Purchase_of_Various_Meats_and_Meat_Products.pdf

County of Orange, Sheriff-Coroner

Invitation for Bid for Purchase of Various Meats and Meat Products

IFB # 060-2858105-MB

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/ocgov

COUNTY OF ORANGE

Sheriff-Coroner

PROCUREMENT SERVICES

320 N. Flower Street, Santa Ana, CA 92703

Santa Ana, CA

92703

Date: Friday, July 11, 2025

INVITATION FOR BIDS

FOR: PURCHASE OF VARIOUS MEATS AND MEAT PRODUCTS

BID MUST BE RECEIVED BEFORE:

July 25, 2025 / 4:00 pm

IFB # 060-2858105-MB

Procurement Services Regular Office Hours:

8:00 AM to 5:00 PM

Monday through Friday

The office is closed between 12:00 PM and 1:00 PM

Table Of Contents

1. Summary & Background

2. General Information

3. General Instructions

4. Scope of Work

5. OCLSB and DVBE Preference Policies Certification Requirements

6. Electronic Fund Transfer (EFT)

7. Pricing

8. Vendor Responses

Attachments:

C - Model Contract - Meat Products

SECTION 1. Summary & Background

The County of Orange, Sheriff-Coroner, (hereinafter referred to as County) is requesting competitive bids from qualified vendors (hereinafter referred to as Bidder) for Purchase of Various Meats and Meat

Products. The awarded Contract, (hereinafter referred to as Contract) will be between the County and awarded Bidder, (hereinafter referred to as Contractor) in accordance with the model contract terms, conditions and scope of work. This is a fully electronic solicitation – only electronic bids submitted through the County’s online bidding system will be allowed; no other form of bid submittals will be accepted. Prior to submitting a bid, Bidders are advised to carefully read the instructions below, including the model contract and any solicitation attachments and/or exhibits.

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SECTION 2. General Information

2.1 IMPORTANT NOTICE

The County has attempted to provide all information available. It is the responsibility of each Bidder to review, evaluate, and, where necessary, request any clarification prior to submission of a bid. If any person contemplating submitting a bid in response to this IFB is in doubt as to the true meaning of any part of the solicitation documents attached hereto or finds discrepancies in or omissions from the specifications, they must submit a written request for clarification/interpretation to the County Deputy Purchasing Agency

(DPA) via the County’s online biding system.

2.2 COMMUNICATION

Bidders are not to contact other County personnel with any questions or clarifications concerning this

Invitation for Bid (IFB). County will provide all official communication concerning this IFB. Any County response relevant to this IFB other than through or approved by County is unauthorized and will be considered invalid.

County of Orange IFB

Sheriff-Coroner - Purchase of Various Meats and Meat Products, 060-2858105-MB

All questions regarding this IFB must be submitted via the County’s eProcurement Portal at:

https://procurement.opengov.com/portal/ocgov.

2.3 CLARIFICATION/INTERPRETATION

If clarification or interpretation of this solicitation is considered necessary by County, a written addendum shall be issued and the information will be posted on County’s online bid system. Any interpretation of, or correction to, this solicitation will be made only by addendum issued by the County DPA. All addenda will be submitted and posted on the County’s online bidding system. It is the responsibility of each Bidder to periodically check the County’s online biding system to ensure that they have received and reviewed any and all addenda to this solicitation. The County will not be responsible for any other explanations, corrections to, or interpretations of the documents, including any oral information.

All questions or requests for interpretation must be received by Friday, July 18, 2025 before 5:00 pm.

2.4 BID VALIDITY

Bids will be valid for a period of 365 days after IFB closing date.

2.5 IMPORTANT DATES

These dates only apply to IFB # 060-2858105-MB

IFB Post Date: July 11, 2025

Question Submission Deadline: July 18, 2025, 5:00pm

Electronic Bids & Bid Security Due Before: July 25, 2025, 4:00pm

2.6 LOBBYISTS

County of Orange does not require and neither encourages or discourages the use of lobbyists or other consultants for the purpose of securing business.

ORANGE COUNTY BOARD OF SUPERVISORS

AND COUNTY AGENCY OFFICERS

Board of Supervisors

Janet Nguyen, First District Vicente Sarmiento, Second District

Donald P. Wagner, Chairman, Third District Doug Chaffee, Vice Chairman, Fourth District

Katrina Foley, Fifth District

County Agency Officers

Claude Parrish, Assessor Hugh Nguyen, Clerk-Recorder

Todd Spitzer, District Attorney-Public Administrator Don Barnes, Sheriff-Coroner

Shari L. Freidenrich, Treasurer-Tax Collector Andrew Hamilton, Auditor-Controller

SECTION 3. General Instructions

3.1 REVIEW

Before submitting a bid, Bidders shall carefully review the General Instructions and examine the solicitation contents, including the Model Contract Terms, Conditions and Scope of Work. Bidders shall include in their bid response a monetary sum to cover the cost of all items included in the Contract. The Model

Contract contained in this solicitation is the Contract proposed for execution. Upon award, awarded Bidder will be required to sign and submit Contract for execution.

3.2 RESPONSIVENESS

Responsive bids shall include completed submittals/attachments provided in the .

3.3 BID SUBMISSION

Electronic Bids shall be submitted via the County’s online bidding system via the following link https://procurement.opengov.com/portal/ocgov. All required sections of the IFB as listed above, must be submitted via the County’s eProurement Portal. Bidder is solely responsible for “on time” submission of their electronic bid. The County will not accept late bids and no exceptions shall be made. County will only receive those bids that were transmitted successfully.

Note: Electronic Bids cannot be viewed by County until after the IFB deadline. If you encounter any problems with your registration, system, bid submission, or other system issues please contact OpenGov’s support staff via the live chat option or via email at procurement-support@opengov.com.

3.4 AWARD

Upon recommendation of Contract award, Bidder will be required to submit the following documents within seven (7) days of County notification, unless otherwise specified in the solicitation:

A. Insurance: Certificate(s) of Insurance, including additional Insured Endorsement(s); refer to Model

Contract, Article O-Insurance

B. W-9 Form: Current signed W-9 (Taxpayer ID No & Certification), which includes Contractor’s

Legal Business Name(s). Out of State Vendors may be required to submit a 587/590 Form.

3.5 PRICING

A. Bid Prices: The bid prices quoted on this solicitation shall be firm for the entire contract term of the awarded Contract.

B. Addenda: Bid prices offered shall reflect all addenda issued by County.

C. Scope of Work: Bids shall be submitted only for the items and/or services as stated in the Scope of Work, Attachment A of Model Contract; bids for other than the items and/or services listed will not be considered.

D. Firm Prices: The County will only consider firm price bids.

mailto:procurement-support@opengov.com

E. Profit: The net amount of profit will remain firm for the entire term of the Contract. Contract adjustments which increase Contractor’s profit will not be allowed.

F. Price Decreases: All price/rate decreases will automatically be extended to the County. Please reference Paragraph – Price Increase/Decrease provision for additional information.

G. Acceptance: Bids must be provided for each item separately, “all-or-none” bids will not be accepted unless in the best interest of the County.

3.6 NO SUBSTITUTIONS

The bidder is required to meet all specifications and requirements contained in this solicitation. No substitutions will be accepted, unless prior County written approval is received.

3.7 DISCREPANCIES

Bidder shall take all responsibility for any errors or omissions in their bids. Any discrepancies in numbers or calculations shall be interpreted to reflect the lowest price to the County.

If prior to contract award, a Bidder discovers a mistake in their bid which renders the Bidder unwilling to perform under any resulting contract, the Bidder must immediately notify the buyer and request to withdraw the bid. It shall be solely within the County's discretion as to whether withdrawal will be permitted. If the solicitation contemplated evaluation and award of "all or none" of the items, then any withdrawal must be for the entire bid. If the solicitation provided for evaluation and award on a line item or combination of items basis, the County may consider permitting withdrawal of specific line item(s) or combination of items.

3.8 BID EXPENSES

The County shall not be liable for any expenses incurred by potential Contractors in the preparation or submission of their bids. Pre-contractual expenses are not to be included in the Contractor’s Pricing Sheet.

Pre-contractual expenses are defined as, including but not limited to, expenses incurred by Bidder in:

A. Preparing its bid in response to this IFB.

B. Submitting that bid to the County.

C. Negotiating with the County any matter related to the bid; and, D. Any other expenses incurred by the Bidder prior to the date of the award and execution, if any, of the Contract.

3.9 PROTESTS

In the event a Bidder believes that County’s solicitation is unfairly restrictive or ambiguous or contains conflicting provisions or the Bidder believes that any resulting Contract would be commercially impractical to perform, the Bidder must file a written protest with the County DPA at mbarreto@ocsheriff.gov.

A. Procedure All protests shall be typed under the protester’s letterhead and submitted in accordance with the provisions stated herein. All protests shall include at a minimum the following information:

1. The name, address and telephone number of the protester.

2. The signature of the protester or the protester’s representative.

3. The solicitation or contract number.

4. A detailed statement of the legal and/or factual grounds for the protest; and

5. The form of relief requested.

B. Protest of Bid Specifications:

1. All protests related to bid specifications must be submitted to the County DPA no later than five (5) business days prior to the close of the bid. Protests received after the five (5) business day deadline will not be considered by the County.

2. In the event the protest of specifications is denied, and the protester wishes to continue in the solicitation process, they must still submit a bid prior to the close of the solicitation in accordance with the bid submittal procedures provided in the bid.

C. Protest of Award of Contract:

In protests related to the award of a contract, the protest must be submitted no later than five (5) business days after the notice of the proposed contract award is provided by the County

DPA. Protests relating to a proposed contract award which are received after the five (5) business day deadline will not be considered by the County.

1. Protest Process

a. In the event of a timely protest, the County shall not proceed with the solicitation or award of the contract until the County DPA, the County Procurement Officer or the Procurement

Appeals Board renders a decision on the protest.

b. Upon receipt of a timely protest, the County DPA will within ten (10) business days of the receipt of the protest, issue a decision in writing which shall state the reasons for the actions taken.

c. The County may, after providing written justification to be included in the procurement file, make the determination that an immediate award of the contract is necessary to protect the substantial interests of the County. The award of a contract shall in no way compromise the protester’s right to the protest procedures outlined herein.

d. If the protester disagrees with the decision of the County DPA, the protestor may submit a written notice to the Office of the County Procurement Officer requesting an appeal to the

Procurement Appeals Board, in accordance with the process stated below.

B. Appeal Process

A. If the protester wishes to appeal the decision of the County DPA, the protester must submit, within three (3) business days from receipt of the County DPA’s decision, a written appeal to:

Email: CPOAppeals@ocgov.com

Or

County of Orange/County Procurement Office

400 West Civic Center Drive, 5th Floor

Santa Ana, CA 92701

B. Within fifteen (15) business days, the County Procurement Officer will review all materials in connection with the grievance, assess the merits of the protest and provide a mailto:CPOAppeals@ocgov.com written determination that shall contain his or her decision on whether the protest shall be forwarded to the Procurement Appeals Board.

C. The decision of the County Procurement Officer on whether to allow the appeal to go forward will be final and there shall be no right to any administrative appeals of this decision.

3.10 ACCEPTANCE/REJECTION/AWARD

A. Bids submitted in response to this IFB may become subject to public disclosure under the California

Public Records Act, and other applicable law. The County shall not be liable in any way for disclosure of any such records. Additionally, all bids shall become the property of the County.

B. The lowest responsive, responsible Bidder will be recommended for contract award.

C. Bids will be reviewed by the County for responsiveness to all requirements. The County has the right to reject any bid deemed unresponsive or lacking the resources or experience to adequately perform the services described herein.

D. Only those responsible, responsive bids meeting all solicitation requirements and specifications shall be further reviewed for consideration for award. Award shall be based on the lowest, responsive, responsible bid.

E. Please take notice, non-acceptance of the County of Orange terms and conditions, incorporated in model contract, may deem a bid non-responsive. County may not accept any other terms, conditions, or provisions contrary to those contained within this solicitation.

F. Final award determination shall be based upon the lowest responsive, responsible bid, and may also include a review of Bidder’s ability to meet the requirements and perform the services specified in this solicitation; Bidder’s references and past performance; and Bidder’s acceptance of County of

Orange terms and conditions. In addition, County reserves the right to verify and validate any information prior to Contract Award and during the entire term of the Contract.

G. By submitting a response to this solicitation, Bidders agree to accept the decision of the County

DPA as final.

H. Awarded Bidder will be required to sign a contract upon award. If Bidder is a corporation, signature will be provided in accordance with the corporation’s code as specified in this solicitation.

3.11 RIGHTS RESERVED TO COUNTY

The County reserves the right to:

A. Waive, at its discretion, any irregularity or informality, which County deems correctable or otherwise not warranting rejection of the bid.

B. County reserves the right, at its sole discretion, to make multiple awards to Bidders for services requested in this solicitation.

C. Accept or reject in whole or in part any or all bids received as a result of this solicitation at its sole discretion and to solicit for new bids, as the best interest of the County may require.

D. Negotiate the final Contract with the lowest, responsive and responsible Bidder or Bidders as necessary to serve the best interests of the County.

E. Withdraw or cancel in part or in its entirety this solicitation at any time without prior notice and furthermore makes no representation that any contract will be awarded to any Bidder responding to this solicitation.

F. Award its total requirements to one Bidder or to apportion those requirements among two or more

Bidders as the County may deem to be in its best interests; therefore, bids must be provided for each item separately; “all-or-none” bids will not be accepted unless in the best interest of the

County.

3.12 JOINT BIDS

Where two or more Bidders desire to submit a single bid in response to a solicitation, they must do so on a prime/subcontractor basis rather than as a joint venture. The County intends to contract with a single firm or multiple firms, but not with multiple firms doing business as a joint venture.

3.13 UNFAIR PRACTICES AND OTHER LAWS

Bidder warrants that its bid complies with the Unfair Practices Act (Business and Professions Code Section

17000 et seq.) and all applicable County, State and Federal laws and regulations.

3.14 INDEPENDENCE OF BID

By submitting a bid, Bidder swears under penalty of perjury that it did not conspire with any other supplier to set prices in violation of anti-trust laws.

3.15 AMERICANS WITH DISABILITY ACT (ADA)

To comply with the non-discrimination requirements of the ADA, it is the policy of the County to make every effort to ensure that its programs, activities and services are available to all persons, including persons with disabilities. For persons with a disability needing a reasonable modification to participate in the procurement process, or for persons having questions regarding reasonable modifications for the procurement process, you must contact the buyer listed in the solicitation.

3.16 DUNS NUMBER

The County requires a valid D-U-N-S number prior to Contract Award. If needed, your company may obtain one at no cost at www.dnb.com. If you are unable to provide/obtain a D-U-N-S number, please indicate so in your bid submission response.

3.17 UNIQUE ENTITY IDENTIFIER NUMBER (UEI)

The County requires a valid UEI number prior to Contract Award of Human Services. If needed, your company may obtain one at no cost at www.usfcr.com. If you are unable to provide/obtain a UEI number, please indicate so in your bid submission response.

SECTION 4. Scope of Work

4.1 SPECIFIC BID REQUIREMENTS

Contractor shall have a location with 100 mile radius of the County of Orange Jail Facilities.

a) Price shall include deliveries to all locations listed within. Ordering cycle may range from weekly to bi-monthly.

b) Contractor may not request minimum quantity or value orders. Minimum order limitation is not acceptable to the County of Orange.

c) Contractor shall insure application of an existing return and /or exchange policy, consistent with conventional retail sales. Contractor shall accept returns of products in full cases.

d) All Contractors processing products listed on this Contract must have premises under inspection and be in compliance with the Health Department, Food Sanitation and Consumer Protection Division. The

County may require copies of current health permits.

e) Any changes to Contract Attachment B in regards to the brand/label, unit case size or price shall be made in writing by the Contractor to the using department and Sheriff’s purchasing. A minimum of 30-days advance notice is required to secure such adjustments and modifications to the contract.

f) Further Processed Meats or Cured Meats: Brand label and IMPS will be equal weighing factors when determining an acceptable product at receiving point.

g) Standardized Sub-Primo and Portion Cut Meats including “IMPS Series 700 or all other variety type meats: USDA’s IMPS will be the dominating weighing factor opposed to label brand and/or packer in determining an acceptable product at receiving point.

h) Please be aware that OCSD Food Services will review their current menu at times and may reduce or increase the need for some of the beef products. OCSD Food Services will notify the Contractor via email prior to making any changes to the weekly meat orders.

i) All Contractors supplying the product to be handled, packaged or pre-packaged in any way must have a valid USDA number and be in full compliance with USDA regulations. All Contractors for these products must apply their USDA number(s) with their bid.

j) All Contractors supplying pre-packaged/fully processed product must not re-package or re-handle product in any way. Product must be delivered in its original pack/box/package and be clearly identified with the producer/packer’s name and USDA log number and all required markings. Contractor(s) providing these products only, are not required to provide USDA numbers with their bids.

k) Contractor shall produce large quantities of meats in advance from producers and/or packers based on

County’s approximate usage. Contractor shall clearly identify restrictions of any kind of the producers, packers and/or suppliers, i.e. minimum order requirements, shelf life limitations, etc.

l) Contractor shall clearly identify label/brand (in space provided) for all further processed meats also known as cured meats products/items.

m) Standardized Sub-Primo and portion cut meats including “IMPS” Series 700, all other variety type meat products will be bid per USDA IMPS number and the processor, or packer will be identified in the space provided for label/brand.

n) All meat products and Low Sodium Meat products are to have an ingredient label and nutrition label.

4.2 ABBREVIATION OF TERMINOLOGY:

4.3 USDA REGULATIONS:

a) All meat and meat products shall originate from animals slaughtered in establishments regularly operated under the MPIO regulations of the FSIS or under a system of meat inspection approved by FSIS.

In addition, all meats and meat products shall be processed in establishments also meeting these regulation requirements.

b) All meat and meat products purchased under this agreement shall be processed in premises inspected by the USDA and the Health Department Food Safety Inspection.

c) The USDA through its AMS develops and maintains the IMPS for meat products. Contractors will utilize these specifications for all meats and meat products delivered to the County of Orange.

d) All meat purchased under this contract shall be marked in accordance with USDA General

Requirements.

4.4 PACKING AND PACKAGING REQUIREMENTS:

a) All packing and packaging shall be in accordance with the USDA General Requirements. b) All products shall be packaged in new fiberboard boxes/containers acceptable by common or other carrier for safe transportation to point of delivery. c) Packaging must be free of stress due to humidity, storage, and refrigeration of handling, etc. All products shall be kept and stored in compliance with the Health

Department Food Sanitation and Consumer Protection. d) Containers shall be of a size to accommodate the product without slack, over-filling or bulging. No metal clips, wire, or metal devices of any kind shall be used on bags, casting or package closure. e) No container shall exceed seventy (70) pounds unless the weight of the individual unit exceeds seventy (70) pounds. f) All Meat purchased under this Contract must be marked in accordance with USDA General Requirements.

4.5 MARKING OF SHIPPING CONTAINER REQUIREMENTS:

a) All marking materials shall be flat, water fast, non-smearing, be legible and provide a definite contrast upon the surface of the container.

b) Master container, box/crate/package, will be clearly identified with processor, packer and/or brand name (if different), type or true name of product, description, weight, production/processing date, point of origin of product and all pertinent/ applicable information.

4.6 USAGE:

a) Quantity usage as listed on Attachment B are approximate, there are no guarantees of usage.

b) Increase and/or decrease of usage may occur due to: Unscheduled but necessary menu changes

Change in inmate population “Opportunity Purchase” which are products offered to the County at a greatly reduced cost for quick sale, etc.

4.7 QUALITY ASSURANCE:

a) Contractor shall be responsible for quality control on product shipped against this Contract.

b) Product will show no evidence of freezing, defrosting and/or mishandling: product shall be free of any

“off” or foreign odors to meat, rancidity, mold and other deterioration or damage.

c) Products shall reflect the appropriate style, shape, weight range, curing, skinning, boning, defatting, smoking, cooking, packaging, packing, and state of refrigeration as specified and applicable.

d) Products shall have appropriate shelf life/longevity as stated in paragraph 11, SHELF LIFE.

4.8 SPECIFICATIONS:

a) Product listed on Attachment B, Compensation and Pricing Provisions, will conform exactly to the

IMPS issued by the USDA through its AMS division. Contractor will utilize and abide by these specifications for all meats and meat products delivered to the County of Orange. County of Orange MA-

060-21010140 Page 20 of 28 Sheriff-Coroner Department Purchase of Various Meats and Meat Products

File No.: C028545

b) Product delivered which does not conform completely to the USDA’s IMPS will be refused and/or returned at Contractor’s expense.

4.9 LABEL/BRAND:

a) Contractor shall clearly identify label/brand (in space provided) for all further processed meats also known as cured meats products/items.

b) Standardized Sub-Primo and portion cut meats including “IMPS” Series 700 or all other variety type meat products will be bid per USDA IMPS number and the processor or packer will be identified in space provided for label/brand.

c) All Meat products, Low Sodium Meat products are to have an ingredient label and nutrition label accompanying when supplied.

d) Processed meats also known as cured meat product/item, i.e. ham, sausage, lunch meat, bologna, etc., listed on Attachment B with specified brand/label are products that have been evaluated and/or tested by the County users and determined to be satisfactory, acceptable or approved product. Only approved product label/brand will be considered.

4.10 NEW (NON-APPROVED) PRODUCT LABEL/BRAND:

Contractor wishing to introduce a new label/brand product/item to the County shall follow these procedures.

a) Contractors are welcome and encouraged to suggest/introduce the County to new non-approved

“Brand” by inputting/entering suggested “Brand” in space provided under each item.

b) If the County is considering “Brand” suggested, then the buyer may contact the proposing vendor for sample and complete specifications of suggested product. The County shall require sample and complete specifications of suggested product. Sample product(s) shall be at no cost to the County.

c) Contractors may also contact buyer with basic information on proposed product(s). Buyer shall instruct/direct the Contractor to where the proposed product sample can be delivered for evaluation by

County. (Sample product(s) shall be at no cost to the County.)

d) Sample of proposed product(s) shall be accompanied by all identification labels with full product description, ingredients label and all pertinent information, i.e. portion size, pack size, number of pounds per case, label/brand, etc.

e) Upon completion of product evaluation and/or testing, County using Department shall send a brief memo to buyer with test results; satisfactory or unsatisfactory. Memo shall include product provenance and be accompanied by all applicable information.

f) Contractor shall be ultimately and solely responsible to follow-up on the testing result of the proposed product with the user and insuring that the buyer is informed

4.11 SHELF LIFE:

a) All products shall show the production/processing date and shall be delivered no later than specified time shown below, according to state of product, chilled or frozen.

b) Fresh Chilled meats shall be delivered no later than twelve (12) days from production/processing date.

c) Cured Chilled meats i.e. bologna, salami, etc. shall be delivered no later than thirty (30) days from production/processing date.

d) Frozen meats shall be delivered no later than one-hundred eighty (180) days from production/processing date.

e) Exception: wieners, turkey items shall be delivered no later than six (6) months from the date of production/processing.

4.12 FROZEN AND CHILLED:

a) All products specified as frozen must be kept in frozen state, never been thawed or show any sign of thawing. Contactor shall ensure product is placed into a freezer capable of maintaining an ambient temperature of 0 °F (-17.8 °C) or lower, and internal temperature of product must be maintained until final delivery destination. The finding of any product or individual box showing County of Orange MA-

060-21010140 Page 21 of 28 Sheriff-Coroner Department Purchase of Various Meats and Meat Products

File No.: C028545 evidence of deterioration due to mishandling, thawing and/or re-freezing, freezer burn, obvious deviation from specifications and/or requirements, may cause rejection of the lot or whole order.

b) All products specified as chilled must not be frozen, never been frozen or thawed, or show any evidence of freezing or defrosting. Contractor shall ensure that all chilled products are processed and stored in refrigerated room that is adequate to maintain product in excellent condition until time of delivery.

c) Contractor shall be responsible for delivering the product at a temperature not less than 28 °F (-1.1 °C) or higher than 40 °F (4.4 °C), obvious deviation from specifications and/or requirements may cause rejection of the lot or whole order.

4.13 KOSHER/HALAL MEAT PRODUCTS:

a) Contractor shall provide County with a current Kosher and Halal certificate for the Kosher and or Halal meat prior to the bid award.

4.14 QUOTING, PRICING AND INVOICING:

a) Prices listed shall be per pound for items as listed on Attachment B and shall include deliveries to all locations as listed on Attachment A.

b) Prices shall include guarantee of full and complete compliance to USDA’s IMPS.

c) Prices shall include full product guarantee of freshness of consumability, meet all USDA specifications as well as all USDA and FSIS regulation requirements.

d) Invoiced prices shall be per the contract. Error and discrepancy are costly to the County and will not be tolerated.

e) Upon receipt of invoicing and/or monthly billing statement from the contractor, County shall process billing for payment via Auditor-Controller on a net 30-day from the time these are submitted. The

County’s ordering division must pre-approve any other payment arrangements.

4.15 DATE OF ORDER:

a) The County of Orange, Auditor-Controller will pay for product purchased during contract period only.

To prevent late or delayed payments, Contractor shall be responsible to clearly identify the date of the order on each invoice.

b) Date of order will take precedence over the date of delivery. The Contractor must clearly identify the order date on all invoices to the County. It is not the County’s intent to place an order for product delivery beyond the first seven (7) calendar days of any subsequent contract period.

4.16 DELIVERY REQUIREMENTS:

a) Delivery locations, receiving days and time listed below may occasionally be negotiated between the contractor and the users.

b) All deliveries shall be made in mechanically cryogenically refrigerated trucks. Refrigeration must be in continuous operation from shipping point to final destination and maintain product at a temperature that meets all USDA Regulations.

c) Emergency Deliveries – During the course of the contract the jail facilities may experience an unanticipated lockdown or inmates or other emergency situation. During this time sack meals are prepared for every meal. Delivery of extra lunchmeat or other meat product may become necessary to insure the inmates are fed in accordance with CA Title 15. The contractor will be notified by phone and/or email as soon as possible, should an additional delivery of lunchmeat or other meat product becomes necessary. Delivery of the additional meat will be expected within 24 to 48 hours of notification to the contractor by County.

4.17 ACCEPTANCE AND REJECTION:

a) Contractor shall establish such quality control measures as may be necessary to assure that products delivered will be in complete compliance with all applicable specifications, regulations and requirements as identified within.

b) Receiving facility shall review and examine each incoming delivery to ensure that temperatures, box markings, delivery dates and all other contractual or specification requirements are fully met. County of

Orange MA-060-21010140 Page 22 of 28 Sheriff-Coroner Department Purchase of Various Meats and

Meat Products File No.: C028545

c) Product acceptance or rejection shall be at the sole discretion of the County receiving facilities.

Receiving facility may reject a portion or the whole shipment may be rejected if determined not to be in complete and full compliance.

d) Any necessary replacement will be made within 24 hours at ultimate final destination (using County facility) at no additional cost to the County.

4.18 BACK ORDER/SHORT ORDER OF PRODUCTS:

a) Any product back ordered or short delivered by Contractor shall be re-delivered within 24 hours by special delivery to ultimate final destination (using County facility) at no additional cost to the County.

b) Packing slip/invoice shall reflect the exact quantity delivered. Back orders and short orders will be invoiced separately.

4.19 COMMUNICATION AND SUBSTITUTIONS:

a) Communication: Contractor shall talk/communicate directly with user on anticipated late delivery and/or minimal unanticipated inconsistency.

b) Substitution: Contractor shall notify the user and the buyer at Sheriff Purchasing as soon as possible of any necessary substitutions. Contractor must receive approval or concurrence from user in writing prior to delivery of product substitution or product shall be subject to rejection at receiving point.

c) Substitution Waiver: Substitute may be acceptable without approval for higher-grade product i.e.

Choice Grade in lieu of Select at no additional cost to the County.

4.20 UNLOADING OF PRODUCT:

a) Vehicle Securing: Contractor or its employee upon exiting the cab of the truck after entering the

County facility security area for product delivery will lock and keep the cab of the truck securely locked at all times while on facility security area.

b) Communication: Contractor or its employee shall keep communication with inmate workers to a strict minimum. No personal conversations are to take place between contractor or its employee and inmates.

Violation may subject Contract “Termination”.

c) Unloading of Product: The Contractor, its employee or delivery personnel will be required to make all necessary arrangements and /or precautions necessary to unload shipment and complete the delivery.

County employees and/or inmates workers shall NOT enter delivery vehicles or unload shipment to be received. Inside delivery to secured

4.21 LIST OF USERS, DELIVERY SITES AND DELIVERY SCHEDULES:

a) Delivery Instructions 1. Contractor shall make deliveries Monday through Friday.

2. No holiday or weekend deliveries shall be accepted.

3. County Observed Holidays:

b) Delivery Locations Contractor shall coordinate with County for deliveries to the Orange County

Sheriff-Coroner Department’s facilities listed below:

SECTION 5. OCLSB and DVBE Preference Policies Certification Requirements

County of Orange Local Small Business (OCLSB) Preference and Disabled Veteran Business

Enterprise (DVBE) Preference Policies Certification Requirements

5.1 OCLSB:

OCLSB: Effective January 1, 2020, County of Orange Board of Supervisors adopted the OCLSB

Preference policy. Implementation of the OCLSB Preference policy supports local businesses, the local economy and the development of the County’s tax base.

To be certified as a Local Small Business by the County of Orange, a business shall meet (1) and (2) below:

A. Local Business Requirements:

1. maintains their principal center of operations (i.e. headquarters) within Orange County, and:

2. has:

a. a business address located in the County of Orange that is not a post office box, or

b. a valid business license or certificate of occupancy issued by the County of Orange or by an Orange County city, or other documentation acceptable to the County of Orange.

B. Small Business Requirements:

1. Must be certified as a Small Business by the State of California Department of General

Services (DGS): and,

2. DGS Small Business requirements must be valid at the time of bid submittal.

5.2 DVBE:

Effective January 1, 2021, County of Orange Board of Supervisors adopted the DVBE Preference policy.

The DVBE Preference policy supports local business opportunity, economy and the development of

County’s tax base, and in addition recognizes the service and sacrifice given by the men and women of our Armed Forces.

To be certified as a Disabled Veteran Business Enterprise by the County of Orange, a business shall meet

(A) and (B) below:

A. Must be certified as a DVBE by the State of California Department of General Services (DGS);

and, B. DGS DVBE requirements must be valid at the time of bid submittal.

To participate as an OCLSB and/or DVBE please read and follow the process outlined in COUNTY OF

ORANGE LOCAL SMALL BUSINESS (OCLSB) AND DISABLED VETERAN BUSINESS

ENTERPRISE (DVBE) CERTIFICATION REQUIREMENTS in the VENDOR RESPONSES.

5.3 OCLSB/DVBE CERTIFICATION REQUIREMENTS:

County Of Orange Local Small Business (OCLSB) Preference And Disabled Veteran Business

Enterprise (DVBE) Certification Requirements

A. To participate as an OCLSB and/or DVBE the following requirements must be met:

1. Must be certified with State of California the Department of General Services (DGS) as a

Small Business - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

2. Must be certified with DGS as a DVBE - https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

3. maintains their principal center of operations (i.e. headquarters) within Orange County https://caleprocure.ca.gov/pages/sbdvbe-index.aspx https://caleprocure.ca.gov/pages/sbdvbe-index.aspx

4. Certification must be valid at the date/time solicitation is closed, and it shall remain in effect at the time of contract award. County reserves the right to verify and/or reject incomplete documents.

5. Complete and sign the Affirmation form attached herein. The signed Affirmation form and the OCLSB Certification are required and must be returned with the solicitation response

B. OCLSB or DVBE Preference provides for the following:

1. Invitation for Bid – IFB

A five percent (5%) deduction in the original bid price shall be applied to all confirmed

OCLSB or DVBE bidders for evaluation purposes. If the lowest bidder is a certified OCLSB or DVBE bidder, the contract will be awarded at the certified OCLSB or DVBE’s original bid price. The maximum allowable preference deduction is $100,000.

2. Request for Proposal - RFP

An additional five percent (5%) shall be applied to the tallied cost score of each certified

OCLSB or DVBE to obtain their final score. If the final score of any OCLSB or DVBE matches the final score of a non-OCLSB or non-DVBE, preference shall be given to the certified OCLSB. If two or more OCLSB or DVBEs have the same final score, the County shall determine the contract award based on the County’s best interest.

C. Dual OCLSB and DVBE Preference provides for the following:

1. Business Certified as OCLSB and DVBE

If a State-certified OCLSB is also a State-certified DVBE, the preference given to that business shall be 8% instead of 5%.

D. Subcontractors

If bidder is submitting subcontractors to qualify for the OCLSB or DVBE preference, bidder must demonstrate through the Staffing Plan that 20% of the total bid amount is allocated to the OCLSB and/or DVBE subcontractor(s).

*NOTE: DVBE PREFERENCE IS NOT APPLICABLE TO PUBLIC WORKS OR A-E

CONSTRUCTION PROJECTS.

SECTION 6. Electronic Fund Transfer (EFT)

If awarded, the County offers Bidder the option of receiving payment directly to its bank account via an

Electronic Fund Transfer (EFT) process in lieu of a check payment. Payment made via EFT shall also receive an Electronic Remittance Advice with the payment details via e-mail. An e-mail address shall need to be provided to County via an EFT Authorization Form. A copy of the EFT form is attached as an Exhibit to this solicitation.

SECTION 7. Pricing

Line Item Description Unit of

Measure Brand/Label Unit Cost No Bid

1 Turkey, Ground, No By-Products or skin, 80/20 white/dark OR 90% Lean, 2/10 lb. 20 lbs/box. Frozen

LB

2 Halal, Beef Patties, 40/4 oz, 10 lbs/case. Frozen

CS

3 Halal, Turkey Franks, 10:1 lb, 9 lbs/case. Frozen

CS

4 Kosher, Bologna, 160/2 oz, 20 lbs/case. Frozen

CS

5 Kosher, Beef/Chicken Salami, 160/2 oz, 20 lbs/case. Frozen

CS

6 BBQ Patty, Beef & Chicken, Pre-cooked, 213/3 oz, 40 lbs/case. Frozen

LB

7 Meatloaf, Processed Chicken, No By-

Products, Spices, 3 oz patty, wrapped in grease resistant paper, pre-cooked, 213/3 oz, 40 lbs/case. Frozen

LB

8 Sausage, Chicken Patty, 2 oz, no By-

Products, No Beef, Pre-cooked, 320/2 oz, 40 lbs/case. Frozen

LB

9 Hamburger, Pepper Patty, 3 oz, No

By-Products, Pre-Cooked, 213

Portions/Box, 40 lb/box. Frozen

LB

10 Low Sodium, Chicken Sausage, 5 to 1, 100/3.2 oz, 20 lbs/case.

LB

11 Sausage, Breakfast Patty, Beef, Ready to Cook, 2 oz, Halal. 64/2oz patties.

Halal Beef, Textured Soy Protein.

Uncooked. 8 lbs/case. Frozen

CS

12 Beef, Roast, Fully Cooked, Ends and

Pieces, 25 lbs/case.

LB

Line Item Description Unit of

Measure Brand/Label Unit Cost No Bid

13 Chicken Breast, Patties, Breaded, Breast & White Meat Only, No Skin or MSG, Pre-Cooked, 4oz Portion, Reduced Sodium. 160/4 oz, 40 lbs/case. Frozen

LB

14 Halal, Chicken Breast Patty, Breaded, 53/3 oz, 10 lb/cs. Frozen

CS

15 Diced Chicken, Fully Cooked, Reduced Sodium 30lbs/cs

CS

16 Turkey, White Meat Reduced Sodium

Deli Log, 2/9-10lbs, 19lbs/case.

Frozen

CS

17 Beef, Roast, Fully Cooked, Irregular

Sliced (8/5lb) 40LB/Case

LB

18 Turkey, Ground, No By-Products or skin, 80/20 white/dark OR 90% Lean, 20 LB/Box. Frozen

LB

19 Meatloaf, Processed Chicken with

Beef, No ByProducts, Spices, 3 oz patty, wrapped in grease resistant paper, pre-cooked. 6/5 30LB/Case.

Frozen

LB

20 Low Sodium, Chicken Sausage, 5 to 1.

150/3.2oz 30LB/Case

LB

21 Chicken Breast, Patties, Breaded, Breast & White Meat Only, No Skin or MSG, Pre-Cooked, 4oz Portion, Reduced Sodium. 20LB/Case. Frozen

LB

SECTION 8. Vendor Responses

8.1 BID VALIDITY: *

Bids will be valid for a period of 365 days after the solicitation closing date.

☐ Please confirm

*Response required

8.2 CONTRACTOR INFORMATION

8.2.1 Name of Bidder*

Please state the Name of Bidder here.

If Bidder is a corporation, the legal name of the corporation shall be set forth in this section as the Name of Bidder and the name, title, and person authorized to sign contracts on behalf of the corporation shall be stated as well.

If Bidder is a partnership or joint venture, the true name of the firm shall be set forth as the Name of

Bidder and the name of the partner authorized to sign contracts on behalf of the partnership or joint venture shall be stated as well.

If submittal of this bid or signature of any document submitted with this bid is by an agent other than an officer of a corporation or a member of a partnership, a Power of Attorney must be on file with County prior to Bid opening, or must be submitted with the Bid; otherwise, the Bid may be rejected as non-responsive. You may upload this power of attorney under Additional Information later in this bid response.

*Response required

8.3 COMPANY PROFILE & REFERENCES

8.3.1 Company Legal Name*

*Response required

8.3.2 Company Legal Status*

Please state the status here (Corporation, Partnership, Sole Proprietor, etc.)

*Response required

8.3.3 Active Licenses*

Please state all active licenses issued by the California State Contractor's License Board to the company whose legal name is above.

*Response required

8.3.4 Corporate Office Address*

What is the address of the company's corporate office? Please provide the full street/mailing address.

*Response required

8.3.5 Local Business Address(es)*

Please provide the local business address for the company named above. If there are multiple local addresses then please provide all.

• Full address:

• Telephone Number:

• E-mail Address:

8.3.6 Length of Time Firm Has Been In Business*

Please clearly state, in months and years, how long your firm has been in business.

*Response required

8.3.7 Length of Time At Current Location*

Please clearly state, in months and years, how long your firm has been in business at its current location.

*Response required

8.3.8 Regular Business Hours*

*Response required

8.3.9 Regular Holidays and Hours When Business Is Closed*

*Response required

8.3.10 Federal Taxpayer ID Number*

*Response required

8.3.11 DUNS Number*

Please provide your D-U-N-S Number

*Response required

8.3.12 Unique Entity Identifier Number (UEI)*

The County requires a valid UEI number with active registration status. Your company may obtain one at no cost at https://sam.gov/entity-registration.

*Response required

8.3.13 Are you registered, active, and in good standing with the California Secretary of

State?*

☐ Yes

☐ No

*Response required

8.3.14 Corporation?*

Is your firm incorporated?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.15 State of Incorporation?*

You have indicated that your firm is incorporated. Please provide the name of the State of

Incorporation.

*Response required

When equals "Yes"

8.3.16 Contract Signature Authority - Executive Signature*

https://sam.gov/entity-registration

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Executive Signer Authority comes from the President, Vice-President, or

Chairperson of the Board.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "Yes"

8.3.17 Contract Signature Authority - Financial Signature*

If incorporated, please provide the name, contact number, and email of the person who would provide this signature authority. The Financial Signer Authority comes from the Secretary, Assistant

Secretary, Chief Financial Officer, or Treasurer.

• Contact Full Name:

• Contact Number:

• E-mail Address:

*Response required

When equals "No"

8.3.18 Contract Signature Authority*

If not incorporated, please provide the name, contact number, and email of the person who has the binding and signature authority of this contract.

• Contact Full Name:

• Contact Title:

• Contact Number:

• E-mail Address:

*Response required

8.3.19 Sole Proprietor Under Different Name?*

Is your firm a sole proprietor doing business under a different name?

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.20 Sole Proprietor's Name*

You have indicated that your firm is a sole proprietorship doing business under a different name.

Please provide the sole proprietor's name and the name you are doing business under.

*Response required

8.3.21 Contact Person for Solicitation*

Please provide the following in relation to the point of contact for this solicitation:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.22 Project Manager*

Please provide the following regarding who will be your project manager for this project:

• Project Manager Full Name

• Project Manager Telephone Number

• Project Manager Email Address

*Response required

8.3.23 Contact Person for Accounting*

Please provide the following in relation to the point of contact for Accounting:

• Contact Person Full Name

• Contact Person Telephone Number

• Contact Person Email Address

*Response required

8.3.24 Emergency Contact*

In the event of an emergency of declared disaster, the following is required:

• Contact Person Full Name (during non-business hours)

• Contact Person Telephone/Cellphone Number

• Contact Person Email Address

*Response required

8.3.25 References*

Do you have letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

If you do not have letters you will be able to provide the same information electronically in the next question by answering "No" here.

☐ Yes

☐ No

*Response required

When equals "Yes"

8.3.26 References - Letters*

Please upload your letters from at least three references (not including County of Orange References) that include:

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Contact Email Address

• Telephone Number of Contact

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

*Response required

When equals "No"

8.3.27 References - Information*

Please provide the following information regarding at least three references (not including County of

Orange References):

• Reference Names

• Addresses of site where work was performed

• Contact Name

• Telephone Number of Contact

• Contact Email Address

• Contract Effective Dates

• Contract Amount

• Brief Contract Descriptions

The references will be contacted for verification, and these contacts must be current and able to respond promptly.

*Response required

8.4 BIDDER CERTIFICATION

8.4.1 Conflict of Interest*

Bidder must certify either Yes or No below:

Bidder certifies current/past financial, business or other relationship(s) with the County exist/existed as follows:

A. (Yes) Disclose any financial, business or other relationship with the County of Orange, any other entity that the Orange County Board of Supervisors governs*, or any Orange County Board member, officer or employee, which could affect or influence award of the contract for the services you propose to provide.

B. (No) Bidder certifies that no relationships exist/existed as outlined in item I above.

*Orange County Board of Supervisors govern: All Assessment Districts, All Community Facilities

Districts, All Reassessment Districts, Housing and Community Development Commission, Housing

Successor Agency to the Orange County Development Agency, In-Home Supportive Services Public

Authority, Industrial Development Authority For Orange County, Local Redevelopment Authority

Marine Corp Air Station (MCAS) El Toro, Orange County Financing Authority, Orange County

Flood Control District, Orange County Housing Authority, Orange County Housing Authority

Acting As the Housing Successor Agency, Orange County Public Financing Authority, Orange

County Special Financing Authority, South Orange County Public Financing Authority, and the

Successor…