Grocery Frozen Foods Paper and Ecolab Products FY15-05 Specifications.rtf

Hampshire Sheriff’s Office HSD FY15-05

Request for Response HSD FY15-05– Grocery Bid

***PLEASE READ CAREFULLY ***

Procuring Department: Hampshire Sheriff’s Office

Address: 205 Rocky Hill Road, Northampton, MA 01060

RFR File Name: Grocery Bid RFR File Number: HSD FY15-05

Procurement Leader: Tammy Coe, Purchasing Agent, Hampshire Sheriff’s Office

Telephone #: (413) 582-7725 Fax #: (413) 582-7795

E-mail Address: Tammy.Coe@hsd.state.ma.us

Contents:

Section 1 General Information

Section 2 Purpose of Procurement

Section 3 Number of Awards

Section 4 Total Anticipated Contract Duration

Section 5 Anticipated Expenditures

Section 6 Scope of Request for Response

A. Prices

B. Ordering and Invoicing

C. Deliveries

D. Prompt Payment Discount

Section 7 Bid Awards

Section 8 Certificate of Insurance

Section 9 Required Forms

Checklist

General Information 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 August 11, 2014 will be received by the Hampshire Sheriff’s Office until Monday, February 2, 2015 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, MGL c. 30, § 51 and 52, 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 FY15-05” 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. Call 413-582-7725 for questions.

2. Purpose of Procurement The Hampshire Sheriff’s Office is seeking bids from interested bidders to furnish the Jail and House of Correction with Frozen Foods, Grocery, Paper and Ecolab Products as needed.

3. Number of Awards The target maximum number of Contractors for Grocery and Frozen Products is two (2) who offer the best overall value, on the most items. A target maximum number of Contractors for Paper Products is two (2) 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.

4. Total Anticipated Contract Duration The duration of the contract will be six (6) months, starting February 5, 2015 and running through July 31, 2015.

5. Anticipated Expenditures Estimated expenditures are approximately $135,000 total of all categories. This information is based on historical data. Total expenditures will depend upon actual usage. The Hampshire Sheriff’s Office makes no guarantee that any commodities or services will be purchased from any contract (s) resulting from this RFR.

6. Scope of Request for Response:

The Hampshire Sheriff’s Office seeks to purchase Grocery Products.

A. 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, product 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. Low bid items may be rejected if brand name of product does not appear along-side of the price. PLEASE INCLUDE PRODUCT/ITEM NUMBER. 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.

B. Ordering and Invoicing:

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**

C. 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. 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. The Hampshire Sheriff’s Office requires that the awarded company’s salesperson come in EACH WEEK to pick up orders. Other mutually acceptable arrangements may be considered, but must be arranged with the Institutional Chef.

D. Prompt Payment Discounts (PPD) All Bidders must agree to offer discounts through participation in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments, unless the Bidder can provide compelling proof that it would be unduly burdensome. The requirement to offer a PPD may be waived by the Hampshire Sheriff’s Office on a case-by-case basis if participation in the program would be unduly burdensome on the Bidder. If a Bidder is claiming that this requirement is a hardship or unduly burdensome, the specific reason must be documented in the Response.

7. Bid Awards: Awards will be made by the Purchasing Agent and Institutional Chef to the most responsive bidders who offer the best overall value, as well as service of the company offering the product. Consideration will be given to accounts that bid on a regular basis to ensure consistency in product and in service. Awards will be made as stated under 3. Number of Awards. Quantities listed on a bid will be for informational purposes only and are given as potential volumes to be purchased during the life of the contract. Actual volumes ordered will be final, pending receipt of the order from the Institutional Chef. Companies bidding totally new or unfamiliar products should submit samples prior to the award meeting for evaluation. Due to time constraints, unfamiliarity with a new product may be a basis for rejecting it.

All responses and information submitted in response to this RFR are subject to the Massachusetts Public Records Law, M.G.L., Chapter 66, Section 10, and to Chapter 4, Section 7, and subsection 26. Any statements in submitted responses that are inconsistent with these statutes shall be disregarded.

8. Certificate of Insurance The contractor will, at all times during the life of the contract, maintain all necessary insurance coverage, including workers’ compensation at the contractor’s expense. The contractor will take all necessary precautions to safeguard workers and all others rightfully on the premises. Any damage resulting from the contractor’s work and/or performance will be repaired within 90 days at the contractor’s expense and to the satisfaction of the Hampshire Sheriff’s Office. Bidders must submit an original certificate of insurance with coverage of: Workers’ Compensation in accordance with Massachusetts General Laws: Public Liability, Property Damage, and product liability in amount no less than $100,000 each person, $300,000 each accident.

9. Required Forms: Responses that are submitted without completed required forms may be disqualified as unresponsive.

Certificate of Insurance Workers’ Compensation in accordance with Massachusetts General Laws; Public Liability, Property Damage, and product liability in an amount no less than $100,000 each person, $300,000 each accident.

Commonwealth Terms & Conditions is a required form. All bidders must complete, execute and return the Commonwealth Terms and Conditions, unless the vendor has previously executed one for the Commonwealth. (If you are unsure whether you have one on file with the Commonwealth, please call Tammy Coe, 413-584-5911) Complete all blanks and required information fully and accurately. This form must be executed without modification.

Verification Of Tax Reporting Information (W9) is a required form, unless the vendor has previously executed one for the Commonwealth. (If you are unsure whether you have one on file with the Commonwealth, please call Tammy Coe, 413-584-5911) 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 RFR.

Standard Contract Form is a required form. All bidders must complete, execute and return the Standard Contract Form. Failure to return a completed and executed Standard Contract Form may disqualify the bidder’s response. By executing this document, the Bidder certifies, under the pains and penalties of perjury, that it has submitted a Response to this RFR that is the Bidder’s Offer as evidenced by the execution of its authorized signatory, and that the Bidder’s Response may be subject to negotiation by the Hampshire Sheriff’s Office. Also, the terms of the RFR, the Bidder’s Response and any negotiated terms shall be deemed accepted by the Hampshire Sheriff’s Office and included as part of the contract upon execution of this document by the Assistant Deputy Sheriff of Administration and Finance or her designee.

If the Bidder does not have a Vendor Code beginning with “VC,” or does not know what their Vendor Code is, the Bidder should leave the Vendor Code field blank. The Bidder should NOT enter a Vendor Code assigned prior to May 2004, as new Vendor Codes have been assigned to all companies since that time.

Signature and date MUST be handwritten in ink, and the signature must be that of one of the people authorized to execute contracts on behalf of the Contractor on the Contractor Authorized Signatory Listing (See below).

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.

Electronic Funds Payment Form If the Contractor does not yet receive payments electronically, the Contractor MUST complete the Authorization for EFT Payments Form and return it with your bid along with a copy of a check or a cancelled check. PLEASE NOTE THAT THE COMMONWEALTH OF MASSACHUSETTS NOW REQUIRES THAT ALL CONTRACTED VENDORS RECEIVE PAYMENT VIA ELECTRONIC FUNDS TRANSFER. In addition to sending the remittance information to the Contractor's financial institution with the payment, Commonwealth of MA Comptroller’s MassFinance/Vendor Web site allows Contractors access to their remittance information, payment history and pending payments under their Vendor Code. This is the web address that will take you to the form. Fill it out, print it and mail copy with bid package: https://massfinance.state.ma.us/VendorWeb/eftRegisterfrm.asp" https://massfinance.state.ma.us/VendorWeb/eftRegisterfrm.asp.

Prompt Payment Discount Form is a required form. Complete as directed below.

Pursuant to the Prompt Payment Discount terms set forth in the RFR Required Specifications for contract award and on the Prompt Payment Discount Form itself, all Bidders must execute this form. After entering the “Bidder Name” and “ Date of Offer for Prompt/Early Payment Discount”, the Bidder must identify the prompt payment discount(s) terms by indicating the “Percentage Discount off of the Proposed Pricing” and the “Turn-around-time for Payments.” In the event of a hardship that prevents the Bidder from offering a prompt payment discount, the Bidder must document this fact and provide supporting information.

The Prompt Pay Discounts should be reflected on the Commonwealth Standard Contract Form.

Bid Sheets All bid information MUST BE TYPED for each item on the attached Bid Sheets. The forms are in Excel. Bidder’s items must meet item specifications and pack size requirements. You must specify the brand and packaging of your product if different from the exact bid specifications. Brands other than those specified will be considered but must be clearly marked by BRAND NAME. ONLY TYPED FORMS WILL BE ACCEPTED.

CHECKLIST

Your response must include the following:

Certificate of Insurance ______

Bid Sheets –MUST BE TYPED and SIGNED ______

Commonwealth Terms & Conditions (IF NOT ON FILE) ______

Verification of Tax Reporting Information (W9) (IF NOT ON FILE) ______

Prompt Payment Discount (PPD) Form ______

Standard Contract Form with PPD indicated ______

Contractor Authorized Signatory Listing Form ______

Business Reference Form ______

Electronic Funds Payment Form – See above ______