MPA 533 OEV - Scope of Work.pdf

OEV23002638 – AGENCY SOLICITATION SPECIFICATIONS

MPA 533 OE FOOD PRODUCTS SPOT OPPORTUNITY BUY PROGRAM

SECTION A. BACKGROUND

The Rhode Island Department of Corrections (RIDOC) is solicitating proposals from qualified firms to purchase food products utilizing the Spot/Opportunity Buy Market for the RIDOC’s main food depository, the Central Distribution Center (CDC). The CDC is centrally located in Cranston, RI on the grounds of the Senator John O. Pastore Complex with easy access to/from major interstate highways. On a yearly basis the CDC purchases approximately $1,500,000.00 in the Spot/Opportunity Buy Market which assists in the feeding of the 3,000+ inmate population at the RIDOC.

The following lists are samplings of the food products currently utilized within the food service program through the current spot-buy process, although vendors may offer any products that can be used in an institutional program.

SAMPLE SPOT BUY PRODUCT LIST

BAGELS - FROZEN

BAGELS, BLUEBERRY, ORIGINAL, 6/BAG, 12 BAGS/CS - BAG BAGEL

PLAIN BAGELS, ORIGINAL, 6/BAG, 12 BAGS/CS - BAG BAGEL

RAISIN BAGELS, ORIGINAL, 6/BAG, 12 BAGS/CS - BAG BAGEL

BEEF

BEEF, CUBED 10#/CS - LBS (11168) BEEF

BEEF, GROUND, 80/20 - 4/10 LBS BEEF

BEEF, PATTIES 4 OZ 10#/CS - LBS (23150) BEEF

BREAD

BREAD CRUMBS, COURSE, PLAIN - 6/5 LBS/CS (57133) BREAD

CANNED – 6/#10 CANS PER CASE

BEANS WAX CUT 3/4"-1 1/2"6/10C(40092) CANNED

BEANS, GREEN STRING 3/4"-1 1/2" - 6/10 CS (40047) CANNED

BEANS, RED KIDNEY 6/10/CS (40140) CANNED

BEANS, WHITE KIDNEY (CANNELLINI) 6/10/CS CANNED

BEETS SLICED MED SIZE 2 1/2"6/10CS (40161) CANNED

CORN, WHOLE KERNEL 6/10/CS(40251) CANNED

PEAS 6/10/CS(40366) CANNED

PINEAPPLE SLICED IN NJ N/S 6/10 CS(41105) CANNED

VEGETARIAN BEANS 6/10/CS(40119) CANNED

TOMATO SAUCE (RTV) 6/10/CS(ACI) CANNED

CEREAL - BULK

BRAN FLAKES, BULK, 24.75 LBS/CS (48531) CEREAL

MULTIGRAIN RINGS, BULK, 26.46 LBS/CS CEREAL

CHICKEN – ALL OVEN BAKED, READY TO COOK, NO BONES

CHICKEN BREAST, 5 OZ BREADED - 20 LBS/CS - LBS CHICKEN

CHICKEN BREAST, BREADED 4 OZ FILLET 20 LBS / CS - LBS CHICKEN

CHICKEN BREAST, PARMESAN BREADED 5 OZ - 20LBS/CASE - LBS CHICKEN

CHICKEN FILLET, PARMESAN BREADED 4 OZ, (20 LBS/CS) - LBS CHICKEN

CHICKEN NUGGETS/CHUNKS, BREADED - 20 LBS/CS - LBS CHICKEN

CHICKEN STRIPS, RAW, LBS (4/10#/CS) (18000) CHICKEN

CHICKEN TENDERS, BREADED - 20 LBS/CS - LBS CHICKEN

CHICKEN, BUFFALO, CHUNKS, 20 LBS/CS - LBS CHICKEN

PARM & GARLIC BRDED CHIX BREAST 4 OZ. RTC CHICKEN

CONDIMENTS

MAYO, DIET, LOW SOD/SUGAR - 4/1 GAL PER CS CONDIMENTS

EGGS - FRESH

EGGS, GRADE A 30 DZ/CS - DZ (25210) EGGS

FISH

FISH, BREADED PRECOOKED, 3 OZ - 1X10LBS/CS - LBS FISH

FISH, RAW, 4 OZ - 1X10LBS/CS - LBS FISH

MIXES

MUFFIN MIX, BLUEBERRY, 50# BAG (52188) MIXES

PANCAKE MIX 50# BAG (52190) MIXES

PASTA/RICE

BROWN RICE, PARBOILED, 25 LBS/BAG (40563) PASTA/RICE

EGG NOODLES, 10 LBS/CS - CS (51043) PASTA/RICE

ELBOW MACARONI, 20 LBS/CS (51012) PASTA/RICE

PENNE, 20 LBS/CS (51011) PASTA/RICE

SPAGHETTI, 11" LONG 20 LBS/CS (51010) PASTA/RICE

SHAVED STEAK

SHAVED STEAK - 10 OR 12 LBS/CS - LBS (7700-400) SIRLOIN SHAVED STEAK

TURKEY

SALAMI, TURKEY, 3/10 LB PER CS - LBS TURKEY

TURKEY BREAST, DELI, FROZEN - LBS TURKEY

TURKEY, BOLOGNA, 3/10LB PER CS - LBS TURKEY

TURKEY, FRANKFURT, 4/5 LB PER CS - LBS TURKEY

TURKEY, GROUND, 4 /5 LBS/CS - LBS (24021) TURKEY

VEGGIE - FROZEN

BROCCOLI, FRZ, CHOPPED, 12/2.5#/CS VEGGIE

EGGPLANT 3 OZ. 10#/CS (21165) VEGGIE

SPINACH, FRZ.,CHOPPED 12/3#/CS VEGGIE

SECTION B: SCOPE OF WORK AND REQUIREMENTS

This section contains the detailed scope of work, business requirements and technical requirements for the Spot/Opportunity Buy Program for Food Products. The bidders shall propose to meet the State’s needs and requirements as defined in this solicitation.

General Scope of Work The purpose of this proposal is to solicit responses from vendors to offer food products to be purchased by the RIDOC and/or any other State and/or Member entity that are available in the Spot/Opportunity Buy Market. The State will accept offerings for non-perishable foods such as canned food and frozen products. The State is envisioning that vendors will proactively offer the State opportunities to purchase food products with better pricing due to promotions, surplus inventory, limited shelf-life offerings and any other types of offerings with aggressive pricing for the State’s consideration.

Specific Activities / Tasks

1. Notification and Pricing- Vendor will notify the State and/or Member entity(s) of a Spot Buy Opportunity via email, with a minimum of a five (5) business days for the applicable entity(s) to review and respond with level of interest. The notice shall contain the regular unit price and the spot buy price, so the savings can be clearly assessed. Emails from the Vendor shall always reference the OEV Number in the subject line to ensure greater visibility to Contract Users. (e.g., Subject: OEV232002638 – Spot Buy Notice for Chicken Nuggets). Proposed pricing shall be guaranteed throughout the notification period and fixed upon Contract User acceptance of the proposed spot/opportunity buy offer. Please describe your company’s offer notification process and pricing structure for spot/opportunity buys.

2. Ordering Methods - The Vendor shall be capable of accepting orders through one or more designated means such as a website, email, telephone and/or facsimile. The awarded Vendor shall provide, at their own expense, any applicable related resources to the applicable order method(s) available (e.g.

website, order form). All Vendor declared methods for order placement, must be available during State business hours, except for any agreed upon scheduled maintenance periods.

Please describe your company’s ordering process and formats available for Contract Users to place orders.

3. Customer Service – Vendor will have a customer service unit dedicated to the awarded OEV. The staff must be trained in the requirements of the contract and be able to handle questions, technical concerns as well as have the authority to take administrative action in order to resolve any issues that arise at the time of contact. At least one live Customer Service Representative must be available at minimum during State’s business hours. If a representative is unavailable at the time of contact, the Contract User shall be able to leave a voice mail message for a representative to follow up with them. The follow up contact from the Vendor will be within one (1) hour of the initial time of contact. All representatives must have access to current information to provide immediate response to inquiries concerning the status of orders (shipped and/or pending), delivery information, back-order information, proposed spot/opportunity offer pricing, contracted product offerings/exclusions, billing questions or issues, contract compliance requirements, and general product information. Additional means of customer service contact such as live webchat, email, or fax are welcome.

Please provide a description of your company’s customer service capabilities, availability during State business hours operating hours and ability to meet these requirements.

4. Samples – Vendor may be required to send product samples, which in turn, will be tested by the Food Service Unit of the RIDOC or related entity. All costs related to the shipping of samples will be at the expense of the vendor. All RIDOC samples will be sent to:

Central Distribution Center 25 Power Road Cranston, RI 02920 Tel: 401-462-4022 Fax: 401-462-5287

Please describe your company’s process to accommodate samples.

5. Testing of Products - Some products may be lab tested as necessitated by a complaint (i.e. determination of wholesomeness, etc.). In such cases, the vendor shall pay the laboratory costs for any required test. The State will choose and use an independent laboratory for all testing resulting from this contract.

6. Quality Control Program - The United States Department of Agriculture, Food Safety Inspection Service, Office of Program Evaluation, Enforcement and Review may target federally inspected meat and poultry products for the following: fat content, added substances, added water, species (such as pork being labeled as veal, pork being labeled as lamb, etc.), nitrates and sulfites etc.

7. Deliveries

a. The Vendor may be required to service all areas of the State, however, the location at the time of the initial solicitation is the Central Distribution Center (CDC), in Cranston, RI. As the contract progresses, there may be additional locations within the State.

b. Delivery points shall be designated by the ordering entity and may be specific to a location’s sub-location (e.g., building on a campus, storeroom, dock, food preparation/storage area, etc.). Vendors should be aware that there might be multiple inside deliveries to multiple locations within a building.

c. All orders shall be delivered to the specified destination within 1-2 business days after receipt of orders placed by 5:00 PM EST the previous business day, with a 98% fill rate, or in accordance with the pre-scheduled delivery schedule agreed upon between Vendor and Ordering Entity.

d. All orders/pieces shall be FOB destination, freight included. There shall be no additional pallet charges or additional charges for inside delivery.

e. All orders/pieces shall be labeled and packaged adequately to assure safe handling and proper delivery.

f. The Vendor shall be prepared to supply a list of driver's names and any additional background information necessary for background checks and security clearance into secure state facilities (e.g., RIDOC). The Vendor's vehicles are subject to inspection upon entering and leaving secure State locations.

g. Any chemical, cleaning, and janitorial products that are on the truck for other deliveries will be packaged and wrapped on separate pallets from all food products.

This solicitation does not include purchase of any chemical, cleaning, and janitorial products.

h. Pallets - Upon acceptance and purchase of a product by the Ordering Entity, it is required at the time of delivery, that all products shall be palletized. If the shipment is not on pallets, it shall be the responsibility of the vendor’s driver(s) to palletize all of the products. The location contact(s) will be responsible for the unloading of all products that are palletized. If necessary, at the CDC location, pallets can be provided. Pallet exchange will be done at the request of the driver.

i. Vendors shall call at least 24 hours in advance of delivery to confirm the location’s palletization requirement and resources.

j. Receiving hours 7:00 a.m. to 2:00 p.m., Monday through Friday at the CDC in Cranston, RI. Receiving hours can vary at other locations. Vendors must call at least 48 hours in advance of delivery to confirm the location’s receiving hours and availability to accept the delivery. Weekend and/or urgent deliveries may be requested and are to be agreed upon between Vendor and Ordering Entity before order completion.

k. The Vendor Driver and the Entity’s delivery contact person shall be responsible to oversee the unloading of the shipment and verification of the shipment’s product and quantities against the accompanying packing slip. If the shipment is acceptable, both parties shall sign off on the packing slip. Shipment discrepancies and initial condition shall be documented on the packing slip along with the amount of the shipment that is either accepted or denied with signature from both parties. The Vendor is to provide a copy of the signed packing slip to the Entity’s delivery contact person as well as retaining an exact duplicate copy for the Vendor’s records.

l. Any perishables shall be delivered in climate-controlled vehicles as applicable to maintain quality and food safety at delivery.

m. All deliveries shall include the following:

i. Packing Label visible on the outside of each pallet, container, box, etc.

with the following:

1. Vendor Order Number

2. Ordering Entity’s Point of Contact Name

3. Ordering Entity’s Point of Contact Telephone Number

4. Ordering Entity’s Entity Name (department, agency, division, etc.)

5. Ordering Entity’s Delivery Address (include floor & room number as applicable)

6. State or Member Purchase Order Number

7. Number of Parcels (e.g., Box 1 of 2)

ii. Packing Slip with two copies to include the following information:

1. Vendor Order Number

2. State or Member Purchase Order Number

3. Line item description(s)

4. Product item number(s)

5. Quantity ordered

6. Quantity included in shipment

7. Status of back ordered items, if applicable

8. Number of parcels (e.g., Box 1 of 2)

9. Information included on the packing label

10. Acceptance Signature Line with Date and area for any notes on delivery condition

Please describe your company’s delivery process and ability to meet the State’s delivery requirements. Please include a sample of your packing label and packing slip.

8. Quality Control -

a. The Vendor must comply with the Policies, Rules, and Regulations of each

State and Member Entity.

b. Safe food handling practices as defined by the USDA are expected of vendor.

c. An expiration date must be posted on all product and all product shipped to the State must be within that expiration date.

d. The vendor shall take all reasonable measures to ensure any recalled product as determined by entities such as, but not limited to, the FDA and USDA, are either preempted from delivery or immediate notice is provided to the State with a corrective action plan for any delivered items subject to a recall.

e. United States Department of Agriculture, Food Safety Inspection Service, Office of Program Evaluation, Enforcement and Review may target federally inspected meat and poultry products for: fat content, added substances, added water, species (such as pork being labeled as veal, pork labeled as lamb, etc) nitrates, sulfides, etc. The State expects the vendor to participate and/or support the State on any product they supplied that becomes subject to an audit.

9. Labeling -

a. Each product shall have a standard nutritional label.

b. Any additional labeling shall be included to designate the following:

i. Gluten Free

ii. Common Allergen Content (e.g., nuts used in the product, processed in a facility that uses nuts)

iii. Organic

iv. Expiration or Best Used By Date

v. Other as required by the ordering entity

10. Health Certifications –

a. Food Processor License - Vendor shall have or acquire the appropriate Food Processor License issued by the Rhode Island Department of Health.

Additional information can be found at http://health.ri.gov/licenses/detail.php?id=254 or call 401-222-5960. If the vendor’s facility is out-of-state, the vendor shall have their state’s equivalent version of the Rhode Island Department of Health’s Food Processor License in place. A copy of the vendor’s applicable Food Processor License must be provided with proposal submission.

b. Health Department Inspection Report - The most recent health department inspection report of the Vendor by the Rhode Island Department of Health. If the vendor’s facility is out-of-state, the vendor shall have their state’s equivalent version of the Rhode Island Department of Health’s inspection report. A copy of the most recent inspection report must be provided with proposal submission.

c. Food Safety Managers Certification - The Vendor shall provide a copy(s) of certification of all staff who are certified as Food Safety Managers by the Rhode Island Department of Health. If the vendor’s facility is out-of-state, the vendor shall have their state’s equivalent version of the Rhode Island Department of Health’s Food Safety Manager Certification. Copies of the Food Safety Managers certifications(s) must be provided with proposal submission.

d. Inspection(s) requirement - The awarded vendors may be subject to inspection by the Rhode Island Health Department and Environmental Health coordinators during the course of the contract. The Vendor is expected to cooperate with the inspectors and the related process. Any negative finding(s) that has potential corrective action are expected to be addressed by the vendor within the timeframes the inspectors set in order to maintain the award. If a negative finding cannot be resolved or is extreme in nature where an individual’s well-being is in jeopardy, the award may be subject to immediate termination.

e. Subcontractor Requirements - If applicable, the Prime Vendor is to supply a list names and addresses of subcontractor(s) they intend to use to support the potential contract with the State. The State requires that the Prime Vendor supply copies of the same health certifications as they do for themselves for each of their subcontractor(s) as defined in 10.a., 10.b. and 10.c. Subcontractors may also be subject to inspections as defined in 10.d.

11. Subcontractor(s) - Joint venture and cooperative proposals will not be considered however the Vendor is permitted to use subcontractors. All requirements of this solicitation are applicable to all subcontractors and it is the Vendor’s responsibility to manage all facets of this solicitation with any subcontractor(s) they hire. It is the Vendor’s responsibility to ensure subcontractor(s) are paid according to local and federal regulations as well as demonstrating insurance coverage for any subcontractor engaged on the State’s account. The vendor shall identify and disclose any known subcontractors at time of proposal. If the vendor hires a subcontractor after the award, the vendor shall notify the State within five (5) business days and submit all their identifying information and health certifications as defined in section 3.10.

12. Discrepancies -The vendor shall resolve all discrepancies (i.e. shortages, overages, breakage, incorrect items) within five (5) business days of notification. If the discrepancies cannot be resolved in that time, then the vendor shall take all steps which the Division of Purchases or the RIDOC deems to be reasonable, necessary, or appropriate to resolve the http://health.ri.gov/licenses/detail.php?id=254 discrepancies.

13. Returns - Products returned because of quality problems, duplicated shipments, outdated product, incorrect product, etc., shall be picked up by the Vendor within:

f. Returns shall be resolved within (5) five business days after Contract User notification. The product(s) in question will replaced with the agreed upon replacement product(s).

g. Products ordered in error by Contract Users must be returned for credit within 48 hours from receipt. Drivers must accept product returns due to Contract User error. Products must be in re-sellable condition (original container, unused).

The Vendor may not charge for such returns.

h. If an exchange of Products cannot be made, the State shall be refunded for the full purchase price upon return of paid items or credited within the monthly billing cycle the return/exchange occurs. This is to be documented with the monthly invoices.

i. The Vendor shall not impose a restocking fee for any returned items provided that one (1) of the following reasons are met:

i. Item(s) returned that were damaged upon receipt

ii. Incorrect product shipped by Vendor

iii. Product with quality issues

iv. Product that fails State testing

v. Duplicated shipments by Vendor

vi. Outdated Product

vii. Recalled Product

viii. Customer service order entry error by Vendor

ix. Product returned within 30 days of delivery

x. Product that is returned, but exchanged for other inventory/product

Restocking fees, for all other reasons, can be no greater than ten (10) percent of the value of the items to be restocked.

14. Invoicing - Vendor(s) are to issue a single invoice per purchase order to each Contract User monthly for products delivered to the State. Invoices shall be itemized as follows:

a. Date of Invoice

b. Invoice Number

c. Order Number

d. Purchase Order Number

e. Date of Delivery

f. Contract Usern a m e

g. Agency/Entity Name

h. Line- I t em Requirements for each product ordered:

i. Product Description

ii. Quantity Purchased

iii. Unit of Measure

iv. Unit Price (pre-spot buy promotional price)

v. Spot Buy Price

vi. Extended Price (Quantity x Spot Buy Price)

i. Delivery Location

j. Drayage/Delivery Charges

k. Invoice Total

All invoices will be reconciled by the ordering entity with the spot buy offer, packing slip and completed order, any discrepancies or lack of a clear audit trail can cause a delay in processing and issuance of related payment.

Please include a sample invoice with your response.

15. Insurance -The State of Rhode Island requires the Vendor maintain sufficient insurance coverage throughout the contract lifecycle. Insurance requirements for this solicitation can be found in the General Requirements section of the bid.

1. Proposal - Vendor Qualification

SECTION D: EVALUATION AND SELECTION - SOLICITATION SPECIFIC

Proposals shall be reviewed by the Division of Purchases on a “Pass/Fail” basis. All criteria must receive a “Pass” determination for a vendor’s potential inclusion on the resulting OE MPA’s qualified vendor list. Any criteria with a “Fail” determination will not be reviewed further and the vendor will be dropped from consideration.

Please enter/attach all information with the enclosed Open Enrollment – Vendor Assessment Form. Proposals shall be reviewed and scored based upon the following criteria:

Criteria

Pass/Fail

Licensing - Provide a copy of your current food distribution license issued by your State. Pass/Fail

Resume - Provide a resume that describes vendor’s qualifications, experience and list of non-perishable food products to distribute.

References - Provide a list of a minimum of three (3) relevant client references, to include client names, addresses, contact names with emails and phone numbers, dates of service and type of non-perishable foods provided.

Overall Pass/Fail Pass/Fail

NOTE: See the “Requirements” tab of this solicitation for additional information on the evaluation and selection process in the “OE Standard Specifications- Vendor Qualification Assessment” section.