6616 Canteen RFP Document.pdf

5.1.State of Wisconsin

DOA-3261 (R05/2014)

s.16.75, Wis. Statutes

Remove from vendor list for this commodity/service. (Return this page only.)

PROPOSALS MUST BE SEALED & ADDRESSED TO:

Proposal envelope must be sealed and plainly marked in lower corner with due date and Request for Proposal (RFP) # CKS-6616. Late proposals will be rejected. Proposals MUST be date and time stamped by the soliciting purchasing office on or before the date and time that the proposal is due.

Proposals dated and time stamped in another office will be rejected. Receipt of a proposal by the mail system does not constitute receipt of a proposal by the purchasing office. Any proposal which is inadvertently opened as a result of not being properly and clearly marked is subject to rejection.

Proposals must be submitted separately, i.e., not included with sample packages or other proposals.

Proposal openings are public unless otherwise specified. Records will be available for public inspection after issuance of the notice of intent to award or the award of the contract. Proposer should contact the person named below for an appointment to view the proposal record. Proposals shall be firm for acceptance for sixty (60) days from date of proposal opening, unless otherwise noted. The attached terms and conditions apply to any subsequent award.

Cynda Solberg, Purchasing Services Section Department of Corrections P.O. Box 7991 3099 East Washington Avenue Madison, WI 53707-7991 (street zip: 53704)

REQUEST FOR PROPOSAL

THIS IS NOT AN ORDER

PROPOSER (Name and Address) Proposals MUST be in this office no later than

March 13, 2018 at 3:00PM CT Date January 10, 2018

PLEASE COMPLETE:

Name:

Address:

Name (Contact for further information)

Cynda Solberg, DOC Purchasing Director

Email DOCProcurementManager@wisconsin.gov

Phone

(608) 240-5581 Quote Price and Delivery FOB

Destination

Public Opening No Public Opening

Description

The Department of Corrections (DOC) is requesting proposals for:

VENDOR HOSTED CANTEEN OPERATION and

BULK CANTEEN ITEMS FOR THE BADGER STATE INDUSTRIES (BSI) FULFILLMENT CENTER,

INCLUDING THE ORDERING SYSTEM FOR BSI.

AWARD WILL BE MADE TO ONE VENDOR FOR BOTH ELEMENTS OF THE CONTRACT.

Late proposals will be rejected.

This page must be completed, signed and included with your proposal.

Payment Terms: Net 30 Delivery Time: per specifications

We claim minority bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Minority Business Enterprises.

Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson Ave., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We claim disabled veteran owned business bidder preference [Wis. Stats. s. 16.75(3m)(b)(3)]. Under Wisconsin Statutes, a 5% preference may be granted to CERTIFIED Disabled Veteran Owned Businesses. Bidder must be certified by the Wisconsin Supplier Diversity Program. If you have questions concerning the certification process, contact the Wisconsin Supplier Diversity Program, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53703, (608) 267-9550. Does Not Apply to Printing Bids.

We are a work center certified under Wis. Stats. s. 16.752 employing persons with severe disabilities. Questions concerning the certification process should be addressed to the Work Center Program, State Bureau of Procurement, 6th Floor, 101 E. Wilson St., Madison, Wisconsin 53702, (608) 266-5462.

Wis. Stats. s. 16.754 directs the state to purchase materials which are manufactured to the greatest extent in the United States when all other factors are substantially equal. Materials covered in our bid were manufactured in whole or in substantial part within the United States, or the majority of the component parts thereof were manufactured in whole or in substantial part in the United States. Yes No Unknown

In signing this proposal we also certify that we have not, either directly or indirectly, entered into any agreement 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 statement is accurate under penalty of perjury.

We will comply with all terms, conditions and specifications required by the state in this Request for Proposal and all terms of our proposal.

Name of Authorized Company Representative (Type or Print) Title

Phone ( )

Fax ( )

Signature of Above Date

Email

Website

This form can be made available in alternate formats to individuals with disabilities upon request.

mailto:DOCProcurementManager@wisconsin.gov

RFP #CKS-6616 PROPOSAL DUE: March 13, 2018 3:00 PM CT Inmate Canteen & BSI Canteen Fulfillment Page 2 of 34

STATE OF WISCONSIN

DEPARTMENT OF CORRECTIONS

REQUEST FOR PROPOSAL (RFP) #: CKS-6616

Inmate Canteen and BSI Canteen Fulfillment

TABLE OF CONTENTS

1.0 INTRODUCTION, PURPOSE AND SCOPE

2.0 PROPOSAL PROCEDUERES AND INSTRUCTIONS

3.0 PROPOSAL SELECTION AND AWARD PROCESS

4.0 GENERAL PROPOSAL REQUIREMENTS

5.0 TECHNICAL REQUIREMENTS

6.0 IT SYSTEM REQUIREMENTS

7.0 COST PROPOSAL

8.0 SPECIAL CONTRACT TERMS AND CONDITIONS

9.0 STANDARD TERMS AND CONDITIONS/REQUIRED FORMS & ATTACHMENTS

Attachments - see Supporting Documents in eSupplier

Attachment A – Cost Sheet (required to submit)

Attachment B – Cost Sheet (DJC) (required to submit)

Attachment C – Current Delivery Schedule

Attachment D – Technical Terms and Conditions

Attachment E – Mandatory Requirements Checklist (required to submit) https://esupplier.wi.gov/

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DEFINITIONS

The following definitions are used throughout the RFP:

Agency: The Wisconsin Department of Corrections ATG: Advanced Technology Group (Kiosk platform) BadgerNet: Wisconsin’s state-wide network that provides wide area network, Internet transport, and video applications to state government sites.

BAFO: Best and Final Offer- a final optional step in the RFP process BSI: Badger State Industries BTM: DOC’s Bureau of Technology Management Canteen Committee: DOC group that reviews canteen menu requests, works with canteen contract issues, and makes canteen policy recommendations Contract Administrator: Person(s) assigned to administer the contract resulting from this RFP from the program area who handles the day-to-day operation of the contract.

Contract Manager: Procurement person responsible for contractual management duties.

Contractor: The vendor awarded the contract who is a party to the resulting contract Contractor Staff: Includes all employees, interns, subcontractors, temporary employees, and volunteers of the contractor DAI: Division of Adult Institutions, administration of all adult state correctional incarceration facilities DET: Department of Enterprise Technology DHS: Department of Health Services-operates the Wisconsin Resource Center

(WRC) that utilizes this contract DJC: Division of Juvenile Corrections, operates three juvenile correctional facilities DOA: Department of Administration (State of Wisconsin) DOC: Department of Corrections DOC Staff: Includes all DOC employees, interns, subcontractors, temporary employees, and volunteers Evaluation Committee: Committee established to evaluate and score proposals submitted in response to this RFP Fill Rate: Percent of items delivered compared to items ordered, less adjustments for transfers Inmate: Person under the custody or supervision of DOC JSON: Java Script Object Notation LEP: Limited English Proficiency LEP Committee: LEP committee that reviews DOC’s compliance with LEP requirements MBE: Minority Business Enterprise Must: Requirement is mandatory PREA: Prison Rape Elimination Act Proposer: A firm submitting a proposal in response to this RFP Procurement Manager: DOC employee who is the point of contact for this RFP and responsible for managing the procurement process Purchasing: DOC’s Purchasing Services Section Restrictive Housing: Housing unit distinct from general population units which restricts inmate movement and limits privileges REST Services: Representational State Transfer RFP: Request for Proposal Shall: Requirement is mandatory Should: Desired but not mandatory SOAP Services: Simple Object Access Protocol – a protocol specification for exchanging structured information in the implementation of web services in computer networks

State: State of Wisconsin ST&C: Standard Terms and Conditions – Form DOA-3054 https://en.wikipedia.org/wiki/Protocol_(computing) https://en.wikipedia.org/wiki/Web_service https://en.wikipedia.org/wiki/Computer_network https://en.wikipedia.org/wiki/Computer_network

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System: The entire canteen operating system that serves all locations Vendor: The proposer who is awarded this contract TCI: Taycheedah Correction Institution- women’s correctional institution and the site where BSI canteen fulfillment center is located UAT: User Acceptance Testing VPN: Virtual Private Network UPN: User Principal Name (Microsoft Windows 2000) WCCS: Wisconsin Correctional Center System-small minimum security centers located around the state which offer work-release options to offenders to prepare them for release

WICS: Wisconsin Integrated Corrections System-an offender management system that includes inmate banking

WRC: Wisconsin Resource Center operated by DHS WWCS: Wisconsin Women’s Correctional System

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1.0 INTRODUCTION, PURPOSE AND SCOPE

1.1 INTRODUCTION AND BACKGROUND

The purpose of this proposal is to provide interested parties with information to enable them to prepare and submit a proposal for a Vendor Hosted Canteen Operation and Bulk Canteen Items and Ordering system for the Department of Corrections (DOC). DOC intends to use the results of this solicitation to award a contract for the order processing, delivery, packaging, supply and processing of refunds of canteen products (vendor hosted canteen) to 21 correctional institutions and 16 correctional centers and to provide bulk items to Badger State Industries (BSI) for the serving of up to four (4) of the 21 DOC correctional institutions.

The total number of inmates that will be served by the vendor hosted canteen is estimated to be 17,000 and the estimated number of inmates served by the BSI canteen is estimated to be 3,000.

BSI is currently serving Taycheedah Correctional Institution (TCI) and Kettle Moraine Correctional Institution (KMCI). It is anticipated that Fox Lake Correctional Institution (FLCI) and Waupun Correctional Institution (WCI) will be served by BSI within the next year. Information about the DOC locations can be found at http://doc.wi.gov/families-visitors/find-facility.

This contract will serve the Division of Adult Institutions (DAI), Division of Juvenile Corrections (DJC), and the Wisconsin Resource Center (WRC). The WRC is administered by the Department of Health Services (DHS). This contract will be administered by a contract administrator who is the chairperson of the canteen committee. At each location, a designated DOC employee(s) will serve as liaison with the contractor to ensure efficiency of the operations of the canteen.

1.2 SCOPE OF THE PROJECT

The canteen contract generated from this RFP is expected to cover the State of Wisconsin servicing all locations listed above (Section 1.1), and any subsequent locations added to this contract. Security level varies from maximum to minimum. DAI has a standardized list of items for all locations. Locations may have approval to take items off the menu due to security or other logistical reasons, but they will not be able to add items that are not on the approved canteen list. The canteen committee meets semi-annually to approve requested changes to the lists. As needed, requests that cannot wait for the committee meeting (discontinued product, product quality problems, change in sizing/packaging, etc.) are forwarded to the contract administrator(s) authorized to make an immediate decision to add or remove a menu item. A list of current items is reflected on Attachment A – Cost Sheet (see Supporting Documents in eSupplier).

The locations served by the BSI fulfillment center will have the same menu list as those served by the vendor hosted solution. The BSI fulfillment center will only serve DAI locations.

The DJC locations will have a separate list of items different than the DAI list. DJC’s menu items are on Attachment B – Cost Sheet (DJC) (see Supporting Documents in eSupplier).

DOC intends to award this RFP to one vendor that can serve all vendor-hosted locations and can supply bulk items to the BSI fulfillment center. Additionally, the selected vendor must be able to extend an electronic ordering system similar to the one used by the vendor-hosted locations to the BSI fulfillment center. This system will process inmate orders and refunds for the BSI fulfillment center.

The awarded vendor must be willing to add or delete locations that open or close during the life of this contract and will able to move locations between the vendor hosted portion of the contract and BSI fulfillment center portion of the contract as requested.

The inmate canteen ordering system must be able to generate orders and draw down the balance of inmate funds. The inmates funds are accounts managed by the location’s business office, and http://doc.wi.gov/families-visitors/find-facility

Inmate Canteen & BSI Canteen Fulfillment Page 6 of 34 are used to make canteen purchases. Only inmates with an account through the DOC inmate trust system and who are not otherwise restricted are allowed to purchase canteen items. The current inmate spending limits are subject to change during the life of this contract. The vendor is responsible for setting the spending limits in the system per the instructions given, to prevent inmates from ordering above the set limits.

Inmates shall be charged the same price for products at all locations. To accomplish this, the vendor must be willing to provide the bulk items to the BSI at 75% of the retail cost (price charged to inmates served by the vendor hosted canteen) of the items to the locations served by the vendor hosted canteen, so that the price charged to the inmates can be consistent.

The services sought by DOC are not intended to replace any vending machines located in DOC facilities, which will continue to operate under separate existing contracts.

Canteen Ordering Process

DOC has recently installed kiosks at all locations. At the current time, the kiosks are not being used to place orders (except for at one pilot site location.)

DOC will be moving to kiosk ordering during the life of this contract. The selected vendor must be able to accommodate an electronic ordering process, as well as having a system in place for those inmates without access to a kiosk.

DOC currently has a contract with Keefe Commissary Network, who sub-contracts with Advanced Technology Group (ATG), to provide kiosks to all DOC locations. DOC is working toward implementing a system that requires inmates to enter canteen orders using the kiosk.

This would be a new method of ordering for inmates. The vendor must have a solution in place to accommodate inmates in restrictive housing, and inmates with disabilities that prevent them from using the kiosk system. It is expected canteen ordering will be more efficient and paperless.

For reference only, this is the current ordering process:

1. The vendor supplies pre-printed paper menu forms listing canteen items available for order and an order form “bubble sheet”. The form is an Optical Mark Recognition (OMR) form designed to be read by specific type of scanner.

2. DOC staff distributes the vendor order forms to offenders.

3. Offenders indicate items and quantities desired by filling in preprinted spaces

4. DOC staff collect the completed order forms

5. Offender orders are sent to the vendor by one of the following methods:

a. Staff scans order forms at the site into a vendor supplied scanner connected to a vendor supplied PC running vendor software. The PC connects to the internet from the DOC network thru a vendor supplied hardware or software VPN (Virtual Private Network.)

b. DOC staff faxing the forms to the vendor

c. DOC staff mailing/shipping the forms to the vendor at the expense of the vendor

d. Inmate places order on kiosk, DOC staff uploads order on vendor supplied PC and submits the orders.

6. Vendor processes orders against the available balances in the inmate regular trust account for each offender following spending limits supplied by each location.

7. Vendor withdraws the funds from the inmate’s regular trust account in WICS for the order.

8. Vendor delivers the offender orders in individually sealed clear plastic bags, labeled with offender information and location, to each site. Included in each bag are two (2) inmate order slips listing each item ordered, and the quantity of each item fulfilled.

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9. Offenders verify and acknowledge the order is complete in the presence of DOC staff distributing the package. The offender signs the order slip in the bag. The Business Office staff then collects the signed receipts.

10. The Vendor sends the Business Office a detailed invoice listing each offender’s order with the invoice grand total to be paid by each location. The amount due is reduced by the locations 10% commission.

11. Any order that needs to be sent back gets packaged by the facility and the facility contacts vendor for pick slip at the vendor’s expense.

12. Vendor notifies DOC of any order discrepancies in which the vendor will credit the inmate’s trust account and send a credit invoice to the location. The credit to the inmate account is the responsibility of the vendor to process to the inmate banking account using the DOC offender trust account management system. Any discrepancies of fulfilled orders recognized by the location or inmate will be relayed to vendor and the vendor processes a credit to the inmate’s trust account.

13. For BSI serviced locations, BSI provides the facility a spreadsheet of refunds and the business office processes the refund against the inmate’s account.

1.3 CONTRACT TERM

The contract shall be effective on the contract execution date. The contract term will begin after successful implementation of the contracted canteen service at all locations covered under this contract and successful implementation of the BSI fulfillment ordering system. The contract shall run for an initial one year period from that date, with four one-year renewal options for a maximum contract term of five years. The contract will renew annually automatically unless 90 days’ written notice is received from either party.

1.4 CONTRACT DOCUMENTS

In the event of contract award, the contents of this RFP (including all attachments), RFP addenda and revisions, and the proposal of the successful proposer, and additional terms agreed to, in writing, by DOC and the Vendor shall become part of the contract. Failure of the successful proposer to accept these as a contractual agreement may result in a cancellation of award.

In the event of conflicts or disputes between the parties related to the meaning of any part of the contract, the following priority of documents will be used to resolve the conflict or dispute:

Statements of Deliverables and/or Statements of Work Final Signed Contract including any attachments, amendments, and all terms and conditions Vendor’s response as accepted by the State of Wisconsin Request for Proposal (including any amendments, exhibits and attachments)

The successful vendor should retain a copy of this RFP document and their response.

1.5 TERMINATION/CANCELLATION

This Contract may be terminated or cancelled under any of the conditions included in this Section.

1.5.1 Termination for Convenience

DOC may terminate the Contract at any time, without cause and without penalty, by delivering a one hundred and eighty (180) day written notice to the Contractor.

The Contractor may terminate by providing a one hundred and eighty (180) day written notice to DOC.

1.5.2 Termination for Cause

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If the Contractor breaches this Contract, the DOC shall provide the Contractor written notice of the breach and a time period (not less than 30 days) to cure. The notice of breach and opportunity to cure may be waived, at DOC’s discretion, for repeated breaches and may result in termination of the Contract.

The Contractor may terminate this Contract, with cause, by notifying DOC in writing within thirty (30) days after the Contractor becomes aware of the DOC’s alleged noncompliance to the contract. The notice shall include a complete description of the noncompliance. If the DOC does not, within forty-five (45) days after its receipt of the Contractor’s notice, either (1) effect a cure or (2) develop and diligently proceed with a plan to cure the noncompliance, then the Contractor may terminate the Contract by providing DOC written notice one hundred twenty (120) days in advance of the intended date of termination.

1.5.3 Contract Cancellation

1. DOC reserves the right to cancel this Contract, in whole or in part, without penalty and without notice, if the Contractor:

a. Files a petition in bankruptcy, becomes insolvent, or otherwise takes action to dissolve as a legal entity;

b. Makes an assignment for the benefit of creditors;

c. Fails to maintain and keep in force all required insurance, permits, and licenses as provided in this Contract;

d. Fails to maintain the confidentiality of the DOC’s information that is considered to be Confidential Information; or

e. Performs in a manner that threatens the health or safety of a State employee, offender, citizen, or customer.

2. DOC reserves the right to cancel this Contract, in whole or in part without penalty, with 30 days’ written notice, if the Contractor:

a. Fails to follow the sales and use tax certification requirements of s. 77.66 of the Wisconsin Statutes;

b. Incurs a delinquent Wisconsin tax liability;

c. Fails to submit a non-discrimination or affirmative action plan as required;

d. Fails to follow the non-discrimination or affirmative action requirements of

Sub-chapter II, Chapter 111 of the Wisconsin Statutes (Wisconsin’s Fair Employment Law); or

e. Becomes a state or federally debarred contractor

1.6 PROCUREMENT MANAGER

During the RFP process, all correspondence is to be made through the Procurement Manager, Cynda Solberg. Failure to comply with this requirement may result in the disqualification of your company’s RFP.

1.7 WISCONSIN ESUPPLIER

Registration on the State of Wisconsin eSupplier for bidders is (https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER) and is available free of charge to all businesses and organizations that wish to sell commodities and/or services to the State. By registering on the Wisconsin eSupplier, a Bidder/Proposer may register for a bidders list for any commodity and/or service the Bidder/Proposer is interested in providing to the State. The Wisconsin eSupplier for bidders also provides automatic email notification each time DOC or another procuring State Agency posts a solicitation with an estimated value over $50,000 in their designated commodity and/or service area(s). Only registered Bidders with a valid email address at the time a solicitation is posted via Wisconsin eSupplier will receive email notifications of amendments. Bidders who obtain the solicitation from a third party, through the State of Wisconsin Public Notices website, VendorNet website, or by any other https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_BIDDER

Inmate Canteen & BSI Canteen Fulfillment Page 9 of 34 means assume responsibility for checking the Wisconsin eSupplier for updates to the solicitation.

2.0 PROPOSAL PROCEDURES AND INSTRUCTIONS

2.1 REASONABLE ACCOMMODATIONS

The DOC will provide reasonable accommodations, including the provision of informational material in an alternative format, for qualified individuals with disabilities upon request. If you need accommodations contact Cynda Solberg via email at:

DOCProcurementManager@wisconsin.gov.

2.2 GENERAL INSTRUCTIONS

The evaluation and selection of the Contractor will be based on the information submitted in the vendor's proposal, references, vendor demonstrations, or interviews. Failure to respond to each of the requirements in the RFP may be the basis for rejecting a response.

Elaborate proposals (e.g., expensive artwork), beyond that sufficient to present a complete and effective proposal, are not necessary or desired.

2.3 SUBMITTING THE PROPOSAL

Proposers may submit their proposal responses by mail, hand delivery, email, or through eSupplier. The proposal responses must be received through one of these methods no later than March 13, 2018 3:00 PM CST. Proposals received after that time and date will be rejected.

Mailed or hand delivered proposals shall be clearly marked, packaged, sealed, and submitted to:

USPS ADDRESS COMMON CARRIER ADDRESS

CYNDA SOLBERG/PURCHASING DIRECTOR CYNDA SOLBERG/PURCHASING DIRECTOR

DEPARTMENT OF CORRECTIONS DEPARTMENT OF CORRECTIONS

PO BOX 7991 3099 EAST WASHINGTON AVE

MADISON WI 53707-7991 MADISON WI 53704-4338

Mailed or hand delivered proposals shall include:

One hard copy of the proposal response and one hard copy of the cost sheets in separate sealed envelopes clearly marked with:

o The proposer’s name and address o Request for Proposal Title: Canteen Services o Request for Proposal Number: CKS-6616 o Bid Due Date: March 13, 2018 3:00 PM

An electronic copy (on a USB thumb drive or flash drive) of the proposal response (in Microsoft Word and Excel or Adobe format). NOTE: Any information deemed confidential on the DOA-3047 shall be in a separate electronic folder marked “Confidential” on the USB thumb drive or flash drive or CD-ROM.

An electronic copy (on a USB thumb drive or flash drive) of the cost sheets, Attachments A and B (in Microsoft Excel format).

Note: The electronic copies must exactly match the hard copies.

Emailed responses shall be submitted to:

DOCProcurementManager@wisconsin.gov

Emailed proposals shall include:

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Email subject line must contain the following:

o Canteen Services o CKS-6616 o March 13, 2018 3:00 PM

The email submittal shall contain one electronic copy of the proposal response and one electronic copy of the cost sheets in separate documents. NOTE: Any information deemed confidential on the DOA-3047 form shall be attached as a separate electronic document with “Confidential” appearing first in the subject line.

Email attachments cannot exceed 15 MB. If the documents will exceed 15 MB, then more than one email can be submitted. Each email must be labeled with the RFP title, proposal number, and due date. Emails should also be labeled as “1 of 3,” “2 of 3,” “3 of 3”, etc.

After the email is received an email acknowledgement will be emailed to the sender. If the sender does not receive an acknowledgement, the sender should contact the Procurement Manager.

If the email is rejected by the system, the proposer should contact the procurement manager to report the issue.

eSupplier Submittal:

Vendors electing to submit proposals submitted via eSupplier shall follow the instructions given in the eSupplier system. Failure to properly submit all required documents by the due date and time will result in rejection of the RFP.

2.4 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Proposal (RFP) must be completed. In the event DOC finds it necessary to change the listed dates and times, changes will be made by issuing an amendment.

Event Dates

RFP Release 1/10/18

Vendor Questions due 1/24/18

DOC response to Q & A (est.) 1/31/18

Vendor Conference 1:00 p.m. CST 2/6/18

Vendor Conference Notes Published (est.) 2/9/18

Proposals Due 3:00 CST 3/13/18

Vendor demonstrations/presentations (if requested) (est.) Week of 4/16/18

Intent to Award (est.) 5/15/18

Contract Start date (anticipated) 7/1/18

2.5 PROPOSAL ORGANIZATION AND FORMAT

Proposals should be organized with headings and subheadings that correlate to the sections of the RFP. Each heading and subheading should be separated by tabs or otherwise clearly marked.

The vendor must submit their Cost Sheet documents (Attachments A & B) in accordance to the instructions provided. Failure to provide any requested information in the prescribed format may result in disqualification of the proposal. No mention of the cost proposal information may be made in the other sections of the proposal. DOC shall be the sole judge as to compliance with the instructions contained in this RFP.

2.6 RFP PROCESS

https://esupplier.wi.gov/psp/esupplier/SUPPLIER/ERP/h/?tab=WI_GUEST

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The evaluation and selection of a contractor will be based on the information submitted in the vendor's proposal, and additional information gathered from any of the following: references, vendor presentations/demonstrations, interviews, and BAFO(s) (Best and Final Offer). Failure to respond to each of the requirements in the RFP process may be the basis for rejecting a response.

2.7 COMMUNICATIONS, CLARIFICATIONS AND/OR REVISIONS

Proposers are expected to raise questions, exceptions, or additions they have concerning the RFP document by January 24, 2018. If at any time prior to the proposal due date, a proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the proposer must immediately notify the Procurement Manager, Cynda Solberg, of the issue via email and request modification or clarification of the RFP document.

Emails should be sent to: DOCProcurementManager@wisconsin.gov.

All communication and/or questions on all matters regarding this RFP must be made in writing and refer to RFP # CKS-6616 and directed to the Procurement Manager, Cynda Solberg, DOCProcurementManager@wisconsin.gov.

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, including addendums and amendments, will be posted on eSupplier.

All contact or communication with any employee or officer of the State of Wisconsin concerning this RFP, except as directed by the Procurement Manager (Cynda Solberg), is strictly prohibited during the period from the date this RFP is released until the date the notice of intent to award is issued. The Procurement Manager may authorize (in writing) contact or communication with another state employee or officer as circumstances may dictate.

Prospective proposers who hold a current contract(s) with the DOC may continue to communicate with the Contract Administrator(s) regarding the performance of that current contract(s) only.

Violation of the communication conditions in this section may be considered sufficient cause for rejection of a proposal, irrespective of any other considerations

2.8 VENDOR CONFERENCE

There will be a mandatory vendor conference on February 6, 2018 at 1:00 p.m. CST at the Department of Corrections, 3099 E Washington Avenue, Madison, WI. Vendors may elect to attend the conference via a conference call by dialing (877) 810-9415, access code: 4306138.

Please RSVP to Cynda Solberg, DOCProcurementManager@wisconsin.gov prior to February 1, 2018 if you will be attending the conference in person or via conference call.

DOC will publish notes from the conference on eSupplier, but is not responsible for content being inadvertently omitted or unclear. Vendors attending the conference will be able to take notes and ask questions of DOC staff. Vendors who fail to attend the vendor conference either in person or via conference call will have their proposals eliminated from consideration.

2.9 PRESENTATIONS AND/OR DEMONSTRATIONS

Top-scoring vendor(s) may be required to demonstrate their products and services. Additionally, vendor(s) may be asked to answer questions about products or services. DOC will provide invited vendors with details concerning demonstrations/interviews when/if vendors are invited to one.

Failure of a vendor to attend may result in rejection of their proposal and failure to properly demonstrate any product or service or to adequately answer questions may also result in rejection of the vendor's proposal.

mailto:DOCProcurementManager@wisconsin.gov mailto:DOCProcurementManager@wisconsin.gov https://esupplier.wi.gov/

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The successful demonstration of the vendor's product(s) and/or service(s) does not constitute acceptance by DOC. Any product(s) and/or service(s) furnished by the vendor for the purposes of this demonstration must be identical in every respect to those which will be furnished if a contract results.

Note: As part of the RFP process, vendors may be asked to provide samples of some or all of the products offered for review by the evaluation committee.

2.10 SITE VISITS

Due to the number of locations and the timeframe required for site visits, DOC will not be setting up a time for vendors to do on site visits at the locations. Questions about the locations can be submitted during the Q & A period.

2.11 BEST AND FINAL OFFERS

The evaluation committee reserves the right to ask the highest scoring proposer(s) to submit best and final offers (BAFO). Proposers should not expect that DOC will ask for a BAFO, therefore Proposers should submit their best proposal.

2.12 WITHDRAWAL OF PROPOSALS

Proposers may submit a written withdrawal of their proposal to the Procurement Manager until the contract has been awarded. The request must be signed by an authorized representative of the proposer and emailed to the Procurement Manager at DOCProcurementManager@wisconsin.gov.

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

2.13 PROPOSAL OPENING

Proposals will be opened on March 13, 2018 3:00 pm CST at 3099 East Washington Ave.

Madison, WI. Only the names of proposers will be read out loud at that time.

2.14 LATE RESPONSES

Proposals received after the date and time specified in Section 2.3 will not be opened.

3.0 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY EVALUATION

The proposals will be initially reviewed to determine if all of Attachment E - Mandatory Requirements are met (see Supporting Documents eSupplier). Failure to meet mandatory requirements may result in rejection of the proposal. In the event that all vendors do not meet one or more of the mandatory requirements, DOC reserves the right to continue the evaluation of the proposals and to select the proposal which most closely meets the requirements specified in this RFP, disregarding the unmet mandatory requirement.

3.2 PROPOSAL SCORING

Proposals will be reviewed by an evaluation committee and scored against the stated criteria.

A proposer may not contact any member of an evaluation committee, except at DOC’s direction. The committee may review references, request interviews, and/or request vendor demonstrations, and use the results in scoring the proposals.

Proposals from certified Minority Business Enterprises 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 (Wis. Stats.

16.75(3m)). The evaluation committee's scoring will be tabulated and proposals ranked based on the numerical scores received.

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The cost proposals will be calculated with the most points awarded to the proposal with the lowest cost. Other cost proposals will be assigned points that correlate to those assigned to the lowest cost proposal per the formula described in Section 7.

3.3 EVALUATION CRITERIA

The table below indicates the percentage of the total number of points that will be assigned to each area of the RFP evaluation. These weights are provided here for your understanding of DOC’s general applications and requirements.

Evaluation Criteria Points Weight (%)

Section 4 General Proposal Requirements 300 20%

Section 5 Technical Requirements 600 40%

Section 6 IT Requirements 300 20%

Section 7 Cost – Attachments A & B 300 20%

Total 1,500 100%

The evaluation committee reserves the right to set a “cut off” or minimum score that a proposal must receive in order to have the proposal’s cost points be calculated. Proposals scoring lower than this cut off will not be evaluated further.

DOC reserves the right to reject cost prohibitive proposals. DOC may also elect to request a BAFO (Best and Final Offer) for price. Vendors should not count on a BAFO being requested and should therefore submit their best pricing at the time of submittal of their proposals.

3.4 RIGHT TO REJECT PROPOSALS AND NEGOTIATE CONTRACT TERMS

DOC reserves the right to reject any and all proposals. DOC may 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 agency may negotiate a contract with the next highest scoring proposer.

3.5 AWARD AND FINAL OFFERS

DOC will compile the final scores for each proposal. The award will be granted in one of two ways. The award may be granted to the highest scoring responsive and responsible proposer.

Alternatively, the highest scoring proposer or proposers may be requested to submit best and final offers. If best and final offers are requested by DOC and submitted by the vendor, they will be evaluated against the stated criteria, scored, and ranked by the evaluation committee.

The award then will be granted to the highest scoring proposer. However, a proposer should not expect that DOC will request a best and final offer.

3.6 NOTIFICATION OF INTENT TO AWARD

Any vendors who respond to this RFP will be notified in writing of DOC’s intent to award the contract as a result of this RFP.

After notification of the intent to award is made, under the supervision of Department of Corrections, copies of proposals will be available by appointment during normal business hours at 3099 East Washington Ave., Madison WI. Reviews can by scheduled by contacting Cynda Solberg at DOCProcurementManager@wisconsin.gov.

3.7 PROTEST AND APPEALS PROCESS

The protest and appeals procedure applies to only those RFP’s for services that are over $50,000 in value. A notice of intent to protest a proposed bid award and the actual protest

Inmate Canteen & BSI Canteen Fulfillment Page 14 of 34 must be made in writing to the Secretary of the Department of Corrections as set forth below.

The protest shall be as specific as possible and should identify statutes and Wisconsin Administrative Code provisions alleged to have been violated.

The written notice of intent to protest the Intent to Award a Contract must be filed with:

JON E. LITSCHER, DOC SECRETARY

PO BOX 7925

MADISON WI 53707-7925

and be received in the Secretary’s office within five (5) working days after the notice of intent to award is issued. The written protest must be filed with the Secretary of Department of Corrections as identified above and received in the Secretary’s office within ten (10) working days after the notice of intent to award is issued.

Copies of the notice of intent to protest and the written protest should be sent to the DOC Purchasing Director at the same address.

The decision of the DOC may be appealed to the Secretary of the Department of Administration, in writing, within five (5) business days of the DOC’s issuance of its written protest decision, provided the appeal alleges a violation of statute or a provision of a Wisconsin Administrative Code. The appeal must be filed with:

SCOTT NEITZEL, SECRETARY

WISCONSIN DEPARTMENT OF ADMINISTRATION

PO BOX 7864

MADISON, WI 53703-7864

A copy of the Appeal should also be filed with Jon E. Litscher, Secretary of Department of Corrections.

4.0 GENERAL PROPOSAL REQUIREMENTS

Proposers must respond to all sections of the general proposal requirements. Proposers should include supporting documentation and should be prepared to submit any required additional documentation requested. This section will be scored by the evaluation team.

4.1 Company Profile

1. Provide a description of your company, including the number of employees, locations, organization infrastructure, organizational chart, and any other relevant information about your company.

2. Provide product literature that illustrates and describes the types of products specified in this RFP you can provide.

3. Provide a plan for how your company would meet the needs of services requested in this RFP (staffing, products, delivery plans, etc.).

4. Provide a description of your sub-contractors and business partner relationships. Include the number of years working with your business partners, and what types projects you have worked with them on. Note: This should only be for those business relationships relevant to the canteen services asked for in this RFP.

Response required for 1 - 4

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4.2 Organization Capabilities

1. Describe the experience and capabilities of your organization in providing similar services to those required. Be specific and identify projects, locations, dates, and results.

2. Provide a list of contracts for providing canteen services and/or bulk canteen items to correctional clients you currently have. Be sure to indicate the number of inmates served under these agreements.

3. Describe your organization’s commitment to maintaining state of the art equipment, technology, and security. Include goals for investing in the advancement of canteen technology. Describe how your organization has kept up with technology.

4. Provide documentation of the number of years your company has served correctional clients and the number of inmates your company has served simultaneously.

Note: the minimum requirement for this RFP is three (3) years of inmate canteen services and 10,000 inmates served simultaneously.

5. Provide documentation that your company has the ability to deliver canteen items in bulk in quantities to service up to 5,000 inmate orders a week. BSI generally orders in bulk on a weekly basis.

6. The climate in the facilities is greatly affected by inmate’s receiving ordered canteen items on schedule.

1) Describe and provide details of how your company will be able to provide all of the menu items on an as needed basis.

2) Describe how you work to minimize “out of stock” items and item substitutions for contracted canteen and bulk delivery.

3) Describe how you communicate out of stock and substitutions to your customers.

4) Provide documentation of your normal notification/lead time for notifications.

7. Describe and provide details on your contracts/agreements with suppliers of the products listed on the DOC canteen menus. (Attachments A & B). Detail any backup plans if the primary supplier is not able to deliver the products.

8. Tell us if you have your own fleet/drivers or if you contract out for delivery services.

Describe your delivery relationships with your carriers, including details of the contractual agreements you have with carriers (including service level agreements). Also describe if you use a combination of your own fleet/drivers and common carrier(s). Tell us about your backup/contingency plans related to delivery.

9. Detail where your products will be shipped from to fulfil this contract. Describe how you minimize damage due to elements such as extreme temperatures.

Response required for 1 – 9

4.3 Staff Qualifications

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1. Provide detailed information describing the qualifications of the key staff that will be working with DOC on operation of the vendor managed canteen system and/or in providing of products/ordering system for the BSI fulfillment center. Include any documentation that details the staff member’s experience in running a canteen system, working with correctional clients, working with a canteen ordering system, and experience working in a secure environment.

2. Describe the qualifications of key account managers including customer service, technical assistance, and account management.

Response required for 1 - 2

4.4 Company References

WI DOC reserves the right to contact any or all clients listed as references and to evaluate the reference responses.

1. Provide references on the vendor reference form attached to this RFP document.

References should include customers with multiple locations. Also include references where your ordering system was used and the delivery was done by your company, if applicable. References should include customers that have secure environments, if possible.

2. Provide a full list of all canteen correctional clients your company currently has, or has had in the last three years. For those contracts that you no longer have, please list a brief reason why your company no longer has the contract. Include contact information for all of the clients listed. DOC reserves the right to contact any of these clients listed. Failure to include a correctional client may be grounds for rejection of your proposal.

Response required for 1 – 2

4.5 Litigation

1. Proposers must list any judgments entered against the proposing company for the last seven (7) years. Describe any impact of those judgments on your company’s financial stability.

2. Proposers must list litigation or litigation currently in process for the last seven years of the parent company or relating to any subcontractors of the company submitting the RFP.

Litigation listed must be included if it is relevant or related to the services requested in this RFP. Describe the circumstances of the litigation and how it is relevant or relates to the services requested in this RFP.

3. Proposers must provide DOC with the case name, number, jurisdiction, and any other relevant information in order for DOC to evaluate the relevance to this RFP. Failure to disclose any litigation may be grounds for DOC to disqualify the RFP response.

Provide required information for 1-3

5.0 TECHNICAL REQUIREMENTS

It is the responsibility of the proposer to submit information that completely describes the ability to meet requirements for this section. This section is divided between requirements for the vendor hosted canteen and the BSI fulfillment center and additional requirements that apply only to BSI.

5.1 Vendor Hosted Canteen and BSI Fulfillment Center

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5.1.1 The vendor must offer a system that will cover all aspects of canteen ordering, fulfillment, and delivery.

Provide details of the canteen system ordering system you are offering.

Describe in detail how this system has been used for canteen ordering with correctional clients.

5.1.2 All canteen menus, marketing materials, product descriptions, and other inmate correspondence regarding canteen must be provided in both Spanish and English.

Other languages are considered a plus. Translated materials may be reviewed by DOC for accuracy.

Describe in detail your ability to provide all documents and order forms in

Spanish.

Describe how you accommodate other languages.

5.1.3 There will be an implementation period to transfer each location to the new contract.

The vendor will be required to work with the current vendor to make a smooth transition.

The implementation shall be complete (full implementation) within six months of signing of the contract.

The vendor awarded the contract from this procurement will be expected to coordinate with the next canteen vendor if another vendor is awarded the canteen contract at the contract termination.

Describe your implementation plan. The description should include: training, initial set-up process, and exchange of data from DOC Offender Systems.

5.1.4 DOC will supply a list of items that will be on the initial menus for DAI and DJC (Attachments A and B.) The ordering system proposed must be able to accommodate the different sub menus from the master menu for the ordering of specific items based on an inmate’s location, down to the housing unit level.

Describe how your system will meet these requirements, including the ability to restrict or customize menus by location and by housing units within the location.

5.1.5 The system must generate reports and have the ability to allow authorized DOC users to run reports “on demand.” Required reports include but are not limited to:

5.1.5.1 Monthly and annual canteen sales by location

5.1.5.2 Commission Reports

5.1.5.2.1 By Location

5.1.5.2.2 Non-commission items vs. commission

5.1.5.2.3 Net commission amount

5.1.5.2.4 Sales by date range

5.1.5.3 Return rates by location and total

5.1.5.4 Return reasons

5.1.5.4.1 Inmate movement

5.1.5.4.2 Product Quality

5.1.5.4.3 Incorrect item

5.1.5.4.4 Duplicate orders

5.1.5.4.5 Inmate insufficient funds

5.1.5.4.6 Other

5.1.5.5 Sales Reports

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5.1.5.5.1 Sales by item

5.1.5.5.2 Sales by location

5.1.5.5.3 Sales by via date range

5.1.5.5.4 Taxable vs. non-taxable sales

5.1.5.5.5 Inmate sales (available by inmate name, number, location)

5.1.5.6 Fill Rates

5.1.5.6.1 By location

5.1.5.6.2 Total for DOC

5.1.5.6.3 By date range

5.1.5.6.4 Reason(s)

5.1.5.6.4.1 Product shortage

5.1.5.6.4.2 Ordering error

5.1.5.6.4.3 Product quality

5.1.5.6.4.4 Shipping/packaging

5.1.5.6.4.5 Picking error

5.1.5.6.4.6 Other

5.1.5.7 Shipping/Delivery

5.1.5.7.1 Number of shipments by date range and location

5.1.5.7.2 Late vs on-time delivery

5.1.5.7.3 Order by location within the facility (pods, buildings, wings)

Describe “canned” reports your…