RFB_Specifications-Bread_&_Bakery_Products.docx

REQUEST FOR BID -- THIS IS NOT AN ORDER

COUNTY OF SACRAMENTO

DEPARTMENT OF GENERAL SERVICES

CONTRACT AND PURCHASING SERVICES DIVISION

RFB #2022-RFB-0052

COMMODITY/SERVICE: BREAD AND MISCELLANEOUS BAKERY PRODUCTS

SPECIFICATIONS

SCOPE OF WORK:

Successful bidder(s) shall provide to the County of Sacramento departments Bread and Miscellaneous Bakery Products in accordance with the RFB, all documents in this solicitation are hereby incorporated by reference and made part of any resulting contract.

CHANGES WITHOUT NOTICE PROHIBITED: No changes in price, quantity, services or merchandise will be recognized by the County of Sacramento without written notice of acceptance thereof prior to shipment.

I. PRIMARY SPECIFICATIONS

This Request For Bid (RFB) is to establish multiple award contract(s) for Bread and Miscellaneous Bakery Products in accordance with all the terms, conditions and specifications. Annual projected expenditures for the resulting contract(s) are expected to exceed $250,000.

A. INTENT AND INTERPRETATION OF SPECIFICATIONS: Bread and Miscellaneous Bakery Products delivered shall:

a. All breads shall be manufactured of good wholesome ingredients and shall be manufactured and prepared under sanitary conditions meeting with the approval of the County of Sacramento Environmental Department and be in conformance with the provisions of the Federal Food and Drug Act of June 30, 1960, and the subsequent amendments thereto. Wrapping should be done properly in Poly bags, Cello wrap or other suitable material, which will not import any disagreeable flavor;

b. Have been processed and packaged in accordance with good commercial practice;

c. All items furnished shall be latest pack on date of shipment and shall be first quality when grade is not specified.

d. Items requiring “Protection from Heat” shall be shipped and stored at a temperature not higher than 70 degrees Fahrenheit.

e. When applicable, be labeled so that they may be identified as having been officially inspected for wholesomeness;

f. Where applicable, meet U.S. Standards for fill of container;

g. Conform in all respects to all applicable standards i.e.: Code of Federal regulations, Title 21, 21 CFR 136.110 - Bread, rolls, and buns,

h. Be the quality level as identified in this bid solicitation throughout the length of any resulting contract. Substitutions shall not be accepted without prior consent of the Department/Division.

B. GRADE: Contractor shall certify by submittal of their response that all products offered meet the minimum specifications and grade for each item. Contractor is responsible for furnishing certified proof of grade or specification on any item when requested at no cost to County.

C. PRODUCT SIZING: As detailed on the Pricing sheet.

D. DOMESTIC OBLIGATION: Pursuant to Section 3410 of the Public Contracts Code relating to public contracts: Public entities are required when purchasing food, to give preference to domestically grown produce when there is a choice and it is economically feasible.

E. PACKAGE REQUIREMENTS: Packages shall be cardboard box without metal staples or in plastic containers clearly labeled with the commodity, brand, net volume and date of packaging with non-expired code dates. Contractor may be required to supply products in containers that do not include the colors red and blue.

NOTE: NO GLASS CONTAINERS

F. PRODUCT ACCEPTABILITY: County will not accept crushed cartons or any damaged merchandise. County reserves the sole right to determine whether goods and/or services offered are acceptable for our use.

G. WHOLESALE QUOTATION SHEETS: Contractor shall be required to provide Wholesale Quotation Sheets upon request.

H. UNIT PRICING: For Bread and Miscellaneous Bakery Products as detailed on the Pricing sheet. For Bread and Miscellaneous Bakery Products not listed herein, contractor(s) shall provide quotations to any Department/Division upon request.

I. FIRM PRICES: Contractor agrees that unit prices quoted are firm for the period of this Contract. Any price adjustments requested by Contractor must be accompanied by appropriate documentation. Requests must be submitted in writing via email to the Issuing Officer thirty (30) days prior to effective date of change.

In the event of a price decline, the benefit of such lower prices shall be immediately extended to the County. The Contractor shall identify whether the price includes delivery, how long the price is valid, and whether there are any additional costs associated with the price.

If the Contractor has an advertised, special, and/or promotional price that is less than the County's price (as derived from the cost structure), then the lower price shall automatically be available to the County. The Contractor shall identify whether the price includes delivery, how long the price is valid, and whether there are any additional costs associated with the price.

J. PRODUCTS: Main Bread and Miscellaneous Bakery Products are listed on the Pricing sheet. Equivalent products will be considered.

K. INVOICING:

a. The Contractor will be expected to adhere to invoicing procedures as required by the County Auditor-Controller's Office. Failure to comply with established procedures will be grounds for the County to terminate the contract. A meeting may be arranged by the selected party to reach a mutual understanding of the County's requirements in this area.

b. Each invoice shall contain a minimum of the following information: invoice number and date; remittance address; "bill to" and "ship to" addresses; contract number; contract shipping order number (CSO); account number(s); item descriptions; unit prices and extensions; and invoice total.

c. A separate invoice shall be prepared for each order (CSO) received.

d. Invoicing to the county shall be done in arrears.

e. Invoice discrepancies shall be handled in a professional, courteous, and expeditious manner.

f. Invoices shall be submitted to each ordering entity.

g. In the State of California, government agencies are not allowed to pay excess interest and late charges. Per government code, section 926.10, interest shall be entitled commencing the 61st day and shall be 6 percent per annum.

II. DELIVERY SPECIFICATIONS

A. HOURS: 8:00 a.m. to 3:30 p.m. Monday to Friday, except on holidays unless otherwise agreed to by the County ordering representative.

B. DELIVERY METHOD: All deliveries are to be FOB destination and freight charges; to include inside delivery to dock; and driver must unload freight. Contractor shall provide each delivery location with an itemized priced packing list with every delivery. Deliveries shall be made on an "as required" basis as requested by the Department/Division by means of a Contract Shipping Order (CSO) issued against the resulting contract number. Contractor shall not assess additional charges for delivery to individual locations.

C. TIMING IS OF THE ESSENCE. Prompt delivery and efficient service are essential; failure to furnish such delivery and service will constitute a breach of the Contract.

Contractor shall be required to complete deliveries within two (2) business days after receipt of order or as agreed upon between the Contractor and ordering Department/Division. Any orders not received by the promised delivery date are subject to immediate cancellation without penalty to the County.

D. SECURITY: Most delivery locations are contained in a secured environment. Delivery Drivers must leave cell phones and electronic devices in their delivery vehicle. County reserves the right to perform background checks and searches on any delivery personnel employed by Contractor at the County’s expense. The County also reserves the right to request alternate delivery personnel at its own discretion at no additional cost to County.

In the event of any facility lockdown caused by riot, power failure, disaster, or security situation preventing food delivery, the awarded Contractor(s) will re-deliver within 24 hours of callback, during normal delivery hours at no additional cost to County.

Communication (direction/instruction) with inmates is NOT ALLOWED. All direction must be coordinated with Department/Division Management.

E. CURRENT DELIVERY LOCATIONS & MAILING ADDRESSES:

916-874-6202 jkastl@sacsheriff.com

(Limited Deliveries - No Perishables)

916-874-6202 jkastl@sacsheriff.com

916-874- 1972 tjohnson@sacsheriff.com

Sandy Lee 916-263-3818 Sandy.Lee@seta.net Or Tracy Gibbons 916-263-3875

Central 6043 Watt Avenue, North Highlands, CA 95660

Mather 10546 Peter A McCuen Blvd, Mather CA 95655

WCIC

3555 3rd Avenue Sacramento, CA 95817

916-875-1124 rhodesl@saccounty.net Or Wayne Keith 916-875-1068 KeithW@saccounty.net

916-876-1320 sousaj@saccounty.net

F. DELIVERY LOCATION CHANGES: The County shall retain the right to add, delete or change delivery locations under any resulting contract and may do so upon giving written notification to Contractor. If these changes cause an increase or a reduction in the cost, said costs shall be readjusted and when agreed upon incorporated into the contract.

G. FUEL SURCHARGE: No fuel or energy related surcharges of any kind will be allowed during the contract period.

H. PACKING LISTS: Contractor shall provide an itemized priced packing list with each delivery. Each delivery must be accompanied with the following information:

· Date of order

· Contract Shipping Order Number (CSO #)

· Contract number

· “Ship to” address

· Product description

· Quantity

I. INSPECTION: Upon delivery of each item to the specified delivery point, inspection will be made by the Department/Division. Acceptance of the item or items will be made after Department/Division determines that all requirements of the specifications and conditions are met.

WHEN DELIVERED PRODUCTS APPEAR TO BE BELOW THE GRADE OF THE PRODUCTS SPECIFIED, THE COUNTY RESERVES THE RIGHT TO SUBMIT ITEMS IN DOUBT TO THE COUNTY OF SACRAMENTO AGRICULTURAL COMMISSIONER FOR OFFICIAL INSPECTION AND GRADING. IN SUCH CASES, IT IS AGREED THE PARTY IN ERROR WILL PAY FOR THE COST OF THE INSPECTION.

J. REFUNDS: The County reserves the right to demand complete refund or equal exchange from the Contractor on products determined not to meet specifications for any reason.

K. RECALL NOTICE: Contractor must immediately notify each ordering Department/Division upon receipt of an official recall notice. Contractor shall facilitate the timely return and credit of all recalled products. Prompt notice is essential; failure to furnish prompt notice will constitute a breach of this Contract.

III. ANCILLARY SPECIFICATIONS

A. MINIMUM ORDER REQUIREMENTS: Minimum order requirements must be noted. The county may refuse high minimum order or service requirements. Exceptions may be made only if savings warrant. Although County will make every effort to order in full case quantities orders not reaching the minimum amounts shall incur no additional delivery charges.

Short (or partial) shipments shall not be allowed without prior notification and approval from a designate county employee. Any orders not able to be filled to completion must be communicated to Department/Division prior to delivery.

B. PRODUCT WARRANTY: All products supplied shall be warranted against defects in workmanship or materials for their intended use. The Contractor shall cover the cost of labor and materials to replace any defective product.

C. SAMPLES: Contractors may be required to furnish sample Bread and Miscellaneous Bakery Products prior to any contract award. Samples must be delivered to the delivery address noted on the RFB. Samples shall be provided at no cost to the county and will not be returned.

D. SITE VISIT: County may require a site visit prior to any contract award.

E. REFUNDS: The County of Sacramento reserves the right to demand complete refund from the contractor on products determined not to meet specifications for any reason.

F. PRODUCT/LOCATION CHANGES: The County shall reserve the right to add, delete, or change products, and locations under an awarded contract and may do so upon giving written notification to the Contractor. If these changes cause an increase, or reduction in the cost of an awarded contract, said cost shall be readjusted, and when agreed upon, be incorporated into the awarded contract.

G. CORRESPONDENCE: Contractor or his/her designated officer shall respond to all inquiries and complaints expeditiously in a professional manner. Correspondence shall be made on the Contractor's official stationary. The Contract Services Officer shall also receive a copy of all correspondence.

H. TOLL-FREE TELEPHONE NUMBER: In the event the successful Contractor’s place of business is located out of the local telephone dialing area of 916, a toll-free telephone number shall be provided or Contractor shall agree to accept collect calls from the County.

I. DEFAULT BY CONTRACTOR: In case of default by Contractor, the County of Sacramento may procure the articles or services from other sources and may deduct from any monies due, or that may thereafter become due to the Contractor, the difference between the price named in the blanket order or purchase order and actual cost thereof to the County of Sacramento. Prices paid by the County must be considered the prevailing market price at the time such purchase is made. Periods of performance may be extended if the facts as to the cause of delay justify such extension in the opinion of the Purchasing Agent.

J. SPECIAL CONDITIONS: Sacramento County standard terms and conditions must govern any contract awarded. If, after award of contract, Contractor provides additional terms or conditions, they will be considered void. To the extent not otherwise stated in the contract, the California Commercial Code shall apply.

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