Appendix B-1 - Revised Specifications.pdf

Washington State Department of Fish and Wildlife Page 1 of 3 IFB No. 24-00015 – Revised Specifications (Appendix B-1)

Invitation For Bids (IFB) No. 24-00015 Fish Food for WDFW Hatcheries - Statewide

APPENDIX B-1 – REVISED SPECIFICATIONS

1. Product Selection: This is an optional use contract and WDFW reserves the right to select any or none of the products from the Contractor's current price list as incorporated into the contract. WDFW will develop an internal system for approval of use of all fish food products by WDFW operated hatcheries or other facilities.

2. Formula Certification: WDFW reserves the right to review fish feed formulas for quality assurance standards and WDFW feed specifications.

3. Performance Standards: All feeds are expected to meet the following performance standards:

a. The feed must be the manufacturer’s best quality closed formula diet.

b. There should be no mortality that can be attributed to the feed quality or to specific ingredients.

c. Feed must be palatable. In normal rearing conditions, fish must readily accept feed presented to them.

d. If the fish feed fails to perform to the above criteria as determined by the WDFW, the remainder of the unsatisfactory feed supply (unopened packages) at the facility may be shipped to another WDFW facility for use or returned to the vendor for a full refund. In addition, WDFW may release contractor from any further obligation for that fish feed product at that hatchery facility with no further obligation to either party.

e. At the time of order, the feed company will confirm the production dates and best before dates of the feed that is currently available for shipping.

4. Formula Complaints: The Contractor must notify WDFW (hatcheries division manager and hatchery manager at effected facilities) of any complaints received for a particular batch of feed and take no longer than two business days to respond, address the complaint, and develop a timeline to resolve the issue with those managers or Fish Health personnel (same day response preferred). The Contractor must also keep records on batch number of feed and ingredients used in the batch.

5. Pricing and Adjustments:

a. All prices quoted shall remain firm for the duration of the initial agreement to

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December 31, 2024, except where the price may be decreased. The prices bid per product/item will be considered a "not to exceed" rate.

b. During the term of the contract, should the Contractor enter into pricing agreements with other customers providing greater benefits or pricing, the Contractor shall provide similar pricing to WDFW if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. The Contractor shall immediately notify the WDFW of any such contracts entered into by the Contractor.

6. Packaging and Shipping:

a. Unless otherwise specified, the Contractor will package fish food in containers meeting federal specifications and shipped on pallets. Pallets shall not exceed 2,500 pounds in weight, 48 inches in length, 40 inches in width, and the product height will not exceed 6 feet.

b. The Contractor will label Individual shipping containers with name of product, expiration date, and ingredients. Each pallet shall be labeled with the name of the ordering WDFW hatchery, delivery site, contract number, Contractor name and date of manufacture, batch number, storage requirements and conditions, and recommended shelf life. Contractors are encouraged to offer product packaging with recycled content.

c. All shipping will be FOB destination and with freight prepaid and included in the price. The Contractor will provide all shipping in closed container vehicles unless otherwise approved by WDFW in advance. The Contractor’s delivery drivers will assist WDFW staff in the unloading process which could include the need for a contractor provided lift gate, pallet jack or to have the carrier unload the product as well as adjusting the maximum weight of any given palletized shipment. The Contractor will take all necessary precautions to assure the products are kept dry and free from contamination and at appropriate temperatures as determined by manufacturer while in the shipping and delivery process.

d. The contractor will strive to fulfill all orders within 14 calendar days after submission of an order from a WDFW hatchery to the Contractor. The Contractor must arrange the shipment schedule to avoid deliveries on Saturdays, Sundays, or State holidays.

Shipments shall be scheduled to arrive no later than 3:00 p.m., Monday through Friday. Delivery trucks arriving after 3:00 p.m. will not be unloaded until the following workday.

7. Liability/Damages: If fish feed formulas are found to be out of compliance with those standards set by WDFW in the contract, the Contractor shall be liable and responsible for damages and losses incurred by WDFW while utilizing the substandard fish feed product, this includes but is not limit to the cost of feed used to date.

8. Quality Assurance/Consistency in Feed Provided: Due to the critical needs of species reared in WDFW facilities or by other organizations working in alliance with WDFW, the

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Contractor will provide the same terms, conditions and pricing to non-profit organizations and educational institutions (colleges, universities, community and technical colleges) that act as WDFW’s partners for fisheries projects within Washington State.

9. Weighing, Mixing and Pelleting:

a. The weighing systems must be of suitable size and accuracy for their purposes.

Proper weighting techniques must be used in weighing ingredients into the mix.

Production run records must be maintained and information for the following requirements should be provided to WDFW on request: batch size, mix date and batch number.

b. The feed mixer may be of any conventional type with proper clean-out features. The mixing time shall be controlled for thorough mixing. Fish meal and other bagged ingredients shall be preblended from bags taken at random from the warehouse.

Ingredients shall be carefully and thoroughly mixed and pulverized. There will be no more than 10% remilled feed in the finished product.

c. For pellets, the feed mixture is to be processed into extruded pellets. The extruded pellets must be firm enough to hold together in packaging, transporting, storage, and when placed in water. Dust content of undersized pellets is not to exceed 1% at the manufacturer's plant (dust defined as particles passing through a screen with opening of 3.36 mm. #12 US series standard).

10. Testing Ingredients: If requested by WDFW, the Contractor shall supply representative samples of all ingredients to be used in a given production to WDFW, a minimum of 14 calendar days prior to date of feed manufacture. Ingredients must be labeled as to type of ingredients, lot number, and date of manufacture. WDFW will conduct analysis of the ingredients and manufacturer feeds to determine if it meets contract specifications. The analysis as made by WDFW will be the basis of such rejection.

11. Contamination: The ingredients and finished feed shall be wholesome and clean materials free from noxious chemicals and foreign matter.

12. Inspections: WFDW or a WDFW authorized food inspector has the authority to inspect the

Contractor's plant facilities, inventories of ingredients, and invoices from suppliers during the contract period. Upon request, the Contractor shall supply representative samples and the appropriate label(s) of all ingredients to be used in the feed. The Contractor shall be notified immediately of contract violations by WDFW, followed by written confirmation.

Rejections by WDFW will be issued in writing based on such violations as reported by WDFW’s inspection.

13. PCB Testing: The Contractor will report on their testing program for polychlorinated biphenyls (PCBs) and submit it with their updated price sheet once every six months, testing must include at least one product that WDFW purchases; see Appendix H (PCB Testing Report) as an example of the type of information being requested.