ESBD_539298_1784295129730_HHS0017338_V1_Exhibit_C_ Pricing FY27_Frozen_Food.xlsx

Contract Information

Number of items requested: 106

SOW

7 Scope of Work (SOW)

7.1 Specifications

The required goods to be provided are frozen foods for HHSC State Hospitals (SH), State Supported Living Centers (SSLCs) and programs on state campuses such as canteens and coffee houses identified on the QOE list. HHSC may add QOEs as needed.

Frozen orders are placed by Qualified Ordering Entities (QOE) for products on the attached Product Guide/Price sheet.

Successful Bidder shall be a broadline vendor able to deliver all products listed in the Product Guide equally to all QOEs listed in Texas on an as needed basis on a mutually agreed upon schedule. Deliveries are typically no less than once a week or may be once a month, however frozen storage capabilities vary by QOE which may require more frequent deliveries.

Should a product bid-on require non-routine ordering requirements, such as special lead time, this must be indicated in the Comments section.

The qualified products listed in the Product Guide and Specifications are pre-approved products that are evaluated against the HHSC specifications for nutritional quality and by the sensory panel of experienced taste testers for appearance, texture, flavor, and overall acceptance. The list of Qualified Products is found on the Specification Tab.

HIstorical usage for HHSC facilities are shown as an annual value in Column F of the Product Guide. These numbers do not guarantee purchase quantities.

HHSC’s intent is that an award will be made to 1 (one) vendor for all facilities listed, with option to add El Paso and other facilities at a future date but reserves the right to award to multiple vendors if necessary, and also reserves the right to cancel this IFB and make no award(s).

This contract is firm fixed price and all charges, F.O.B destination, freight, are included in the unit price.

Award will be to the bidder whose responsive bid, conforming to the specifications, will be most advantageous to HHSC. Awards will be based on product compliance with specifications outlined in the Bid Invitation and any additional criteria (i.e.; product must attain an “acceptable” rating on testing in regard to appearance, texture, flavor, portion weight and yield weight). Specifications must be identical to the Bid Invitation, unless exceptions are shown on the bid.

The State reserves the right to make an award on the basis of low bid, low total of line items, or any other combination that will serve the best interest of the State and to reject any and all bid items in the sole discretion of the State.

Term is September 1, 2026, through August 31, 2027, with one (1) annual renewal.

7.1.1 Equal Products

The information identified above is intended to be descriptive, not restrictive, and to indicate the quality and characteristics of products that will be satisfactory. If bidding other than specified brand or product number, bidder must include with bid sufficient literature to allow evaluation of the items. Failure to provide literature with bid response may be cause for not considering for an award.

A sample of products may be requested at any time for quality control monitoring in compliance with the agency quality assurance plan. In addition, if a complaint on a product has been made, a sample case may be requested. Samples must arrive in original packaging with full labeling.

Bidders are to follow specifications on products. Altering specifications will not be allowed. If bidder cannot bid on the size listed on the bid, bid on the size nearest that requested. Bidder must list size offered if other than specified size. HHSC has the option to accept or reject different sizes.

The specifications establish requirements for the procurement of staple edible food or drink, as regulated by the Federal Food, Drug, and Cosmetic Act.

Beef or any product consisting substantially of beef, and dairy products that have been imported from outside the United States of America will not be accepted. “Dairy products” means milk, sour cream, butter, cheese or any product consisting largely of one or more.

Items for which the USDA has assigned a grade shall conform to those requirements. Any cost incurred to verify compliance with these specifications will be the responsibility of the vendor if product is found not to be in compliance.

All pre-cooked products must have heating directions on or included in each case.

After award, a QOE may add a product already listed in the master order guide/price sheet as it is considered part of the original contract. The Vendor or those representing the vendor may not offer items for sale not on the Master Product Guide.

7.1.2 Reworked Products

REWORKED PRODUCTS, PRODUCTS PREVIOUSLY REFUSED FOR DELIVERY, SECONDS or second quality, irregulars, manufacturer overruns, closeouts, or any product deemed lesser quality by the manufacturer WILL NOT BE ACCEPTED. Unauthorized substitutions are prohibited. No substitutions, including product code number changes, shall be made unless the vendor has obtained prior written approval from Facility Operations Support (FOS NFS) prior to shipment. Cost of substitute items shall be the same as the cost for the awarded item. Substitutions must meet or exceed the specifications written in the item description as published in this Solicitation.

7.1.3 Product Quality Requirements

Products must be packed in such a manner as to avoid freezer burn, dehydration by packing in a poly bag or similar type packaging that is impervious to air and moisture when stored at 0 degrees F under normal acceptable trade practice.

Frozen product must arrive at the delivery point solid to touch and at a temperature not to exceed 10 degrees F°. Product must have a shelf life of no less than three months from what is stated on the outer packaging when stored at 0 degrees F° under normal acceptable trade practices unless specified otherwise with each item. Signs of defrosting or thaw, leaking, refreezing or any condition not determined as sound will be rejected.

For any products not labeled with the manufacturers original packaging including date stamping, manufacturer and product name and original product number, the vendor must provide traceability of bid product's original manufacturer. HHSC will reject a bid product if traceability of bid product's original manufacturer is unavailable. Vendor must notify FOS NFS in writing of a change in manufacturer in the event vendor rebrands product with their private label. Vendors who bid their “house brand” and unique code number must show documentation that their house product is equivalent in nutrients and ingredients to the listed products on the Qualified Product List.

7.2 Ordering and Delivery Guidelines

Bidders must have an ordering system which allows the QOE to place an order with a means to confirm the quantity and items ordered, the date the order was placed, the date the delivery is due, the date contractor received the order and provide a verifiable history of that order. The order system to be used must be stated in the bid.

The Contractor shall have an active telephone service answered during normal business hours. Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

The telephone number provided must enable the QOE to speak directly with someone who can speak for their current delivery to resolve any immediate problems or pass on a message for a call back within one hour of initial call.

Deliveries are to be made on date and time specified AND as agreed upon by person in charge of food service or Supply Services at the QOE and the contractor. Mutually agreed-upon days of delivery must be part of this contract. Many of the facility food service areas have limited storage space and require multiple deliveries made on consistent days of the week.

Delivery times are to be between 7 am- 2 pm, Monday through Friday or as agreed by QOE. Deliveries earlier than 7 am may be agreed upon, however product MAY NOT be left unattended without being checked in by QOE staff.

Delivery to the frozen warehouse (Supply Services) or canteens must also meet these requirements.

It is the awarded contractor’s responsibility to contact the QOE Foodservice/Supply Services if unforeseen circumstances arise that may cause a delivery to be late and if any portion of an order is not available for delivery. Notice is required so that the QOE has adequate time to make arrangements for replacement items. HHSC reserves the right to purchase late items on an emergency basis and charge any resulting increase in price and any additional delivery charges to the awarded contractor.

Driver Rules while on HHSC facility grounds

a) Observe all posted speed limits. Speed limits are strictly enforced.

b) Observe all stop signs and other traffic controls.

c) Parking must be in area designated by Food Service/Supply Services staff.

d) Vehicles must be locked, and keys removed at all times when unattended.

e) Pedestrians have the right-of-way at all times. Drive with extreme caution and be prepared to cope with unexpected circumstances.

f) Firearms and alcoholic beverages are forbidden on campus.

g) Tools and equipment must be properly secured at all times.

h) No smoking.

i) Contact with residents is forbidden. Do not offer cigarettes, matches, lighters, food or money to residents.

j) If you require assistance with a resident, notify Facility staff.

7.2.1 Carton Labeling/Pallet Labeling

Packing for shipment shall be in accordance with the manufacturer’s standard practice and in a manner readily acceptable by common carriers engaged in interstate commerce.

Each shipping container shall be clearly marked in English with the name of contents, identifiable code/lot number, and a securely affixed label or imprint with the name and address of the processor or processor's trademark.

Shipping cartons shall be packed to minimize damage due to improper handling. All master cartons must be sealed or bound.

a) At a minimum, product must be labeled on outer carton with the following information, in English:

b) Description of Contents

c) Agency Purchase Order #

d) Quantity per Carton

e) If deliveries are palletized, pallets must be shrink wrapped and labeled.

Products delivered that fail to meet specifications or are not the actual item(s) awarded on the contract shall be rejected or returned at the vendor's expense. Any cost incurred to verify compliance with these specifications will be the responsibility of the vendor if product is found not to be in compliance. This may include but is not limited to laboratory tests.

7.2.2 Receiving Products

The QOE will ensure product received is the same as awarded item. Product that is not the awarded contract item, or product that is damaged or otherwise not in good condition, will be refused. For instances of damaged case goods, the QOE will accept the product that is in good condition and the QOE may purchase needed items locally on an Emergency Purchase Basis. The awarded contract vendor shall be responsible for the difference in cost, if any, between the contract item and the emergency purchase items. Should FOS NFS determine an awarded product does not meet the specifications listed, the FOS NFS will immediately contact the vendor to attempt resolution. If not resolved, FOS NFS will contact the HHSC Buyer and HHSC Contract Manager. The QOE will retain the product case, label intact, under appropriate storage conditions until product is secured for further investigation.

Fill rates are monitored and repeated occurrences of service less than 95% may result in corrective action plans, enhanced monitoring and contract termination.

7.2.3 State Holidays

The state holidays observed are maintained by the State Auditor’s Office and may be accessed at https://hr.sao.texas.gov/Holidays. HHS Agency does not require services to be performed on the “All agencies closed” holidays and any exception will be provided in writing to the Contractor. HHS Agency requires services to be performed for “Optional Holidays” or “Skeleton Crew Required” holidays.

To fulfill the required services, as applicable, the Contractor may perform the services on a holiday observed by HHS at NO additional expense to the HHS Agency.

7.3 Contractor Responsibilities

The Contractor(s) is solely responsible for the performance of all services and requirements referenced in Section 7. Scope of Work and this IFB.

Contractor will not be relieved of its obligations for any nonperformance by its employees or Subcontractor(s).

The Contractor shall furnish all labor, tools, transportation, equipment, materials, and supplies, as necessary, to perform the services and/or provide the goods, as required.

The Contractor shall be responsible for supervision of its employees and Subcontractor employees, together with clean up and proper disposal of any work waste.

7.3.1 Communication

The Contractor shall have an active telephone service answered during normal business hours. Normal business hours are between 8 a.m. and 5 p.m. Monday through Friday, unless otherwise stated in the IFB.

The contractor shall provide the name and accurate contact information of a contract representative for contact with agency level representatives.

Contractor and agency representatives will meet within 45 days of contract start date, once between February 1 and before the 15th of March and once prior to the start of annual renewal period. These meetings may be on Teams and will be set up by FOS NFS.

Communication with agency representatives is required.

1) Direct communication with the end user, QOE, regarding orders, delivery dates and times and specifics related to deliveries will be made directly between the QOE and the vendor. QOE will be notified directly and immediately of any safety concerns or recalls.

2) The contractor shall contact HHSC purchaser, HSCS Contract Manager, and FOS NFS when contractual changes need to be discussed. Examples, but not limited to are changes in name, business address and primary contact information, TIN, ownership; and major operation interruptions or changes which could impact delivery to QOEs.

3) Adding items to contract, discontinuations, substitutions, recalls, and unresolved concerns elevated above the local level shall be addressed with FOS NFS.

7.3.2 Mandatory Reporting

Vendor shall provide FOS NFS a report detailing order quantities, order item fill quantities, and price, for each line item, by facility. This report is produced and sent electronically to FSSNutritionFood@hhs.texas.gov on a quarterly basis no later than the 15th of the month following each quarter, Q1 September 1 – November 30, due December 15th Q2 December 1 – February 28, due March 15 Q3 March 1 – May 31, due June 15th Q4 June 1 – August 31st, due September 15th.

An Excel compatible spread sheet is the preferred data method with enough description to identify what the product is. The format can be discussed and agreed upon with vendor and FOS NFS. Failure to provide mandatory reports may result in negative vendor performance reporting and jeopardize future bidding with the state.

FOS NFS will conduct an annual site visit to each of the vendor's food storage facilities, or more frequently at HHSC discretion.

QOEs

Abilene, TX 79602 Big Spring State Hospital 1901 N. Hwy 87 Big Spring, TX 79720-0283 Lubbock SSLC 3401 N. University Ave Lubbock, TX 79415 San Angelo SSLC 10950 US Hwy 87N Carlsbad, TX 76934-0038 Mexia SSLC 700 Hwy 171 NW Mexia, TX 76667 Waco Center for Youth 3501 North 19th Street Waco, TX 76708 Brenham SSLC 4001 Hwy 36 – South Brenham, TX 77833-9611 Austin State Hospital 4110 Guadalupe Austin, Texas 78751-4296 Austin SSLC 2203 W 35th St Austin, Texas 78703-1203 Lufkin SSLC 6844 Hwy 69N (8 Miles NW of Lufkin on Hwy 69 N) Pollok, TX 75969 Richmond SSLC 2100 Preston Street Richmond, TX 77469-1499 Corpus Christi SSLC 902 Airport Blvd.

Corpus Christi, TX 78405-3513 Kerrville State Hospital 721 Thompson Dr., Kitchen Bldg. 578 Kerrville, TX 78028 Rio Grande State Center 1401 Rangerville Road S Harlingen, Texas 78550 San Antonio State Hospital 6711 S New Braunfels, Ste 100 San Antonio, TX 78223-3006 Terrell State Hospital 1200 E. Brin Terrell, TX 75160 Denton SSLC 3980 State School Road Bldg 574 Denton, TX 76210 Vernon State Hospital 4730 College Drive Vernon, TX 76385 Wichita Falls State Hospital 6515 Kemp Blvd.

Wichita Falls, TX 76308 Rusk State Hospital 805 N Dickinson Drive Rusk, TX 75785

Delivery Map

Order Guide

Specifications Case Sizes stated in specifications are first-choice preferences. However, due to volatility of the market, we will consider other case sizes for the best interest of the State.

Texas HHSC Frozen Food Specifications FY27

19 385-1760 Milkshake, Vanilla, frozen, ready to serve. 4 fluid oz. to supply a minimum of 220 calories per carton. Ingredients to include grade A milk, non-fat milk, corn sweetener and/or sugar syrup, vanilla flavor and other products as appropriate for this product. Product must meet nectar-like consistency with a measured viscosity between 51 - 350 cP, thawed, at both room temperature and chilled. Cartons may not have calendar date coding. Product to have been produced no earlier than 45 days prior to delivery. Minimum of 6 months frozen shelf life from requested delivery. Packed max 75 cartons/cs. Lyon’s Vital Cusinel Mighty Shake 12976

26 385-4231 Breaded Pork Patty, IQF, precooked, oven ready. Approximate 3 oz. pork patty. Breaded/battered with enriched flour and other ingredients as appropriate, may include whole grain flour. No mechanically separated meat. Zero tolerance for foreign matter including bone, cartilage, or gristle. Per serving nutritional value a minimum of 13 grams protein and no more than 20 grams fat. Approximate net weight per case 15-17 pounds. Tyson / Advance 2004,

29 385-4237 Rib Steak, boneless rib-shaped, 2.7 - 3 oz. patty, IQF, flame broiled with barbecue sauce. Fully cooked, ready to heat and serve. Ingredients to include pork, seasonings and flavorings appropriate for barbecue flavor, soy protein concentrate optional. No mechanically separated meat. Zero tolerance for foreign matter including bone, cartilage, or gristle. A minimum of 14 grams of protein, a maximum of 11 grams of fat and maximum of 575 mg of sodium per serving. Net weight 15 to 20 pounds. Advance 10000044500 / 44-531,