Non-Refrigerated Juice Bid Specifications FY16-04~1.doc

COMMONWEALTH OF MASSACHUSETTS

Purchasing Department

HAMPSHIRE SHERIFF’S OFFICE

205 Rocky Hill Road

Northampton, MA 01060

REQUEST FOR RESPONSE (RFR)

HSD FY16-04

FOR

Non-Refrigerated Juice with Dispensers

CONTACT PERSON:

Tammy Coe, Purchasing Agent

Telephone: (413) 582-7725

Fax: (413) 582-7795

E-Mail: Tammy.Coe@hsd.state.ma.us

Table of Contents

Procurement Calendar

1. Purpose of Procurement

2. Acquisition Method

3. Contract Award

4. Total Anticipated Contract Duration

5. Anticipated Expenditures

6. Contract Performance and Business Specifications

7. Contract Negotiation and Award

8. Performance Specifications

9. Performance Measurements

10. Certificate of Insurance

11. Submission Instructions

12. Questions

13. Required Forms

PROCUREMENT CALENDAR

Release of RFR on COMMBUYS:

September 18, 2015

11:00 AM

Written Questions due:

September 25, 2015

Answers posted to Comm-PASS (est.):

September 28, 2015 Bidder Responses Due:

October 2, 2015

Contract Execution (estimated):

October 9, 2015 Contract Start Date (estimated):

October 17, 2015

1. Purpose of Procurement The Hampshire Sheriff’s Office is seeking bids from interested bidders to furnish the Jail and House of Correction with Non-Refrigerated juice with dispensers. Bidders shall carefully examine the entire RFR and any addenda thereto, and all related materials and data referenced in the RFR or otherwise available, and shall become fully aware of the nature and the conditions to be encountered in performing the services. Bidders are advised to read all sections of this RFR (The most recent version posted on CommBuys.com prior to the Deadline) prior to submitting a proposal.

2. Acquisition Method The products purchased from the Non-Refrigerated Juice Contract will be purchased outright by the Hampshire Sheriff's Office.

3. Contract Award The Hampshire Sheriff’s Office seeks one contractor for this contract. The Hampshire Sheriff's Office reserves the right to re-open the procurement to add additional contractors at any time during the life of the contract, to meet the needs of the Hampshire Sheriff’s Office.

4. Total Anticipated Contract Duration The initial duration of the contract will be one (1) year. There will be three (3) options to renew the contract for up to one (1) year per option. At the time of any renewals, the Hampshire Sheriff’s Office and the contractor(s) will negotiate any changes to the performance.

5. Anticipated Expenditures and Usage Estimated expenditures are approximately $85,000 for the four year period. This information is based on historical data. Total expenditures will depend upon actual usage. Estimated usage is approximately 220 gallons per month. 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. Contract Performance and Business Specifications

Prices: Bidders must submit a fixed delivered price for each item bid on the attached bid sheet, as well as available flavors. PLEASE PRINT CLEARLY. Bidder’s items must meet item specifications and pack size requirements. Bidder’s prices will be held firm for one year from date of contract execution. Contract can then be renewed for three (3) additional one year periods at the sole discretion of the Hampshire Sheriff's Office. A price increase not to exceed 10% may be requested by the contractor at the time of renewal. However, this request must be accompanied by documentation to support price increase incurred by the contractor equal to the same percentage being requested. Documentation such as a letter from the manufacturer announcing the increase would be acceptable. 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.

Product Specifications: Bidders must submit product specification sheets with bid response for each proposed product to include nutritional content.

· No refrigeration required

· No glass bottles or tin cans

· No hand mixing required

· Product can be kept at room temperature

· Product does not have to thaw

· Hermetically sealed

· ALL PRODUCT must be Vitamin C fortified and have a shelf life of a minimum of 120 days

· A mix that is sugar free must be made available in at least two flavor selections and have a shelf life of six (6) months

· Product will have a dispensing ratio of AT LEAST 1 oz to 5 oz of water Equipment Specifications:

· Equipment for two locations in the facility. All systems are bag in box and will include all necessary lines, fittings, regulators, and pumps for installation

· Refrigerated counter top dispenser for five flavor valves, one of which will be designated for straight water

· No carbon dioxide used for equipment operation

· Equipment and service will be provided at no charge

· Service must be provided 24 hours a day, 365 days a year

· Contractor will keep all units in good appearance and good working condition at all times. Good appearance and good working condition will be at the sole discretion of the Hampshire Sheriff's Office

· Units will have preventative maintenance scheduled/performed every January and July and/or as needed (service calls WILL NOT be considered as fulfillment of preventative maintenance) and any unit that cannot be maintained at an acceptable level must be replaced by one that can Change in Terms of Request for Response or Bidder’s Response:

The Hampshire Sheriff's Office reserves the right to modify, adjust and negotiate performance terms and conditions identified under the RFR or in a bidder’s response at any time during the period of this RFR and the Contract in order to achieve “best value” for the Hampshire Sheriff’s Office. The Hampshire Sheriff's Office reserves the right to amend the Contract at any time to reflect changes in the industry, laws, regulations or policy or the needs of the Hampshire Sheriff’s Office. The Contractor may opt to be taken off the Contract if they do not agree to any Contract amendments.

Response Evaluation:

No responses received after the deadline will be considered for award. The Non-Refrigerated Juice Contract will be awarded to the most responsive bidder that offers the best value. The best value will be determined by using an evaluation process. Bidders will be selected based upon their fulfillment of the qualifications listed in this RFR, the completion of all required forms as listed in the RFR and a determination by the Hampshire Sheriff's Office that contracting with the bidder will provide the “best value” to the Hampshire Sheriff’s Office. Responses that are not complete and accurate may be disqualified as non-responsive at the discretion of the Hampshire Sheriff's Office.

Qualifications:

Bidder Response Form #1 – Mandatory:

On Bidder Response Form #1, please fill in the requested information.

Bidder Response Form #2 - Mandatory:

Give a brief description of your experience.

Bidder Response Form #3 - Mandatory:

Prices will remain firm for the first year of the contract. Renewal prices will be negotiated by the Hampshire Sheriff’s Office and the contractor at the time of any renewal.

Bidder Response Form #4 – Mandatory:

The Bidder Response Form must be completed and returned with your submission in order to be considered responsive.

· Samples: If bidders would like to submit samples of products and/or offer any innovative products or packaging please state this in your response and you will be contacted to arrange a delivery time.

7. Contract Negotiation and Award The Hampshire Sheriff's Office reserves the right to negotiate performance terms and conditions identified in the RFR or a bidder's response at any time during the period of the RFR and the Contract. Award will be made upon determining the responsible and responsive bidder who offers the best value according to the specifications. The Hampshire Sheriff's Office reserves the right to accept or reject any and all bids as they deem to be in the best interest of the facility. Awards will be made by the Purchasing Agent and Institutional Chef. Companies bidding totally new or unfamiliar products should submit samples prior to the bid opening for evaluation. Awarded contractor shall maintain in effect all necessary and required insurance coverage’s related to their business and equipment as specified by state and/or local authorities. The awarded contractor must supply a CERTIFICATE OF INSURANCE listing liability and workers compensation coverage, through a company licensed to do business in the State of Massachusetts.

8. Performance Specifications Satisfactory performance under this contract will consist of the following:

Contract Oversight: The Hampshire Sheriff’s Office’s Purchasing Agent will provide management oversight. Alterations, substitutions or modifications to the contract must be approved by the Hampshire Sheriff's Office in advance of implementation or performance to insure that the day-to-day performance standards are in compliance with the terms and conditions of this Contract.

Account Manager: The Account Manager is the contractor’s staff person responsible for contract operation and administration. The Account Manager must respond in writing, unless instructed otherwise, to all complaints within 5 days. The Account Manager, upon request, will attend meetings at the Hampshire Sheriff's Office as requested. The Account Manager will be responsible for required reports and will serve as a liaison between the contractor and the Hampshire Sheriff's Office. The Hampshire Sheriff's Office reserves the right to require the contractor to relieve and replace the Account Manager from responsibility for this contract, if in it’s opinion, it is apparent that the Account Manager does not deliver work that conforms to the performance standards stated in this Contract or personality conflicts the Hampshire Sheriff's Office hinders effective progress on the work of the contract.

Quality Assurance: The contractor must monitor on a continuous basis, the quality of the products offered under this contract. The contractor must have a self-inspection system that monitors, identifies and corrects any deficiencies that may occur in the quality of the products furnished to the Hampshire Sheriff’s Office Ordering & Delivery: All orders are placed directly between the Institutional Chef and awarded bidder. The awarded company must be capable of fulfilling orders when placed by the Institutional Chef.

NOTE: Compliance with this delivery schedule is of utmost importance. Failure to meet the designated delivery time, as stated on the information sheets, shall constitute a material breach of contract. Repeated failure to meet delivery times shall entitle the Hampshire Sheriff's Office to terminate the contract.

Orders must be delivered within one (1) business day after receipt of order, unless a particular day of the week has been prearranged by the receiving area. NO BACKORDERS WILL BE ALLOWED.

Other delivery requirements: Contractor may be asked to deliver products outside the established delivery schedule to respond to emergency situations.

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. DELIVERES MUST BE AVAILABLE FIVE (5) DAYS PER WEEK, MONDAY THROUGH FRIDAY AND RECEIVED BETWEEN 5 A.M. AND 11 A.M. ONLY.

Invoices: Invoices, if not submitted to the receiving department at the time of delivery, should be sent to the Finance Office, Hampshire Sheriff's Office, P.O. Box 7000, Northampton, MA 01061-7000.

If possible, email invoices to Accounts Payable at Cecilia.Nichols@hsd.state.ma.us

9. Performance Measurements Contractor will be required to demonstrate satisfactory performance under this contract through periodic review by the Hampshire Sheriff's Office. Contractor must resolve complaints of non-compliance with the above cited performance specifications within thirty (30) days. Substantiated, unresolved and recurring contract complaints may result in contract termination, may be used to determine whether to renew the contract, and may be used in future contract evaluations.

10. 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 expenses 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.

11. Submission Instructions

Bidders must submit the Bidder Response Forms and Other Required Forms, as well as any documentation requested in the RFR. Bidders must submit all forms under the Forms & Terms Tab on the Comm-PASS website for this RFR. Responses (one original) are to be submitted in a sealed envelope and clearly marked “RFR HSD FY16-04 Non-Refrigerated Juice with Dispensers”, to Tammy Coe, Purchasing Agent, 205 Rocky Hill Road, Northampton, MA 01060. Responses that are not complete and accurate may be disqualified as non-responsive at the discretion of the Hampshire Sheriff's Office.

Deadline Date:

October 2, 2015 Deadline Time:

11:00 a.m. Eastern Standard Time

Late responses will not be considered for award.

12. Questions Written Questions may be submitted to the contact person by fax or email on or before 11:00 a.m. on September 25. 2015. Questions will be reviewed by the Hampshire Sheriff's Office. The Hampshire Sheriff's Office will prepare answers to questions and clarify any necessary items in the RFR. Answers to written questions will be posted on the COMMBUYS website under the Specifications tab of the RFR on or about September 28, 2015. No verbal questions will be allowed and phone calls will not be returned. If a bidder would like to visit the facility prior to submitting their bid, please contact Tammy Coe, 413-582-7725 to arrange a date and time.

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

Bidder Response Forms #1, 2, 3 and 4

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. 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. 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 the Standard Contract Form, the bidder certifies under the pains and penalties of perjury that it has submitted a response to this Bid that is the bidder’s offer as evidenced by the execution by the bidder’s authorized signatory, that the bidder’s response may be subject to negotiation, and that the terms of the bid, the bidder’s response and any negotiated terms shall be deemed accepted and included as part of the contract upon execution of the Standard Contract Form by the Hampshire Sheriff’s authorized signatory.

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 is an required form. If the Contractor does not yet receive payments electronically, the Contractor should complete the Authorization for EFT Payments Form. 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 Prompt Payment Discount is part of the Standard Contract Form. All bidders responding to this procurement are strongly encouraged to participate in the Commonwealth Prompt Payment Discount (PPD) initiative for receiving early and/or on-time payments. PPD benefits both contractors and the Commonwealth. Contractors benefit by increased, usable cash flow as a result of fast and efficient payments for commodities or services rendered. If two vendors offer the same bid price, then the prompt payment discount will be considered when awarding the contract. The Commonwealth benefits because contractors reduce the cost of products and services through the applied discount. Payments that are processed electronically can be tracked and verified through the Comptroller’s VendorWeb system.

Please Note: This is a single document associated with a complete Bid (also referred to as Solicitation) that can be found on � HYPERLINK "http://www.COMMBUYS.com" �www.COMMBUYS.com�. All Bidders are responsible for reviewing and adhering to all information, forms and requirements for the entire Bid, which are all incorporated into the Bid. Bidders may also contact the COMMBUYS Helpdesk at � HYPERLINK "mailto:COMMBUYS@state.ma.us" �COMMBUYS@state.ma.us� or the COMMBUYS Helpline at 1-888-MA-STATE. The Helpline is staffed from 8:00 AM to 5:00 PM Monday through Friday Eastern Standard or Daylight time, as applicable, except on federal, state and Suffolk county holidays.

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