Addendum 2 - (6100045063) (3-22-18).pdf

BOP-

Revised 05/20/2015

SOLICITATION ADDENDUM

Date: 3-22-18

Subject: Friends and Family Package Program

Solicitation Number: 6100045063

Due Date/Time: 3-28-18/2:00PM

Addendum Number: 2

To All Suppliers:

The Commonwealth of Pennsylvania defines a solicitation “Addendum” as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Invitation for Bids or Request for Proposals).

List any and all changes:

Questions and Answers (1 through 27)

Revised Cost Matrix

Type of Solicitation: Electronic Bid (SRM) - Review the Questions section of your solicitation response to ensure you have responded, as required, to any questions relevant to solicitation addenda issued subsequent to the initial advertisement of the solicitation opportunity.

Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written.

Respectfully, Name: Russ Ilgenfritz

Title: Administrative Officer

Phone: 717-728-3919

Email: rilgenfrit@pa.gov

IFB #6100045063

Friends and Family Package Program

Questions and Answers (1 through 27)

1. Section IV.3.A (Marketing) of the Statement of Work provides that, “The awarded vendor, in response to this IFB, shall work with the PA-DOC to develop a marketing plan including a catalog, order form and program advertising materials.

The awarded vendor is responsible for producing marketing materials for all DOC institutions. Catalogs previously used in other Correctional Industry Package Programs are highly preferred.” Must anything be provided at the time of bid submission in response to Section IV.3.A of the Statement of Work (e.g., sample catalogs from other programs, etc.)? Catalogs are not required at time of bid submission.

2. Section IV.3.B (Products) of the Statement of Work provides that “Items/Products may also change throughout the term of the contract” and that “[t]he awarded Vendor shall supply the proposed listing of items to be provided by the vendor to the DOC two (2) months in advance of new quarter for review and approval.”

a. What mechanism is available for the awarded vendor to have replacement items approved for a bid item that is discontinued/canceled or changed by the manufacturer? All FFP products must be approved by the DOC Centralized Commissary Committee and must be submitted two months in advance to be considered.

b. What mechanism is available for the awarded vendor to increase the price of an item on the bid menu? Pricing submitted on bid products cannot be changed during the first six-months of the contract. All increases and products will be evaluated two months prior.

3. Section IV.3.F (Commission) of the Statement of Work provides that the Vendor “shall provide a quarterly commission of 20% Gross quarterly sales to DOC/PCI.”

a. Is the commission rate set at 20% for all bidders, or is 20% the minimum commission rate required to be offered? 20% commission is set for all bidders.

b. If 20% is the minimum commission rate, how will the commission offering and prices be scored/weighed? The bid that is determined to give the lowest cost to the PA DOC from a responsible and responsive bidder will be offered a contract for execution.

4. Section IV.3.C (Ordering Process) of the Statement of Work provides: ”In response to this IFB, the Vendor shall provide detailed information regarding their customer service operations including how the Friends and Family Package Program will be managed including time frames, ordering methods and cutoff dates.” How and where should this information be provided in the bid submission? Pertinent documents should be attached electronically to the bid. See attached instructions.

5. What is the anticipated start date of the first package program pursuant to this IFB? As soon as possible following the contract award.

6. Please confirm that the certification requirement of Section V.35.2.e of the IFB includes civil lawsuits, investigations, and proceedings instituted against the bidder involving any of the enumerated offenses in Section V.35.2.e. The certification applies to all instances enumerated in Section V.35.2e.(1)-(5)

7. Please confirm that the certification requirement of Section V.35.2.e of the IFB applies at the time of bid submission such that any bidder who cannot certify as to the matters contained in V.35.2.e. at the time of bid submission must submit, along with its bid, a written explanation of why such certification cannot be made. Yes it is effective at the time of bid submission. There is an ongoing requirement to notify the Commonwealth in writing of any actions or occurrences that would result in a violation of any of the Contractor Integrity provisions in Section V.35.

8. Section III.2 of the IFB, and the Pennsylvania Procurement Code, at 62 Pa.C.S.

§§ 512(b), 513(b), 517€, 518€ (519(f), require the contract to be awarded to the lowest responsive and responsible bidder. Similarly, the Pennsylvania Procurement Handbook requires purchasing agencies to make an affirmative determination of a bidder’s responsibility prior to award. Other than the self-certification requirements in Sections I.14 and V.35 of the IFB, how will the Commonwealth determine a bidder’s responsibility as it relates to the bidder’s integrity, honesty, and ethics? The Commonwealth will determine the bidder’s responsibility in accordance with the applicable Procurement Code provisions, the Procurement Handbook, the IFB and Commonwealth Management Directive 215.9 Amended – Contractor Responsibility Program. Management Directive 215.9 Amended can be found at http://www.oa.pa.gov/Policies/md/Documents/215_9.pdf

9. Are the Lobbying Certification and Disclosure of Lobbying Activities requirements under Section II.1 of the IFB applicable to this IFB? No.

10. Are printed materials used by a bidder for the performance of a contract resulting from the IFB (i.e., catalogs, order forms, and other marketing materials) considered “printing offered by” a bidder for purposes of Paragraph B of the Reciprocal Limitations Act Requirements Form? Yes.

11. Are items offered by bidders under this IFB considered “supplies” for purposes of Paragraph A of the Reciprocal Limitations Act Requirements Form? Yes.

12. Are items offered by bidders under this IFB considered products intended for “use in public buildings” for purposes of Paragraph D of the Reciprocal Limitations Act Requirements Form? Yes.

13. If any of the preferences in the Reciprocal Limitations Act Requirements Form are applicable to any bidder, where in bidder’s costs/price bid will the preference percentage reduction be applied in accordance with Section II of the Reciprocal Limitations Act Requirements Form? Preferences shall be applied as outlined in the Reciprocal Limitations Act Requirements Form-GSPUR-89 Rev.

11/06/12, which is part of the bid.

14. How will the quality of approved alternate items be evaluated? Will samples be requested? Samples are not requested for items determined by PA DOC to be acceptable brands.

15. Many bid items in the Cost Matrix are items that only the incumbent vendor (Keefe) can offer or supply under this IFB either because (i) the items are Keefe’s private label brand; (ii) the items have a specified flavor, size, or packaging that is made or packaged exclusively for Keefe for the correctional industry; (iii) the items are packaged in the specified sizes and prison-safe packaging exclusively by Keefe in its own re-packaging facility; or (iv) the items are national brand-name items that Keefe has exclusive rights to supply to the correctional industry pursuant to exclusivity agreements with the manufacturers. For these reasons, and other reasons relating to product availability, size availability, supply issues, and cost, we are proposing that some items be removed from the bid, or that alternate items be approved pursuant to Section I.10 of the IFB, as listed in the attached spreadsheet.

All of the alternate items proposed by Union Supply meet the intended purpose of the specified bid items and convey the same general style, type, character, and quality desired for this IFB. Union Supply’s proposed alternates are packaged in prison-safe packaging and meet the stringent quality and security standards to be approved for sale in other state and federal correctional facilities.

Additionally, where a national brand is specified, Union Supply proposes an alternate comparable national brand. No alternatives will be accepted. PA DOC has requested specific brand items that we feel are available to all potential suppliers and offer the best value to our offenders.

16. In the bid you display a range for ounce sizes that are acceptable. This could have an effect on the price per ounce. Is price per ounce something that will be looked at? No. An overall larger ounce size item that cost slightly more may end up being of better value to the population, even though it does not come out to be lowest price.

Example: If Vendor A bid’s a 3-oz cheese at $1, which equates to $0.33 per ounce

If Vendor B bid’s a 12-oz cheese at $2.75, which equates to $0.23 per ounce

Based on the way the RFP is currently constructed, the 3oz cheese would win due to having a lower price. In the end, the offender is paying more per ounce than if they were buying the 12oz. Results leading to the offender not getting the best deal.

17. Are we able to bid a smaller or larger ounce size than what is listed on the cost matrix? No.

18. Does a vendor need to bid on all items listed be considered responsive? Yes. If not, how does the DOC plan to compare and evaluate partial bid responses to the cost matrix?

19. In the cost matrix under Dark Roast Espresso, can a 3.5-oz Café Bustelo be bid? This item has been deleted. It is an “Espresso Instant Coffee”, and is the same company as Folgers”

20. Hawaiian Punch Items don’t specify if they need to be Sugar Free. Can we clarify these drink mixes to ensure the right product is being bid. The Berry Limeade Blast, Juicy Red and Wild Purple Smash drink mixes are Sugar Free.

21. For hostess items, will Dolly Madison brand be accepted? They have similar item types and is owned by Hostess. No.

22. Under Bumble Bee Light Tuna, can we bid on Chicken of the Sea brand, another top national brand. No alternatives will be accepted.

23. Jif Peanut Butter is only offered in a 16-oz. Jif Whips Peanut Butter is in a 15-oz container? Can the size be adjusted so either version can be bid? JIF peanut butter Size 16 oz. only

24. Candy Sour Neon Worms is listed as Sour Patch brand. Keefe does not believe they make this item, would another brand name offered in retail be acceptable?

Please see revised Cost Matrix.

25. Frito Lay is telling us the Ripple Potato Chip is not available in the requested size. The closest size available is a 9-oz. Will this be acceptable? Yes.

26. We currently offer Starburst in a 7.2-oz, will this be acceptable for bid? Yes.

27. In the cost matrix we have identified four items that are not readily available for retail purchase. Can these items just be removed from the cost matrix to ensure a level bid for all parties? Please see revised Cost Matrix.

Attaching Documents Page 1

ATTACHING DOCUMENTS TO A BID AT WWW.PASUPPLIERPORTAL.STATE.PA.US

After you have begun your response to a solicitation, answered the mandatory questions under the Header Tab and entered pricing under the Items tab (if applicable) and need to upload documents to your response, follow this step by step guide:

1. Under the Header Tab, Select Notes and Attachments:

2. Scroll down to see all the documents the Purchasing Agent/Commodity Specialist attached to the solicitation, please review all documents.

Example:

3. Determine which documents must be completed and attached to your response.

4. After completing documents that must be included with your response, save them to your computer so you can easily find them later.

5. When responding to the solicitation and ready to submit your documents, go to Header Tab, Notes and

Attachments and select ADD ATTACHMENT:

http://www.pasupplierportal.state.pa.us/

Attaching Documents Page 2

If Add Attachment is not available, make sure you are in Edit Mode and not Display mode.

6. This pop up window will appear:

7. Using the Browse field, find your saved document.

Type in your description of the document and select OK.

8. When successfully attached, your document will appear as an attachment:

Attaching Documents Page 3

9. Note: system will only allow one document to be attached at a time, repeat as necessary.

Under the Summary Tab, attachment(s) will also be listed.

10. When response is complete, select CHECK and SUBMIT to transmit your response (bid) to the purchasing agent.

11. If assistance is required, contact the help desk at 877-435-7363 option 2.