ESBD_File_328274_SWK Official Addendum No. 4.pdf

SWK Official Addendum No. 4 Request for Proposal (RFP) 062123 - Food Services

Issue date: 08/17/2023

Purpose:

The RFP was amended to include the following:

Additional Cost Structure Information

Terms and Conditions Adjustments

Additional Regulations

Estimated Historical Food Quantity Information

Vendor Questions Form

SWK Programs Bed Count

Sample Menus

Summary of Changes:

Additional Cost Structure Information

Section 3.4 Cost Proposal was renamed to Section 3.4 Pricing Requirements.

Added cost structure language to align with U.S. Department of Agriculture (USDA) School Nutrition Program (SNP) Requirements.

Terms and Conditions Adjustments

Section 1.7 SWK Terms and Conditions and Section 3.6 Additional Terms and Conditions were adjusted to better align with SWK’s general terms and conditions.

Attachment A, General Terms and Conditions for Contracts under Federally Funded or Assisted Projects and Southwest Key Programs (SWK) Supplier Terms and Conditions were added to the solicitation posting. Respondents should refer to https://southwestkey.org/procurement/ for Legal resources.

Additional Regulations

Attachment L has been added to the solicitation posting, which lists additional guidelines, policies, and procedures, including:

o Non-collusion or Certification of Independent Price Determination o Civil Rights Compliance o Compliance with CFR NSLP Requirements o NSLP Handbook Review

THIS ADDENDUM BECOMES PART OF THE RFP DOCUMENT.

Updated solicitation sections are highlighted. Respondents are highly encouraged to review the entire RFP for clarity and changes.

By signing Addendum 4, Respondents confirm their acknowledgment and acceptance of its contents and the highlighted, updated sections within the solicitation. Acknowledge receipt of this addendum in the space provided below and submit with the proposal; Failure to do so may disqualify Respondent.

Acknowledgement: __________________Date:____________________

End of Addendum 4

Effective Date: August 9, 2021Version 1.0 Revision Date:

SWK VENDOR QUESTIONS

RESPONSE SHEET

RFP Name: Food Services

Date: 8/10/2023 RFP/IFB # 6212023

AnswerQuestion

1.

When is this program in effect?

Dates? How long? Roll over periods? Example, one year with 2 years of roll overs

Contract terms may be negotiated upon award; however, SWK encourages Respondents to provide comprehensive pricing proposals. This should encompass potential cost reductions that could be achieved through longer-term commitments.

2.

What are the core items and do you have volume figures for the primary items

3. Do they allow Key Drops?

Delivery logistics will be discussed upon award.

4.

Do they expect payment only thru electronic payment thru their Oracle program?

SWK will require electronic payments for services and food items. Payment options may be discussed upon award.

5.

What are the enrollment numbers for each facility and approx. number of cases by region or facility if possible.

SWK will provide an attachment with bed counts per facility.

SWK will include sample menus for breakfasts, lunches, and snacks.

Respondents should note that products is not a core item.

Version 1.0 Effective Date: August 9, 2021

6.

What are your expectations for minimum drop sizes?

SWK estimates that drop sizes will be around 50 cases; however, actual drop sizes may vary.

7.

Do you really expect delivery 5 days after award? How flexible are you?

SWK is flexible with service dates. Estimated service dates will be discussed upon contract award.

8.

Will items be awarded by category, line item or all or nothing?

Respondents are encouraged to submit proposals based on what their organization can supply to SWK. SWK has the option to award one or multiple vendors based on the best value to our organization.

9.

What are the required deliveries per week? By category?

SWK estimates around 1-2 deliveries per week for each facility, depending on facility size. Smaller facilities may require 1 delivery per week, and larger facilities may require 2 programs per week.

10.

Do all foods have to meet the same nutritional standards that are set forth in by the USDA for school meals or is this a different standard/jurisdiction?

SWK is a member of the National School Lunch Program (NSLP) and the School Breakfast Program (SBP), adhering to the nutritional standards dictated by the USDA for well-balanced school meals. However, during special events, (holidays, birthday parties, etc.), SWK may choose food items that are not regulated by USDA standards.

11.

Is it possible to get a listing of locations with addresses and volume by facility? The RFP states locations are listed in section x, but there is no section x included with the rfp.

SWK will release facility addresses upon award; However, approximate locations are listed in Attachment L –SWK Program Locations.

12.

What price date should be used for pricing? SWK does not understand the question.

13.

Can we add columns to the Excel file? Respondents are encouraged to submit a cost proposal that includes a full breakdown

Version 1.0 Effective Date: August 9, 2021 of all applicable fees. SWK will accept Excel cost proposals will additional columns.

14.

I do not see on the report the estimated usages for all the items. Usages do determine pricing. thank you for your help

SWK is finalizing the estimated usage report, which will be posted to the Bonfire platform.

An announcement will be sent out via Bonfire when the usage has been posted.

Maximum Bed Count *The volume of children in SWK’s programs may vary daily.

Kokopelli 304 Fortaleza 426

Estrella del Norte 300 Las Palmas 120 Amanecer 139 Lighthouse 74 Glendale 68 Campbell 122

Nueva Amistad 10 La Promesa 10

Total 1,573 Pleasant Hill 26

San Diego 74 Total 100

Canutillo 90 Casita 75

Franklin 45 Trail House 512

Total 722 Reliant 200 Quetzal 236

Montezuma 191 Sunzal 222

Total 849 Nueva Esperanza 200

Rio Grande 160 Antigua 201

El Presidente 413 La Esperanza 75 Casa Padre 1,200

Oasis 89 Sueno 58

Norma Linda 600 Total 2,996

El Paso

Houston

South Texas

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Te xa s Southwest Key Programs - Program Bed Count

Region Program ID

Arizona

California

Sun Mon Tue Wed Thu Fri Sat

Waffles

With:Served

- Syrup

WG Snack Crackers

Served With:

- ted CerealsAssor

Scrambled Eggs

Apple Slices

Juice flavored Milk1% Un ate Milk, FFChocol

WG Snack Crackers

Served With:

- Assorted Cereals

Strawberry Yogurt

Served With:

- Assorted Cereals

- French Toast Sticks

Fresh Blueberries

Juice

1% Unflavored Milk

Chocolate Milk, FF

Chorizo and Egg Burrito

WG Snack Crackers

Cereal

Fresh Banana

Juice

1% Unflavored Milk

Chocolate Milk, FF

WG Snack Crackers

Served With:

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Fresh Banana

Juice l SalsaChirmo

With:Served

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Cereal

Served With:

- WG Snack Crackers

Fresh Strawberries

Juice

1% Unflavored Milk

Chocolate Milk, FF

Assorted Jelly

Served With:

- English Muffin Breakfast

Sandwich

Breakfast Croissant

Sandwiches

Cereal

Served With:

- WG Snack Crackers

Apple Slices

Juice

1% Unflavored Milk

Chocolate Milk, FF

Assorted Jelly

WG Snack Crackers

Served With:

- Assorted Cereals

Fresh Strawberries

Juice

Salsa Verde

Served With:

- Chilaquiles With Fried

Egg Bowl

1% Unflavored Milk

Chocolate Milk, FF

Sour Cream

Cereal

With:Served

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Corn Tortillas

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- Roasted Potatoes and

HashTurkey

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Apple icesSl

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WG Snack Crackers

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Scrambled Eggs

Apple Slices

Juice lavored Milkf1% Un te Milk, FFaChocol

Mexican Style Potatoes

Cereal rtillasCorn To ck CrackersWG Sna omato SalsaFresh T

BeansRefried trawberriesFresh S

Juice lavored Milk1% Unf te Milk, FFChocola

Grain PancakesWhole

With:Served

- Syrup

Cereal ackWG Sn Crackers earsFresh P

Juice flavored Milk1% Un ate Milk, FFChocol

Cereal

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- nackWG S Crackers

Fresh Strawberries

Juice lavored Milkf1% Un te Milk, FFaChocol

Assorted Jelly With:Served

- h MuffinEnglis Breakfast chSandwi

WG Snack Crackers Served With:

- Assorted Cereals

Fresh Banana

Juice

Chirmol Salsa Served With:

- Breakfast Baleadas

1% Unflavored Milk

Chocolate Milk, FF

Cereal

Served With:

- WG Snack Crackers

Juice

Plantains

Huevos Picados

Served With:

- Corn Tortilla

Fresh Salsa

1% Unflavored Milk

Chocolate Milk, FF

WG Snack Crackers

Served With:

- Assorted Cereals

Fresh Strawberries

Juice

Salsa Verde

Served With:

- Chilaquiles With Fried

Egg Bowl

1% Unflavored Milk

Chocolate Milk, FF

Sour Cream

Waffles

WG Snack Crackers

Served With:

- Assorted Cereals

Breakfast Ham

Juice

Sliced Peaches

1% Unflavored Milk

Chocolate Milk, FF

Syrup

Chorizo and Egg Burrito

WG Snack Crackers

Cereal

Fresh Banana

Juice

1% Unflavored Milk

Chocolate Milk, FF

Potato and Egg Taco

WG Snack Crackers

Served With:

- Assorted Cereals

Bananas

Juice

Fresh Tomato Salsa

1% Unflavored Milk

Chocolate Milk, FF

WG Snack Crackers

Served With:

- Assorted Cereals

Strawberry Yogurt

Served With:

- Assorted Cereals

- French Toast Sticks

Fresh Blueberries

Juice

1% Unflavored Milk

Chocolate Milk, FF

EXAMPLE Breakfast Cycle Menu

Page: 1 of 1

Lunc

Sun Mon Tue Wed Thu Fri Sat

Corn Tortillas Spanish Brown Rice omato SalsaFresh T BeansCharro h SaladSpinac ple ChunksPineap oPicadill flavored Milk1% Un ate Milk, FFChocol ortillasCorn T h Brown RiceSpanis of SouthwestLentils

Salad Red GrapesFresh n Achiote (LegPollo e

Quarters) 1% Unflavored Milk Chocolate Milk, FF

Philly Cheese Steak on a Hoagie Bun Baked French Fries Roasted Carrots Fresh Pears Juice 1% Unflavored Milk Chocolate Milk, FF Ketchup Mayonnaise.

n BurgerChicke French FriesBaked

Salad ocktailFruit C flavored Milk1% Un ate Milk, FFChocol pKetchu naise.Mayon DressingRanch MustardYellow

Corn Tortillas Spanish Brown Rice

Mixed Green Salad Roasted Carrots Salsa Verde

SlicesApple ancheroBeef R nflavored Milk1% U late Milk, FFChoco DressingRanch

Big Daddy Cheese Pizza Mixed Green Salad otsTater T ple ChunksPineap flavored Milk1% Un ate Milk, FFChocol pKetchu DressingRanch hicken CrispySWK C Tacos Spanish Brown Rice

Charro Beans l SalsaChirmo g LettuceIceber PeachesDiced flavored Milk1% Un ate Milk, FFChocol

Bean and Cheese Pupusa Spanish Rice Corn on the Cob Curtido (Cabbage Slaw) Salsa Verde Mixed Melon Cubes 1% Unflavored Milk Chocolate Milk, FF

Arroz con Pollo Cornbread Avocado Slices Corn Garden Salad Pico De Gallo Baked Pears 1% Unflavored Milk Chocolate Milk, FF Queso Fresco Ranch Dressing

Honey Wheat Roll WG Spanish Brown Rice Chirmol Salsa Mashed Potatoes Steamed Broccoli Sliced Peaches Baked Chicken 1% Unflavored Milk Chocolate Milk, FF Barbecue Sauce

Caldo de Res Corn Tortillas Spanish Brown Rice

Corn on the Cob Fresh Salsa Fresh Strawberries 1% Unflavored Milk Chocolate Milk, FF

Chicken Burger Baked French Fries Salad Sliced Peaches 1% Unflavored Milk Chocolate Milk, FF Ketchup Mayonnaise.

Yellow Mustard

Cilantro Lime Rice Corn Tortillas Herb Roasted Red Potatoes Mexicali Corn Fruit Cocktail Chili Beef Verde 1% Unflavored Milk Chocolate Milk, FF

SWK Beef Crispy Tacos Cornbread Fresh Tomato Salsa Avocado Slices Charro Beans Pineapple Chunks 1% Unflavored Milk Chocolate Milk, FF

Big Daddy Cheese Pizza Mixed Green Salad Tater Tots Pineapple Chunks 1% Unflavored Milk Chocolate Milk, FF Ketchup Ranch Dressing

Cilantro Lime Rice Corn Tortillas Chirmol Salsa Herb Roasted Red Potatoes Mixed Green Salad Apple Juice Banana Carnita Pork 1% Unflavored Milk Chocolate Milk, FF

Pozole Tortilla Corn Chips Avocado Slices Onions Red Cabbage Radish Shred Fresh Orange Slices Juice 1% Unflavored Milk Chocolate Milk, FF

Caldo de Res Brown Rice Corn Tortillas Chirmol Salsa Corn on the Cob Roasted Carrots Fruit Cocktail 1% Unflavored Milk Chocolate Milk, FF

SWK Beef Crispy Tacos Spanish Brown Rice Fresh Tomato Salsa Salad Black Beans Mixed Melon Cubes 1% Unflavored Milk Chocolate Milk, FF Sour Cream

Corn Tortillas Spanish Brown Rice

Mixed Green Salad Roasted Carrots Salsa Verde Apple Slices Beef Ranchero 1% Unflavored Milk Chocolate Milk, FF Ranch Dressing

Calabaza Con Pollo Brown Rice Corn Tortillas Spinach Salad Steamed Broccoli Sliced Peaches 1% Unflavored Milk Chocolate Milk, FF Ranch Dressing

EXAMPLE Lunch Cycle Menu

Sun Mon Tue Wed Thu Fri Sat

WG Snack Crackers

6 oz. Snack Juice

Multigrain Chips

6 oz. Snack Juice

Cereal Bars

6 oz. Snack Juice

Cereal

Plain Milk, 1%

Sunchips MultiGrain, Harvest Cheddar

6 oz. Snack Juice

Apple Cinnamon Muffin

WG Reduced Fat

6 oz. Snack Juice

Sunchips Whole Grain, Garden Salsa

6 oz. Snack Juice

Whole Grain Baked

Cheetos

6 oz. Snack Juice

Rice Krispies Treat WG

6 oz. Snack Juice

Muffin, Banana,2 oz WGR

6 oz. Snack Juice

Cereal

Plain Milk, 1%

Breakfast Bar

6 oz. Snack Juice

WG Snack Crackers

6 oz. Snack Juice

Cheez-it Cracker Whole

Grain

6 oz. Snack Juice

Sunchips MultiGrain, Harvest Cheddar

6 oz. Snack Juice

Granola

6 oz. Snack Juice

Strawberry Yogurt

Sunchips Whole Grain, Garden Salsa

6 oz. Snack Juice

Cereal Bars

6 oz. Snack Juice

Sunchips MultiGrain, Original

6 oz. Snack Juice

WG Snack Crackers

6 oz. Snack Juice

Apple Cinnamon Muffin

WG Reduced Fat

6 oz. Snack Juice

Rice Krispies Treat WG

6 oz. Snack Juice

Whole Grain Baked Cheetos

6 oz. Snack Juice

Granola

6 oz. Snack Juice

Strawberry Yogurt

Cereal

Plain Milk, 1%

Muffin, Banana,2 oz,WGR

6 oz. Snack Juice

Apple Cinnamon Muffin

WG Reduced Fat

6 oz. Snack Juice

Breakfast Bar

6 oz. Snack Juice

WG Snack Crackers

6 oz. Snack Juice

Multigrain Chips

6 oz. Snack Juice

Cereal Bars

6 oz. Snack Juice

Cereal

Plain Milk, 1%

Sunchips MultiGrain, Harvest Cheddar

6 oz. Snack Juice

Apple Cinnamon Muffin

WG Reduced Fat

6 oz. Snack Juice

Sunchips Whole Grain, Garden Salsa

6 oz. Snack Juice

EXAMPLE Snack Cycle Menu

REQUEST FOR PROPOSAL

RFP 06212023

Food Services

PROPOSAL SUBMISSION:

Procurement Department Southwest Key Programs

6002 Jain Lane Austin, Texas 78721

Bonfire SWK

REFER INQUIRIES TO:

Bonfire SWK

*To access proposal documents on Bonfire SWK, a free registration is required.

PROPOSALS ARE DUE:

TABLE OF CONTENTS

Table of Contents

1 INTRODUCTION AND OVERVIEW

1.1 Purpose of the Request for Proposal (“RFP”)

1.2 Background Information

1.3 Requirements and Deliverables

1.3.1 Overview

1.3.2 Solicitation Goals

1.3.3 Eligible Respondents

1.3.4 Scope of Work

1.4 Samples

1.5 Subcontract Term/Option to Extend

1.6 Awarded Subcontracts

1.7 SWK Terms and Conditions

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL REQUIREMENTS

2.1 Notice of Intent to Submit

2.2 Submission Of Questions

2.3 Proposal Submission, Date, and Time

2.4 Key Dates

2.5 Standard Proposal Requirements

2.6 Non-disclosure Agreements

2.7 Proposal Preparation Costs

2.8 Disclosure of Proposal Content

2.9 Vendors Conference

2.10 Conflict of Interests

3 PROPOSAL FORMAT AND CONTENT

3.1 Proposal Format and Content

3.1.1 Proposal Cover Page

3.1.2 Table of Contents

3.1.3 Response Checklist

3.2 Requirements Plan

3.3 Timelines

3.4 Pricing Requirements

3.5 Respondent’s Profile and Financial Responsibility

3.6 Additional Terms and Conditions

4 REVIEW OF PROPOSALS

4.1 Review of Proposals

4.2 Selection Criteria

4.3 Discrimination

4.4 Encouraged Participants

4.5 Best and Final Offer

5 CONTRACTUAL REQUIREMENTS

5.1 Respondent’s Proposal

5.2 Material & Product Requirements

5.3 Vendor Performance

5.4 Payment

5.5 Vendor Registration in Oracle

6 Appendix

Attachment A – SWK General terms and conditions

Attachment B – Notice of Intent to Submit a Proposal

Attachment C – Cover Page Suggested Format for Proposal

Attachment D – Respondent Company Profile Form

Attachment E – Respondent References Form

Attachment F – Supplemental Contract Provisions

Attachment G – School Breakfast Program Sample Meal Pattern

Attachment H – National School Lunch Program Sample Meal Pattern

Attachment i – SWK Ordering Instructions

Attachment J – SWK Shipping and Handling Instructions

Attachment K – SWK Program Locations

Attachment L - Additional Requirements and Certifications

Attachment M – Product List and Pricing Sheet

1 INTRODUCTION AND OVERVIEW

1.1 PURPOSE OF THE REQUEST FOR PROPOSAL (“RFP”)

It is the intent of Southwest Key Programs, Inc. (“SWK”) to solicit proposals for qualified organizations to serve as primary food vendors to provide commercial food products and related services to Southwest Key Programs

1.2 BACKGROUND INFORMATION

SWK is a national nonprofit organization that exists to create opportunities and improve the quality of life for thousands of youth and families each day by providing safe shelter, alternatives to incarceration, career development and quality education. This is done through three areas of programming:

a. Immigrant Children’s Shelters

b. Youth and Family Services

c. Workforce Solutions

SWK participates in the United States Department of Agriculture (USDA) National School Lunch Program (NSLP), a federally assisted meal program that operates in public and nonprofit private schools and residential childcare institutions. The NSLP program provides children nutritionally balanced, low-cost, or free lunches daily. Southwest Key is committed to providing proper nutrition to each child in its care. In accordance with the Federal Buy American Act, SWK desires to purchase domestic food products to promote the health and well-being of children, youth, and families.

1.3 REQUIREMENTS AND DELIVERABLES

1.3.1 Overview

Southwest Key aims to identify a vendor who is capable of supplying food products and related services to each of its programs. SWK provides quality care for children in twenty-nine shelters located throughout various states. The successful Respondent(s) will be responsible for the supply and delivery of food products to programs in all locations (see Attachment L). SWK has the right to add or remove additional locations during the length of the contract. The Respondent may wish to visit Southwest Key Programs' website to better understand SWK’s need for the goods described in this solicitation.

1.3.2 Solicitation Goals

It is the goal of Southwest Key to obtain food items which allow SWK to provide a variety of healthy, safe, and reliable food products and other food services to children and youth at SWK facilities.

1.3.3 Eligible Respondents

The Respondent will not be on the federal debarment or suspension list;

The Respondent shall have at least five (5) years of experience with food service programs;

The Respondent shall have at least two (2) years of experience servicing customers similar in size to SWK;

The Respondent shall have the resources and ability to provide food to SWK facilities as needed;

The Respondent must have the financial resources to properly maintain adequate product inventory levels to service SWK

1.3.4 Scope of Work

SWK requests qualified organizations to provide quality food products and related services to each of its programs. The Respondent shall provide a thorough implementation and management plan to support the distribution and delivery of its food and related products to support SWK’s School Lunch Program. A product specification list is provided in Attachment M. The list provided in Attachment M is provided as an example of the food products with descriptions that SWK orders. Respondents may propose items with varying brand names, as long as the items proposed have the same or similar descriptions as the items listed in Attachment M. Attachment M should also be used to list pricing for the products listed. Quantities listed on the product sheet are estimated purchases of each product during a specified period. The Respondent shall indicate which products are non-stock items and the process for purchasing such goods.

Capacity and Capability

To ensure the best value to SWK, the Respondent shall define the process of maintaining stock inventory of core items to meet and maintain the delivery of food products to each of SWK’s programs. All available resources and equipment should be described to ensure the Respondent is capable of delivering food products in the appropriate timeframe specified in this RFP. The Respondent shall also express if their organization has implemented a punch-out or similar system. Upon award, the successful Respondent must provide a catalog of all contracted goods at the agreed-upon fixed unit price for integration with SWK’s Enterprise Resource Planning System.

Respondents are encouraged to indicate in their proposal which regions (Addendum 3 – SWK Program Regions and Bed Counts) their organization intends to service. Respondents are required to submit a list of their facilities (offices or warehouses) in their proposal.

Ordering

The Respondent must address the process of establishing an online ordering account for SWK, including the ability to view in-stock and out-of-stock items. Should products become unavailable, the Respondent shall also describe how this will be communicated to SWK. The Respondent should explain the various ordering options available and include the acknowledgment process. The process must also detail how back-ordered or out-of-stock products are handled. Additionally, each product must be available at each warehouse to facilitate consistency across each of SWK’s shelters. The Respondent should elaborate on the capability to provide Southwest Key with confirmation emails or similar correspondence when orders are placed and the standard timeframe for order confirmation. After order placement, the timeline for releasing tracking information to Southwest Key Programs must be specified, as well as the capability for SWK to track orders via an order tracking system or website. Southwest Key also requests the Respondent complete Attachment J – SWK Ordering Instructions to accompany this section of the proposal.

SWK has the right to procure alternative products, such as fresh produce, if the proposed cost of these items exceeds market value or SWK budget. Should the Respondent need to increase the cost of any items outside of the contractually agreed upon price, prior SWK Executive Leadership approval will be required. Change management shall be discussed upon award.

Delivery:

The Respondent must be able to dedicate the appropriate resources to deliver products to a facility within five days of contract award. The Respondent must ensure that delivery drivers will unload and place all products in the proper location as determined by SWK. The Respondent must also describe the process for notifying SWK in a timely manner in the event of a delay in delivery. Each shipment must be accompanied with a packing list of goods’ names, quantities, and expiration date. The Respondent must ensure that the products listed below are within the expiration timeframe:

• Produce – 1 Week

• Frozen Food – 1 year

• Refrigerated Food – 1 month

• Dry Goods – 1 year

Southwest Key shall not be charged fuel surcharges associated with shipping and handling as part of the negotiated agreement. The Respondent must have the capability to rapidly deliver orders (within 24-48 hours) to the following regions under normal circumstances:

• South Texas

• Houston, Texas

• El Paso, Texas

• Arizona

• California

The Respondent should review Attachment L for specific locations. It is required that the Respondent complete Attachment K – SWK Shipping and Handling Instructions to accompany this section in the proposal.

Damaged Products:

Respondents shall describe a return and exchange policy as part of their proposal. Inspection of products will be conducted by a SWK employee upon delivery. Products not in accordance with the specifications of this RFP shall be returned at the vendor’s expense. The vendor shall remove and replace all defective materials within two (2) days after receiving notification. SWK reserves, in its sole discretion, the determination as to whether the items meet SWK standards. The vendor will arrange for the return of all erroneously ordered or shipped items at no cost to the SWK. There will be no restocking fee for returns of items that are damaged or shipped by the vendor in error. Damaged or defective shipment products may not be accepted upon delivery if:

• The products or packaging of products are defective (I.e., broken and/or damaged).

• The products or packing of products are not delivered as agreed

• The products were substituted without prior approval of SWK

The Respondent shall also describe the process for substitutions, should the need arise to provide an alternative product. SWK must approve all substitutions proposed by the Respondent no less than twelve hours (12) prior to delivery. Should any food product be substituted, the Respondent must be willing to adjust the pricing to remain similar with the product that was originally ordered and must comply with the meal components listed for the original products.

Customer Service:

The Respondent should have a dedicated SWK account manager available from 8:00 a.m. to 5:00 p.m.

(Central Time) to answer questions, resolve any issues, or provide general assistance. The vendor is also required to maintain a toll-free number to troubleshoot issues with ordering products, inquiring about the status of an order, or wishing to report damaged or defective products. The dedicated account manager shall also remain available to SWK staff when requested to discuss new food products, promotions, food sampling, etc.

Customer service representatives must have the ability to communicate in both English and Spanish.

Nutritional Information

The Respondent shall provide Product Specification Sheets and Nutrient Data Sheets for SWK contracted items within five days of contract execution and upon request from SWK. Nutritional Information sheets must be provided as manufacturer updates occur and when new products are presented. Upon award, the Respondent must also provide Signed Production Formulation Statements (PFS), which must have been signed within the last five years. The Respondent shall provide a Standard Order Guide for each program in Texas. Each Standard Order Guide must include the Country of Origin to abide by the Buy American Clause. Additionally, to comply with the National School Lunch Program, each SWK contracted good must be labeled with a Child Nutrition Label and a Nutrition Information Label.

1.4 SAMPLES

Samples are not required for this Request for Proposal (RFP).

1.5 SUBCONTRACT TERM/OPTION TO EXTEND

The term of any subcontract resulting from this RFP shall be from subcontract award for one fiscal year.

SWK, at its own discretion, may extend any subcontract awarded pursuant to this RFP for up to two (2) additional fiscal years under the same or similar terms subject to appropriation of funds by SWK funders or the Office of Refugee Resettlement (“ORR”) for this project.

1.6 AWARDED SUBCONTRACTS

It is anticipated that one or multiple subcontract(s) will be awarded as a result of this RFP. Proposals must include a detailed cost proposal in accordance with the requirements of Section 3.4 of this RFP.

1.7 SWK TERMS AND CONDITIONS

By submitting a proposal, the Respondent is accepting SWK Terms and Conditions (https://southwestkey.org/procurement/). Any Respondent not accepting the SWK Terms and Conditions will be deemed non-responsive and not meeting the requirements of the RFP.

Appendix II to 45 CFR 75 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards shall also apply to this RFP. See Title 45 Part 75 Appendix II Code of Federal Regulations.

Respondent will also be required to adhere to all necessary Office of Refugee Resettlement (ORR) policies. Please see the ORR's Unaccompanied Children Program Policy Guide.

2 GENERAL INSTRUCTIONS AND STANDARD PROPOSAL

REQUIREMENTS

2.1 NOTICE OF INTENT TO SUBMIT

Respondent is encouraged to submit a letter of intent to Bonfire SWK if they intend to submit a proposal in response to this RFP; however Notice of Intent to Submit is optional. See Attachment B.

2.2 SUBMISSION OF QUESTIONS

Respondent questions shall be submitted to:

Bonfire SWK

2.3 PROPOSAL SUBMISSION, DATE, AND TIME

WITHOUT EXCEPTION – PROPOSALS MUST BE RECEIVED ON OR BEFORE:

MONDAY, JULY 10TH AT 5:00 PM CST

Proposals must reference the RFP number and be submitted to Bonfire SWK by the Respondent’s point-of-contact. PROPOSALS RECEIVED AFTER THE DUE DATE WILL NOT BE CONSIDERED.

2.4 KEY DATES

DATE EVENT

6/21/2023 Publication of Request for Proposal 6/26/2023 Optional Notice of Intent to Submit a Proposal 6/29/2023 Submission of Written Questions 7/5/2023 SWK Written Response to Questions 7/10/2023 Respondent Proposal Submission July 2023 Proposal Evaluation, Oral Presentations (if required), and

Negotiations (if required) July 2023 Anticipated Award Date July 2023 Anticipated Period of Performance

2.5 STANDARD PROPOSAL REQUIREMENTS

A. Proposals that address only part of the requirements contained in this RFP will be considered non-responsive.

B. SWK Programs reserves the right to:

a. reject any and all proposals.

b. negotiate portions thereof including the submitted cost proposals/budget.

c. select the proposal based on the best value to the company. The Respondent shall furnish additional information that the evaluation team may require in order to complete the evaluation of the proposals submitted. Failure to provide the requested material or information will disqualify the proposal.

d. cancel or re-issue the RFP at any time.

e. request and record and/or videotape all Webinars, Web demos, conference calls, demos or other communications relative to this RFP.

C. The Respondent must work with SWK staff to clarify the design of the materials, project design, project activities, and/or other products, and modify these items if necessary.

D. Proposals must be valid until the RFP has closed or been awarded.

E. Proposals may be withdrawn at any time prior to the submission time specified in this RFP, provided notification is received in writing. Proposals cannot be changed or withdrawn after the time designated for receipt.

2.6 NON-DISCLOSURE AGREEMENTS

Respondent shall sign a non-disclosure agreement upon award and execution of a subcontract. All information and data furnished to the Respondent during the solicitation process shall be treated as confidential to SWK. Any oral or written disclosure to unauthorized individuals is prohibited and can be grounds for proposal dismissal and termination of any subcontract awarded.

2.7 PROPOSAL PREPARATION COSTS

All costs associated with the preparation, submission, and any other-related activities before award of a subcontract resulting from there are the sole responsibility of the Respondent.

2.8 DISCLOSURE OF PROPOSAL CONTENT

Respondent may protect trade secret and confidential information from public release. If the Respondent asserts that information provided in the proposal is trade secrets or other confidential information, it must be clearly marked. Such information must be in boldface type and include the words “confidential” or “trade secret” at top of the page.

2.9 VENDORS CONFERENCE

Respondent must protect trade secret and confidential information from public release. If the Respondent asserts that information provided in the proposal is trade secrets or other confidential information, it must be clearly marked. Such information must be in boldface type and include the words “confidential” or “trade secret” at top of the page.

SWK, at its sole discretion, may elect to host a vendor conference in relation to this RFP. A vendor conference is designed to complete the following objectives:

Review the formal solicitation and specific requirements with vendors

Allow vendors to ask clarifying questions on the formal solicitation

Respondents are encouraged to notify the Sole Point of Contact and Communications listed below, regarding participation in the conference. People with disabilities who wish to attend the meeting and require auxiliary aids or services should contact the Sole Point of Contact listed below at least seventy-two (72) hours before the meeting in order to have reasonable accommodations made by SWK.

SWK may host a vendor conference for this RFP.

Sole Point of Contact and Communications: financeprocurementsolicitations@swkey.org.

2.10 CONFLICT OF INTERESTS

A Respondent will not be selected if it has a conflict of interest that will or may arise during the performance of its obligations under the subcontract. For this reason, Respondent’s response to this RFP must disclose any existing or potential conflicts of interest or possible issues that might create appearances of impropriety relative to the submission of a proposal from Respondent and its proposed subcontractors, possible selection as successful Respondent, or its performance of the subcontract.

For purposes of this RFP, “personal relationship” is defined as a current or past connection other than a clearly contractual, business, financial, or similar relationship and includes family relationships or other connections outside simply providing a response to this RFP. These connections must be disclosed if a reasonable person could expect the connection to diminish Respondent’s independence of judgment or effectiveness in the performance of Respondent’s responsibilities to SWK Programs under the subcontract.

Connections also fall within this definition if a reasonable person could expect the connection, within the overall context of Respondent’s submission of a proposal, possible selection as successful Respondent, or its performance of the subcontract, to create an issue for the company’s consideration relative to a potential appearance of impropriety or conflict of interest.

By submitting a response, Respondent agrees that it is under a continuing duty to supplement its response under this provision and that the duty to disclosure of any conflicts of interest is an ongoing obligation throughout the term of the subcontract. If the circumstances certified by the Respondent change or additional information is obtained after submission of proposals, Respondent shall submit updated information as soon as reasonably possible upon learning of any change to their affirmation. Report conflicts of interest to:

SWK VP of Compliance and Ethics dberndt@swkey.org

508-725-6151

3 PROPOSAL FORMAT AND CONTENT

3.1 PROPOSAL FORMAT AND CONTENT

Proposals must be submitted in electronic format (i.e., Word, PDF) and include the sections referenced in this Section 3. A transmittal letter must accompany the proposal and include the following details:

a) Respondent’s commitment to performing the implementation of the work within the project schedule.

b) Brief executive summary of the proposal contents.

c) A statement that the signatory of the transmittal letter has the authority to bind the Respondent.

Include name, title, and contact information.

3.1.1 Proposal Cover Page

Proposals should include a cover page which clearly states the name of the firm or organization, business address, and the name, position, and telephone number of the Respondent’s Proposal Administrator who may be contacted regarding the proposal. See Attachment C.

3.1.2 Table of Contents

Present a clear and comprehensive identification of your proposal's contents by section and page number.

3.1.3 Response Checklist

This checklist is to assist Respondent in ensuring that all information is included in their response.

Respondent must refer to the appropriate section of the RFP for detailed information on the following:

Optional Notice of Intent to Submit a Proposal Attachment B Transmittal Letter Section 3.1 RFP Cover Page Section 3.1.1 / Attachment C Table of Contents Section 3.1.2 Requirements Plan Section 3.2 Timelines Section 3.3 Cost Proposal Section 3.4 Respondent’s Profile and Financial Responsibility Section 3.5 / Attachment D & E Current Certificate of Insurance and Completed W-9 Attachment D Additional Terms and Conditions Attachment H Evidence of Historical Underutilized Business, if applicable Section 4.2

3.2 REQUIREMENTS PLAN

The proposal shall describe how the Respondent will plan to meet the Scope of Work detailed in Section

1.3.4 and provide enough information to adequately evaluate the proposal as detailed in Section 4.2 Selection Criteria. It is recommended that the requirements plan maintain the same outline or order as the scope of work when providing detail on the supply and delivery of food products.

3.3 TIMELINES

The Respondent must plan for a supply start date of no earlier than July 2023 and an ending date of July 2024 if selected as the contractor. The Respondent must submit a task/activity plan specifying, to the degree possible, the tasks and activities which are to be undertaken. Timelines showing beginning and ending dates for each major task are to be included, as well as the name(s) of person(s) responsible for each task. Activities must be sufficiently designed and outlined in the task/activity plan to provide evidence of satisfactory delivery of products. Time frames must be logical and appropriate to complete all activities within the beginning and ending dates of the subcontract. Failure to meet this condition shall result in disqualification of the proposal, and the proposal shall receive no further consideration.

3.4 PRICING REQUIREMENTS

The Respondent must submit a cost/price proposal detailing costs necessary to accomplish the project objectives and activities outlined in a task/activity plan. The cost/price proposal detail must be submitted in Excel or Excel-compatible format. Respondent should carefully consider the costs conveyed and prices offered as changes may not be allowed during negotiations.

Respondents should submit the cost/price proposal as a product price in US Dollars (USD). The cost/price proposal must also detail shipping and delivery fees. Please see the example below for how to format the cost/price proposal.

Description Substitution Brand Pack Net

Weight Case Qty

Unit Cost

(EA)

Box Price

(BX)

Case Price

(CS)

Total Price

Chips Tortilla Yellow Corn

Round

$264.00$24.00$5.00$2.50119 lbs.8DEFABC

Southwest Key Programs (SWK) strongly recommends that Respondents structure their cost proposals based on a fixed fee. SWK will not make an award with respect to any proposal structured as “cost-plus-percentage of cost.” Other pricing approaches may be considered. Respondents are encouraged to use their proposal to educate SWK on other possible pricing arrangements/structures.

Products and estimated quantities provided in this Request for Proposal are standard items Southwest Key programs orders weekly. The Respondent and SWK shall mutually agree upon products not listed in Attachment upon execution of the contract. Southwest Key shall not be charged additional fees on any invoice during the length of the contract (I.e., Fuel surcharges, number of stops, etc.). All products shall be delivered FOB: Destination

Respondent must submit a company profile detailing the following:

a) Basic organizational information, such as the size of the organization, how long the organization has been in business, whether the organization is a public or private entity, etc.

b) Location of the organization’s offices.

c) The range of services provided.

d) List of similar customers.

Respondent must submit a summary of its qualifications (not to exceed 3 pages). The summary should include details about the Respondent’s expertise in the area of supply and delivery of commercial food products and related services.

Respondent must submit at least three (3) references where the Respondent provided similar services (Attachment E).

Respondent may be required to submit indicators of financial stability before award. Examples of requested documentation include:

Most recent audited financial statements or certified public accountant compiled financial report.

Articles of organization and/or documents of incorporation.

3.6 ADDITIONAL TERMS AND CONDITIONS

Respondents must provide any additional terms and conditions that it would like considered in addition to SWK's General Terms and Conditions. Additional terms and conditions not provided with Respondent's proposal submission will not be considered if Respondent should be awarded a contract under this RFP.

3.5 RESPONDENT’S PROFILE AND FINANCIAL RESPONSIBILITY:

4 REVIEW OF PROPOSALS

4.1 REVIEW OF PROPOSALS

Review of proposals will begin as soon as practical after receipt. The evaluation team shall consist of SWK staff knowledgeable in the content area. The recommendations of the evaluation team will be assembled and presented to senior executive staff who will:

1. Approve the proposal in whole or in part;

2. Disapprove the proposal; or

3. Defer action on the proposal for such reasons as a requirement for further evaluation.

SWK may not disclose any information until a subcontract is executed by both parties. Additional copies of proposals not selected for funding will be destroyed in accordance with an approved Records Retention Policy.

4.2 SELECTION CRITERIA

Proposals will be selected based on the ability of each Respondent to carry out all the requirements contained in this RFP. A Respondent who is in default or otherwise not in good standing under any other current or prior subcontract with SWK at the time of selection will not be eligible for award of this subcontract. SWK will base its selection on, among other considerations, demonstrated competence, qualifications of the Respondent, past performance, and proposed budget/cost. The following are the criteria and the total number of points for each portion of the RFP that will be applied in selecting a subcontractor.

SELECTION CRITERIA FOR SERVICES POSSIBLE

POINTS

A. Experience and Qualifications:

1. Experience of the Respondent in managing the supply and delivery of comparable products described in this RFP (10 points).

2. Respondents have at least two positive references with a company of similar size (5 points).

Source: Attachment D (Respondent Company Profile Form), Attachment E, (Respondent Reference Form)

B. Customer Service and Support:

1. Did the Respondent describe a suitable process for the end user to easily navigate and order food products on a routine basis? (10 points)

2. The Respondent provided a sufficient response to correct the failure of adequate supply and delivery of the food products described (10 points).

3. The Respondent adequately details their personnel’s engagement with customer service capabilities, issue management, change management, dispute resolution, and standards of communication (10 points).

Source: Section 1.3.4 Scope of Work

C. Capacity and Delivery:

1. Did the Respondent detail a defined process of maintaining stock inventory of core items available at each warehouse to meet and maintain the requirements listed in Section 1.3.4 Scope of Work? (15 points)

2. The Respondent clearly described all available resources and equipment within the company to deliver goods in the appropriate timeframe specified in this RFP

(10 points).

Source: Section 1.3.4 Scope of Work D. Cost Effectiveness and Appropriateness of Financial Resources Dedicated to

Project:

1. Costs are appropriately aligned with primary program objectives (15 points).

2. Costs associated with specific activities and tasks are reasonable for the work proposed (5 points).

Source: Section 3.4 Cost Proposal

E. Historical Underutilized Business:

1. Respondents who are classified as an underutilized business or use an underutilized business as a subcontractor and provide evidence of the certification (10 points).

Source: Section 4.4 Encouraged Participants

Total 100

4.3 DISCRIMINATION

No person shall, on the grounds of race, color, national origin, sex, age, disability, religion, citizenship status, genetic information, sexual orientation, gender identity, or any other protected class, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any SWK program or activity.

4.4 ENCOURAGED PARTICIPANTS

It is the policy of SWK that the following business enterprises have the maximum opportunity to participate in the purchasing and contracting process: (1) Small Businesses, (2) Women-Owned Businesses, (3) Minority-Owned Businesses, (4) Labor Surplus Area firms and (5) Veteran-Owned Businesses.

Accordingly, SWK encourages all the aforementioned business enterprises to compete for, win, and receive contracts for goods, services, and construction. Also, SWK encourages all companies to sub-contract portions of any SWK subcontract to the aforementioned business enterprises.

4.5 BEST AND FINAL OFFER

When deemed appropriate, after the submission of proposals but before the final selection of the successful proposal, SWK may request a best and final offer (“BAFO”) from Respondent(s). SWK will provide each Respondent within the competitive range with an equal opportunity for discussion and revision of their proposal. A Respondent may elect not to amend their original proposal. SWK is not bound to accept the best-priced proposal if that proposal is not the most advantageous to SWK as determined by the evaluation team.

5 CONTRACTUAL REQUIREMENTS

5.1 RESPONDENT’S PROPOSAL

Portions of the selected proposal(s) may be incorporated into the subcontract prepared by SWK for signature by the contracting parties.

5.2 MATERIAL & PRODUCT REQUIREMENTS

SWK reserves the right to review any materials, and/or products developed or adapted by the Subcontractor. Upon completion of the subcontract period, all documents will be returned to SWK or destroyed accordingly. All documents created at any time during the subcontract period belong to SWK. A designated SWK staff (i.e., project manager) will establish procedures for communicating phase out and transition of the deliverable(s).

5.3 VENDOR PERFORMANCE

SWK reserves the right to monitor vendor performance including, but not limited to, billing reviews, desk reviews, monitoring visits, vendor questionnaires, and requesting documents or information to validate performance.

5.4 PAYMENT

SWK’s payment terms are Net 30. Payment is only by reimbursement upon satisfactory performance of services or receipt of items. Payment is contingent upon submission of properly prepared and certified invoices. The information provided on each detailed status report must coincide with the tasks outlined in the approved budget, as negotiated by SWK.

5.5 VENDOR REGISTRATION IN ORACLE

Oracle serves as the primary procurement system for SWK, including vendor management. The Successful Respondent will be required to register in Oracle. Additionally, if the Respondent is to deliver goods to SWK, the Respondent must provide SWK with a list of contracted items for integration into the item data master within Oracle upon award.

Registration instructions are available at Supplier Registration Instructions on our YouTube channel.

Vendors can register using the Supplier Portal link Supplier Registration. Once logged into Oracle, vendors can add the required vendor information, upload the requested documents, and complete the vendor questionnaire located in the Supplier Portal.

6 APPENDIX

ATTACHMENT A – SWK GENERAL TERMS AND CONDITIONS

ATTACHMENT B – NOTICE OF INTENT TO SUBMIT A PROPOSAL

ATTACHMENT C – COVER PAGE SUGGESTED FORMAT FOR PROPOSAL

ATTACHMENT D – RESPONDENT COMPANY PROFILE FORM

ATTACHMENT E – RESPONDENT REFERENCES FORM

ATTACHMENT F – SUPPLEMENTAL CONTRACT PROVISIONS

ATTACHMENT G – SCHOOL BREAKFAST PROGRAM SAMPLE MEAL PATTERN

ATTACHMENT H – NATIONAL SCHOOL LUNCH PROGRAM SAMPLE MEAL PATTERN

ATTACHMENT I – SWK ORDERING INSTRUCTIONS

ATTACHMENT J – SWK SHIPPING AND HANDLING INSTRUCTIONS

ATTACHMENT K – SWK PROGRAM LOCATIONS

ATTACHMENT L - ADDITIONAL REQUIREMENTS AND CERTIFICATIONS

ATTACHMENT M – PRODUCT LIST AND PRICING SHEET

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GENERAL TERMS AND CONDITIONS FOR CONTRACTS UNDER

FEDERALLY FUNDED OR ASSISTED PROJECTS

The following terms and conditions apply as if set forth in full to work partially or fully funded with federal grants or funds, as applicable.

1) Notes:

a. "Contract" means this Contract.

b. "Contractor" means the party opposite Southwest Key Program ("Recipient") executing this Contract (i.e., the prime contractor to the Recipient).

c. "Prime Contract" means the Federal Financial Assistance Agreement between Recipient and the Federal awarding agency.

d. "Subcontract" means any contract placed by Contractor with any third party in performance of this Contract.

e. "Subcontractor" means any third party the Contractor enters into a Subcontract with.

2) Instructions:

a. With the exceptions of communication or notice regarding a violation of law or to comply with a general legal requirement, all other communication or notification required under the below referenced provisions from/to the Contractor to/from the Contracting Officer, Grants Officer (or any other government representative) shall be through the Recipient. All communication or notices regarding a violation of law shall be made directly to the cognizant federal authority, with a copy of such communication or notice to the Recipient.

b. Contractor shall flow down the below provisions to all Subcontractors as required by law and regulation and require all of its Subcontractors to similarly flow down such requirements.

3) Applicable to All Federally (or Potentially Federally) Funded Contracts and Subcontracts as Stipulated Below in Parenthesizes:

ATTACHMENT A

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a. Equal Employment Opportunity - Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of "federally assisted construction contract" in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, "Equal Employment Opportunity" (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, "Amending Executive Order 11246 Relating to Equal Employment Opportunity," and implementing regulations at 41 CFR part 60, "Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor."

b. Copeland "Anti-Kickback" Act (18 U.S.C. 874 and 40 U.S.C. 276c) - All Contracts and Subcontracts in excess of $2,000 for construction or repair awarded by Contractor or Subcontractors shall comply with the Copeland "Anti-Kickback" Act (18 U.S.C. 874), as supplemented by Department of Labor regulations (29 CFR Part 3, "Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States").