ITB436 - Hot Beverages & Equipment.pdf

STATE OF IDAHO

DEPARTMENT OF HEALTH AND WELFARE

Invitation to Bid (ITB) ITB436

Hot Beverages & Equipment

Date of Issuance: April 4, 2024

TABLE OF CONTENTS

ITB ADMINISTRATIVE INFORMATION

1 PURPOSE

2 GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS

3 INQUIRIES

4 BACKGROUND

5 SPECIFICATIONS

6 COST

7 BILLING PROCEDURE

8 SUBMISSION REQUIREMENTS

9 AWARD

10 INSTALLATION AND MAINTENANCE

11 DELIVERY

12 CONTRACT MONITORING

13 SUBCONTRACTORS

14 WEBSITE/ORDERING REQUIREMENTS

15 ADDITIONS TO CONTRACT

16 COMPLIANCE WITH

17 PRICE ADJUSTMENT CLAUSE

18 INSURANCE REQUIREMENTS

ATTACHMENT 1 - SPECIFICATIONS

GENERAL REQUIREMENTS

ATTACHMENT 2 - MODIFICATION AND EXCEPTION FORM

ATTACHMENT 3 - BIDDER QUESTIONS ......................................................................... ERROR! BOOKMARK NOT DEFINED.

ITB ADMINISTRATIVE INFORMATION

ITB Title: Hot Beverages & Equipment

ITB Project Description: Hot Beverages, Equipment, and Services for State Hospital South

ITB Lead:

Quinn Shea Senior Buyer Quinn.Shea@dhw.idaho.gov

Deadline To Receive Questions: April 10, 2024, 11:59:59 p.m. Mountain Time

ITB Closing Date: April 25, 2024, 4:59:59 p.m. Mountain Time

ITB Opening Date: April 26, 2024, 10:00:00 a.m. Mountain Time By Conference Call Only

The Department is conducting Virtual Electronic Bid Openings instead of in-person Public Bid Openings.

Initial Term of Contract and Renewals The initial term is anticipated to be for one (1) year. Upon mutual, written agreement, the Contract may be renewed, extended or amended. The total Contract term, including all extensions, is not anticipated to exceed five (5) years.

1 PURPOSE

The Idaho Department of Health and Welfare (Department), State Hospital South (SHS), is seeking bids for Hot Beverages, Equipment & Services at the state hospital in Blackfoot, Idaho.

2 GENERAL INFORMATION, SOLICITATION INSTRUCTIONS AND STANDARD TERMS AND CONDITIONS The ITB Lead is the only contact for this Solicitation. All correspondence regarding this ITB must be in writing. In the event that it becomes necessary to revise any part of this ITB, amendments will be posted in IPRO, powered by Luma (IPRO). It is the responsibility of the Bidder to monitor IPRO for any updates or amendments. Any oral interpretations or clarifications of this ITB must not be relied upon. All changes to this ITB must be in writing and posted in IPRO to be valid. Alternate Bids are not allowed.

3 INQUIRIES

Questions must be submitted using the Q & A tab in IPRO. QUESTIONS MUST BE RECEIVED BY 11:59:59 P.M.

Mountain Time ON THE DATE LISTED IN THE ITB ADMINISTRATIVE INFORMATION section. Official answers to all questions will be posted on the Q & A tab in IPRO as an amendment to this ITB.

Any requests for modifications regarding the State of Idaho Standard Contract Terms and Conditions found at (Contract Terms and Conditions) must be submitted in writing, using Attachment 2, Modification and Exception, and uploaded to IPRO on the Supplier Attachment page by the deadline identified in the ITB Administrative Information section. The State will not consider proposed modifications to these requirements after the date and time set for receiving questions. Proposed modifications and exceptions to requirements, terms or conditions must contain the following:

1. The rationale for the specific requirement being unacceptable to the party submitting the question

(define the deficiency).

2. Recommended verbiage for the State’s consideration that is consistent in content, context, and form with the State’s requirement that is being questioned.

3. Explanation of how the State’s acceptance of the recommended verbiage is fair and equitable to both the State and to the party submitting the question.

The State has sole discretion to determine if the modifications or exceptions submitted by a Bidder would result in a material change or otherwise threaten the integrity of the procurement process. Pursuant to IDAPA 38.05.01.084, the State may only negotiate non-material modifications or exceptions. Modifications or exceptions which the State determines to be material, or which otherwise threaten the integrity of the procurement process, will not be accepted or negotiated. In the event that the Bidder has conditioned its Bid on the State’s acceptance or negotiation of its proposed modifications or exceptions, and the modifications or exceptions are deemed material, the Bidder will be given the opportunity to retract the proposed modifications or exceptions from its Bid. Failure to do so will result in the Bidder’s Bid being found non-responsive, after which it will receive no further consideration.

Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State; however, the State must have the right to reject any and all such modifications and or exceptions, and to instruct the Bidder to amend its Bid and remove the modifications and or exceptions. Failure to do so may result in the State finding the Bid non-responsive.

Except as otherwise provided in the solicitation document, including the State of Idaho Standard Contract Terms and Conditions (updated May 2021), the State will not consider modifications or exceptions to the requirements, terms, or conditions which are proposed after the Closing Date.

https://purchasing.idaho.gov/wp-content/uploads/Standard-Terms-and-Conditions_May-2021.pdf

4 BACKGROUND

SHS is requesting routine shipments of Coffee and Hot Beverages. The Contractor must also supply the necessary equipment and maintenance for the requested items and deliver them on a pre-arranged, mutually agreeable schedule.

5 SPECIFICATIONS

See SPECIFICATIONS (Attachment 1)

6 COST

Provide your fully burdened Total Cost on the Lines tab in IPRO. Download and fill in the Orange colored cells in the Bid Schedule provided in the Questions tab in IPRO. You will then upload the completed spreadsheet into IPRO and confirm you have seen this document. Take the value generated in the Total Cost cell (E47) and enter that into the Line 1 Total Cost field. The Bid Schedule includes a guesstimate of the amount SHS may need for the first year of the Contract. The Vendor’s Total Cost should reflect the cost for the first year of the Contract.

7 BILLING PROCEDURE

No invoices will be accepted or paid without receipt of delivery. Payment terms must be Net 30 days upon receipt of a fully completed invoice submitted by the vendor.

The Contractor must provide an original invoice with each delivery. Payment terms must be Net thirty (30) days upon receipt of a fully completed invoice submitted by the Contractor. The invoice must include, but not be limited to:

1. Itemized list of each product, size, per unit cost and total price delivered

2. Date

3. Contract Purchase Order Number

A separate account shall be assigned to each SHS Department:

Nutrition Services – PTF Kitchen ATTN: Name and contact info will be provided upon award of the Contract State Hospital South 700 E. Alice PO Box 400 Blackfoot, ID 83221

Nutrition Services – SCNF Kitchen ATTN: Name and contact info will be provided upon award of the Contract

State Hospital South 700 E. Alice PO Box 400 Blackfoot, ID 83221

Canteen

State Hospital South 700 E. Alice

Materials Management

State Hospital South 700 E. Alice

Final invoices must be submitted to the Department no later than thirty (30) calendar days after the Contract expiration date. Invoices received without the required documentation will be returned to the Contractor for their resubmission with the final documentation.

The Contractor must issue a credit for all goods returned due to unacceptable quality, unauthorized product substitutions, damaged or spoiled product or products delivered with short (less than two weeks) use-by-dates.

The Contractor must provide a hard copy credit memo or list returned items on the invoice with adjusted pricing at time of product return.

The Department will maintain a charge account with a net thirty (30) day payment term. If any credits are not adjusted from the invoice, the Contractor must provide a hard copy credit memo for each credit due.

8 SUBMISSION REQUIREMENTS

8.1 Bid Submission Method

Bids must be submitted electronically through IPRO. The Department will not accept hardcopy (manual) submissions. Supporting documents can be uploaded in IPRO on the Supplier Attachments tab.

All Bidders participating in a Solicitation issued through IPRO must establish an account in the IPRO system as it is necessary in order to process and award the resulting Contract(s). It is free to establish an account and only takes a few minutes.

Enter your Total Cost on the Lines tab in IPRO. It must be entered prior to the deadline established in the ITB ADMINISTRATIVE INFORMATION section above.

8.2 Signature Page

Bids must be accompanied by a signed State of Idaho Signature Page. This page is attached in the IPRO Questions tab.

8.3 Trade Secrets

If your Bid contains trade secret information which you have identified, you must also submit a redacted copy of the Bid (in electronic format, with the word “redacted” in the file name) with all trade secret information removed or blacked out; as well as a separate document containing a complete list (per the instructions in the three (3) paragraphs directly below) of all trade secret information which was removed or blacked out in the redacted copy. Redacted file must be submitted in IPRO on the Supplier Attachment page.

Paragraph 28 of the Solicitation Instructions to Vendors describes trade secrets to “include a formula, pattern, compilation, program, computer program, device, method, technique or process that derives economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by other persons and is subject to the efforts that are reasonable under the circumstances to maintain its secrecy.” In addition to marking each page of the document with a trade secret notation (as applicable; and as provided in Paragraph 28 of the Solicitation Instructions to Vendors), Bidders must also:

Identify with particularity the precise text, illustration, or other information contained within each page marked “trade secret” (it is not sufficient to simply mark the entire page). The specific information you deem “trade secret” within each noted page must be highlighted, italicized, identified by asterisks, contained within a text border, or otherwise clearly delineated from other text/information and specifically identified as a “trade secret.”

Provide a separate document entitled “List of Redacted Trade Secret Information” which provides a succinct list of all trade secret information noted in your Bid; listed in the order it appears in your submittal documents, identified by Page #, Section #/Paragraph #, Title of Section/Paragraph, specific portions of text/illustrations; or in a manner otherwise sufficient to allow the State’s procurement personnel to determine the precise text/material subject to the notation. Additionally, this list must identify with each notation the specific basis for your position that the material be treated as exempt from disclosure.

9 AWARD

Award will be made to the responsive responsible Bidder with the lowest Total Cost.

Award will be “All or None” to the responsive, responsible bidder with the lowest Total Cost meeting all of the requirements of the ITB. Bidders that do not bid on all items will not be considered for award. Multiple or alternate bids will not be accepted. Bidders that include multiple or alternate bids may be found non-responsive.

10 INSTALLATION AND MAINTENANCE

The Contractor must install the equipment at each of the locations at SHS listed below in Section 11, Delivery. The Contractor must maintain each piece of equipment throughout the term of the contract, on a weekly basis, as needed and replacing the equipment, if necessary, at no additional cost to the Department.

11 DELIVERY

Deliveries to SHS will be scheduled each week on mutually agreed upon days and times.

The SHS Canteen, Nutrition Services Department PTF and SCNF Kitchens and Materials Management Department require at least one (1) delivery per week to each location. The locations are listed above in Section 7 Billing Procedure.

12 CONTRACT MONITORING

If the Contractor fails to perform as required, the Contractor will be given written notice to remedy any performance issues. If the Contractor fails to perform as required, the Contract may be cancelled, and the Contractor may be disqualified from participating in the solicitation or the subsequent Contract that supersedes the failed Contract.

13 SUBCONTRACTORS

13.1 The Contractor may subcontract as needed.

13.2 The Contractor must be responsible for any work or product that is produced and delivered to the Department under this Contract whether produced solely or in part by the Contractor or Subcontractor.

13.3 Subcontractor relationships, performance and compliance with the terms of the Contract are solely the responsibility of the Contractor. The Bidder must provide an overview of any Subcontractor relationships that will be reflected in the total proposed solution. The above information must be included for any planned subcontractors, if any exist. Additionally, the bidder must provide:

13.3.1 A description of the nature of the subcontractor agreement(s) (if any);

13.3.2 Its reliance on the subcontractor with respect to fulfilling any of the ITB requirements.

13.3.3 The Bidder must disclose the information requested above for the parent company if the Bidder is a subsidiary of a parent company that owns more than five percent (5%) of the Bidders’ company.

13.3.4 The Bidder must disclose the detail information requested above for any subsidiary in which the Vendor is more than a five percent (5%) owner.

13.3.5 The Contractor must be the sole point of contact regarding any and all contractual matters. The Department will only pay the Contractor and will not pay Subcontractors directly.

14 WEBSITE/ORDERING REQUIREMENTS

The Contractor must provide an avenue to order through either an online option, such as on the company’s website, and/or through a representative who will coordinate ordering with SHS staff.

15 ADDITIONS TO CONTRACT

The Department reserves the right to purchase additional products not specifically detailed in this ITB, but within the scope of the subsequent Contract. This may include new add-ons, locations, technology upgrades not yet contemplated, or related services that directly support the project. The prices will be negotiated between the Contractor and Department prior to purchase.

16 COMPLIANCE WITH

SHS Joint Commission Requirement The Contractor must comply with all applicable rules, regulations and policies as outlined by the Department of Health and Welfare (Department), the State of Idaho, and local, state and national standards, including The Joint Commission, relating to patient care and hospital operations.

17 PRICE ADJUSTMENT CLAUSE

The Cost Per Unit rates quoted must remain fixed for one (1) year. The Department may consider rate negotiations at the time of the Contract’s annual renewal, based on verifiable cost increases submitted by the Contractor and approved by the Department.

18 INSURANCE REQUIREMENTS

For the term of the Contract and until all services specified in the Contract are completed, the Contractor shall maintain in force, at its own expense, the following insurance.

• Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

• Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Insurance required by this section shall name the State of Idaho, Department of Health and Welfare as an additional insured.

• Workers Compensation Insurance and Employer's Liability. Contractor shall maintain workers compensation and employer's liability. The employer's liability shall have limits not less than $1,000,000 each accident for bodily insurance by accident, $1,000,000 disease policy limit, and $1,000,000 disease, each employee.

Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write workers compensation insurance in the State of Idaho, as evidence that the contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

If any of the liability insurance required for this Contract is arranged on a "claims-made" basis, "tail coverage" will be required at the completion or termination of this Contract for a duration of twenty-four (24) months thereafter. Continuous "claims-made" coverage will be acceptable in lieu of "tail-coverage" provided the retroactive date is on or before the effective date of this contract, or twenty-four (24) months "prior acts" coverage is provided. Contractor will be responsible for furnishing certification of "tail coverage" or continuous "claims-made" coverage.

Prior to performing any services, the Contractor shall provide certificates of insurance to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract. Insurance required by this section shall be policies or contracts of insurance issued by insurers approved by the Department. Should any of above-described policies be cancelled before the expiration date thereof, notice shall be delivered in accordance with the policy provision.

Send updated certificates to: DHWInsurance@dhw.idaho.gov mailto:DHWInsurance@dhw.idaho.gov

ITB436 Hot Beverages & Equipment

ATTACHMENT 1 - SPECIFICATIONS

GENERAL REQUIREMENTS

Product sizes must be quoted per Exhibit C, along with price per ounce and tea bag.

The Contractor must clean and maintain all provided equipment every two weeks.

The Contractor must provide same day service calls seven (7) days a week for all equipment repairs provided the Department gives notice before 1:00 PM MT.

1. Coffee: Decaffeinated – Medium, Roast Ground – Brand – Farmer Brothers or equal – (fourteen-ounce (14 oz.) bags) – twenty-four (24) bags per case – 336 oz. per case.

2. Coffee: Regular Ground – One hundred percent (100%) Columbian Medium Roast – Brand – Farmer Brothers or equal – (two-ounce (2 oz.) packets) – forty (40) packets per case – 80 oz. per case.

3. Coffee: Regular Ground – Medium Roast – Brand – Farmer Brothers or equal – (five-pound (5 lb.) bags)

– six (6) bags per case – 480 oz. per case.

4. French Vanilla Cappuccino Mix– Brand – Farmer Brothers or equal – (two-pound (2 lb.) bags) – six (6) bags per box – 192 oz. per case.

5. Regular White Chocolate Caramel Cappuccino Mix or Other Flavor – Brand – Farmer Brothers or equal

– (two-pound (2 lb.) bags) – six (6) bags per box – 192 oz. per case.

6. Bev Mix Cider – Spiced Instant – Brand – Farmer Brothers or equal – (point six-ounce (0.6 oz.) packets)

– twenty-five (25) packets per box – six (6) boxes per case – 90 oz. per case.

7. Cocoa Mix – No Sugar Added – Brand – Farmer Brothers or equal – (one-pound (1 lb.) bags) – twelve

(12) bags per case – 192 oz. per case.

8. Cocoa Mix – Brand – Farmer Brothers or equal – (one-ounce (1 oz.) packets) – fifty (50) packets per box

– six (6) boxes per case – 300 oz. per case.

9. Tea Bag – Variety Flavors such as Cranberry Blood Orange, Chai, Simply Mint (individually wrapped) – Brand – China Mist or equal – (fifteen (15) tea sachets per box). All packaging must be free of staples.

10. Tea Bag – Chamomile Herbal Caffeine Free (individually wrapped) – Brand – Farmer Brothers or equal

– (twenty-five (25) bags per box) – six (6) boxes per case – one hundred fifty (150) per case. All packaging must be free of staples.

11. Tea Bag – Green (individually wrapped) – Brand – Farmer Brothers or equal – (twenty-five (25) bags per box) – six (6) boxes per case – one hundred fifty (150) per case. All packaging must be free of staples.

12. Tea Bag – Lemon Herbal Caffeine Free (individually wrapped) – Brand – Farmer Brothers or equal – (twenty-five (25) bags per box) – six (6) boxes per case – one hundred fifty (150) per case. All packaging

13. Tea Bag – Enchanting Moments (individually wrapped) – Brand – Farmer Brothers or equal – (twenty-five (25) bags per box) – six (6) boxes per case – one hundred fifty (150) per case. All packaging must be free of staples.

14. Tea Bag – Cinnamon Spice Caffeine Free (individually wrapped) – Brand – Farmer Brothers or equal – (twenty-five (25) bags per box) – six (6) boxes per case – one hundred fifty (150) per case. All packaging

15. Tea Bag – Black (individually wrapped) – Brand – Lipton or equal – (one hundred (100) individually wrapped, tea bags per box) – twelve (12) boxes per case – twelve-hundred (1200) bags per case.

16. Tea Bag Decaf – Black Decaf (individually wrapped) – Brand – Lipton or equal – (one hundred (100) individually wrapped tea bags per box – five (5) boxes per case – five hundred (500) tea bags per case.

17. Urn and Brewer Cleaner – Brand – Urnex or equal - point seventy-five-ounce (.75 oz) packets – one hundred (100) packets per case.

18. Variety of spices to include but not limited to cinnamon, garlic powder, taco seasoning, ground pepper, chili powder, in 1 lb containers.

19. Coffee filters to fit twin system brewers.

20. The Contractor must provide and maintain, at a minimum, one (1) each three-warmer plates coffee brewer with hot waterspout for the Canteen

21. The Contractor must provide and maintain, at a minimum, one (1) each three-slot cappuccino maker for the Canteen.

22. The Contractor must provide and maintain one (1) twin system one and a half to three (1.5 - 3) gallon coffee brewer with three (3) spouts (including one (1) as a hot waterspout) and eight (8) thermal urns/shuttles for PTF Nutrition Services kitchen.

23. The Contractor must provide and maintain one (1) twin system-one and a half to three (1.5 - 3) gallon coffee brewer with three (3) spouts (including one (1) as a hot waterspout) and three (3) thermal urns/shuttles for SCNF Nutrition Services kitchen.

ITB436 Hot Beverages & Equipment

ATTACHMENT 2 - MODIFICATION AND EXCEPTION FORM

Instructions: Complete this form and include with your ITB submittal if you are proposing modifications or exceptions to any of the requirements, terms, or conditions included in the ITB, including any documents incorporated by reference (Standard Contract Terms and Conditions). See ITB Section 3 for a full explanation of the process surrounding Bidder-proposed modifications and exceptions.

Bidders must specifically address any and all proposed modifications and exceptions. Blanket requests to negotiate requirements, terms, or conditions will not be considered. Bidders must provide an explanation as to why the requirement, term, or condition should be considered non-material. Bidder must also provide a reason for the proposed modification or alternative language, specifically addressing the issues itemized in ITB Section 3.

The determination of materiality will be made at the State’s sole discretion. Non-material modifications or exceptions may be negotiated with the apparent successful Bidder, at the discretion of the State, and as otherwise provided in ITB Section 3.

ITB

Section

ITB Requirement, Term, or Condition

Reason Requirement, Term, or Condition Should Considered Non-Material

Proposed Modification, Alternative, or Exception

Reason for Proposed Modification, Alternative, or Exception