IFB S-218 Corrugated Boxes REBID.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000218 Solicitation Issued: February 07, 2023

Description: Corrugated Boxes – Food Storage Boxes

Department: Arkansas Division of Corrections

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: February 21, 2023 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jessica Lowder Buyer’s Direct Phone Number: 501-683-2222

Email Address: Jessica.lowder@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Office of State Procurement (OSP) for Arkansas Division of Correction (ADC) to obtain pricing and a contract for corrugated boxes and lids. Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the Division of Correction.

1.2 LIVE BID OPENING

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1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before February 10, 2023.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the solicitation posting in ARBuy by the close of business on February 15, 2023. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the TSS OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, Responsive Bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

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B. The terms “Invitation For Bid,” “IFB,” and “Solicitation” are used synonymously in this document.

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

D. “Normal delivery” is defined in this contract as “Delivery to a building with an accessible dock to a specific room or area by use of material handling equipment without breaking shipping container to hand truck deliver individual cartons.”

E. “Requirement” means something required.

F. “Responsive Bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

G. “Shall” and “Must” mean the imperative and are used to identify requirements.

H. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

I. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the Department using such a contract.

J. "Working days" shall be defined as Monday through Friday of each week exclusive of all official State holidays.

1.5 SAMPLES

A. When requested by the agency, samples must be furnished free of expense to the State.

B. Samples must represent same quality and specifications indicated within this IFB. Requested samples are required within five (5) working days after request.

C. Each sample should be marked with the Contractor's name and address, bid number, and item number.

D. Written agency approval of samples is required before fulfilling the purchase order.

Send Samples to:

ADC Varner Vegetable Processing ATTN: David Farabough Hwy 388 Grady, AR 71644

STATE OF ARKANSAS

INVITATION FOR BID S-198

1.6 ORDERING PROCEDURE

All orders placed against this contract must be in the form of an agency issued purchase order on an as-required basis. The ADC will typically order twice annually

1.7 MINIMUM ORDER

Minimum quantity per item will be approximately 25,000 each per order.

1.8 QUANTITY

The quantities stated within are estimated for bidding purposes only. The State may order more or less as is required during the term of the contract.

1.9 PALLET REQUIREMENTS

A. Dock Height: 45"

B. Pallet Materials: Solid Wood Preferred

C. Pallet Size: 48" x 40"

D. Maximum Pallet and Contents Height: 48"

E. Maximum pallet Weight: 2500 lbs. regardless of height

F. Bundles must be on pallets preferably constructed of wood (not fiberboard) if possible

G. Bundles must be palletized in a manner that lends itself to triple stacking

H. Consistent Palletizing: Equal number of layers and bundles per layer

1.10 QUALITY

Items provided under the scope of this contract must be of GOOD quality. Any procedure or technique not previously stated for construction of items in this contract must meet industry standards for good quality.

ITEM 1: BOX LID

1.11 SIZE / DESCRIPTION

A. Box lid must be corrugated

B. Box lid must be wax coated

C. Box lid must accommodate an ice pack

D. Box lid must self-lock

E. Box lid must have a wax impregnated body curtain and be coated on both sides

F. Box lid must have a 65-pound rating

G. Box lid dimensions must be 22 11/16” x 15 5/16” x 3 1/4”.

H. Box lid must meet USDA standards for food storage. See Attachment A: Lid.

1.12 STOCK

A. Box lid paperboard must be constructed with vertical corrugation for stacking

B. Box lid construction must have single-wall type C flute with a board grade of ECT32 (Edge Crush Test).

C. Box lid must fit item 2.

D. Box lid must be Kraft colored

ITEM 2: BOX

1.13 SIZE / DESCRIPTION

A. Box must be corrugated

B. Box must be wax coated

C. Box must be able to self-lock

D. Box must be wax impregnated body curtain coated both sides

E. Box must have 65-pound rating

F. Box dimensions must be: 21 1/2” x 14 3/4” x 10”

G. Box must meet USDA standards for food storage. See Attachment B: Box.

1.14 STOCK

A. Box paperboard must be constructed with vertical corrugation for stacking

B. Box construction must be single-wall type C flute with a board grade of ECT32 (Edge Crush Test)

C. Box must be constructed with two (2) hand holes.

D. Box must have leak holes to allow for drainage

E. Box must be able to hold maximum case weight of sixty-five (65 lbs.) pounds.

F. Box must be Kraft colored.

1.15 PACKAGING

A. Boxes and lids must ship flat in a knockdown fashion.

B. Box lids must be packaged in bundles with 500 box lids per bundle.

C. Boxes must be packaged in bundles of 250 boxes per bundle.

D. Bundles must be shrink-wrapped and shall be protected from damage during shipment, handling and storage.

1.16 INVOICING

Contractor shall present an itemized invoice addressed to the ordering entity reflecting:

• Entity's purchase order number,

• Quantity,

• Contract Number

• Description

• Unit price

1.17 COST

A. All charges must be included on the Official Bid Price Sheet and must include all associated cost for the goods being bid. Bid pricing must be valid for ninety (90) days following IFB opening to allow sufficient time to tabulate and evaluate bid responses.

B. Normal Delivery: Unit prices quoted must include, at no additional charge, the contractor providing “Normal delivery” service.

C. The State will not be obligated to pay any costs not identified on the Official Bid Price Sheet.

D. Any cost not identified by the bidder but subsequently incurred in order to achieve completion and delivery of items must be borne by the bidder.

1.18 DELIVERY: FOB DESTINATION

ADC / Cummins Farm Operation

HWY 388

Grady, AR 71644

A. The Department requests delivery within 15 working days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering Department’s designated location. Failure to state the alternate delivery time obligates the Contractor to complete delivery by the Department’s requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries must be made during normal State work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the Department. The Contractor shall give the Department immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the Department, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the Department’s purchase order.

E. All transportation expenses for normal delivery of the finished product as well as all required proofs will be the responsibility of the Contractor.

F. The Contractor shall give the agency immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

1.19 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within fifteen (15) days of receipt.

B. The State has the option to return any product(s) within the fifteen (15) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

D. The using agency will be granted a minimum of 15 days in which to inspect the merchandise and to determine if its quality meets the requirements or standards of the contract. If quality problems are evident, the Division of Corrections, will review the problems and if the specifications of the contract are not met, will assess any damages for the inferior merchandise.

E. If, in the opinion of the Division of Corrections, the merchandise is unacceptable, the Contractor may be offered an opportunity to reprint the material within a reasonable time. At the time authorization for the reprint is given, the Division of Corrections will establish, in writing, a new delivery date.

1.20 PRICE ESCALATION

A. Price increases will be considered at the time of contract renewal.

B. The Contractor must provide to OSP a written request for the price increase. The request must include supporting documentation demonstrating that the increase in contract price is based on an increase in market price. OSP has the right to require additional information pertaining to the requested increase.

C. Increases will not be considered to increase profit or margins.

D. The continuation of this contract or its extension(s) will be subject to and dependent upon the availability of funding to the DOC for this purpose.

E. OSP has the right to approve or deny the request.

F. In the event of a general price decrease, the Contractor shall provide the State with the full benefit of the price reduction including for all undelivered purchase orders on the effective date of the decrease and thereafter.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 TYPE OF CONTRACT

A. As a result of this IFB, TSS OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is April 01, 2023, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and Department, the contract may be renewed by TSS OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.2 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on a/an all or none basis.

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. The system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

b. Completed Bid Response Packet, which must be in the English language.

c. Completed Pricing Response. Official Bid Price Sheet. Pricing must be proposed in U.S.

dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the Department.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective

Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

b. Copy of Prospective Contractor’s Equal Opportunity Policy.

c. Voluntary Product Accessibility Template (VPAT), if applicable.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

https://arbuy.arkansas.gov/

2.4 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Requirements Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands and agrees its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Requirements Section(s) of this IFB.

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5.A and 2.5.C.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/ https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/