Idaho Division of Veterans Services Event 1147

Bread Products

1. Purpose Idaho Division of Veterans Services (IDVS) is requesting quotes for Bread Products, as further detailed below.

The contact for this RFQ is:

Daniel Arnold, IDVS Office: 208-780-1326 Danny.Arnold@veterans.idaho.gov

2. Background The Idaho Division of Veterans Services is requesting quotes for bread products for the Idaho State Veterans Home in Post Falls (ISVH-PF). ISVH-PF is a 64-bed capacity, long-term care facility licensed by the State of Idaho, Department of Health and Welfare, Bureau of Facilities Standards that is home to Veterans in Idaho.

3. Timelines Quotes Due (by 5:00 p.m. MST) December 22, 2025

4. Specifications See Exhibit A

5. Single Award Basis and Term

State Standard Terms and Conditions will apply to this solicitation.

Bids which condition the Bid based upon the State accepting other terms and conditions not found in this RFQ, or which take exception to the State's Standard Terms and Conditions or Special Terms and Conditions, will be found non-responsive, and no further consideration shall be given.

Vendor must be able to supply all the items listed in Exhibit B.

Vendor must be able to provide deliveries at a minimum of twice a week as detailed in Exhibit A.

Award will be made to the responsible vendor meeting the minimum requirements with the lowest Total Cost as provided on Exhibit B, Price Sheet.

The term of the resulting contract will be one (1) year with four (4) optional one (1) year renewals.

If vendor cannot provide a listed item, vendor must submit in writing with nutrition data a suitable/like item. Item will be evaluated by the Dietitian at the Home to ensure it meets the nutritional needs of the Residents. The Home reserves the right to deny vendors offered like item with or without cause.

Vendor must agree to NET30 Terms for bid to be considered.

Special Terms and Conditions:

The Division or the Contractor may cancel the Contract at any time, with or without cause, upon sixty (60) calendar days written notice to the other party specifying the date of termination. Either party may terminate the Contract immediately upon written notice, or upon such notice as such party, in its sole discretion, deems appropriate, if at any time: (a) the other party is in material breach of any warranty, term, condition, covenant or obligation under the Contract; (b) judicial interpretation of federal or state laws, regulations, or rules renders fulfillment of the Contract infeasible or impossible; (c) Contractor's license or certification required by law is suspended, not renewed, or is otherwise not in effect at the time service is provided; (d) Contractor fails to comply with any applicable law, regulation, or rule; or, (e) the actions or inactions of the Contractor materially jeopardize one or more of the following: payments to the Division under Medicare, Medicaid, or a United States Department of Veterans Affairs program; or, compliance with the terms of a federal or state license or certification held by the Division.

mailto:Danny.Arnold@veterans.idaho.gov

6. Response

Enter your Total Cost on Exhibit B, Price Sheet, Bids must be received prior to the deadline established above.

Quotes submitted by any means other than LUMA shall be considered non-responsive and no further consideration shall be given.

Price Sheet must be filled out and completed in its entirety.

7. Acceptance Acceptance can take up to three (3) calendar days after delivery of the bread products to the delivery location specified in this solicitation. All products must be at least three (3) days from their expiration date. Products will not be accepted if they are smashed, contain mold, product is expired or less than three (3) days from the expiration date, or products are open upon delivery. Vendors will have twenty-four (24) hours to correct if ISVH-PF has stock, same day correction if the ISVH-PF does not have stock.

Submitting via LUMA enter your Total Cost on Exhibit B and UPLOAD all Required Submittal Items.

List of Attachments Mandatory Submittal Items Exhibit A - Scope of Work Exhibit B - Price Sheet Exhibit C - Costs and Billing Exhibit D - State of Idaho Signature Page Exhibit E – State of Idaho Standard Terms and Conditions

Exhibit B - Price Sheet Exhibit D - State of Idaho Signature Page

Insurance Requirements Prior to award (or as otherwise designated by the Purchasing Activity), the apparent successful vendor will provide certificates of insurance required herein and will maintain the insurance during the life of the Contract. There are no provisions for exceptions to this requirement. Failure to provide the certificates of insurance within the requisite time period may be cause for rejection of the vendor's quote or cancellation of the contract.

Contractor shall carry liability and property damage insurance that will protect it and the State of Idaho from claims for damages for bodily injury, including accidental death, as well as for claims for property damages, which may arise from operations under the Contract whether such operations are by themselves or by anyone directly or indirectly employed by either of them.

Contractor shall not commence work under the Contract until it obtains all insurance required under this provision and furnishes a certificate or other form showing proof of current coverage to the State. All insurance policies and certificates must be signed copies. After work commences, the Contractor will keep in force all required insurance until the contract is terminated.

a. Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Contract.

b. Commercial General and Umbrella Liability Insurance. Contractor shall maintain Commercial General Liability (CGL) and, if necessary, Commercial Umbrella insurance with a limit of not less than $1,000,000 each occurrence. If such CGL insurance contains a general aggregate limit, it shall apply separately to this Contract.

i. CGL insurance shall be written on ISO occurrence form CG 00 01 (or a substitute form providing equivalent coverage) and shall cover liability arising from premises, operations, independent contractors, products-completed operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract).

c. Commercial Automobile and Commercial Umbrella Liability Insurance. Contractor shall maintain Commercial Automobile Liability and, if necessary, Commercial Umbrella Liability insurance with a limit of not less than $1,000,000 each accident. Such insurance shall cover liability arising out of any auto (including owned, hired, and non-owned autos).

i. Bidder or offeror may request a waiver from providing Commercial Automobile and Commercial Umbrella Liability

Insurance in its bid or proposal if the bidder or offeror will not use any owned, hired or non-owned vehicles to conduct business under the contract, if it is awarded the contract, and the State of Idaho will consider the request. If the bidder or offeror submits a request to waive the provision of Commercial Automobile and Commercial Umbrella Liability Insurance after the due date and time for receipt of bids or proposals, the State of Idaho may not consider the request.

d. Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $500,000 each accident for bodily insurance by accident or $500,000 each employee for bodily injury by disease.

i. Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

ii. Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

e. State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor’s activities to be performed under this Contract.

i. The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

ii. If a liability insurance policy provides for automatically endorsing additional insured when required by contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

f. Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

g. Contractor shall further ensure that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

h. Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho.

The Contractor shall be financially responsible for all deductibles, self-insured retention’s and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies.

Policies may contain deductibles, but such deductibles will not be deducted from any damages due to the State.

Exhibit A

Scope of Work

1. GENERAL SERVICE SPECIFICATIONS: The following information is provided to all potential vendors as to the intent and the concept of the services to be provided under the contract:

1.1. Purchase of Breads: The Home intends to purchase their fresh baked bread products from a single Contractor. Bread items listed on the attached price sheet reflect anticipated purchases made during the year. The Home retains the right to purchase no more than ten percent (10%) of its annual fresh bread products from other vendors.

1.2. Ordering of Bread items: The Homes' Dietary Department will provide Contractor delivery personnel with a written 4-week cycle, listing the type and quantities of each bread item required for each delivery. To request any special bread items the Dietary Departments will contact delivery personnel in advance.

1.3. Shipping and Deliveries: Main deliveries to Homes shall be consistently scheduled each week upon mutually agreed upon days and times. The Homes' Dietary Department will require at least two (2) deliveries per week to its locations.

1.3.1 Contractor delivery personnel shall deliver bread items in a sanitary manner.

1.3.2. Contractor delivery personnel shall put away bread items onto shelves in designated location.

1.3.3. Items shall be shipped F.O.B. Destination, freight prepaid and allowed by the Contractor to the

Home described below:

1.3.3.1. Delivery for ISVH-PF: Delivery twice a week, specific time of delivery, stock rotated, items on PAR level, and supplier to follow menu guidelines.

1.3.3.2. Vendor must provide a pull-out rack system so that bread carts do not have to be stacked on top of each other.

1.3.4. Deliveries shall be made to:

ISVH-PF

590 S. Pleasant View Rd.

Post Falls, Idaho 83854

Onsite Contact: Fernando Soto 208-415-3445 fernando.soto@veterans.idaho.gov

1.4. Invoicing: The Contractor shall provide an original invoice with each delivery. Invoices shall itemize bread products delivered, pack size, price per pack, and total price.

1.4.1 Credits for returned items shall be listed and the total invoice shall reflect the adjusted cost.

1.4.2 Invoices can be emailed to: postfallsaccountspayable@veterans.idaho.gov

1.5. Price Adjustment: All prices are to remain firm for the duration of each year. In the event of a wide fluctuation in the Contractor’s costs, pricing can be renegotiated once at the renewal period of each contract year. If this should be needed, IDVS reserves the right to review the Contractor’s base costs verified by the manufacturer’s invoice.

1.5.1 All requests for renegotiation must be submitted in writing to:

Idaho Division of Veterans Services 351 N. Collins Rd.

Boise, ID 83702 Attn: CSO Purchasing Department csopurchasing@veterans.idaho.gov mailto:fernando.soto@veterans.idaho.gov mailto:postfallsaccountspayable@veterans.idaho.gov mailto:csopurchasing@veterans.idaho.gov

1.6. Accounts and Reports: A separate account shall be assigned to the Home and shall not be associated with any other State of Idaho Agency.

1.7. Quality: Only fresh baked bread items shall be specified. Items shall not be frozen or have been previously frozen with the exception of items 16, 17, & 18 of Exhibit B Price Sheet.

2.1.1. Bread items shall have a freshness date of at least one week out.

2.1.2. Bread items shall be guaranteed fresh and free of mold at time of delivery.

2.1.3. Quality standards for taste, texture, and color shall be maintained for all bread items.

2.2. Guarantee and Return: All products delivered shall meet or exceed quality standards and comply with the bid specifications.

2.2.1. The Contractor shall issue a credit memo for all goods returned due to unacceptable quality, unauthorized product substitutions, damaged or spoiled product, or products delivered with short use-by-dates.

2.2.2. The contractor shall provide a hard copy credit memo or list returned items on invoice with adjusted pricing at time of product return.

2.3. Pricing: Pack size may differ from one Contractor to another; therefore, pack size shall be specified, along with price per pack, and price per each (such as each hamburger and hotdog bun, bagel and English muffin). Items such as loaves of bread shall be available to be purchased per loaf and priced per loaf.

3. BREAD SPECIFICATIONS

3.1. Bread item description and estimated annual usage for the Homes Dietary Departments detailed in Price Sheet.

Exhibit B

Price Sheet

Cost:

The Division shall pay and the Contract shall accept up to the total amount quoted for goods and services successfully delivered in compliance with the terms of the resulting contract.

The "Estimated Number of Units" shown in the cost matrix below is the Division's best estimate of units that may be experienced during the “1st year of the contract”. Estimated quantities are not binding by the Division but are intended to provide an equal and equitable opportunity for quoting purposes.

Interested Vendor:

Enter the cost per unit in the “Cost Per Each” column of the cost matrix below then multiply the "Estimated Number of Units" by the "Cost Per Each." Enter the amount in the column "Subtotal." Take the sum of the column “Subtotal” and enter it on the line “Total Year 1 Amount”. All vendors shall utilize the cost matrix to submit their quote. Vendors shall not alter or change the format of the cost matrix or the estimated number of units. Quotes contained in this document must be able to supply all items listed below.

If Vendor is not able to provide a listed item, vendor must submit in writing a suitable/like item. Item will be evaluated by the Dietitian of the home to ensure it meets the nutritional needs of the Residents at the home.

Cost Matrix (Based on all three Homes)

Description Estimated Number of

Units

Cost Per Each

Subtotal Pack Size Cost Per Pack

Weight Per Loaf

1. 100% whole wheat Round Top Bread, sliced.

24oz per loaf

Annually

2. Texas Toast Bread, sliced 24oz per loaf

3. Marble Rye Bread, sliced

20 Annually

4. White Round Top Sliced Bread 24oz per loaf

5. Sourdough sliced bread

6. Hoagie Bun, 6-inches, sliced 3.5oz per bun

7. White 4-inch hamburger buns, sliced, 2oz per bun

3,744

8. White hot dog buns, sliced 1.5oz per bun

9. Gluten Free Sliced Bread

10. English muffins 2oz each

11. Gluten free hot dog bun 108

12. Gluten free Burger Buns 108

13. Dinner Roll 7,488

14. Bread, Raisin sliced 5/8" Loaf

15. Bun Hot Dog 6 Hinged Sliced

1,152

16. Cinnamon Roll, Thaw and serve Mini

17. Pancake, Buttermilk Heat & Serve Frozen 4.5"

18. Bread Garlic Sliced Parbaked Frozen Toast ½ inch

6,500

TOTAL 1 YEAR AMOUNT

Final invoices must be submitted to the Division no later than thirty (30) calendar days after the contract expiration date.

Invoices received without the required reports/documentation will be returned to the Contractor for their resubmission with the final reports/documentation.

Questionnaire, if applicable:

Are you able to provide all of the above bread products as specified? Yes No

Have you thoroughly reviewed all Attachments and understand and agree to the requirements the Contractor is expected to meet? Yes No

Are you able to deliver to the location twice a week as specified in this solicitation? Yes No

PLEASE PRINT THE FOLLOWING INFORMATION:

Company Name:

Contact Person:

Address:

Phone Number:

E-Mail:

Fed ID/EIN

Signature of Authorized Representative Date

Exhibit C

COSTS AND BILLING

The Division shall pay the Contractor, as set forth in this Costs and Billing attachment, for all work the products provided to the Division under the Contract. Upon approval of an invoice the Division shall make payment in accordance with Idaho Code section 67-2302 or as specified in the terms and conditions of the resulting contract.

The Division shall not be liable to the Contractor for any expenses the Contractor pays, or incurs, unless otherwise agreed to in writing by the Division. Except as set forth in the Contract the Contractor shall supply, at its sole expense; all equipment, tools, materials, or supplies to accomplish the services to be performed pursuant to the Contract.

The Contractor shall submit monthly invoices to the Division by the fifth (5th) day of each month containing, but not limited to, the following:

The name and address of the Contractor The date(s) and time(s) the Contractor delivered product A description and the amount of product delivered.

The contract number

The Division, in its discretion, may require written documentation of invoice items as a condition of payment. If the Division requests written documentation substantiating an invoice item, the item shall be severed from the invoice until the Division approves the item and the Division shall not be liable for payment prior to approval.