FY26-27 Cold Storage Services Scope of Work - B-52083.docx

Scope of Work FY26/27 Cold Storage Services for the Elisabeth Ludeman Center BidBuy Bid # B-52083

1. DESCRIPTION OF SUPPLIES AND SERVICES

1.1. GOAL: The Illinois Department of Human Services (DHS) is seeking a qualified vendor to warehouse frozen and refrigerated food items in a cold storage facility. Services will include receiving, handling, storage, withdrawal, and delivery services for the Elisabeth Ludeman Development Center (Ludeman Center, Center).

1.2. SUPPLIES AND/OR SERVICES REQUIRED:

1.2.1. The Vendor shall be responsible for the receiving, handling, and storage of food items on behalf of the Ludeman Center which will be delivered from various State vendors to the vendor’s storage facility.

1.2.2. The Vendor shall provide storage for all frozen and refrigerated food products at a frozen food storage facility.

1.2.2.1 The storage facility shall be required to be located within sixty (60) miles from the Ludeman Center’s delivery location at 114 N. Orchard Drive, Park Forest, Illinois.

NOTE: See “ATTACHMENT A” for a list of the Center’s current inventory in storage. The inventory includes catalog number, description of item within lot, number of cases on hand, and number of pallets and weight per case.

1.2.3. The Vendor shall withdraw stored food items and deliver the items to the Ludeman Center on a weekly basis. Withdrawals and deliveries will be based on the lists provided by the Center.

1.2.3.1 Deliveries may be as little as one (1) case per lot or as much as the full lot balance.

1.2.3.2 Weekly deliveries shall be made each Wednesday or on another mutually agreed upon day, in a refrigerated truck.

1.2.4. The Vendor shall be responsible for loading, unloading, palletizing, wrapping and other functions necessary to ensure expeditious, adequate, and appropriate storage for the goods stored in the possession of the vendor.

1.2.5. Receiving and storage of frozen and refrigerated food items:

1.2.5.1 The Vendor agrees to issue and provide DHS with receipts of all goods received for storage.

1.1. Receipts are to be submitted by fax or email within 24 hours of receipt of the goods.

1.2. Each unique item and corresponding delivery of such item shall be identified as a separate lot and maintained as a perpetual inventory.

1.3. The status of inventory turnaround takes place approximately four (4) times per year. Present operation requires withdrawal of multiple lots on a weekly schedule, which have been averaging 600 pounds per withdrawal. Current operations are subject to change.

1.4. Most suppliers will deliver the products via a 53’ tractor/trailer truck, and there shall be enough space to maneuver the truck safely and legally to the vendor’s loading dock.

1.5. Cold storage space shall be available within 10 days of the contract execution and for the length of the contract.

1.2.5.2 The Ludeman Center, to the best of its ability, agrees to provide the Vendor with a listing of anticipated items due for delivery to the Vendor’s facility.

1.1. If any questions arise regarding the delivery prior to acceptance, the Contract Monitor or a representative of the Ludeman Center can be contacted Monday through Friday during the business hours of 8:30am to 5:00pm, with the exception of all State holidays.

1.2. Any questionable issues (i.e. open packing, temperature of product, etc.) will be immediately communicated to the Contract Monitor, or designee, and further instructions will be given.

1.2.5.3 If a discrepancy is noted after normal business hours, the Vendor agrees to hold the item(s) overnight in the Ludeman Center’s account until approval or instructions are obtained from the Ludeman Center’s contact person.

1.1. If the Vendor is unable to secure instruction, the Vendor has the right to refuse acceptance of an item.

1.2.5.4 The Vendor agrees that all items stored for the account of the Ludeman Center shall be stored in a sanitary condition in a space which has been United States Department of Agriculture (USDA) certified and approved.

1.1. Temperatures for frozen food items shall be maintained at zero degrees Fahrenheit or below.

1.2. Refrigerated food items shall be maintained at 36 to 41 degrees Fahrenheit during the tenure of storage.

1.2.5.5 A representative of the Ludeman Center may periodically, at any time, visit and/or inspect the Vendor’s storage facility.

1.2.6. The Vendor shall provide the Ludeman Center with a copy of the perpetual inventory when requested.

1.2.6.1 Also, upon request of the Ludeman Center, the Vendor shall perform a physical inventory and may be audited by a representative of the State on a mutually agreed upon date.

1.2.6.2 The Vendor shall make available all records, if necessary, to the Ludeman Center.

1.2.7. The Vendor shall submit an itemized billing of services performed at the end of each week in which services were rendered. Billing should be itemized to include handling and storage of new food products received within the week, recurring storage charges, weekly withdrawal charges, bill of lading and delivery charges.

1.2.8. The Contract Monitor for this contract shall be the Dietary Procurement Coordinator, who can be contacted at (708) 283-3409.

1.3. MILESTONES AND DELIVERABLES: The vendor shall not perform services, provide supplies or incur expenses which exceed the contract amount unless a higher amount is authorized in writing by the State prior to the vendor performing the services, providing the supplies, or incurring the expenses.

1.4. VENDOR / STAFF SPECIFICATIONS:

1.4.1. The Vendor certifies that the Vendor acts as a bonded warehouse and shall be responsible for shortages, spoilage, damage, loss, or any other condition which is resultant from services provided by vendor. The Vendor further certifies that Vendor is in compliance with all State and Federal laws, rules, regulations and standards which includes, but is not limited to Occupational Safety and Health Association (OSHA) standards, as well as any local laws governing the operation of edible food handling and storage. The Vendor certifies that Vendor holds all necessary licenses, permits, authorizations, etc., required for such principle business.

1.4.2. The Vendor agrees to notify the Ludeman Center immediately should, at any time during the duration of services, they would not be in compliance with these terms.

1.4.3. The Vendor shall secure on behalf of the Department of Human Services’ Elisabeth Ludeman Center insurance covering damage due to fire or other types of loss for foods stored on the premises of said Vendor. The amount of insurance shall be equal to the current replacement value of stored goods. A copy of proof of insurance may be submitted with the offer/bid but will be required to be submitted prior to contract execution. Coverage shall be in force during the term of this contract.

1.4.4. The Vendor’s staff must carry identification cards, supplied by the Vendor, at all times.

1.4.5. The Vendor’s staff shall observe and obey all traffic regulation of the Ludeman Center and lock unattended vehicles. Vehicles in violation of the Ludeman Center regulations may be towed from the grounds at the owner’s expense.

1.4.6. Unattended vehicles must be locked at all times and at no time should a vehicle be left unattended with the motor running or the key in the ignition.

1.4.7. The Vendor’s staff shall observe and obey all rules and regulations applicable to the Ludeman Center employees including State, civil, and local Ludeman Center rules and regulations. It is the Vendor’s responsibility to become familiar with these rules and regulations and to appropriately instruct their staff.

1.4.8. Certify compliance with the Illinois Prevailing Wage Act by checking the box below:

This contract calls for the construction of a “public work”, within the meaning of the Illinois Prevailing Wage Act, 820 ILCS 130/.01 et seq. (“the Act”) or is a service contract subject to the prevailing wage requirements of the Illinois Procurement Code, 30 ILCS 500/25-60 (“the Code”). The Act requires contractors and subcontractors to pay laborers, workers and mechanics performing services on public works projects no less than the current “prevailing rate of wages” (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Code requires vendors awarded certain service contracts to pay service workers no less than the general prevailing wages rate of hourly wages (hourly cash wages plus amount for fringe benefits) in the county where the work is performed. The Illinois Department of Labor publishes the prevailing wage rates on its website at http://labor.illinois.gov. The Illinois Department of Labor revises the prevailing wage rates and the contractor/subcontractor has an obligation to check the Illinois Department of Labor’s website for revisions to prevailing wage rates. All contractors and subcontractor’s rendering services under this contract must comply with all requirements of the Act and Code, including but not limited to, all wage requirements and notice and record keeping duties.

Will comply: |_| Yes |_| No

It shall be the Vendor’s responsibility to secure and utilize the copies of the prevailing wage rates in effect. Please visit: http://www.illinois.gov/idol/Laws-Rules/CONMED/Pages/Rates.aspx for the most current data

1.5. TRANSPORTATION AND DELIVERY:

1.5.1. The Ludeman Center anticipates delivery of withdrawals from the Vendor’s facility on a weekly basis in a refrigerated truck.

1.5.1.1 Deliveries for requested food items will be for the Kitchen (Building 67) and the Food Service Department (Building 2) however, all deliveries will be made to the Kitchen’s Dock.

1.5.1.2 Items for the Kitchen will require weekly deliveries and items for the Food Service Department will require deliveries every other week. The order form will designate which department/area at the Center the shipment is for.

1.5.2. At least 48 hours prior to delivery, the Ludeman Center will provide the vendor with the list(s) of items by lot number, description, and number of cases needed for withdrawal.

1.5.2.1 The list(s) will indicate the order in which the palletized items are to be loaded onto the Vendor’s tractor/trailer.

1.5.2.2 Deliveries shall be made each Wednesday morning between the hours of 7:00am and 9:00am however this is subject to change upon mutual agreement of the Vendor and the Center.

1.5.3. At the time of delivery, the Vendor agrees to provide the Ludeman Center with an itemized withdrawal list of the items being delivered.

1.5.4. If, at any time, the Vendor’s driver will not arrive at the Ludeman Center on the pre-scheduled date or time, the Vendor will notify the Ludeman Center as soon as possible. Rescheduling may be required.

1.5.5. If the Ludeman Center requires an item(s) before or after the regularly scheduled delivery date due to unforeseen circumstances, a representative of the Center may pick up the required item(s) at the Vendor’s facility.