RFB 1755 DCTS-25 Fresh Bakery Products.pdf

State of Wisconsin

Department of Health Services

Fresh Bakery Products

Request for Bid (RFB)

S-1755 DCTS-25

Event Number: 13609

Bids Due: April 22, 2025, 2:00 PM, CST

Procurement Manager: Robert Stanley

Date of Issue: April 8, 2025

S-1755 DCTS-25 Page 2 of 27

INSTRUCTIONS TO VENDORS

This Request for Bid (RFB) is organized to help you determine if this is a business opportunity for your company. The following document and attachments contain information regarding what the State intends to purchase, how pricing should appear, and the process you must follow in order to submit a response to the

RFB.

1. Review Section 1 - Introduction and Purpose to gain an understanding of what the State intends to purchase.

2. Review Section 2 - Vendor Qualifications to learn what a company needs in order to be qualified to bid. This may include a specific license, certification or years of experience.

3. Review Section 3 - Mandatory Required Specifications to learn more about the details of the commodity or service needed. Read this section carefully and determine if you are able to meet

ALL of the requirements. RFB requirements are mandatory and therefore if you cannot meet a requirement, it is likely that your bid will be disqualified unless no Vendor can meet an individual

RFB requirement.

4. The RFB provides instructions that describe the process you must follow to organize and submit your bid response. It also describes the process the State will use to determine the winning Vendor.

If you decide to bid, be sure to review the Bid Procedure and Instructions section and the Selection and Award Process section.

5. If you are still interested in competing for the State’s business, provide your best pricing on

Attachment A - Price Sheet, complete all the Required Forms and Documentation requested in

Section 7, and review the Contract Terms and Conditions provided in Section 4.

6. Remember that your bid response is expected to be complete and accurate. DO NOT substitute your own materials in lieu of what is asked for in the RFB and DO NOT alter any of the required forms or the Price Sheet. Fill out the Vendor Checklist in Attachment B to make sure you have included all of the required forms and documentation.

7. Please note that your RFB response must arrive at the proper location on or before the due date and time. Late bids will be rejected.

8. If you have any questions, contact the Procurement Manager identified in this RFB.

Thank you for your interest in providing commodities and/or services to the State.

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TABLE OF CONTENTS

TABLE OF CONTENTS

DEFINITIONS

1 INTRODUCTION AND PURPOSE

1.1 PURPOSE AND SCOPE OF THE REQUEST FOR BID

1.2 BACKGROUND/HISTORY

1.3 CONTRACT TERM

1.4 NUMBER OF CONTRACTS

1.5 PROCUREMENT MANAGER

1.6 VENDOR ESUPPLIER REGISTRATION

1.7 REASONABLE ACCOMMODATIONS

1.8 OTHER ELIGIBLE PARTIES

2 MINIMUM MANDATORY REQUIERMENTS

2.1 CERTIFICATIONS

2.2 FEDERAL REGULATIONS

2.3 FOOD SAFETY AND RECALLS

2.4 SERVICES PERFORMED IN THE UNITED STATES

3 CONTRACT DELIVERABLES

3.1 DELIVERY SPECIFICATIONS

3.2 EMERGENCY DELIVERIES

3.3 PRODUCT DELIVERABLES

3.4 ORDERING

3.5 PRODUCT SHORTAGES /REJECTED PRODUCT

3.6 REJECTED PRODUCTS

3.7 OVER-SHIPMENTS

3.8 ACCESS TO FACILITIES & INSIDE FACILITY DELIVERY

4 CONTRACT TERMS AND CONDITIONS

4.1 PRICE INCREASES

4.2 CALENDAR OF EVENTS

4.3 VENDOR QUESTIONS AND CLARIFICATIONS

4.4 BID RESPONSE ORGANIZATION, CONTENT, AND FORMAT

4.5 USE OF SUBCONTRACTOR(S)

4.6 ESUPPLIER SUBMITTAL

4.7 ALTERNATIVE BID SUBMITTALS

4.8 METHOD OF BID

4.9 MULTIPLE BIDS

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4.10 INCURRING COSTS

4.11 WITHDRAWAL OF BIDS

5 SELECTION AND AWARD PROCESS

5.1 BID OPENING

5.2 PRELIMINARY REVIEW AND ACCEPTANCE OF BID

5.3 METHOD OF AWARD

5.4 VENDOR REFERENCES

5.5 SUPPLIER DIVERSITY

5.6 INTENT TO AWARD NOTIFICATION

6 REQUIRED FORMS AND ADDITIONAL DOCUMENTATION

6.1 REQUIRED FORMS

6.2 DISCLOSURE STATEMENTS

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DEFINITIONS

For the purposes of this Request for Bid and resulting Contract(s), the following definitions of terms shall apply, unless otherwise indicated.

Agency, Department, or

DHS:

The Wisconsin Department of Health Services.

Authorized Users:

Any State Agency, University of Wisconsin campus, or other state or local public body authorized to use statewide contracts, as established in §§ 16.70 (1b), (1e), (2), (4) and (8),

16.73 and 66.0301 of the Wisconsin Statutes and § PRO-502 of the State Procurement

Manual.

Bid:

A price quotation specifically given to a prospective purchaser by a prospective seller; a Bid is an offer to sell.

Contract or Agreement:

The written agreement between the successful Vendor and the State covering the services to be performed pursuant to this RFB.

Contract Administrator:

The DHS employee responsible for the implementation, administration, and completion of the Contract.

Contract Manager:

The DHS employee responsible for oversight of the implementation, administration, and completion of the Contract.

Contractor:

Contractor means any individual or any legal entity, including its officers and directors, that submits bids or proposals for, or is awarded or may reasonably be expected to submit bids or proposals for or be awarded a department contract. Contractor includes any subcontractor of a contractor that conducts business with the department as an agent or representative of a contractor and any individual or legal entity that conducts business with the department as an agent or representative of a contractor.

Day: A calendar day, unless specifically identified as a business day.

Disabled Veteran-Owned

Business Enterprise (DVB):

A business that has been certified by the Wisconsin Department of Administration Supplier

Diversity Program as a Disabled Veteran-Owned Business Enterprise.

Minority Business Enterprise

(MBE):

A business that has been certified by the Wisconsin Department of Administration Supplier

Diversity Program as a Minority Business Enterprise under Comm. §§ 105.14, 105.21, or

105.23

Municipality:

Any county, city, village, town, school district, board of school directors, sewer district, drainage district, vocational, technical and adult education district, or any other public body having the authority to award public contracts (§ 16.70(8), Wis. Stats.).

Procurement Manager:

The Procuring Agency’s procurement specialist or other person responsible for overseeing and administering the procurement process for a Bid.

Procuring Agency: The Wisconsin Department of Health Services (DHS).

RFB: A Request for Bid.

State: The State of Wisconsin.

Subcontractor:

Subcontractor means a person or company that assumes by secondary contract some or all of the obligations of an original contractor.

Supplier:

The word “Supplier” shall herein have the same meaning and be equivalent to the word

“Contractor” as defined within this document.

http://nxt.legis.state.wi.us/nxt/gateway.dll?f=xhitlist$xhitlist_x=Advanced$xhitlist_vpc=first$xhitlist_xsl=querylink.xsl$xhitlist_sel=title;path;content-type;home-title$xhitlist_d=%7bcode%7d$xhitlist_q=%5bfield%20folio-destination-name:'Comm%20105.14'%5d$xhitlist_md=target-id=0-0-0-78701 http://nxt.legis.state.wi.us/nxt/gateway.dll?f=xhitlist$xhitlist_x=Advanced$xhitlist_vpc=first$xhitlist_xsl=querylink.xsl$xhitlist_sel=title;path;content-type;home-title$xhitlist_d=%7bcode%7d$xhitlist_q=%5bfield%20folio-destination-name:'Comm%20105.21'%5d$xhitlist_md=target-id=0-0-0-78715 http://nxt.legis.state.wi.us/nxt/gateway.dll?f=xhitlist$xhitlist_x=Advanced$xhitlist_vpc=first$xhitlist_xsl=querylink.xsl$xhitlist_sel=title;path;content-type;home-title$xhitlist_d=%7bcode%7d$xhitlist_q=%5bfield%20folio-destination-name:'Comm%20105.23'%5d$xhitlist_md=target-id=0-0-0-78719

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Vendor:

The word “Vendor” shall herein have the same meaning and be equivalent to the word

“Contractor” as defined within this document.

ATTACHMENTS TO THIS SOLICITATION:

Attachment A – Price Sheet

Attachment B – Vendor Checklist

Attachment C – Vendor Questions

Attachment D – Sample Contract for Goods

Attachment E – Bidder Required Form – DOA-3832

1 INTRODUCTION AND PURPOSE

1.1 Purpose and Scope of the Request for Bid

The Wisconsin Department of Health Services (DHS) Division of Care and Treatment Services (DCTS) is seeking bids for the purchase and delivery of commercial fresh bakery products for the seven (7) DHS facilities:

1. Winnebago Mental Health Institute (WMHI) (Northeastern Region)

2. Wisconsin Resource Center (WRC) (Northeastern Region)

3. Southern Wisconsin Center (SWC) (Southeastern Region)

4. Central Wisconsin Center (CWC) (Southern Region)

5. Mendota Mental Health Institute (MMHI) (Southern Region)

6. Sand Ridge Secure Treatment Center (SRSTC) (Southern Region)

7. Northern Wisconsin Center (NWC) (Western Region)

Bid prices must include all costs for furnishing and delivering the products included in the bid in accordance with the terms of this bid.

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The Department of Health Services does not guarantee to purchase any specific quantity or pay any minimum Contract price during the term of the Contract. Bids that require a minimum number of commodities or services be ordered will be disqualified.

1.2 Background/History

The Department of Health Services (DHS) is currently contracted by virtue of a Governors Waiver for weekly delivery to six (6) DHS locations. Prior to that, DHS contracted for services in conjunction with

Department of Corrections (DOC) for at least twelve (12) years. The DHS facilities do not have the infrastructure or staffing to produce fresh bakery items.

Each facility covered in this RFB has different requirements for bakery items based on the resident clients’/patients’ specific dietary needs.

1.3 Contract Term

The Contract shall be effective on the date indicated on the purchase order or the execution date of the accompanying Contract and shall run for one (1) year from that date, with an option by mutual agreement of the agency and the Supplier, to renew for an additional four (4) one-year renewals.

Any Contract resulting from this solicitation shall not be, in whole or in part, subcontracted, assigned or otherwise transferred to any other Supplier without prior written approval from the Department.

1.4 Number of Contracts

It is the intention of the Department to award MULTIPLE Contracts for the services required in this solicitation. However, the Supplier(s) shall not have exclusive rights to provide all services covered under the Contract during the term of the Contract(s) or any extension thereof.

1.5 Procurement Manager

All communication and/or questions on all matters regarding this Bid must be made in writing and refer to Request for Bid number S-1755 DCTS-25 and be directed to the DHS Procurement Manager: Robert

Stanley at dhsprocurement@dhs.wisconsin.gov.

Any contact or communication with any employee or officer of the State of Wisconsin concerning this

RFB except the Procurement Manager is strictly prohibited from the date this RFB is released until the date the notice of intent to award is issued. The Procurement Manager may authorize in writing contact or communication with another State employee or officer as circumstances dictate. Vendors who hold a current Contract with DHS may continue to communicate with the appropriate Contract Administrator regarding the performance of that current Contract.

mailto:dhsprocurement@dhs.wisconsin.gov

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1.6 Vendor eSupplier Registration

Registration on the State of Wisconsin’s eSupplier System https://esupplier.wi.gov is available free of charge to all businesses and organizations. By registering on eSupplier, a Vendor may register for a

Vendor’s list for any commodity or service the Vendor is interested in providing to the State. The eSupplier System also provides automatic email notification each time a State Agency, including the

University of Wisconsin System campuses, posts an RFB with an estimated value over $50,000 in their designated commodity and/or service area(s). Only registered Vendors with a valid email address at the time an RFB is posted will receive email notifications of amendments. Vendors who obtain the RFB from a third party, through the State of Wisconsin Public Notices website, or by any other means assume the responsibility for checking for updates to the RFB.

1.7 Reasonable Accommodations

DHS can provide reasonable accommodations, including the provision of informational material in an alternative format for qualified individuals with disabilities upon request. If a Vendor needs accommodations at the outset of this solicitation process, please contact the Procurement Manager.

1.8 Other Eligible Parties

Wisconsin Statutes §16.73 establishes authority to allow Wisconsin Municipalities to purchase from

State contracts. This gives Vendors the opportunity for additional sales without additional bidding, while assisting Municipalities with expedited purchases.

For the purposes of this solicitation, participation in Wisconsin’s cooperative purchasing service is:

MANDATORY: Vendors must agree to furnish the commodities or services of this Bid/Proposal to

Wisconsin municipalities. Vendors should note any special conditions on form DOA – 3333.

OPTIONAL: Vendors may or may not agree to furnish the commodities or services of this

Bid/Proposal to Wisconsin municipalities. A Vendor’s decision on participating in this service has no effect on awarding this Contract. Vendors should indicate their decision on form DOA – 3333.

In addition to Wisconsin’s cooperative purchasing service, this Contract may be utilized by other

Wisconsin state agencies, Managed Care Organizations, and non-profit organizations specifically linked by their missions to DHS.

https://esupplier.wi.gov/ https://doa.wi.gov/Forms/DOA-3333VendorAgreementCooperativePurchasing.doc https://doa.wi.gov/Forms/DOA-3333VendorAgreementCooperativePurchasing.doc

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2 MINIMUM MANDATORY REQUIERMENTS

All Vendor requirements in this section are minimum mandatory requirements. Failure to meet a requirement will disqualify your Bid. However, DHS reserves the right to waive any requirements if no

Vendor is able to satisfy that requirement.

Before the award of any Contract, the Department shall be satisfied that the Vendor has sufficient qualified resources available for performing the work described in this Bid. It is the Vendor’s responsibility to acquaint the Department with these requirements by submitting appropriate or supporting documentation.

2.1 Certifications

2.1.1 At the time of bidding, the bidder must submit current certification(s) of commercial bakery production for the vendor’s place(s) of operation.

2.1.2 At the time of bidding the bidder must submit current certification that all products produced meet industry standards such as but not limited to: the

American Institute of Baking, Hazard Analysis and Critical Control Points

(HACCP), International Organization for Standardization (ISO) 22000, Food

Safety Management System Certification Scheme (FSSC) 2200, or Safe Quality

Food (SQF) Certification.

2.2 Federal Regulations

2.2.1 Products shall comply with applicable requirements set forth in Federal regulations including policy and instructions issued by the USDA. The applicable regulations are the following: 4.4.2.1 7 CFR 210 (NSLP) which includes the Buy American provision. 4.4.2.2 7 CFR 220 (School Breakfast

Program).

2.3 Food Safety and Recalls

2.3.1 At the time of bidding, the bidder must submit documentation defining their written biosecurity policy and procedures. The written policy regarding biosecurity and the food supply must be in accordance with the Bioterrorism

Act of 2002 under the U.S. Department of Health and Hum an Services, FDA and under the USDA, Food Safety and Inspection Service.

2.3.2 At the time of bidding, the bidder must submit documentation which defines their policy and procedures for handling food recalls. Bidder shall comply with all federal, state and local mandates regarding the identification and recall of

S-1755 DCTS-25 Page 10 of 27 foods from the commercial and consumer marketplace. Bidder shall have a food recall process in place providing the following:

• Accurate and timely communications to the Contract Administrators, and

• Assurance that unsafe products are identified, and

• Recalled products are removed from delivery locations in an expedient, effective and efficient manner.

• Substitutions: When the amount of recalled product is deemed significant by the ordering location, locations are provided replacement product, or an equal number of servings of a comparable product substitution at the contract price. For example, 100% whole wheat sandwich bread loaf with 24 slices is substituted with a 100% whole wheat sandwich bread loaf with 26 slices. Substitutions require prior approval from facility designee(s).

• Documentation: Bidder shall maintain all paperwork required for immediate and proper notification of recalls.

2.4 Services Performed in the United States

2.4.1 Wisconsin Statutes §16.705(1r) requires that services must only be performed within the boundaries of the United States, unless a statutorily defined exception applies. The inability to perform services in the United States shall be grounds for disqualifying your Bid.

3 CONTRACT DELIVERABLES

All deliverables in this section are mandatory and indicate the minimum deliverables for the services required. The deliverables will be included with the contract terms and conditions outlined in Section 4.

The following deliverables must be met at no additional cost above the pricing provided in the Bid.

3.1 DELIVERY SPECIFICATIONS

3.1.1 Vendor’s delivery drivers must be approved by the DHS security clearance background check prior to entry onto DHS grounds if required by the specific facility.

3.1.2 It is the vendor’s responsibility that the truck contains all equipment required to unload deliveries.

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3.1.3 Delivery frequency shall be as often as needed to maintain proper inventory levels and product freshness. Each location determines their required weekly delivery frequency and required delivery day(s) of the week. Delivery Locations and hours are referenced on Attachment A: Price sheet. Because of the industry, fresh bakery deliveries will not be requested on Wednesday or Sunday, unless there is an emergency.

3.1.4 Agency locations reserve the right to change their delivery day(s) in response to the changing needs of their facility. Where feasible, the Vendor will be notified three (3) weeks prior to the required change. Delivery locations must allow product packaging substitutions for up to three (3) weeks when less notice is provided. For example, allow hot dog buns in packages of 8, in place of hot dog buns in 30 count bulk trays.

3.1.5 The facility designee and Vendor will determine an alternate delivery day when the routinely scheduled delivery day falls on a State Holiday. List of State

Holidays:

• New Year's Day (January 1)

• Martin Luther King Jr.'s Birthday (3rd Monday in January)

• Memorial Day (Last Monday in May)

• Independence Day (July 4)

• Labor Day (1st Monday in September)

• Thanksgiving Day (4th Thursday in November)

• Christmas Eve Day (December 24)

• Christmas Day (December 25)

• New Year's Eve Day (December 31)

3.2 Emergency Deliveries

An emergency delivery will be requested when a natural disaster, manmade disaster, pandemic, or other emergency at a location impacts their ability to produce standard meals. Following telephone notification, the Vendor shall provide delivery within 24 hours at no additional charge to impacted location(s) for their immediate ne eds.

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When the vendor’s ability to perform is impaired by the same disaster or emergency, exceptions are allowed. It’s acceptable for the vendor to offer and provide alternate products at non-contract prices that meet the facility(s) needs in an emergency situation. The delivery location will select their alternate products from those offered. Following an emergency delivery, the location(s) may request and require occasional and/or a variance of schedule in deliveries.

3.3 Product Deliverables

3.3.1 Vendor cannot mandate to a facility that a “full tray” of product must be ordered. If a vendor mandates that a “full tray” of product must be ordered DHS reserves the right not to order from that vendor for that product. A “full tray” is defined by tray for transport that is at maximum capacity with a particular product.

3.3.2 Upon request of the facility designee, an ingredient list for any specific/all products must be provided within 24 hours.

3.3.3 Product packaging shall comply with all regulations and standard practices as they apply to institutional food service use. If twist ties are used to close the package, they cannot contain any metal or product that can conduct electricity.

3.3.4 Proof of Child Nutrition label, Gluten Free, Kosher, Kosher for Passover and or

Halal Certification must be provided within ordering system.

3.3.5 Products shall be fresh and never frozen. Seven (7) days or more shelf life shall be remaining at time of product delivery.

3.3.6 The product must be transported via stackable transport and storage racks and must be free of any metal construction materials. Racks containing removable metal support bars will not be allowed. Racks completely constructed from plastic is required.

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3.3.7 All deliveries must be made to the locations ’ designated dock or food service area. Vendor is responsible for unloading delivered products inside the facility and set in place per the instructions provided by each ordering location.

3.3.8 Delivery tickets shall be in duplicate. Delivery tickets shall be signed by

Facility staff, confirming receipt and quality check for accuracy and compliance to complete the order. If facility staff is unable to check the delivery at time of receipt, the Vendor will be notified of discrepancies within one (1) business day.

3.3.9 The Vendor is required to provide 24-hour notice of any delays in delivery deviating from a required delivery day to the facility’s designee. Delays occurring on the delivery day shall be communicated as soon as they are known.

3.4 Ordering

3.4.1 Purchase Orders (POs) may be sent to the vendor by US mail, electronic mail, phone, fax, etc. The Vendor must provide a specific Point of Contact to send all

POs and provide confirmation that POs are received.

3.4.2 The Vendor is required to provide an order confirmation to the facility designee, at the ordering location within 24 hours of receiving order. Additional time as reasonably agreed upon by facility is allowed when a holiday is within the 24-hour period. The order confirmation must be sent via email to the facility designee.

3.5 Product Shortages /Rejected Product

3.5.1 If the Vendor is unable to provide all ordered items at any ordering location, the facility designee, for that location shall be notified 24 hours or more prior to the scheduled delivery day.

3.5.2 The vendor shall notify the ordering location , at time of order, if any ordered item is out-of-stock or shorted. The balance of incomplete deliveries may be canceled by the ordering location. Shorted items that cannot be supplied by the vendor by the ordered date required may be purchased elsewhere by the ordering location.

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3.5.3 Comparable product substitutions shall be offered when the facility designee is notified.

3.5.3.1 The substituted item will be charged at the

contracted price for the approved product substitutions with an equal number of servings units per ordering unit.

3.5.4 Delivery locations will notify the Vendor when a product shortage is identified at time of delivery that is the result of Vendor’s services. If the amount is deemed significant by the delivery location, the shorted amount of product shall be delivered at no additional charge in time for the items anticipated scheduled meal menu requirements.

3.6 Rejected Products

3.6.1 The delivery locations reserve the right to reject any delivered item(s) they deem to be faulty and unable to serve to clients. Items identified at time of delivery will be removed by Contractor’s delivery staff. If identified following the delivery, upon notification, the Contractor shall remove rejected products within 48 hours of notification. If such product is not removed within 48 hours, the Agency reserves the right to dispose of the product as their own property and shall not be held liable for the cost. Rejected products deemed unfit for human consumption will be reported to the Contractor and the local health authorities. Product removal will not be allowed until removal is directed by the local health authorities.

3.6.2 Agencies will not be responsible for the cost of removal of, or pay for, rejected products. The Contractor shall be liable for any costs as a result of delivering faulty products.

3.6.3 When the volume of rejected product is deemed significant by the delivery location, the Contractor must replace the product at no additional charge in time for the items anticipated scheduled meal menu requirements.

3.7 Over-Shipments

Over-shipments identified at time of delivery will be removed by Contractor’s delivery staff. If identified following the delivery, upon notification, the Contractor shall remove over-shipped products within 48 hours of notification. If such goods are

S-1755 DCTS-25 Page 15 of 27 not removed within 48 hours, the Agency reserves the right to dispose of the over -shipment as their own property and shall not be held liable for the cost. Agencies will not be responsible for the cost of removal of, or pay for, over-shipped products. The

Contractor is liable for any costs as a result of delivering over-shipped products.

3.7.1 New and Deleted Products

3.7.1.1 One-time product substitutions are not acceptable

without prior approval from the ordering location.

Adding, deleting, and replacing contract items must be approved and formally amended in the terms of the contract by the DHS Contract Manager prior to product change. Each weekly ongoing delivery location will require one ordering unit to sample and evaluate to determine new and replacement contract items. Samples will be provided at no charge. Replacement products shall be identified, and Agency approved prior to Contractor removing a contract item. Replacements containing the same number of serving units per ordering unit shall be provided at the contract price. The ordering unit price shall be adjusted when the servings differ between products.

3.8 ACCESS TO FACILITIES & INSIDE FACILITY DELIVERY

3.8.1 The fresh bakery will be delivered and unloaded within the confines of secure

State of Wisconsin facilities to which access is tightly controlled. To gain access to Agency grounds, delivery persons and delivery persons in training are required to present a valid Wisconsin ID, Wisconsin driver’s license , other

State issued ID or other State driver’s license to Security staff. The Agency will not be responsible for any additional delivery charges resulting from being denied entry by non-compliant delivery personnel or vehicles. Although specific policies vary somewhat between facilities, the following will apply:

S-1755 DCTS-25 Page 16 of 27

3.8.1.1 All vehicles shall be thoroughly searched entering

and leaving the Agency location to prevent introduction of contraband and the use of the vehicle as a means of escape by Agency clients.

3.8.1.2 Within the fence, contraband items are prohibited

in the vehicle as well as on the person. Contraband items include but are not limited to drugs or drug paraphernalia, tobacco products, cell phones, adult or pornographic materials, explosives, and weapons

(including pocketknives and razor knives, unless a part of an inventoried toolbox.) Toolboxes should be inventoried prior to arrival to facilitate security staff accounting. Live animals, additional passengers, and/or any other restricted items, etc.

will not be allowed to enter.

3.8.1.3 Contraband may be left with security officers while

product is delivered. Illegal items will not be returned and may be reported to local law enforcement.

3.8.1.4 Deliveries inside the secure facilities must be

supervised by an Agency staff member.

3.8.1.5 In maximum security locations, trucks shall never

be left unsupervised while inside the institution. In medium and minimum institutions, unattended trucks must be locked.

3.8.1.6 Vehicles leaving the institution shall have a

designated position at which to stop before reaching the vehicle exit, so that the driver and other contracted staff can be properly identified. All vehicles leaving the institution shall again be searched before the truck exits.

3.8.1.7 When a delivery truck is within the gated grounds

at the time the location is completing the official residing client count, the truck cannot be thoroughly searched and won’t be allowed to exit.

When count is complete and all clients have been

S-1755 DCTS-25 Page 17 of 27 accounted for, the truck will then be searched and allowed to exit.

3.8.1.8 Fraternization with clients is prohibited.

3.8.1.9 Nothing is to be given to clients (food, mail, money, newspapers, magazines, etc.) without prior authorization and nothing is to be received from clients for removal or transport from the delivery location.

4 CONTRACT TERMS AND CONDITIONS

Herein referenced and attached as part of this RFB is a copy of the Contract with standard terms and conditions. The Department reserves the right to negotiate the following terms and conditions when it is in the best interest of the State to do so. Vendors may not submit their own Contract document as a substitute for the State’s terms and conditions.

Vendors must accept all terms and conditions in the State’s Contract document or submit point-by-point exceptions with proposed alternative or additional language for each point. The State may accept, modify, or reject any of the Vendor’s suggested revisions. Any changes or amendments to any of the terms and conditions will occur only if the change is in the best interest of the State. Pricing submitted should assume that no changes to these terms and conditions will be accepted.

If a Contract document is executed because of this procurement, additional terms and conditions may be contained in that document and negotiated at that time. Bid procedure and instructions.

4.1 Price Increases

Prices shall be fixed firm for the first year of the contract. The Contactor is to notify the Department at minimum of sixty (60) days’ notice prior to the renewal of contract for services of any price increases.

Any price increases must be submitted in writing to the Department. All price increases are subject to

Contractor justification and may or may not be approved by DHS. Upon acceptance or rejection of a price increase the Contractor will be notified in writing.

4.2 Calendar of Events

Listed below are dates and times of actions related to this solicitation. The events with specific dates must be completed as indicated unless otherwise amended by the State. In the event that the State finds it necessary to change any of the specific dates and times in the calendar of events listed below, it will

S-1755 DCTS-25 Page 18 of 27 do so by issuing an amendment to this solicitation. There may or may not be a formal notification issued for changes in the estimated dates and times.

Date Event

April 8, 2025 Date of issue of the solicitation - Posted to eSupplier Portal

April 11, 2025, 2:00PM CST Written Questions Due

April 15, 2025 - Estimated Responses to Questions Posted on eSupplier Portal - Estimated

April 22, 2025, 2:00PM

CST

Bids Due - late submissions will not be accepted

April 22, 2025 Public Bid Opening

June 2, 2025 - Estimated Notification of Intent to Award - Estimated

July 1, 2025 - Estimated Contract Start Date - Estimated

4.3 Vendor Questions and Clarifications

Vendors are expected to raise any questions, exceptions, or additions they have concerning the RFB document by the Question Due Date specified in section 4.1. Questions must be submitted to the

Procurement Manager in writing using the Questions Template provided in Attachment C.

If at any time prior to the due date, a Vendor discovers any significant ambiguity, error, conflict, discrepancy, omission, or other deficiency in this RFB, the Vendor must immediately notify the

Procurement Manager of the issue in writing and request modification or clarification of the RFB document.

In the event that it becomes necessary to provide additional clarifying data or information, or to revise any part of this RFB, supplements or revisions will be posted on the eSupplier Portal

(hhttps://esupplier.wi.gov).

http://vendornet.state.wi.us/ http://vendornet.state.wi.us/

S-1755 DCTS-25 Page 19 of 27

4.4 Bid Response Organization, Content, and Format

4.4.1 Bid Response Organization and Content

Vendor’s response must contain all required documentation organized and labeled in the sections and order described in Attachment B, the Vendor Checklist. Use folders to separate sections for digital copies, as explained in Attachment B.

Elaborate submissions (e.g., extensive artwork, illustrations, advanced modeling techniques, promotional statements) beyond what is sufficient to present a complete and effective Vendor submission are neither necessary nor desired. Audio and/or videotapes are not allowed.

4.4.2 Format of Bid Response

a) The responses should be formatted and submitted in an 8.5 x 11 format. Font size and style throughout the Bid must be 12-point font or greater with the exception of any applicable diagrams and footnotes and resumes.

b) The Bid should be well organized and through-numbered with each page clearly marked with a page number, the name of the responding Vendor, and the solicitation number S-1755

DCTS-25

c) Through-numbered” for purposes of this solicitation means Folder/Tabs 1 through 4 (insert last folder alpha) use one set of numbers. For example, if Folder/Tab B is comprised of 14 pages, Folder/Tab C starts with page number 15.

d) All digital copies, whether submitted through eSupplier, should be in a searchable Word, Excel, or PDF format.

e) The State reserves the right to disqualify any bids that do not follow the required formatting.

4.5 Use of Subcontractor(s)

Vendors must identify any potential Subcontractor(s) in their Bid in performance of the Contract. The resulting Contract will be between DHS and the awarded Supplier. The Supplier will be responsible for its Subcontractor’s performance of the pertinent Contract obligations and ensure Subcontractor(s) abide by all terms and conditions of the RFB and resulting Contract. All Subcontractor(s) must be approved in writing by the Department.

4.6 eSupplier Submittal

Vendors should use the eSupplier System (https://esupplier.wi.gov) to respond to this solicitation. The eSupplier Sourcing Event number for this solicitation is 13609.

https://esupplier.wi.gov/

S-1755 DCTS-25 Page 20 of 27

If submitting an electronic copy via eSupplier, the date stamp for eSupplier Bid Submittal is the submittal date and time applied by the eSupplier system at the time of submission and serves as documentation of a timely submittal. Vendors should allow ample time to enter their eSupplier response.

Please Note: When all responses to event sections have been entered and saved, click the Submit button to send your response to the State. Click Submit on the pop-up window to confirm. You should receive a confirmation message that it has been submitted.

The awarded Supplier may be required to provide all digital submittals in Word, Excel or other mutually agreeable format if requested by DHS.

4.6.1 eSupplier Bid Submission

Vendor must follow instructions in response to all Response Sections. This will include both a complete technical response, as well as a redacted response with all confidential information excluded. DHS may additionally require financial statements. If required, these will be a separate Response Section from the technical requirements.

4.6.2 eSupplier Multiple Bids

Multiple Bids from a single Vendor will be permissible; however, each Bid must conform fully to the requirements for response.

To submit multiple Bids via eSupplier, you must create an additional bidder ID, using a different email address for each Bid. More information can be found on the eSupplier Portal Responding to an Event.

4.6.3 eSupplier Modifying a Bid

Vendors may modify a submitted Bid response if the modifications are made prior to the due date and time. Please see Responding to an Event for detailed instructions on modifying a previously submitted Bid.

4.6.4 eSupplier Withdrawal of Bids

Bids shall be irrevocable until Contract award unless the Bid is withdrawn. Vendors may withdraw a response at any time up to the Bid closing date and time.

The Withdraw button on the Bidder Home Page “My Responses” should be active for any event that hasn't been awarded. If you are electing to withdraw before the due date, you can do so, but withdrawing completely means you will not be considered at all for the event; as you cannot re-submit a response. If you intend to withdraw your bid the Procurement Manager must additionally be notified in writing of the withdrawal.

https://esupplier.wi.gov/starcontent/eSupplier/eSupplier%20-%20Responding%20to%20an%20Event.pdf https://esupplier.wi.gov/starcontent/eSupplier/eSupplier%20-%20Responding%20to%20an%20Event.pdf https://esupplier.wi.gov/starcontent/eSupplier/eSupplier%20-%20Responding%20to%20an%20Event.pdf

S-1755 DCTS-25 Page 21 of 27

4.7 Alternative Bid Submittals

Email bid submittal(s) are also allowed in lieu of an eSupplier response to sourcing events. However, the

State of Wisconsin and DHS have no liability for any error(s) made in inputting or processing any information from such vendor(s) who used a submittal method other than eSupplier. (e.g., State employees entering proposal information into the State’s procurement system as a proxy for such vendor(s)). If a vendor(s) is unable to submit their bid response via eSupplier or email, please contact the Procurement Manager listed in RFB Section 1.5 at lease five (5) calendar days before the bid due date and time that is specified in this RFB.

4.7.1 Email Submittal of Bids

If a Vendor is submitting their Bid through alternative options such as email, the submittal must include all required documentation organized and named as detailed on Attachment B –

Checklist and:

1. A Complete Bid Response with Proprietary Information Included

2. A Complete Bid Response with Proprietary Information Excluded

If the submission is too large of a file to submit via email, the required files may be submitted via multiple emails that clearly identify the Vendor and their Bid response.

All Bids MUST be received no later than Submission Due Date and Time. The timestamp on the email as it is received by DHS will be the submittal time. Bids received after the submittal time will be considered late and rejected.

4.8 Method of Bid

Attachment A contains the Price Sheet for this solicitation, and must be completed in full and returned at the time of Bid. Vendors may not alter the Price Sheet in any manner. Alternate pricing formats will not be accepted and may result in disqualification of the Bid.

Pricing submitted must include all costs to furnish the services included in the Bid, in accordance with the terms and conditions of this RFB, including labor, travel, and insurance. The following additional costs or fees are not allowed in any Bid:

• Delivery location fees

• Small Order/Minimum Order fees

• Special Order fees

• Purchasing Card (P-Card) related charges

• Return/Restocking fees

S-1755 DCTS-25 Page 22 of 27

All prices must be quoted in U.S. Dollars.

4.9 Multiple Bids

Multiple Bids from a single Vendor will be permissible; however, each Bid must conform fully to the requirements for response. Each such Bid must be separately submitted and should be labeled as Bid #1, Bid #2, etc., on each page included in the response.

4.10 Incurring Costs

The State of Wisconsin is not liable for any cost incurred by Vendors in replying to this solicitation.

4.11 Withdrawal of Bids

Bids shall be irrevocable until Contract award unless the Bid is withdrawn. Vendors may withdraw a response at any time up to the Bid closing date and time. To accomplish this, the written request must be signed by an authorized representative of the Vendor and submitted to the Procurement Manager. If a previously submitted response is withdrawn before the deadline for Bid, the Vendor may submit another response at any time up to the Bid closing date and time.

5 SELECTION AND AWARD PROCESS

5.1 Bid Opening

All public bid openings will be held remotely. The email communicating the posting of the bid will contain an online link that will allow vendor(s) to join the bid opening. A public bid opening will be held remotely on April 22,2025 at 2:05PM CST at this hyperlink. The names of all vendor(s) may be read aloud at that time.

Please use the following instructions to participate in the remote online opening of the sealed bid(s) and contact the Procurement Manager with any question(s):

Dial in by phone

+1 608-571-2209,,1031262# United States, Madison

Find a local number

Phone conference ID: 103 126 2# https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmI2ZDlmZDktNmM4My00N2M0LWFjN2QtNzU1MDgxNDQ5Y2Ix%40thread.v2/0?context=%7b%22Tid%22%3a%22f4e2d11c-fae4-453b-b6c0-2964663779aa%22%2c%22Oid%22%3a%22030d6ac7-cef8-4628-bf7d-a7aa52b8a83d%22%7d tel:+16085712209,,1031262 https://dialin.teams.microsoft.com/5d4d9c0b-3a97-4661-b2eb-768ed6a90841?id=1031262

S-1755 DCTS-25 Page 23 of 27

5.2 Preliminary Review and Acceptance of Bid

All Bids will be reviewed by the Procurement Manager to ensure compliance with submittal requirements. DHS shall be the sole judge as to Vendors’ compliance with the Bid instructions.

Bids that do not comply with Vendor Qualifications or Mandatory Specifications will be disqualified.

Bids that do not comply with Contract Terms and Conditions may be disqualified. DHS in its sole discretion retains the right to accept or reject any or all Bids, or accept or reject any part of a Bid, if deemed to be in the best interest of the State.

5.3 Method of Award

The Bid award(s) will be made on the basis of the lowest bid provided on Attachment A: Price Sheet by a responsive, responsible Vendor. The line items considered to be the ones most likely to be purchased by an agency will be used in the calculation of the award and is referred to as a “market basket”. These items shall be selected and recorded by the State prior to bid opening.

Prices must be in U.S. dollars unless otherwise indicated. Bids that require a specific quantity or dollar amount will be disqualified. In the event of a Vendor error in calculation, unit price shall prevail in award.

It is intended that the award for this Contract shall be to multiple Suppliers to insure goods will be available on an ongoing basis. In the event of a Supplier error in calculation, unit price shall prevail in award. The award will be made to up to three (3) Suppliers. Awards shall be made to the three (3) lowest bidders based on their “Grand Total Cost” on Attachment A- Price Sheet. DHS will develop a “call list”

(lowest to highest cost) of Suppliers for Fresh Bakery Products. The facility needing fresh bakery products will call awarded Suppliers for availability.

The lowest priced bidder will be the Primary Supplier. The second lowest bidder will be the Secondary

Supplier. The third lowest bidder will be the Tertiary Supplier. As commodities are needed, the Primary

Supplier will be called first. If the Primary Supplier is unable to supply commodities in the time needed, the Secondary Supplier will be contacted. If the Secondary Supplier is unable to supply commodities in the time needed, the Tertiary Supplier will be contacted.

If none of the Suppliers from that region are able to supply commodities in the time needed, the agency may seek approval from the State’s contract manager to seek services elsewhere. No Supplier shall have exclusive rights to work under this agreement.

If a responsive, responsible certified work center meets the fair market price and other work center program criteria, the award will be made to the work center.

State of Wisconsin certified MBE and DVB Vendors may receive up to a 5% preference on their Bid.

See Sections 5.5.1 and 0 for more information.

S-1755 DCTS-25 Page 24 of 27

5.4 Vendor References

The Bid response must include a completed Bidder Reference Form located in Section 3 of the Bidder

Required Form (DOA-3832) listing at least four (4) names or companies with whom the Vendor has done business similar in size and scope as required by this RFB within the last three (3) years.

DHS will determine which, if any, references to contact and reserves the right to exclude a Vendor from further consideration at any point during the solicitation process should DHS determine that one or more references are unsatisfactory, inadequate, or inappropriate.

5.5 Supplier Diversity

5.5.1 Minority-Owned Business Enterprise

Minority-Owned Business Enterprises (MBE) are certified by the Wisconsin Department of

Administration (DOA). This program can be found at:

http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of MBEs in the State's purchasing program.

Wisconsin statutes provide for a permissive 5% price preference for certified MBEs that compete for State contracts. This means that State Agencies may make an award to the MBE submitting a qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. A

MBE preference will not be considered on a printing or stationery procurement. Policy provides that MBEs should have the maximum opportunity to participate in the performance of its

Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding Subcontracts to MBEs or by using such enterprises to provide goods and services incidental to this Agreement.

The Contractor shall furnish appropriate quarterly information about its efforts to subcontract with MBEs including the identities of such businesses certified by the Wisconsin Supplier

Diversity Program, their contract amount, and spend for each period to DHS. A listing of certified MBEs, as well as the services and goods they provide, is available at https://wisdp.wi.gov/search.aspx.

In accordance with WI Stats. Ch. 16.75 (3m), after completion of this contract, the Contractor shall report to DHS any amount of this contract that was subcontracted to DOA certified MBEs.

DHS shall have the right to request any information regarding the use of subcontractors including, but not limited to, MBEs. The Contractor shall provide any such information as requested by DHS and within a time period specified by DHS.

https://doa.wi.gov/Forms/DOA-3832BidderRequiredForm.doc http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx

S-1755 DCTS-25 Page 25 of 27

5.5.2 Disabled Veteran-Owned Business

Disabled Veteran-Owned Businesses (DVBs) are certified by the Wisconsin Department of

Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-

Operations/Supplier-Diversity-Program. The State of Wisconsin is committed to the promotion of DVBs in the State's purchasing program. Wisconsin statutes provide for a permissive 5% price preference for certified DVBs that compete for State contracts. This means that State agencies may make an award to the DVB submitting a qualified Bid when that qualified Bid is not more than 5% higher than the apparent low Bid. A preference will not be considered on a printing or stationery procurement. Policy provides that DVBs should have the maximum opportunity to participate in the performance of its Contracts. The Contractor is strongly urged to use due diligence to further this policy by awarding Subcontracts to DVBs or by using such enterprises to provide goods and services incidental to this Agreement.

The Contractor shall furnish appropriate quarterly information about its efforts to subcontract with DVBs, including the identities of such businesses certified by the Wisconsin Supplier

Diversity Program, their contract amount, and spend for each period to DHS. A listing of certified DVBs, as well as the services and goods they provide, is available at:

https://wisdp.wi.gov/search.aspx.

In accordance with WI Stats. Ch. 16.75 (3m), after completion of this contract, the Contractor shall report to DHS any amount of this contract that was subcontracted to DVBs.

DHS shall have the right to request any information regarding the use of subcontractors including, but not limited to, DVBs. The Contractor shall provide any such information as requested by DHS and within a time period that is specified by DHS.

5.5.3 Veteran-Owned Business

The State of Wisconsin encourages the participation of veteran-owned businesses (VBs) in the statewide purchasing program by inviting VBs to actively solicit public purchasing business and by reducing undue impediments to such participation. VBs are certified by the Department of

Veterans Affairs (DVA). Applicants must complete a Veteran-owned Business Request for

Certification form (WDVA 1037). Contact the DVA at: http://dva.state.wi.us/Pages/home.aspx .

There is no price preference for certified VBs that compete for State contracts.

5.5.4 Woman-Owned Business Enterprise

Woman-owned business enterprises (WBEs) are certified by the Wisconsin Department of

Administration. This program can be found at: http://www.doa.wi.gov/Divisions/Enterprise-

Operations/Supplier-Diversity-Program.

http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program http://www.doa.wi.gov/Divisions/Enterprise-Operations/Supplier-Diversity-Program https://wisdp.wi.gov/search.aspx http://dva.state.wi.us/Pages/home.aspx

S-1755 DCTS-25 Page 26 of 27

State certified WBEs are able to provide both governmental entities and private companies with a credible recognition of the business’ ownership.