribution business.