7-SHE133132 General Requirements.pdf

SHE133132 Electrolyte Replacement Powder

GENERAL REQUIREMENTS

1.0 SCOPE:

Salt Lake County Contracts and Procurement, on behalf of Salt Lake County Sheriff’s Office Health Services invites you to bid on providing electrolyte-replacement drink powders comparable to industry-standard formulations such as Gatorade or PowerAde.

This solicitation includes, but is not limited to, sugar-free electrolyte-replacement mixes similar to PowerAde Zero. Sugar-free products are not required to match the exact vitamin profile of PowerAde Zero.

The County strongly discourages the use of dyes or artificial colorants. Products that cause noticeable, temporary discoloration of the mouth or lip tissues, or that alter the color of urine or feces, will be rejected.

All powdered drink mixes must be capable of producing 5 gallons of finished product when mixed with water. Jail staff will prepare the beverages using 5-gallon containers provided by the facility.

Each powdered drink mix must:

• Be packaged in individual, pre-measured packets designed to yield exactly 5 gallons of

• finished product.

• Allow staff to simply open the packet, empty its contents into a 5-gallon container, add water, stir, and serve, no measuring required.

• Not cause temporary discoloration of mouth, lips, urine, or feces.

• Match the flavor indicated on the packaging.

• Not have an unpleasant or unacceptable taste.

• Include at least two sugar free flavor options.

Bidders must provide complete nutrition label information for each proposed powdered drink mix product as part of the bid submission.

2.0 CONTENTS:

If any provision or specification in this “Request for Bids and Resulting Contract” (RFC) is ambiguous or is disputed by a bidder, the bidder must notify the County Contracts and Procurement Division prior to the opening of the bids. No dispute or protest concerning the ambiguity of these specifications or provisions of this RFC shall be accepted following opening of the bids.

3.0 QUESTIONS:

Questions shall be submitted through Bonfire – Utah Public Procurement Portal.

Questions are due prior to the question date and time specified. If a question/answer changes the RFC document, the change will be released in an addendum. Do NOT contact the Agency, Division, Department, or other County officers or employees.

4.0 CONTRACT TERM:

The contract resulting from this solicitation will become effective on the date of execution with a six (6) year term. The County reserves the right to review the contract on a regular basis regarding performance and cost analysis and may negotiate price and service elements during the term of the contract.

5.0 PRE-BID CONFERENCE:

A virtual pre-bid meeting will be held on August 25th, 2026, 1:00pm MT. To request a seat at this conference, please send an invitation request via email to Aaron Stone at AStone@saltlakecounty.gov. Attendance is not mandatory, but it shall be the sole responsibility of the bidder to attend this conference. Bidders not attending do so at their own risk. The written questions submitted, along with any other additional information pertaining to the clarification of specifications, will be discussed in detail at this conference. Bidders shall thoroughly familiarize themselves with this solicitation document including specifications prior to attending the conference. Verbal statements or information given at a site visit are not binding on the bidder or the County unless released in a bid amendment.

6.0 ANNUAL PURCHASES:

No minimum or maximum quantity or purchases under this contract can be specified. For information purposes only and not as a guarantee of usage by the County, the County anticipates an estimated annual cost of $5,000.00.

7.0 PRICING:

Bidders are to complete and submit the Pricing Schedule attachment (found in the Supporting Documentation area of the bonfire portal) as part of their bid. Pricing is to be per unit and include a discount off list percentage.

Pricing evaluation will be based on the lowest percentage of costs as offered on respective bidders’ Pricing Schedule.

The bid pricing being offered must include any potential delivery charges and be shipped FOB Destination, Freight Pre-Paid.

mailto:AStone@saltlakecounty.gov

8.0 AWARD:

Salt Lake County may award bids and contracts to vendors through a preference system. Please refer to the preference attachment.

Salt Lake County may reject any or all bids if it is deemed to be in the best interest of the County.

Award will be to the lowest responsive, responsible bidder bidding the lowest percentage of costs as shown on respective bidders’ Pricing Schedule.

9.0 SAMPLES:

Bidder is to provide, without charge, and within one week of request, exact samples for every proposed flavor and formulation and provide proper mixing instructions for the samples. Samples not meeting the requirements will not be considered for award. The County reserves sole determination whether samples meet requirements

Samples must meet the drink powder mix requirements of this bid and be the same mix as the bidder is bidding in this bid. Samples must yield at least one quart of drinkable product after mixed according to provided instructions. Samples will probably be consumed and will not be returnable to the provider.

Samples must meet the drink powder mix requirements of this bid and be the same mix as the bidder is bidding in this bid.

10.0 DELIVERY:

The bid pricing being offered must include delivery charges and be shipped FOB Destination, Freight Pre-Paid. Delivery address is 3415 S. 900 West Salt Lake City, UT 84119. Delivery must be made within 7 working days after the order is placed.

11.0 BILLING AND INVOICING:

Additional delivery addresses may be added if another County agency purchases from this contract. If other County Divisions use the contract, they shall have their own account in the vendor's records and shall be billed separately from the Salt Lake County Jail.

12.0 PRICE ESCALATION / DE-ESCALATION:

24 months. Pricing shall remain firm for the first two (2) years of the contract. After two years, the contractor may request a price adjustment. Any adjustment must: Be submitted in writing. Be supported by documentation from a neutral third-party market index. Be approved and signed by both parties before taking effect. Price increases may occur no more than once every 12 months. Any approved increase shall not exceed 2.5% above the prior year’s rate. Any price decreases must be communicated to the County immediately and will be incorporated into the contract without delay.

13.0 REFERENCES:

Bidders shall provide evidence of at least three (3) years providing services similar in scope to those described in this solicitation. Also, bidder must provide at least three (3) commercial references from companies that regularly utilize the Bidder for services similar in scope to those described in this solicitation. For each reference, Bidders must include the following information:

• Company name

• Contact person’s name

• Phone number

• Email address

• Number of years the reference has used the Bidder’s services

• Frequency of service (e.g., monthly, quarterly, as needed)

The County may use this and other publicly available information to verify the quality and reliability of the Bidder’s past performance. Additionally, if the County has previously contracted with the Bidder, the County reserves the right to consider past interactions, positive or negative, as part of the reference evaluation process. The County reserves sole authority to determine responsiveness of bids as a result of the reference evaluation process.

References from Salt Lake County will not be counted towards the minimum requirement.

14.0 PARTIAL BID SUBMISSION:

Submission of a partial listing of items on the bid schedule sample list may result in your bid being deemed non-responsive.

15.0 NON-EXCLUSIVE CONTRACT:

The contract to be awarded shall be non-exclusive. Salt Lake County reserves the right to purchase, at its discretion, any product or service covered by the resulting contract from other sources during the term of the contract.

16.0 AUDITING:

The vendor agrees to make available to Salt Lake County all records; invoices, or documentation relative to this contract, and to assist Salt Lake County personnel in performing periodic audits and price checks. Bidder agrees to provide requested information within 5 working days.

17.0 TERMS AND CONDITIONS

Bidder agrees that if awarded a contract under this solicitation, Salt Lake County’s Terms and Conditions, attached, will apply. In the event the bidder’s terms and conditions conflict with Salt Lake County’s terms and conditions, Salt Lake County’s terms and conditions will control.

18.0 REQUIRED INSURANCE POLICIES:

GENERAL INSURANCE REQUIREMENTS FOR ALL POLICIES.

A. Any insurance coverage required herein that is written on a “claims made” form rather than on an “occurrence” form shall (i) provide full prior acts coverage or have a retroactive date effective before the date of this Agreement, and (ii) be maintained for a period of at least 3 (three) years following the end of the term of this Agreement or contain a comparable “extended discovery” clause. Evidence of current extended discovery coverage and the purchase options available upon policy termination shall be provided to the County.

B. All policies of insurance shall be issued by insurance companies licensed to do business in the State of Utah and either:

(i) Currently rated A- or better by A.M. Best Company;

—OR—

(ii) Listed in the United States Treasury Department’s current Listing of Approved Sureties (Department Circular 570), as amended.

C. Bidder shall furnish certificates of insurance, acceptable to the County, verifying the foregoing matters concurrent with the execution hereof and thereafter as required.

D. In the event any work is subcontracted, Bidder shall require its subcontractor, at no cost to the County, to secure and maintain all minimum insurance coverages required of the Bidder hereunder.

E. In the event that governmental immunity limits are subsequently altered by legislation or judicial opinion, Bidder shall provide a new certificate of insurance within 30 (thirty) days after being notified thereof in writing by the County, certifying coverage in compliance with the modified limits or, if no new limits are specified, in an amount acceptable to the County.

F. All required certificates and policies shall provide that coverage thereunder shall not be canceled or modified without providing 30 (thirty) days prior written notice to the County in a manner approved by the County District Attorney.

G. In the event Bidder fails to maintain and keep in force any insurance policies as required herein, County shall have the right at its sole discretion to obtain such coverage and reduce payments to Bidder for the costs of said insurance.

REQUIRED INSURANCE POLICIES.

Bidder agrees to secure and maintain the following required policies of insurance in accordance with the general insurance requirements set forth in the preceding subsection:

A. Workers’ compensation and employer’s liability insurance as required by the State of Utah unless a waiver of coverage is allowed and acquired pursuant to Utah law. This requirement includes Bidders who are doing business as an individual and/or as a sole proprietor as well as corporations, limited liability companies, joint ventures and partnerships. In the event any work is subcontracted, Bidder shall require its subcontractor(s) similarly to provide workers’ compensation insurance for all of the latter’s employees, unless a waiver of coverage is allowed and acquired pursuant to Utah law.

B. Commercial general liability insurance on an occurrence form with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence with a $2,000,000 general policy aggregate and $2,000,000 products completed operations policy aggregate. The policy shall protect the County, Bidder, and any subcontractor from claims for damages for personal injury, including accidental death, and from claims for property damage that may arise from Bidder’s operations under this Agreement, whether performed by Bidder itself, any subcontractor, or anyone directly or indirectly employed by either of them. Such insurance shall provide coverage for premises operations, acts of independent Bidders, and completed operations.

C. Commercial automobile liability insurance that provides coverage for owned, hired, and non-owned automobiles, with the County as an additional insured, in the minimum amount of $1,000,000 per occurrence.