IFB DAIRY.docx

Dairy Products IFB # 88397

CATAWBA HOSPITAL

FEBRUARY 20, 2025 INVITATION FOR BID # 89042

DAIRY PRODUCTS (FRESH) & JUICES

COMMODITY CODES: 38000 – FOODS: DAIRY PRODUCTS FRESH

COMMODITY CODES: 39000 – FOODS: PERISHABLE

PERIOD OF CONTRACT: March 16, 2025 through March 16, 2026, with up to three additional one-year renewal options.

Sealed Bids Wil Be Received Until March 5, 2025 – 12:00 P.M. EST For Furnishing The Goods/Services Described Herein.

All Inquiries For Information Should Be Directed To: Aurea Otero E-mail Address: aurea.otero@dbhds.virginia.gov

In compliance with this Invitation for Bid (IFB) and all conditions imposed by this IFB, the undersigned firm hereby offers and agrees to furnish all goods and services in accordance with the attached signed bid or as mutually agreed upon by subsequent negotiation, and the undersigned firm hereby certifies that all information provided below and in any schedule attached hereto is true, correct, and complete.

*Virginia Contractor License No._________________ *DSBSD-certified Small Business No._______________ Class:____________ Specialty Codes:_____________ Name And Address of Firm:

____________________________________________ Date: _______________________________________ ____________________________________________ By: _______________________________________ (Signature In Ink) Zip Code: __________________ Name:_______________________________________ eVA Vendor ID or DUNS #:______________________ Fax (____) ___________________________________ Title:________________________________________ E-Mail Address:_______________________________ Telephone Number: (____) ______________________

TABLE OF CONTENTS

I. PURPOSE 3

II. BACKGROUND 3

III. PERIOD OF CONTRACT AND RENEWAL 3

IV. SPECIFICATIONS 4

V. BID SUBMISSION INSTRUCTIONS 6

VI. PRICING SCHEDULE 7

ATTACHMENTS

***TERMS AND CONDITIONS ARE INCLUDED AS A SEPARATE DOCUMENT IN THE EVA POSTING***

Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, or any other basis prohibited by state law relating to discrimination in employment.

III PERIOD OF CONTRACT AND RENEWAL

3.1. The initial term of this contract shall be from March 1, 2025, to February 28, 2026, with the option to renew for three (3) successive one-year periods under the terms and conditions of the original contract. Written notice for intention to renew shall be given approximately 90 days prior to the expiration date of each contract period.

3.2. The pricing mechanism should be based on an escalation/de-escalation clause tied to the Northeast Marketing Area market bulletin (Fixed Price contract with Economic Price adjustment). All prices shall be firm for 30 days, after which prices for milk can increase or decrease in accordance with changes in Class 1 raw milk prices based on monthly Federal Milk Order Announcements for the Northeast Marketing Area/Baltimore, MD.

3.3. PRICE ESCALATION/DE-ESCALATION: Price adjustments may be permitted only for changes in the Contractor’s cost of materials not to exceed the increase in the Consumer Price Index. However, “across the board” price decreases are subject to implementation at any time and shall be immediately conveyed to Catawba Hospital. The contractor shall give not less than thirty (30) days’ advance notice of any price increase to the Purchasing Office. Any approved price change will be effective only at the beginning of the calendar month following the end of the full thirty (30) day notification period. The Contractor shall document the reasoning for the amount increase and proposed effective date of any general change in the price of materials. Documentation shall be supplied with the Contractor’s request for increase which will: (1) verify that the requested price increase is general in scope and not applicable to Catawba Hospital and (2) verify the amount or percentage of increase which is being passed on to the Contractor by the Contractor’s suppliers in writing. The Purchasing Office will notify the individual departments and Contractor in writing of the effective date of any increase which it approves. However, the Contractor shall fill all purchase orders received prior to the effective date of the price adjustment at the old contract prices. The Contractor is further advised that decreases which effect the cost of materials are required to be communicated immediately to the Catawba Hospital Procurement Office.

3.4. For future contract renewal periods, price increase shall no exceed the percentage increase/decrease in the Consumer Price Index, Table 1 (http://stats.bls.gov/news.release/cpi.10.htm), Urban Consumers (CPI-U), U.S. City Average “Food Category” Unadjusted, for the most recently published twelve months as published by the U.S. Department of Labor, Bureau of Labor Statistics. The base price to which any adjustments to the costs to Catawba Hospital beyond the current CPI-U cap to reflect the circumstances. The circumstances must be beyond the control of the Contractor and fully documented.

3.4.1. At the time of the contract renewal, if costs to Catawba Hospital are restricted by the current percentage increase/decrease of the CPI-U for the last twelve months, any unusual circumstances that could not have been foreseen by Contractor occur, and those circumstances significantly affect the Contractor’s cost in providing the required items or services, the Contractor may request adjustments to the costs to Catawba Hospital beyond the current CPI-U cap to reflect the circumstances. The circumstances must be beyond the control of the Contractor and fully documented.

3.4.1.1. Documentation for pricing increases above the CPI-U cap must be provided as follows:

3.4.1.1.1. For items, documentation supporting the increased costs must be provided by the manufacturer on their letterhead.

3.4.1.1.2. For services, the Contractor must provide documentation of the circumstances causing the increased costs, including substantial proof supporting the claims made, to warrant any price increases.

3.4.1.2. After reviewing the documentation provided, the Supervisor of Food Services, may accept the increased costs or refuse them if they are considered to be excessive.

3.4.1.2.1. If Catawba Hospital does not accept the increased costs, Catawba Hospital may alternatively, at its own discretion, revise the contract requirements and issue a new solicitation.

IV SPECIFICATIONS

The successful bidder shall furnish and provide inside delivery of fresh dairy products for Catawba Hospital in accordance with the specifications, terms and conditions stated in this solicitation.

1. Plants supplying dairy products must be currently listed in the IMS List, Sanitation Compliance and Enforcement Ratings of Interstate Milk Shippers-Domestic, published by the U.S. Department of Health and Human Services, Public Health Service, Food and Drug Administration with a sanitation and enforcement score of 90 or better and have a cold storage distribution warehouse within 50 miles of the customers address of 5525 Catawba Hospital Drive, Catawba, VA 24070.

2. Milk products shall comply with Commonwealth of Virginia “Regulations Governing Grade A Milk” Administrative Code Number 2 VAC 5-490-10 through 140, and the most recent edition or any then current edition of the Grade A Pasteurized Milk Ordinance (PMO) published by the U.S. Department of Health and Human Services, Public Health Services, Food and Drug Administration, Publication No. 229.

3. Fluid milk and milk products shall comply with the latest edition or any then current edition of the Federal Commercial Item Description (CID) A-A-20338, for Milks, Fluid. https://www.ams.usda.gov/sites/default/files/media/CODMilkFluid.pdf

4. Cottage cheese products shall comply with the most recent edition or any then current edition of the Federal Commercial Item Description (CID) A-A-20154B, for cottage cheese. https://wwwams.usda.gov/sites/default/files/media/AA20154C_Cottage_Cheese.pdf

5. The Contractor shall have the responsibility to make all arrangements for delivery, unloading, receiving and storing Products at the destination location.

6. The Contractor shall ensure that all products are maintained, stored, and delivered at a minimum of 41 degrees Fahrenheit; but not frozen. All products shall be delivered fresh and new, be free of shipping abuse and container damage, and secured in clean delivery containers or crates. Product acceptance shall be approved and signed by a designated staff member at each location.

7. Unless otherwise specified by the ordering agency, liquid milk products shall have a shelf life of at least fourteen (14) days, all other dairy products (sour cream, etc.) shall have a shelf life of at least twenty-one (21) days at the time of delivery. The expiration date shall be legibly printed on each container or carton.

8. Products that do not meet the specifications provided herein and are deemed unsatisfactory by the ordering agency shall be exchanged in a timely manner. At the request of the agency, a special delivery may be required to replace or exchange products that do not meet specifications. Credits for products returned or exchanged shall be shown on the delivery ticket.

9. When contracted products are unavailable, the contract officer and the ordering agency shall be notified. Product substitutions must be approved in writing by Catawba Hospital. See Special Terms and Conditions, “Product Availability/Substitutions”.

10. The Contractor shall promptly notify the contract officer and all affected users of any product recalls and corrective action required.

11. Minimum order shall be $100.00 for F.O.B. Delivered. For orders of less than $100.00, the contractor will be permitted to add transportation cost (prepaid) to invoice for payment. Partial shipments of less than the minimum order value which are made at the option of the contractor shall be made F.O.B. Delivered with no transportation charges added.

12. POI (Percent of Increase) will be considered annually, in the case of a contract renewal. In the event of pricing increases due to extreme weather and other "Acts of God", Vendor will contact the Dietary Director or their designee to give alternatives to product ordered or discuss pricing.

DELIVERY:

1. Catawba Hospital requires delivery of orders to the cafeteria kitchen on average of 2-3 times per week basis with a minimum of at least twice a week unless otherwise agreed upon.

2. Deliveries should be between the hours of 7:30 a.m. and 3:30 p.m. unless another time is approved by the Dietary Director or their designee at least (24) hours in advance of normal delivery time.

3. Orders will be placed on demand as product is needed. Vendor must deliver within three (3) calendar days of order.

4. Packing slips must be included with each delivery.

5. Dairy provided to Catawba Hospital should be as far out from the manufacture expiration date as possible.

6. Award of a contract may be contingent upon delivery requirements.

PACKING AND STORAGE:

1. Products shall be supplied in packaging that is free of tears and must have a date stamp on each package.

2. All products to be delivered in clean packaging.

NUTRITION REPORTING AND GUIDELINES:

1. All products specified herein shall be processed, packaged and delivered in accordance with regulations of the Virginia Department of Health (VDH), Virginia Department of Agriculture and Consumer Services (VDACS), U.S Department of Agriculture (USDA) and requirements of the Federal Food, Drug and Cosmetic Act and regulations promulgated there under.

2. All products must have nutritional information available.

3. Items not requiring local USDA Inspection must be packed in standard packaging. The Vendor’s name and the weight of the package must be clearly marked on each package.

4. It is the intent of these specifications to provide a guide to prospective contractors as to the type of item and approximate size to be furnished.

5. Ingredient listing and nutritional analysis must be supplied for all foods by vendors if requested.

6. Under no circumstances shall a product be substituted by the contractor with a different or house brand without prior approval from the Dietary Director or their designee.

7. In case of manufacturer problems with producing approved products, the broker and the contractor must notify us in writing of the problem and when it shall be corrected.

8. Product substitution must be approved by the Dietary Director or designated staff member before delivery is complete.

PRODUCT ADDITIONS:

1. Catawba Hospital may, at any time during the contract term(s), request to add or remove products to the contract list.

2. Price quotes will be requested in advance.

INVOICES AND ACCOUNTING PROCEDURES:

1. Invoices for items delivered and accepted shall be submitted by the supplier and signed by the Dietary Director or their designee; two (2) copies of the invoice are to be left with the signor.

2. All invoices must be priced per contract, extended, and exempt from Federal Excise and State Sales Tax.

3. Payment will be made within thirty (30) days of accurate invoice received.

4. If supplier fails to prepare invoices and statements as requested, or if invoices are consistently calculated incorrectly, we reserve the right to return all such invoices and statements to the supplier, and payment shall be withheld until corrections are received.

V BID SUBMISSION INSTRUCTIONS

1. In order to be considered for selection, bidders must submit a complete response to this IFB, Bidders must submit an electronic response in eVA. Any response received after the closing date and time specified in the IFB posting in eVA will not be able to be uploaded. All Applicants must be registered in eVA. See Section 22 General Terms and Conditions.

2. The following provides information/instruction on reviewing and responding to solicitations in the new eVA platform:

i. Go to https://eva.virginia.gov

ii. Click on “I Sell to Virginia”

iii. Click on “eVA Supplier Training”

iv. Click on “Viewing and Responding to Solicitations Video”

3. If you require assistance submitting an electronic response, contact eVA Customer Care at Get Help eVA Customer Care (virginia.gov) prior to the closing date and time. Get assistance early to avoid missing the submission deadline.

4. If this is your first time submitting an electronic response, it is strongly suggested that you click on the eVA training module(s). You are encouraged to do this well in advance of the due date.

In the event state business operations are suspended (office is closed) on the date set for receipt of bids, responses shall be due at the same time on the next regular business day.

VI PRICING SCHEDULE

Bidders are required to complete the below pricing schedule. The pricing schedule may be available online and should match the below list.

Please provide pricing for the following items (actual items and quantities ordered under this contract may vary)

For individual serving milk products, specify paper or plastic packaging. It is preferred to have plastic packaging with a twist off lid for ease of use by residents.

2 | Page image1.wmf oleObject1.bin