Grocery Bid Specifications HSD FY20-08~1.rtf

Hampshire Sheriff’s Office HSD FY20-08

HAMPSHIRE SHERIFF’S OFFICE

BID FOR

GROCERY SUPPLIES

HSD FY20-08

FOR THE

HAMPSHIRE SHERIFF’S OFFICE

FOR

FISCAL YEAR 2020

February 17, 2020 – August 16, 2020

TABLE OF CONTENTS

TABLE OF CONTENTS…………………………………………………………………….2

INVITATION FOR BIDS……………………………………………………………………3

PURCHASE DESCRIPTION/SCOPE OF SERVICES……………………………………...4

RULE OF AWARD…………………………………………………………………………. 5

PRICES……………………………………………………………………………………….5

ORDERING AND INVOICING……………………………………………………………...5

DELIVERIES…………………………………………………………………………………6

INSURANCE…………………………………………………………………………………6

REQUIRED FORMS…………………………………………………………………………7

CHECKLIST………………………………………………………………………………….8

GENERAL INFORMATION AND BID SUBMISSION REQUIREMENTS

Sealed bids for furnishing the Grocery, Frozen Foods, Paper and Ecolab Products to the Hampshire Sheriff’s Office for a six (6) month period, beginning February 17, 2020 will be received by the Hampshire Sheriff’s Office until Monday, February 10, 2020 at 11:00 a.m., when they will be publicly opened and read in the Purchasing Office. No bid will be accepted after this specified time.

If, at the time of the scheduled bid opening, the Hampshire Sheriff’s Office administration office is closed due to uncontrolled events such as fire, snow, ice, wind, or building evacuation, the bid opening will be postponed until 11:00 a.m. on the next normal business day. Bids will be accepted until that date and time. Bidding procedures and award of contracts will be in accordance with MGL c. 7, § 22 of the Massachusetts General Laws, plus all applicable Federal, State, and Local laws and regulations.

One copy of the bid proposals should be placed in a sealed envelope, marked: “Sealed Bid – Grocery Bid HSD FY20-08, Bid Opening February 10, 2020, 11:00 am” in the lower left corner, and sent to: Tammy Coe, Purchasing Agent, Hampshire Sheriff’s Office, 205 Rocky Hill Road, PO Box 7000, Northampton MA 01061-7000. Bids may also be submitted electronically through COMMBUYS.

The contract will be awarded within 14 days unless the time for award is extended by mutual consent of the parties.

If any changes are made to this IFB, an addendum will be posted on COMMBUYS. It is the bidders’ responsibility to check for changes there.

Questions concerning this invitation for bids must be submitted through COMMBUYS in the Q&A section. Answers will be posted under the Q&A section.

A bidder may correct, modify, or withdraw a bid by written notice received by Tammy Coe, Purchasing Agent, Hampshire Sheriff’s Office prior to the time and date set for the bid opening. Bid modifications must be submitted in a sealed envelope clearly labeled “Modification No. ____”. Each modification must be numbered in sequences, and must reference the original IFB.

After the bid opening, a bidder may not change any provision of the bid in a manner prejudicial to the interest of the Hampshire Sheriff's Office or fair competition. Minor informalities will be waived or the bidder will be allowed to correct them. If a mistake will be corrected to reflect the intended correct bid, and the bidder will be notified in writing; the bidder may not withdraw the bid. A bidder may withdraw a bid if a mistake is clearly evident on the face of the bid document, but the intended correct bid is not similarly evident.

The Hampshire Sheriff's Office may cancel this IFB, or reject in whole or in part any and all bids, if the Hampshire Sheriff's Office determines that cancellation or rejection serves the best interest of the Hampshire Sheriff's Office.

All bid prices submitted in response to this IFB must remain for the length of the contract.

Bids must be signed by an officer or person that is so authorized to perform this duty on behalf of the organization.

The awarded Bidder will be required to sign a Commonwealth Standard Contract Form, without modification, and return to the Sheriff’s Purchasing Office within seven working days of the receipt of the document. Failure to return it promptly may result in negating the award.

The Successful Bidder must comply with all applicable Federal, State and Local laws and regulations.

All bid submissions must include a Commonwealth of Massachusetts Substitute W-9, Bidders Reference Form, Non-Collusion Statement, Contractor Authorized Signature Verification, Insurance Certificate, and Bid Forms.

Bid submissions are not to be bound and should only contain required information on requested documents. Those documents are as follows:

PURCHASE DESCRIPTION AND SCOPE OF SERVICES

Hampshire Sheriff’s Office is in need of a contract to furnish Frozen Foods, Grocery, Paper, and Ecolab Products as needed to the Hampshire Sheriff’s Office/Hampshire County Jail and House of Correction. The contract will be in effect from February 17, 2020 through August 16, 2020.

A contract resulting from this bid is intended to be a price agreement and does not constitute any commitment to actual quantity.

All items must meet the specifications as outlined in the bid sheets. All items ordered must be packaged in excellent condition at the time of delivery. Substandard packaging will be subject to return for immediate credit. Habitual delivery of inferior product may cause termination of contract.

All product substitution must be pre-approved by designated personnel, (Chef Dennis Bishop) as long as substitute product is offered at lower or same cost as original item bid. It is important that Tammy Coe, Purchasing Department be alerted at all times if there is a product substitution. This will, in turn, prevent invoicing discrepancies.

RULE OF AWARD

The Hampshire Sheriff's Office will award contracts to the responsible and responsive bidders as follows: The target maximum number of Contractors for Grocery and Frozen Products is three (3) who offer the best overall value, on the most items. A target maximum number of Contractors for Paper Products is one (1) who offer the best overall value, on the most items. The target maximum number of Contractors for Ecolab Products is one (1) that offers the best overall value on the most items. The Hampshire Sheriff’s Office may award more or fewer contracts, if it is in the best interests of the Hampshire Sheriff’s Office to do so.

Once the awarding process is complete, the chosen Vendor(s) will receive a packet by email that will consist of an outline of items with pricing that they will furnish for the contract period. The packet will also contain a Commonwealth of Massachusetts Standard Contract with instructions that will need to be executed and returned to: Hampshire Sheriff’s Office, ATTN: Tammy Coe, Purchasing Agent, 205 Rocky Hill Road, Northampton, MA 01060.

The pricing of the awarded items will hold for the active contract period of February 17, 2020 to contract expiration of August 16, 2020.

PRICES

Bidders must supply a fixed delivered price for each item on the Bid Sheet AND a product number. Bidder’s items must meet item specifications and pack size requirements. Bidder’s prices will be understood to be fixed, delivered prices for the entire six (6) months of the contract. Brand, pack, item number and price MUST BE TYPED. All items must be in accordance to the specifications. Companies must specify the brand and packaging of their product, if different from the exact bid specifications. Brands other than those specified will be considered, but must be clearly marked by BRAND NAME. NOTE FOR SPICES – PLEASE BREAK OUT PRICING TO REFLECT COST PER OUNCE IN REGARDS TO THE PACK SIZE REQUESTED. Low bid items may be rejected if brand name of product does not appear along-side of the price. PLEASE INCLUDE PRODUCT/ITEM NUMBER THAT CORRESPONDS WITH ANY ONLINE BUYING GUIDES. The name of your company must appear on the front page of each section of the food bid. RETURN ONLY THE ORIGINAL BID SHEETS. Purchases made by the Hampshire Sheriff’s Office are exempt from State and Federal sales and excise taxes. Bid prices must exclude any such taxes. Tax exemption certificates will be furnished upon request. Any unsigned bids will be rejected.

ORDERING AND INVOICING

WITHIN 48 HOURS OF NOTIFICATION OF AWARDED ITEMS, VENDORS WILL UPDATE THEIR BUYING GUIDES TO REFLECT AWARDED ITEMS AND PRICING. FAILURE TO DO SO MAY RESULT IN TERMINATION OF THE CONTRACT. All orders are placed directly between the Institutional Chef and awarded bidder (s). The awarded company must be capable of fulfilling orders when placed by the Institutional Chef. Receipt of backorders is at the discretion of the Hampshire Sheriff’s Office. If awarded company is unable to provide delivery of product ordered, the Institutional Chef MUST be notified 24 hours prior to expected delivery. NO SUBSTITUTIONS OF ORIGINAL BID ITEMS WILL BE ACCEPTED WITHOUT PRIOR NOTICE. The substitute product will be of equal or better quality, in the same pack size, and offered at an equal or lower price as the unavailable item. Invoices will be mailed directly to the Hampshire Sheriff’s Office from the awarded bidder. **PLEASE NOTE** ANY VENDOR WHO ALSO SUPPLIES ITEMS FROM THE MEAT AND CHEESE BID, MUST SEPARATE MEAT AND CHEESE ITEMS FROM GROCERY ITEMS ON THEIR INVOICES OR BILL THESE ITEMS ON A SEPARATE INVOICE. **The Hampshire Sheriff’s Office will not pay fuel charges or delivery fees applied to invoices**

ANY CREDITS MUST BE ISSUED WITHIN FIVE (5) BUSINESS DAYS OF NOTIFICATION THAT A CREDIT IS DUE. Notification made on drivers delivery slip of a shortage or damaged item will be considered the vendors’ notification that a credit is due. All other notifications will be made by the Purchasing or Finance Office by phone or email.

DELIVERIES

No minimum delivery requirements will be accepted. Items delivered that are not in accordance with original specifications or awarded items, will be subject to return at no cost to the Hampshire Sheriff’s Office. DELIVERIES MUST BE AVAILABLE FIVE (5) DAYS PER WEEK, MONDAY THROUGH FRIDAY AND RECEIVED BETWEEN 5 A.M. AND 11 A.M. ONLY. PLEASE NOTE WE ARE UNABLE TO ACCEPT DELIVERIES FROM TRUCKS LARGER THAN A WB-62 DUE TO CHANGES IN OUR LOADING AREA.

UNLESS SPECIAL ARRANGEMENTS ARE MADE WITH THE HEAD CHEF OR PURCHASING AGENT, ORDERS ARE ANTICIPATED TO BE DELIVERED WITHIN 48 HOURS OF RECEIPT OF THE ORDER.

All meat, fish, poultry, and frozen food items are to be delivered in refrigerated or freezer trucks, subject to inspection at point of delivery. Any potentially hazardous foods delivered above the proper temperature, will be sent back. Any food product damaged in shipping will be returned to the awarded company at no expense to the Hampshire Sheriff’s Office. Deliveries for Paper Goods and Ecolab products will be delivered between 5:00 a.m. and 11:00 a.m. on an established delivery schedule arranged with the Head Chef upon award of the bid.

INSURANCE

The Successful Bidder, in addition to any insurance required by State or Local law, shall maintain in force during the term of any Contract issued as a result of the IFB, the following insurance coverage that issued by an Insurance Company licensed to do business in the Commonwealth of Massachusetts.

The Successful Bidder shall, without expense to the Hampshire Sheriff's Office, maintain during the term of agreement bodily injury liability and property damage liability insurance. Bodily injury liability insurance, including accidental death, with limits of not less than $1,000,000 for each occurrence and $3,000,000 aggregate and property damage liability insurance with a limit of not less than $1,000,000 aggregate. If automotive equipment is used in the operation, automotive bodily injury and property damage combined insurance of not less than $500,000 for each occurrence. An Insurance Certificate giving evidence of said insurance must accompany the Bid. Evidence of such insurance must name the Hampshire Sheriff's Office as named insured, as well as the Successful Bidder.

The Successful Bidder shall comply with all applicable local, Federal and State laws regarding liability resulting from injury or death of employees in performing the work under this contract, and shall carry workmen’s compensation insurance as required by law to cover all employees of the Successful Bidder on the premises of the Hampshire Sheriff's Office. An Insurance Certificate giving evidence of said insurance must accompany the Bid.

REQUIRED FORMS Responses that are submitted without completed required forms may be disqualified as unresponsive.

Bid Forms for Grocery Products, Frozen Foods, Ecolab Products and Paper Supplies – Signed and Dated

Verification Of Tax Reporting Information (W9) is a required form, unless the vendor has previously executed one for the Commonwealth. This form must be executed without modification.

Business Reference Form is a required form unless the bidder has previously done business with the Hampshire Sheriff’s Office. We are requesting that the vendor provide three (3) references that your company is/or has done business with in the manner that is referenced in this RFQ.

Contractor Authorized Signatory Listing Form is a required form. If the bidder is a corporation or partnership or other business entity, complete the form as indicated. If the bidder is an individual, they may have their signature notarized or they may attach a copy of their driver’s license or other valid identification that contains an example of the bidder’s signature and other identification information that can be used to verify the bidder’s signature on the Commonwealth Terms and Conditions, Standard Contract Form and other documents.

Non-Collusion Statement is a required form.

Tax Compliance Certification is a required form.

Insurance Certification is required.

CHECKLIST

Your response MUST include the following:

Certificate of Insurance ______

Bid Forms, without modification – MUST BE TYPED and SIGNED ______

Commonwealth of Massachusetts Substitute W-9, without modification ______

Contractor Authorized Signature Verification, without modification ______

Non-Collusion Statement, without modification ______

Bidders Reference Form ______

Tax Compliance Certification, without modification ______