704-RI23159 - Patient Snacks.pdf

IFB #704-RI23159

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EASTERN STATE HOSPITAL

4601 Ironbound Road

Williamsburg, Virginia 23188

Request for Information (RFI) # 704-RI23159

Patient Snacks

Bids can be submitted through RFx ID# 128037

Issue Date: 9/8/2026

Electronic Responses Shall be Received Until 10/8/2026 at 3:00 PM Local Time

ALL BIDS SUBMISSIONS ARE TO BE UPLOADED VIA THE eVA PORTAL FOR

CONSIDERATION TO THIS REQUEST FOR INFORMATION. NO MAILED, FAXED, OR HAND-

DELIVERED SUBMISSIONS WILL BE ACCEPTED:

Responses are not allowed to be received after the appointed date and time and therefore will not be considered. The time of receipt shall be determined by the electronic time uploaded into eVA. Respondents have the sole responsibility for assuring that answers are entered in their entirety by the designated date and time.

Respondents must be registered in eVA in order to submit and upload an electronic response within eVA. The following are instructions for submitting an electronic response:

1. Go to https://eva.virginia.gov/;

2. Click on I SELL TO VIRGINIA;

3. Click on eVA Supplier Training, and

4. Click on Viewing and Responding to Solicitations. If a Respondent needs assistance submitting an electronic response, the Bidder must contact eVA Customer Care at 866-289-7367 or email eVACustomerCare@dgs.virginia.gov in ample time prior to the closing date and time to ensure the response is received by the required date and time.

All inquiries for information in reference to the contents of this Request for Information (RFI) should be directed to: Molly Turner, VCA, VCARM: molly.turner@dbhds.virginia.gov.

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder or offeror because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity, political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based organizations may request that the issuing agency not include subparagraph 1.f in APSPM PIM 45 General Terms and Conditions. Such a request shall be in writing and explain why an exception should be made in that invitation to bid or request for proposal.

https://eva.virginia.gov/ https://eva.virginia.gov/i-sell-to-virginia.html https://eva.virginia.gov/supplier-training-materials.html https://eva.virginia.gov/supplier-training-materials.html mailto:eVACustomerCare@dgs.virginia.gov

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INTRODUCTION

1. No exceptions may be taken or substitution of other terms to this request

2. Responses must:

• Be submitted via eVA by the Due Date and Time stated on page 1; (3:00 PM EST 10/8/2026)

• Be signed, dated, and completed with all requested information.

3. The intent of this Request for Information (RFI) is solely to gather information; it is not a formal procurement.

Information received may be used for informational and planning purposes. Nothing in this RFI should be construed as intent, commitment or promise to solicit or procure a solution. Responding to the RFI is not a pre-requisite to submitting a proposal for any subsequent procurement should a formal solicitation be issued.

Respondents should not provide any confidential or proprietary information. Information submitted in response to this RFI will become the property of the Commonwealth of Virginia.

Eastern State Hospital, DBHDS, or the Commonwealth of Virginia will not pay for any information herein requested and provided by Supplier. Eastern State Hospital, DBHDS, or the Commonwealth of Virginia will not be liable for any costs incurred by the Supplier related to this RFI. All such costs are Supplier’s sole responsibility. Eastern State Hospital is currently not seeking bids or proposals and will not accept unsolicited documents. The Respondent is asked to provide estimated cost within their response for such goods or services described in their RFP response, however, such cost will in no way be used for evaluation or considered as a proposal of a solicitation. Following receipt of responses to this RFI, Eastern State Hospital may contact some respondents to schedule clarification meetings to gain additional understanding.

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REQUEST FOR INFORMATION

Issue Date: 9/8/2026

Title: Patient Snacks

Commodity Code: 39310 - Chips, All Types

39330 - Beverages, Thirst Quenching, w/Electrolyte

39337 - Cocoa and Chocolate

39343 - Crackers and Cookies, Packaged

39334 - Candy, Confectionery and Marshmallows (Including After Dinner Mints or Savories)

39346 - Desserts: Packaged, Canned, and Mixes (Includes Cake Mixes, Gelatins, Icings, Pie

Fillings, etc.)

39367 - Nuts, Edible (Incl. Sunflower Seeds)

39371 – Popcorn

39377 - Soft Drinks

39028 - Fruits, Fresh

96115 – Concessions, Catering, Vending: Mobile and Stationary (See Class 905 for Airport

Concessions)

39029 - Fruits, Fresh, Organic

Issuing Agency: EASTERN STATE HOSPITAL

AMHTC, BLDG. 2

4601 IRONBOUND ROAD

WILLIAMSBURG, VIRGINIA 23188-2652

RESPONSES ARE TO BE UPLOADED IN A SEARCHABLE PDF FORMAT THROUGH THE eVA PORTAL

NO MAILED OR HAND DELIVERED RESPONSES WILL BE ACCEPTED.

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In Compliance With This Request for Information And To All The Conditions Imposed Therein And Hereby Incorporated

By Reference, The Undersigned Offers and Agrees to Furnish the requested information. Please limit the response to no more than 15 pages.

Name and Address of Vendor:

_____________________________________________ Date: ________________________________________

_____________________________________________ By: _________________________________________

(Signature in Ink)

__________________________Zip Code: ___________ Name: ________________________________________

(Please Print) eVA Vendor ID or DUNS #:______________________

Fax Number: (___) ____________________________ Title: _________________________________________

E-mail Address: _______________________________ Telephone Number: (___) _________________________

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TABLE OF CONTENTS

I. PURPOSE & QUESTIONS 6

II. BACKGROUND 7

III. STATEMENT OF NEED/DESCRIPTION OF ITEMS (SPECIFICATIONS) 7

IV. CONFIDENTIALITY/FREEDOM OF INFORMATION/RIGHTS RESERVED

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I. PURPOSE & QUESTIONS:

This RFI is designed to gather information to assist Eastern State Hospital (ESH), an Agency of the

Commonwealth of Virginia, in determining if there are vendors within 35 miles of ESH who are willing and capable of providing a broad category of various individually packaged snack items that can be ordered with provided delivery through a punchout catalog (preferred) or picked up or delivered from a retail store front.

As an incentive for patients to meet certain personal behavioral health targets, qualifying individuals can participate in monthly communal activities where snack foods are awarded as prizes at no cost.

Specifically, the RFI is designed to answer several primary fundamental questions:

1. Do you maintain a retail store front within 35 miles of Eastern State Hospital?

2. Is your business a Department of Small Business and Supplier Diversity (DSBSD) certified micro/small entity?

a. If yes, please provide your registration number.

3. Are you willing and capable of creating an eVA punchout catalog (virtual storefront) in coordination with the VA

Dept. of General Services (DGS) for the use of multiple ESH requisitioners?

4. How would eVA ordered items be delivered to ESH?

5. Do you maintain a physical inventory of these items?

a. If not, how would you source them?

6. How quickly would the items be delivered after the arrival of an eVA purchase order (APO).

7. What brands and items of the samples provided would be sourced from a Virginia-based (preferred) or US-based domestic manufacturer?

8. What is the estimated cost for each of these items?

9. We occasionally need to place last-minute orders due to housing staff in periods inclement weather or emergencies. How would you address damaged or incomplete orders that are needed within a short time frame defined as less than four hours?

10. Can you provide item numbers, manufacturer information, etc. that you currently, or would, stock?

11. Are these pre-packaged as over-the-counter items and ready to ship or pick up in store, or are they custom manufactured based on need?

12. Would you be able to identify and label snacks in a Punchout Catalog or in store that may have dietary restrictions i.e. allergy sensitivities, kosher, halal, etc.?

13. Are there any concerns with any of the information that has been provided in this RFI? Please explain any concerns and provide any proposed solutions or mitigations to address those concerns.

14. Please describe any additional recommendations and considerations for the Commonwealth in consideration of managing any possible future procurement.

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II. BACKGROUND:

Eastern State Hospital, located in Williamsburg, Virginia, was founded in 1773 with a well-intentioned emphasis on community focused mental health care. The Hospital is situated on approximately 500 acres and consists of two patient care buildings, and a staff of over 900 to care for the 300 patients. Eastern State

Hospital is part of The Department of Behavioral Health and Developmental Services system and is accredited by the Joint Commission.

The patient population of Eastern State Hospital has shifted in recent years, and we primarily serve a forensic population who are undergoing evaluation, restoration, or have been adjudicated Not guilty by Reason of

Insanity (NGRI). Additional information about ESH is available at https://dbhds.virginia.gov/facilities/esh/

III. STATEMENT OF NEED/DESCRIPTION OF ITEMS (SPECIFICATIONS)

The Respondent shall provide options for the following items or near equivalents which are similar to what’s been ordered in the past. Brand names are provided for general guidance and not indicate preference.

• Donut sticks, honey buns, Danishes, mini doughnut packs, brownies, snack cakes (Zingers™), etc.

o Hostess, Little Debbie, and Store Brand

• Individually wrapped shelf stable toaster/microwave pastries o Pop-Tarts and Store Brand

• Instant oatmeal cups o Quaker and Store Brand

• Cracker variety packs o Lance, Keebler, Pepperidge Farm, and Store Brand

• Mini cookie packs & full-sized cookies o Nabisco, Keebler, Famous Amos, Frito Lay, Pepperidge Farm, and Store Brand

• Instant ramen (cups preferred) in various flavors o Maruchan and Store Brand

• Potato chips, Doritos, Pringles, snack stack cups o Utz, Frito-Lay, Proctor & Gamble, Barcel, and Store Brand

• Fruit snacks o Welch’s, Betty Crocker, Annie’s, Mott’s, and Store Brand

• Various chocolate, candy, & nut snack bars o Hershey, Mars, Nestle, and Store Brand

• Wrigley’s Gum o Big Red Flavor would be required/preferred

• Beef & turkey sticks (no pork.)

o Slim Jim, Jack Links, Chomps, and Store Brand

• Bulk Fresh fruits including organic: bananas, oranges, clementines, & apples (sweeter varieties) to supplement Virginia Distribution Center (VDC) orders.

https://dbhds.virginia.gov/facilities/esh/

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IV. CONFIDENTIALITY/FREEDOM OF INFORMATION/RIGHTS RESERVED

The Virginia Freedom of Information Act, § 2.2-3700 the Code of Virginia, guarantees citizens of the

Commonwealth and representatives of the media access to public records held by public bodies, public officials, and public employees. All materials submitted by respondent shall be handled in accordance with the Freedom of

Information Act and any other laws and regulations applicable to the disclosure of documents submitted under this RFI. In no event shall ESH, DBHDS, the Commonwealth, or any of their agents, representatives, consultants, directors, officers or employees be liable to a respondent for the disclosure of any materials or information submitted in response to this RFI that is not properly marked Confidential, as specified below.

ESH may disclose the contents of all responses to this RFI, except the parts that may be treated as exempt or excluded in accordance with the Freedom of Information Act. Each respondent, by submitting a response to this

RFI, consents to such disclosure and expressly waives any right to contest such disclosure under the Freedom of

Information Act.

If a respondent has special concerns about information which it desires to make available to ESH but which it believes constitutes a trade secret, proprietary information, or other information exempted from disclosure, such respondent shall specifically and conspicuously designate that information by placing “CONFIDENTIAL” in the header or footer of each such page affected, and in a separate letter explain why that material should be exempt from public disclosure. Blanket designations that do not identify the specific information shall not be acceptable and may be cause for ESH to treat the entire response as public information. ESH will not advise a submitting party as to the nature or content of documents entitled to protection from disclosure under the Freedom of

Information Act or other applicable laws, as to the interpretation of such laws, or as to definition of trade secret.

The provisions of the Freedom of Information Act or other laws shall control in the event of a conflict between the procedures described above and the applicable law.

GENERAL INSTRUCTIONS

OFFEROR SUBMISSION REQUIREMENTS:

Respondents are solely responsible for reviewing, complying, and returning a complete and responsive proposal.

Changes to the solicitation’s forms or formats are prohibited except where clearly instructed and permitted. In order to be considered for selection, Respondents should submit a complete response to this RFI.

There must be:

One signed original proposal in a searchable pdf format, including all Attachments.

One signed copy of proposal in a searchable pdf format, including all Attachments, redacting any proprietary information, if applicable (must be labeled REDACTED COPY).