9046 Main RFP Document Vendor Hosted Canteen.pdf

REQUEST FOR PROPOSAL

Vendor Hosted Canteen Services

CKS-9046

Issued: March 12, 2024

Responses Due: May 2, 2024

Table of Contents

1 GENERAL INFORMATION

1.1 DEFINITIONS

1.2 INTRODUCTION AND PURPOSE

1.3 SCOPE AND OBJECTIVES

1.4 PROCURING AND CONTRACTING AGENCY

1.5 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

1.6 VENDOR CONFERENCE

1.7 REASONABLE ACCOMODATIONS

1.8 CALENDAR OF EVENTS

1.9 CONTRACT TERM AND FUNDING

1.9.1 TRANSITION EXTENSION PERIOD

1.10 COOPERATIVE PURCHASING

1.11 WISCONSIN SUPPLIER PORTAL REGISTRATION

2 PREPARING AND SUBMITTING A PROPOSAL

2.1 GENERAL INSTRUCTIONS

2.2 INCURRING COSTS

2.3 COMPLETE RESPONSES

2.4 SUBMITTING THE PROPOSAL

2.4.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL

2.4.2 MAILED or HAND DELIVERED PROPOSAL SUBMITTAL

2.5 PROPOSAL ORGANIZATION AND FORMAT

2.6 BUILDING SECURITY POLICY

2.7 LATE PROPOSALS

2.8 PRESENTATIONS; DEMONSTRATIONS

2.9 MULTIPLE PROPOSALS

2.10 WITHDRAWL OF PROPOSALS

3 PROPOSAL SELECTION AND AWARD PROCESS

3.1 PRELIMINARY REVIEW

3.2 EVALUATION COMMITTEE

3.3 ACCEPTED PROPOSALS

3.4 EVALUATION CRITERIA

3.4.1 COST PROPOSAL

3.4.2 SCORE TOTAL

3.5 SUPPLIER DIVERSITY

3.5.1 MINORITY-OWNED BUSINESS ENTERPRISE

3.5.2 DISABLED VETERAN-OWNED BUSINESS

3.5.3 VETERAN-OWNED BUSINESS

3.5.4 WOMAN-OWNED BUSINESS ENTERPRISE

3.6 RIGHT TO REJECT PROPOSALS

3.7 AWARD AND FINAL OFFERS

3.8 CONTRACT NEGOTIATION

3.9 CONTRACT NEGOTIATIONS IMPASSE

3.10 NOTIFICATION OF INTENT TO AWARD

3.11 PROTEST AND APPEALS PROCESS

4 MANDATORY PROPOSAL REQUIREMENTS

4.1 CONTRACTOR DELIVERY

4.2 STATEWIDE COVERAGE

4.3 EXPERIENCE REQUIREMENT

4.4 IMPLEMENTATION AND TRANSITION

4.5 MENUS

4.6 PRODUCT PACKAGING

4.7 ORDERING SYSTEM REQUIREMENTS

4.8 DATA/RECORDS

4.9 PRODUCTS

4.10 IT TECHNICAL TERMS AND CONDITIONS

4.11 CREDITS

5 GENERAL REQUIREMENTS (300 POINTS)

5.1 ORGANIZATION PROFILE- 50 points

5.2 ORGANIZATIONAL EXPERIENCE/RELEVANCE- 50 points

5.3 ORGANIZATION KEY STAFF- 20 points

5.4 STAFFING/VACANCIES – 30 points

5.5 ORDERING SYSTEM/TECHNOLOGY- 40 points

5.6 SECURITY-ORDER PICKING AND PACKING- 40 points

5.7 REFERENCES- 30 points

5.8 CONTINGENCY/DISASTER PLANS- 40 points

6 TECHNICAL REQUIREMENTS (500 POINTS)

6.1 DELIVERY OF CANTEEN PRODUCTS (125 points)

6.2 ORDER FULFILLMENT (125 points)

6.3 MENUS (75 points)

6.4 LIMITS/RESTRICTIONS (50 points)

6.5 ORDERING SYSTEM (125 points)

7 COST PROPOSAL -200 Points

7.1 COST WORKSHEETS ATTACHMENT A

7.2 CONSIDERATION OF ALL INHERENT COSTS

7.3 FIXED PRICES

7.4 PRICE CLARIFICATION

8 SPECIAL TERMS AND CONDITIONS

8.1 EXECUTING SERVICES

8.2 AUDITING

8.3 TOBACCO-FREE ENVIRONMENT

8.4 SUBCONTRACTING

8.5 CERTIFICATES OF INSURANCE

8.6 ACCESS TO DOC FACILITIES

8.7 TERMINATION FOR CAUSE

8.8 TERMINATION FOR CONVENIENCE

8.9 CONTRACT CANCELLATION

8.10 NONDISCRIMINATION AND AFFIRMATIVE ACTION

9 REQUIRED FORMS AND DOCUMENTS

1 GENERAL INFORMATION

DOC Purchasing Sections, on behalf of the Division of Adult Institutions, is soliciting Requests for Proposals (RFP) for the provision of canteen items for the Persons In Our Care (PIOC) at adult institutions and centers. The Department of Health Services (DHS) also uses this contract for patients located at the Wisconsin Resource Center (WRC), Sand Ridge Care and Treatment Facility (SRTC) and the Mendota Mental Health Institute (MMHI). The total population of PIOC is approximately 23,000. In order to maintain consistency in the items offered, pricing, ordering, and delivery DOC intends to award one contract to one vendor that will service all locations.

The vendor awarded the canteen contract must have a proven ordering system that will allow PIOC to place orders via a phone. The awarded vendor must have their own delivery capabilities (not rely on a third-party carriers) to deliver canteen products. The awarded vendor must be able to serve all locations on a weekly or bi-weekly basis (see schedule in Attachment B). The awarded vendor must be able to deliver products within two business days of receipt of orders.

1.1 DEFINITIONS

Agency An office, department, institution of higher education, association, society or other body in State government created or authorized to be created by the constitution or any law, which is entitled to expend moneys appropriated by law, including the legislature and the courts, but not including an authority.

Authorized User State agencies, political subdivisions, and municipalities authorized by state statutes to use state contracts.

Bid Factors Items Proposers must respond to as part of the RFP whether responding electronically through eSupplier or hard copy.

Contract The final version of the contractually binding agreement between the DOC and the Contractor relating to the subject matter of this RFP; references to the Contract include all exhibits, attachments and other documents attached thereto or incorporated therein by reference.

Contract Administrator

The Agency employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contract Manager

The employee of an Agency responsible for 1) resolving contractual matters that cannot be resolved with the Contract Administrator; and 2) facilitating and/or completing all official actions under the Contract including but not limited to amendments, renewals and termination.

Contractor The person or entity that has been awarded the Contract as a result of this RFP, and who is required to provide equipment, materials, supplies, contractual services, or leasing real property to, the DOC.

Contractor Staff Includes all Contractor’s employees, interns, subcontractors, temporary employees, independent contractors, and volunteers.

Cooperative Purchasing

Wisconsin statutes (s. 16.73, Wis. Stats.) establish authority to allow Wisconsin municipalities to purchase from state contracts.

DAI Division of Adult Institutions

Disabled Veteran-Owned Business (DVB)

A business that has been certified by the Department of Administration under §16.283, Wis. Stats

DHS Department of Health Services

DOC Department of Corrections, Procuring Agency for this Proposal

DOC Facility Any location owned and/or operated by the Department of Corrections

DOC Rider additional contractual requirements specific to the Department of Corrections

Mandatory A requirement labeled as such must be present in the proposed solution, exactly as stated, or the solution will not be considered by the State of Wisconsin. The terms “must,” “shall,” and “will” are considered mandatory.

May Indicates something that is not mandatory but permissible.

Minority Owned Business Enterprise

(MBE)

A business that has been certified by the Department of Administration under §16.287, Wis. Stats.

Municipality Any Wisconsin county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public Contracts (Wis. Stat §16.70(8)).

Notice of Intent to Award

A writing issued by the DOC notifying all Proposers of the DOC's intent to award a Service Contract to the successful Proposer(s), or in the case of Services, the DOC's intent to award a Contract to the successful Proposer(s).

Patient An adult in DHS a facility. For purposes of this RFP, PIOC will also refer to patients in DHS facilities.

Person in our Care (PIOC)

An adult in DOC custody, for purposes of this RFP, this will also refer to patients in the care of DHS.

Procurement Manager

The person responsible for managing this procurement process.

Proposal The complete response to this RFP submitted on the approved forms and in the required manner, and setting forth the Proposer’s prices for providing the products and services described in the RFP.

Proposer The entity submitting a Proposal in response to this RFP.

Responsible A Proposer who has furnished information and data to prove that the financial resources, service, facilities, personnel, service reputation, and experience are adequate to make satisfactory delivery of such Services and Deliverables set forth in the RFP.

Responsive A proposal that conforms in all material respects to the requirements set forth in the RFP.

RFP This Request for Proposal

Services or Contractual Services

Includes actions, assessments, treatments, recommendations, plans, research, customizations, modifications, documentation, and maintenance and support, including all related materials necessary to fulfill that which the successful Proposer is obligated to accomplish or to provide under this

RFP.

State Holidays January 1, Martin Luther King Jr. birthday, Memorial Day, July 4, Labor Day, Thanksgiving Day, December 24, December 25, and December 31

Statement of Work (SOW)

A document that is part of the Contract in which the deliverables the Contractor are expected to complete are stated.

Subcontractor Person who is awarded a portion of an existing contract by a principal or general contractor

Unit of Service May be group, session, hour or as defined on cost proposal

USPS United States Postal Service

1.2 INTRODUCTION AND PURPOSE

The Department of Corrections (DOC) and the Department of Health Services (DHS) request Proposals for a vendor hosted canteen operation for the DOC Division of Adult Institutions (DAI) and the DHS Division of Care and Treatment Facilities (DCTF), and intends to use the results of this process to award a Contract to a single vendor. The purpose of this contract is to have a menu of items that Persons In our Care (PIOC) can order and pay for out of their personal funds on a regular (weekly or biweekly) basis.

The awarded vendor will be responsible for providing an ordering system for PIOC to place their orders, as well as a system that can debit their PIOC trust account balances. There is an average of about 22,000 PIOC in DAI at a given time; however, not all PIOC order canteen. The DHS facilities served under this contract have a combined estimate of approximately 1,000 patients at a given time.

There will be no guarantee to purchase any specific quantity, or pay any minimum Contract price during the term of the Contract and any proposal requiring either a specific quantity or minimum payment will be rejected.

Other State agencies may use the resulting contract, if agreeable to both the DOC and the Contractor, to obtain the benefits of volume purchases and/or reduction in administrative expenses.

1.3 SCOPE AND OBJECTIVES

The contract generated from this RFP is expected to cover the State of Wisconsin servicing all locations (see Attachment B). DOC and DHS reserve the right to add or take away locations throughout the life of the contract.

Security levels at the locations vary from maximum to minimum levels. There is a standardized list of menu 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 menu list.

The canteen committee generally meets semi-annually to approve requested changes to the menu. 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 the items DOC wished to offer is reflected on Attachment A – Cost Sheet.

At the current time, DOC does not intend to use this contract for the Division of Juvenile Corrections (DJC), and some of the DHS locations are not opting to use this contract. DOC and DHS reserve the right to add these locations, or any other locations that may be acquired, at any time during the life of the contract.

The contract resulting from this RFP will not cover any items that are on the DOC “specialty commissary” or “property” contracts. DOC/DHS locations are also not in violation of this contract if they enter into short-term agreements with local vendors for special programs or fundraising efforts.

1.4 PROCURING AND CONTRACTING AGENCY

This RFP is issued by DOC which is the sole point of contact for the State during the selection process. From the date of release of this RFP until contract execution, all contacts with DOC personnel regarding this RFP shall be made through Cynda Solberg, Procurement Manager, at DOCProcurementManager@wisconsin.gov.

No phone calls, emails, or other correspondence to other State staff regarding this procurement are permitted during the procurement process unless otherwise noted in writing as required as part of the solicitation process. Violation of these conditions may be considered sufficient cause for automatic rejection of a Proposal. All oral communications are unofficial and non-binding on the State. Proposers shall rely only on written statements issued by the Procurement Manager.

The Contract resulting from this RFP shall be administered by the DOC. The DOC employee serving as the Contract Administrator shall be determined at the time of contract negotiations.

1.5 CORRESPONDENCE, CLARIFICATIONS, AND QUESTIONS

If a Proposer discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFP, the Proposer should immediately notify Cynda Solberg, Procurement Manager, at DOCProcurementManager@wisconsin.gov via e-mail (no phone calls).

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFP, addendums or amendments will be provided via Wisconsin eSupplier Portal.

Any questions or protests regarding specifications in this RFB must be submitted in writing to Cynda Solberg, Procurement Manager, by 2:00 PM CST on March 19, 2024.

Proposers are encouraged to log into the RFP website on Wisconsin eSupplier Portal periodically during the RFP process. The person who is registered for the Proposer on Wisconsin eSupplier Portal should get an email any time a change is made to the website. However, this only applies to proposers that is registered on Wisconsin eSupplier Portal on the date that the RFP is released. Any proposers who register after the release date of the RFP will not receive any automatic emails from Wisconsin eSupplier Portal for this RFP.

1.6 VENDOR CONFERENCE

A mandatory vendor conference will be held via TEAMS. to respond to written questions, provide clarifications, and to provide any needed additional instructions or information to vendors on the submission of proposals. All Proposers who intend to respond to the RFP must have at least one representative attend the vendor conference. Vendors are allowed to have more than one representative attend. If no representative from a Proposing entity is in attendance, the Proposal will be rejected. Vendors should RSVP no later than March 19th, 2024 to Cynda Solberg, Procurement Manager, at DOCProcurementManager@wisconsin.gov to receive a link to the meeting.

mailto:DOCProcurementManager@wisconsin.gov mailto:DOCProcurementManager@wisconsin.gov

1.7 REASONABLE ACCOMODATIONS

DOC shall provide reasonable accommodations, including the provision of informational material in an alternative format, for individuals with disabilities upon request. If you need accommodations at a presentation or demonstration, contact Cynda Solberg, Procurement Manager, at DOCProcurementManager@wisconsin.gov.

1.8 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this RFP shall be completed. In the event that the DOC finds it necessary to change any of these dates and times, it shall do so by issuing an amendment to this RFP.

DATE EVENT

March 12, 2024 Request for Proposal Issued

March 19, 2024 Vendor questions due

March 26, 2024 2:00pm CST

Mandatory TEAMS Vendor Conference

Call in number 608-571-2209, 446350165#, or email DOCProcurementManager@wisconsin.gov to receive a TEAMS link

April 2, 2024 Deadline to submit any additional vendor questions

April 19, 2024 Estimated date DOC will post RFP Q & A and Vendor Conference notes

May 2nd, 2024 (2:00 p.m. CST) Proposals Due

Week of June 3-10 , 2024 (estimated)

Vendor demonstrations/presentations (if needed)

Week of June 24th, 2024 Intent to Award (estimated)

July 2024 Contract negotiation (estimated)

August-September 2024 Transition/implementation (as needed)

October 1, 2024 Contract start date (tentative)

1.9 CONTRACT TERM AND FUNDING

The Contract period shall be an initial one-year from the effective date, which will be when the canteen contract is fully implemented. The Contract is eligible for four possible additional one-year renewals if mutually agreeable to the DOC and the Contractor, unless terminated. DOC reserves the right to adjust the end date of the contract to coincide with the property and specialty commissary contracts, that renew/expire on September 30th.

As required by Wisconsin Statutes, the continuance of this Contract is dependent on the availability of funds. Termination of this contract due to lack of funding shall be without penalty.

The RFP documents, the awarded Proposer's response as accepted by the DOC, and any purchase order(s) related to this RFP shall become the Contract between the parties unless a separate Contract is executed.

1.9.1 TRANSITION EXTENSION PERIOD

DOC may request an extension of this contract on a month-to-month basis for no more than one year after the original contract term. Extension terms are not automatic and shall only be executed by mutual agreement of both parties (DOC and the awarded Contractor) when circumstances beyond DOC’s control delay the award or start-up of a new contract. The terms and conditions of the current contract will apply to the transitional extension period but cost may be negotiated as necessary.

If the incumbent Contractor is not awarded the next contract, they are expected to work with DOC and the new Contractor to ensure a smooth transition. Failure to work cooperatively with DOC may jeopardize the incumbent’s ability to participate in future solicitations.

1.10 COOPERATIVE PURCHASING

Commodities and services may be made available to Municipalities upon agreement of the Contractor.

Where requested by the DOC, and agreed to by the Contractor(s), Municipalities shall be able to obtain the commodities and services procured under the Contract at the same rates agreed to by the DOC and the Contractor. The Contractor shall be responsible for confirming the status of potential Municipalities with the DOC and providing appropriate documentation and support and reporting Contract usage by Municipalities.

1.11 WISCONSIN SUPPLIER PORTAL REGISTRATION

Only Bidders currently registered with the State of Wisconsin’s eSupplier Portal (the State’s electronic purchasing information system) will receive future official notices for this Service or Commodity. The State of Wisconsin purchasing information and Bidder notification service is available to all businesses and organizations that want to do business with the State. The Wisconsin eSupplier Portal may be accessed on the internet at https://eSupplier.wi.gov to register as a Bidder with the State of Wisconsin.

Bidders may use the same internet address for requesting inclusion on the Bidders list for goods and Services that the organization wants to sell to the State. Registered Bidders in the eSupplier Portal will receive an email message each time a State Agency, including any campus of the University of Wisconsin System, posts a request for bid in their designated Service or Commodity area(s) with an estimated value over $50,000. Increasingly, State agencies also are using Wisconsin eSupplier Portal to post simplified bids valued at $50,000 or less. Bidders also may receive email notices of these simplified bid opportunities. Bidders may also visit VendorNet at https://vendornet.wi.gov/ to get information on State purchasing practices and policies, goods and Services that the State buys, and tips on selling to the State.

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 any or all of the following: references, presentations, on-site visits, request for supplemental information, Best and Final Offer (BAFO), or interviews. Failure to respond to each of the requirements as directed in the RFP may be the basis for rejecting the Proposal.

Elaborate Proposals (e.g., expensive artwork, marketing materials), beyond that sufficient to present a complete and effective Proposal are not necessary or desired.

https://esupplier.wi.gov/ https://vendornet.wi.gov/

2.2 INCURRING COSTS

The DOC shall not be responsible for any costs incurred by the Proposer to prepare and respond to this Proposal, conduct its due diligence, or to negotiate any agreements, whether or not a contract is awarded. Such Proposal and business development costs shall not be included in the cost basis of services to be provided to the DOC.

2.3 COMPLETE RESPONSES

Proposal responses to each requirement in the numbered sections shall be in the same sequence and numbered as they are in the RFP. Responses must be concise yet complete. Do not simply restate the requirement verbatim as the response to a requirement. If the RFP calls for a process description, include a process map as well as the frequency at which that map will be updated. The Proposer shall not direct the reader to a website (or any other sources outside of the submitted Proposal) as part of its response to the requirement or question.

2.4 SUBMITTING THE PROPOSAL

Proposers have three options in responding to the RFP: eSupplier (strong preferred), mail/common carrier delivery, or in-person. No other delivery methods (fax, email, etc.) will be accepted.

2.4.1 WISCONSIN eSUPPLIER PORTAL SUBMITTAL

Proposer can elect to submit their proposals electronically through the use of the Wisconsin eSupplier Portal . This is the strongly preferred method of response.

The State has developed questions, (referred to as bid factors), that the Proposer will be prompted to respond to which will guide the Proposer’s submittal of their electronic response to the RFP. If responding through eSupplier, the Proposer does not need to submit a hard copy of any materials.

Certain requirements, qualifications, and specifications shall be presented as itemized questions that require an affirmative response from the Proposer that indicate these can be met (i.e. “yes/no” prompt; drop down menu; required attachment). Other requirements may be presented in a grouped manner (e.g. “Does your company meet requirements 2.1-2.8”). For any (itemized or grouped) requirements that cannot be met, a “no” shall be checked and a supplemental document shall be provided as an attachment to explain.

Allow time for entering a Proposal Response in eSupplier. Keep in mind the following if an error occurs:

• File names must be no longer than 64 characters, including the file extension (e.g., “.docx”) and cannot contain special characters (e.g., commas or percent signs).

• The maximum file size is 80MB.

• The eSupplier system will not allow a file with macros included and enabled.

• Proposers may only upload a single file in response to a question. Uploading additional files will overwrite the previous upload. If the Proposer has a need to attach multiple files, the Proposer must either consolidate the documents into a single file, or will need to upload one in response to the question and upload the rest using the “Upload File” button on the “Submit Online Response” page.

Proposers must click "Submit" in the Wisconsin eSupplier Portal to have their Proposal submitted. Only clicking "Save" does not submit the Proposal response; therefore, it the Proposal will not be received or reviewed. Proposers will receive notification that the Proposal has been submitted.

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

2.4.2 MAILED or HAND DELIVERED PROPOSAL SUBMITTAL

Proposers have the option to mail or deliver a hard copy Proposal to respond to this RFP. If Proposer elects to use this option (instead of the electronic proposal option described above), the Proposer shall submit an original and one copy, clearly labeled as such, of its Proposal document (total of two hard copies) and one electronic version on a flash drive that is compatible with the Microsoft Office standard desktop tools. The last drive must include files that contain of the required RFP materials.

All proposals must be received by DOC by the due date and time. DOC is not responsible for proposal deliveries that do not reach the Procurement Manager by the required due date and time.

No mention of the Cost Proposal is permissible in the responses to the other sections of the Proposal.

All required materials must be sent to:

Cynda Solberg, Procurement Manager

Department of Corrections

3099 E. Washington Avenue

Madison, WI 53704

Proposals must be received at the above stated office no later than May 2nd at 2:00 p.m. CT.

All Proposals will be date and time-stamped by DOC when received. Proposals not so stamped will be considered late and will be rejected. Receipt of a Proposal into the State mail system does not constitute receipt of a Proposal.

All Proposals sent by mail or hand delivered shall be packaged, sealed, and have the following information printed on the outside of the package:

• Proposer’s (Company) Name and Address

• RFP # CKS-9046, Vendor Hosted Canteen

• Cynda Solberg, Procurement Manager

• Due: May 2, 2024 at 2:00 p.m. CT

The Cost Proposal shall be sealed and submitted as a separate part of the Proposal. No mention of the Cost Proposal is permissible in the response to any other sections of the RFP.

The outside of the envelope of the cost proposal must be clearly labeled as follows:

• Proposer’s (Company) Name and Address

• COST PROPOSAL for RFP #CKS-9046, Vendor Hosted Canteen

• Cynda Solberg, Procurement Manager

• Due: May 2, 2024 at 2:00 p.m. CT

The electronic copy of the Cost Proposal must be an individual file on the flash drive and clearly labeled as the Cost Proposal-Attachment A.

Proposals that arrive unpackaged or unsealed will not be accepted.

2.5 PROPOSAL ORGANIZATION AND FORMAT

Proposers responding to this RFP must comply with the following format requirements. Those that are submitting electronically will follow the format in eSupplier. Those submitting paper proposals must follow the format guidelines below. DOC reserves the right to exclude any responses from consideration that does not follow the required format as instructed below.

Proposals shall be organized and presented in the order and by the numbers assigned in the RFP with each heading and subheading separated by tabs or otherwise clearly marked and labeled.

Only information that can be identified as a trade secret, proprietary, and confidential on the Form DOC-3832 will be treated as such. Proposer shall not label or identify their entire Proposal as confidential. If any information as part of the solicitation has been labeled as proprietary or confidential on DOA 3832, the Proposer’s electronic flash drive version drive must also include a redacted version file.

Tab 1 – Response to Mandatory Requirements: Complete Attachment D

Tab 2 – Proposer Response: Address all of the criteria in Sections 5 and 6 (General Requirements and Technical Requirements) as outlined in the RFP. Provide complete and detailed information.

Tab 3 – Bid Factors: Review the electronic submittal sections and verify that all of the information required (if submitting electronically) has been included. Provide any additional information in response to the bid factors here. Those submitting paper responses should verify all required documents are included as outlined in Section 9.

Tab 4 – Vendor Information: Complete Form DOA-3832

The Proposer may not submit its own contract document as a substitute for these terms and conditions. Proposer responses to provisions shall be consistent with its response to all other sections of this RFP.

Under Separate Cover - Cost Proposal: Provide cost information as directed in Section 7. Include all costs for the canteen service(s) included in the Proposal. Failure to provide any requested information in the prescribed format may result in disqualification of the Proposal.

2.6 BUILDING SECURITY POLICY

DOC has established building security policies and procedures at 3099 E. Washington Ave., Madison, WI 53704. No one is allowed past the receptionist area unless they are accompanied by a DOC employee. If a proposal is delivered to the building, the DOC receptionist will call the Procurement Manager to come to the lobby to date stamp and receive the package. Please keep this policy in mind when considering the timing for hand-delivery of Proposals. The Proposal due date and time will not be adjusted to accommodate tardiness, nor will any exceptions be made to accept late proposals. The DOC is not responsible for deliveries that do not reach their destination by the required due date and time.

2.7 LATE PROPOSALS

Any responses received after the date and time specified in Section 2.4- SUBMITTING THE PROPOSAL, will not be accepted or reviewed, with no exceptions.

2.8 PRESENTATIONS; DEMONSTRATIONS

Top scoring Proposer(s) of the evaluation of the written Proposal responses may be required to participate in a presentation and/or demonstration to support and clarify Proposal(s), if requested by the DOC. The presentations and/or Demonstrations will be scheduled and held after receipt of the Proposals to provide an opportunity for the Proposer to clarify its Proposal and for the evaluation committee to ask questions. Proposer representative(s) attending the oral presentation or demonstration shall be technically qualified to respond to questions related to the Proposal and its components. The DOC will furnish specific details concerning the presentations or demonstrations and any required materials at the time it notifies Proposers of the presentation schedule.

The DOC shall make every reasonable attempt to schedule each presentation at a time and location agreeable to the Proposer. The DOC requires that those individuals designated by the Proposer as Key Personnel attend the presentation in person. Failure of a Proposer to interview or permit a site visit on the date scheduled may result in rejection of its Proposal.

2.9 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 submitted separately and clearly labeled as Proposal #1, Proposal #2, etc. on each page included in the response.

2.10 WITHDRAWL OF PROPOSALS

The Proposal shall be irrevocable until Contract award, unless the Proposal is withdrawn. A Proposer may withdraw a Proposal in writing at any time up to the Proposal closing date and time, or upon expiration of 180 days after the due date and time. To accomplish this, the written request must be signed by an authorized representative of the Proposer and submitted to the Procurement Manager. 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 closing date and time.

3 PROPOSAL SELECTION AND AWARD PROCESS

This section explains how proposals will be accepted, evaluated, and how the DOC will engage in negotiations, if it opts to do so.

3.1 PRELIMINARY REVIEW

All Proposals will be reviewed to determine if Proposal submission requirements are met (see RFP Section 2, Preparing and Submitting a Proposal). Failure to meet a Proposal submission requirement may result in the rejection of the Proposal.

Proposers must complete Attachment D - Mandatory Requirements. Failure indicate and document (as requested) that all requirements in Attachment D are met or can be met (as applicable) shall result in rejection of the proposal. However, in the event that all vendors do not meet one or more of the mandatory requirements, DOC reserves the right to waive that specific requirement(s) and evaluate the proposals that met all of the remaining mandatory requirements.

3.2 EVALUATION COMMITTEE

An evaluation committee for this RFP will consist of individuals who (in the DOC’s sole discretion) possess specific knowledge and skills essential to evaluate the proposals for this RFP. The evaluation committee will participate fully in the evaluation process, including reviewing and scoring Proposals.

DOC may utilize Subject Matter Experts (SMEs) to provide additional expertise (e.g. technical and functional subject matter expertise, administrative and/or procurement knowledge) to advise the evaluation committee. SMEs will not score the proposals, they will only serve as technical advisors to the evaluation committee.

3.3 ACCEPTED PROPOSALS

An evaluation committee will evaluate and score all Proposals that met all of the mandatory requirements against predetermined criteria. A uniform selection process that is outlined in this section will be used to the Proposals using a point system. Proposers are advised that responses to requirements should clearly and completely describe how the Proposer’s services and products will meet those requirements. Failure to demonstrate in the Proposal that the Proposer can meet the requirements stated may cause the rejection of the Proposal.

The committee may review references, request presentations/demonstrations, or request additional information. All of this additional information may be used to score the Proposals. Proposers should not plan on DOC requesting more information, or being invited to give a presentation/demonstration, and should therefore put their best proposal forward in response to this RFP.

The DOC also reserves the right to obtain additional information concerning any Proposer or Subcontractor associated with or named in the response to this RFP, and to consider this information in evaluating the Proposer's Proposal.

3.4 EVALUATION CRITERIA

Accepted Proposals shall be reviewed by the evaluation committee and scored against the stated criteria. Evaluation points given by each evaluator shall be summed and divided by the number of evaluators to compute an average score for each Proposal. Cost Proposal information will not be available to the Evaluation Committee during the requirements evaluation phase.

Proposals will be scored in the following areas.

RFP SECTION AND DESCRIPTION POINTS AVAILABLE PERCENT OF POINTS

Section 5 General Proposal Requirements

300 30%

Section 6 Technical Requirements 500 50%

Section 7 Cost- Attachment A 200 20%

TOTAL 1000 100%

The points stated above are the maximum amount that can be awarded for each category. Additional information and/or presentations/demonstrations (if required) may be used to clarify and substantiate information in the written Proposals. This additional information may be considered by the evaluation committee when scoring the responses to the general and technical requirements of the RFP.

3.4.1 COST PROPOSAL

Cost Proposals will be scored using a standard quantitative calculation where the maximum points (200) will be awarded to the proposal with the lowest cost. The other proposals will be awarded points in the cost section based off a percentage method based off the vendor with the lowest cost.

For example: If Vendor A has the lowest cost and gets 200 points, and Vendor B is 10% higher than Vendor A, then Vendor B will be awarded points. (200 x(1.00-.10)=180).

3.4.2 SCORE TOTAL

The final average points received from a Proposal’s General and Technical Requirements will be added to the final Cost Proposal score to arrive at a total score.

In the event that a Best and Final Offer is requested, only those Proposers invited to submit Best and Final Offers will be included in the final point calculations.

3.5 SUPPLIER DIVERSITY

Proposals from certified Minority Business Enterprises (MBE) or Disabled Veteran-owned Businesses (DVB) 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 (s. 16.75 (3m), Wis. Stats., 2001-02).

3.5.1 MINORITY-OWNED BUSINESS ENTERPRISE

Minority-owned business enterprises (MBEs) are certified by the Wisconsin Department of Administration. Information about this program can be found at:

http://www.doa.wi.gov/Divisions/Enterprise -Operations/Supplier-Diversity- Program.

The Contractor shall furnish appropriate quarterly information about its efforts in regards to MBEs, including the identities of such businesses certified by the Wisconsin Supplier Diversity Program, their contract amount, and spend for each period to the DOC.

A listing of certified MBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

3.5.2 DISABLED VETERAN-OWNED BUSINESS

Disabled veteran-owned businesses (DVBs) are certified by the Wisconsin Department of Administration. Information about this program can be found at:

http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program.

The Supplier/Contractor shall furnish appropriate quarterly information about its efforts, including the identities of such businesses certified by the Supplier Diversity Program and their Contract amount.

A listing of certified DVBs, as well as the services and commodities they provide, is available at:

https://wisdp.wi.gov/search.aspx.

3.5.3 VETERAN-OWNED BUSINESS

The State Bureau of Procurement encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of Veterans Affairs (DVA). Applicants shall complete a Veteran-owned Business Request for Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us. There is no price preference for certified VBs that compete for State Contracts.

http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://dva.state.wi.us/

3.5.4 WOMAN-OWNED BUSINESS ENTERPRISE

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise- Operations/Supplier-Diversity-Program.

State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business' ownership. The WBE certification may serve as an additional marketing tool when seeking contract opportunities with entities that place a value on having a diverse supplier base. There is no price preference for certified WBEs that compete for State Contracts.

A listing of certified WBEs, as well as the services and commodities they provide, is available at: https://wisdp.wi.gov/search.aspx.

3.6 RIGHT TO REJECT PROPOSALS

The DOC reserves the right to reject any and all proposals.

3.7 AWARD AND FINAL OFFERS

The DOC shall compile the final scores for Proposals that was scored by the evaluation committee and that were invited to participate in all steps of the evaluation process. The Contract award will be made to the highest scoring responsive and responsible Proposer, as determined by the DOC.

3.8 CONTRACT NEGOTIATION

The DOC intends to enter into Contract negotiations with the Proposer(s) who has been determined by the evaluation committee to be the highest scoring Proposer(s), calculated as outlined in Section

3.7. The DOC may negotiate the terms of the Contract, including the price, with the highest scoring Proposer(s) prior to entering into a Contract. If the Contract negotiations cannot be concluded successfully with the highest scoring Proposer(s), the DOC may negotiate a Contract with the next highest scoring Proposer.

The contractual terms and conditions in Standard Terms and Conditions (DOA 3054) and Supplemental Terms and Conditions (DOA 3681) of the RFP are part of the Contract between a Contractor and the State. These terms and conditions are not all-inclusive, and the State reserves the right to incorporate additional provisions in the Contract.

3.9 CONTRACT NEGOTIATIONS IMPASSE

If a Contract between the State and the successful Proposer cannot be executed by both parties within sixty (60) Days after the notice of intent to award the Contract (or the conclusion of an appeal of the award under Ch. ADMIN 10, Wis. Adm. Code, whichever is later), the State reserves the right to unilaterally reject the Proposer's Proposal and proceed to award the Contract to the next highest scoring Proposer.

3.10 NOTIFICATION OF INTENT TO AWARD

Any Proposer who responds to this RFP shall be notified in writing of the DOC's intent to award the contract(s) resulting from the RFP process.

After the Intent to Award is issued, copies of the Proposals shall be available as requested. Proposers shall contact the Procurement Manager to request copies.

http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx

3.11 PROTEST AND APPEALS PROCESS

A Notice-of-Intent to protest a Proposal award, and the actual protest shall be made in writing to the Secretary of the DOC as set forth below. The protest shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

The Notice-of-Intent to Protest must be received by the DOC Secretary’s office no later than five (5) business days after the Notice-of-Intent to Award is issued. The actual Protest also must be filed with the DOC Secretary, and must be received by the Secretary’s office within ten (10) business days after the Notice-of-Intent to Award is issued.

The protest notice and the actual notice shall be emailed to Jared Hoy, DOC Deputy Secretary at Jared.Hoy@wisconsin.gov .

A copy of the notice and the protest shall also be emailed to MJ Snider, DOC Purchasing Director at DOCProcurementManager@wisconsin.gov.

3.11.1 APPEALS

The decision of the head 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.

A copy of the Appeal shall also be filed with the head of the DOC. The Appeal shall be as specific as possible, and should identify statutes and Wisconsin Administrative Code provisions that are alleged to have been violated.

Appeals shall be sent to:

Kathy Blumenfeld, Secretary Designee Wisconsin Department of Administration 101 E Wilson Street, 10th Floor, PO Box 7864 Madison, WI 53703-7864

4 MANDATORY PROPOSAL REQUIREMENTS

This section is not scored. Proposer will must complete Attachment D. Proposers shall detail how they meet the requirements listed, including providing any required documentation as indicated. Refer to Section 3.1-Preliminary Review.

4.1 CONTRACTOR DELIVERY

DOC is requiring that the awarded Proposer have their own dedicated delivery service, with a fleet and drivers sufficient to maintain the delivery schedule as outlined in Attachment B. DOC will not accept common carrier delivery of canteen, except in very limited temporary circumstances (such as emergency situations), that will require pre-approval by DOC.

DOC and DHS requires delivery to every location listed on Attachment B on a weekly or bi-weekly basis on the date and within the timeframe window specified. During weeks where a state holiday occurs, an alternate schedule will be distributed to all sites to designate when deliveries will be made for that week’s orders.

Delivery drivers will be expected to unload the canteen products at the sites that require the drivers to unload the products. Some locations require lift gates for delivery, it will be the Proper’s responsibility to ensure that their delivery trucks will be able to delivery to all locations.

The Proposer shall submit documentation that demonstrates how they will meet this requirement by the start of the contract.

mailto:Jared.Hoy@wisconsin.gov

4.2 STATEWIDE COVERAGE

This contract is to serve all DOC and DHS locations listed on Attachment B. The vendor awarded this contract must be able to supply canteen any new DOC or DHS locations with the State of Wisconsin during the life of the contract. Inability serve all DOC locations will result the proposal being rejected for consideration.

If the awarded vendor becomes unable to serve all locations (except in short-term emergency types of situations), DOC reserves the right to terminate the entire contract and award it another Proposer.

The Proposer shall indicate their ability to serve all locations, and submit documentation that supports how they will be able to meet this requirement.

4.3 EXPERIENCE REQUIREMENT

Proposers must have a minimum of at least three (3) years of providing canteen services to correctional clients, and must have served at least 5,000 PIOC at a given time.

The Proposer shall submit documentation detailing how they have met this requirement.

4.4 IMPLEMENTATION AND TRANSITION

There will be an implementation period to transfer each location to the new contract. The vendor must agree 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 must agree to coordinate with the next canteen vendor if another vendor is awarded the canteen contract at the contract termination.

The Proposer shall indicate they understand and agree to this requirement.

4.5 MENUS

All canteen menus, marketing materials, product descriptions, and other inmate correspondence regarding canteen must be provided in both Spanish and English. Translated materials may be reviewed by DOC for accuracy.

DOC will supply a list of items that will be on the initial menus (Attachment A). 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.

DOC is in the process of reviewing its menus, and plans on limiting the number of different types of menus throughout DOC. Currently we have in excess of 130 different menus.

The vendor must be able to provide an adequate variety of products in all of the special diet, religious, ethic, or medical categories, as listed in Attachment A- Cost Sheet. If the winning vendor is unable to source products that meet DOC’s needs in these categories, DOC reserves the right to rescind the intent to award and move on to the next highest scoring vendor.

Although DOC does not expect that a vendor be able to source 100% of the products listed, vendors that indicate they are unable to supply less than 90% of the products listed will have their proposals rejected. The Proposer must also be able to provide at least 80% of the items in each of the categories.

Proposer shall indicate they understand and accept this term.

4.6 PRODUCT PACKAGING

The Proposer must have the ability to sort and delivery canteen products arranged by housing unit for each location. Orders must be in clear bags and have two receipts, one for the PIOC and one to be signed and turned back to DOC upon receipt of the order by the PIOC.

The PIOC name and number must be on the top of each page of the receipt. The receipt must be in the bag and visible. If there is more than one bag for the PIOC, there must be a receipt in each bag and they must be labeled “1 of 2, 2 of 2, etc.” The bags must be heat sealed. No staples or tape may be used to seal the bags or to attach receipts.

Soda and water must be separated from the rest of the canteen orders as to not cause damage to the other products. The bottled soda/water must in a crate for bottles and will be distributed with the canteen orders by staff being able to refer to a “pick slip” to give PIOC their soda/water with the other canteen items.

Items that require special security measures (such as razors) may be required to be in separate bags so that they can be handled differently. This requirement may be different depending on the location and the security requirements. The vendor must be able to meet any security requirements put in place by DOC or individual locations in regards to special handling of these types of items.

All items being offered as part of the requirement to have medical, medical diet, and religious items must mirror product labeling and certification guidelines. Only items that have been certified (gluten free, halal, kosher, vegetarian, vegan, etc.) should be labeled as such.

All canteen items and the packaging they come in must be suitable for a correctional environment. This includes no sharp edges, hidden compartments, glass components, metal components, or alcohol in ingredients.

Canteen orders must be placed on pallets and wrapped to ensure that the arrive undamaged to DOC.

Pallets must not be stacked too high that the boxes “shift” during transport. Pallets cannot be so “top heavy” that they lean due to the weight. The vendor will be responsible for full replacement or refund of any orders that arrive damaged due to poor packaging. Continued packaging issues will be considered a violation of the contract terms.

Proposer shall indicate they understand and accept these terms.

4.7 ORDERING SYSTEM REQUIREMENTS

1. The Proposer’s ordering system backend process must use DOC provided API services.

2. The Proposer’s system will be required to authenticate and authorize thru the State of Wisconsin security services. The system’s backend process will need to establish the machine to machine OAuth with MyWisconsin ID (Okta).

3. The DOC’s PC client operating system is currently Windows 10, with plans to upgrade to Windows 11 in 2024. The primary office productivity software in use is Microsoft Office 2016 in a G3 Microsoft 365 environment. The primary browser used is the current version Google Chrome.