RFEI 12-2010-1 Amended.pdf

Request for Expressions of Interest

RFEI 12-2010-1

Amended 12/22/2011

I. Introduction.

On December 3, 2010 the Commonwealth of Pennsylvania, Department of General Services, issued a Request for Expression of Interest (RFEI) for a future solicitation for various non-perishable food items for the Department of Corrections’ (DOC) statewide requirements. .

After reviewing the responses to the original RFEI, the DOC has determined a need for additional products to sample for qualification. These additional items are listed on Attachment A.1.

Through this Amended Request for Expressions of Interest, the Department of Corrections will sample additional products for possible inclusion in future solicitations. Only those products submitted and approved in response to this RFEI will be included in the upcoming Solicitations.

No equivalent or “approved equal” substitutions will be permitted at that time.

The DOC will only evaluate products listed on Attachment A.1. Products that have previously deemed to be unacceptable may not be resubmitted for sampling. A complete listing of all previously sampled products may be found at The Department of General Services website (http://www.emarketplace.state.pa.us/GeneralEdit.aspx?SID=RFEI%2012-2010 )

If your company is interested in having any of the additional product(s) listed on Attachment A.1 approved for upcoming Solicitations, you must submit samples of your proposed products for evaluation by the Department of Corrections in accordance with the instructions that appear in the Submission Instructions section of this RFEI.

The Commonwealth notes that any future solicitations that result from this RFEI will be done in accordance with Executive Order 2010-03, Pennsylvania-Produced Agricultural Products Program (“Pennsylvania Preferred”) (ATTACHMENT B).

II. Product Evaluation.

Representatives from the Department of Corrections will evaluate submitted products for conformance to item description and including, but not limited to, the following criteria: quality, features, appearance, size, color, texture, taste, odor, ingredients/nutritional value, most current pack and overall acceptability. Packaging of items shall be considered in accordance with the following section. The Department of Corrections has the final and absolute decision on determinations of product acceptability.

Determinations of these additional product evaluations will be posted on The Department of General Services website (www.dgs.state.pa.us) informing companies of the results of their products approval/disapproval. Such approved products will appear on future Solicitations. Any Solicitations that contain items for which products are approved as a result of evaluation

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http://www.emarketplace.state.pa.us/GeneralEdit.aspx?SID=RFEI%2012-2010 pursuant to this RFEI will not be issued sooner than two (2) weeks from the date of final determinations of product evaluations.

III. Packaging.

The Department of Corrections will not accept product packed in glass. All packaging and packing material must be new and clean, and must not impart objectionable odors or flavors to the product. Manufacturing and packaging of food shall be in accordance with the Code of Federal Regulations, Title 21, Part 110. Printed, stamped and stenciled labeling and marking information on cartons must be water-fast, non-smearing or a contrasting color, clear and readable. Labeling shall be in accordance with the Code of Federal Regulations, Title 21, Part

101. Cartons shall be clean and of adequate strength to provide protection and stacking strength.

Cartons shall be clearly marked with product name, count/size and product code.

IV. Food Safety

All products submitted for evaluation must adhere to Current Good Manufacturing Practices (cGMP) promulgated by the US Food and Drug Administration under the authority of the Federal Food and Drug Cosmetic Act (Chapter IV Sec 401 {21 USC 341} (Definitions and Standards for Food)

All Manufacturers/Suppliers that submit product for evaluation shall have a preventative approach to food safety Plan in place such as, but not limited to, The Hazard Analysis Critical Control Point (HACCP). The Plan shall identify any and all potential food safety hazards and the means in which it will prevent, record, publicize, and rectify any and all physical, chemical, and biological hazards. Processing, packing, and distribution will adhere to the Plan insuring quality of product, protecting public health, and keeping properly recorded documentation of food production and processing.

V. Package Size

For each item approved by the Department of Corrections through this RFEI, the Department, in its sole discretion, will determine the size or range of sizes that will be acceptable for the approved brands.

The Department of Corrections reserves the right to allow companies to adjust their package size during the course of this RFEI to meet the Department’s needs. For items where more than one brand has been approved and those brands come in varying package sizes, the cost comparison for future solicitations will be based upon the lowest unit of measure multiplied by the total quantity (as indicated by the lowest unit of measure).

VI. Submission Instructions.

The Product Worksheet Submittal Form (ATTACHMENT C.1) must accompany all submitted samples. All requested information must be completely filled out for each sample being

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submitted. All samples and corresponding information to include preparation instructions if not notes elsewhere must be submitted according to the date and time provided in this document.

Please return the completed Product Worksheet Submittal Form for the appropriate items together with two (2) product samples to the delivery address and by the date indicated below. All samples are to be units only, no cases required; all samples not submitted in the original packaging must be a minimum of 20 portions for assessment purposes.

Failure to submit samples to the address provided for sample delivery and by the time provided may void any evaluation and consideration of that said product.

A. All Samples must be received no later than 4:00 PM on Wednesday, Jan 11, 2012.

Deliveries will only be accepted Monday through Friday from 8:00 AM to 4:00 PM

B Delivery address for Samples:

PA Department of Corrections Attn: Beth Procopio 2520 Lisburn Road Camp Hill, PA 17011

C. All Samples submitted must be clearly marked and identified with the following information in order to be considered for evaluation:

Sample Brand Name Identify Type Of Product Being Submitted If Not In Original Packaging Reference Material Master Number

D. Product Worksheet Submittal Form must be submitted with all samples for each category and completed in its entirety with the following information:

Submitters Name, Address and Phone Submitted Brand Name Original Package size (# of ounces/quantity/etc.)

Manufacturer Manufacturer SKU number Shelf Life (months) from Time of Production Country of Origin State of Origin Pallet Configurations PA Preferred Product

For the following items please check the box on the worksheet if applicable and include the items with the submitted worksheet:

Nutritional information

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Ingredient label Original or Photo-Copy of Manufacturer Label Kosher indicator and Certificate – if applicable

E. ALL SHIPPING PACKAGES SHOULD BE CLEARLY MARKED WITH THE

RFEI NUMBER (RFEI 12-2010-1), AND THE VENDOR NAME AND ADDRESS.

Additionally a copy of the Product Worksheet(s) Submittal Form must be sent to the address listed below.

Department of Corrections Attn: Marcia Noles 1920 Technology Parkway Mechanicsburg, PA 17050

VII. Sample Rejection and Returns.

Any sample submitted for evaluation that does NOT meet the required criteria, including, but not limited to, the Department of Corrections item specification and nutritional information and has been deemed unacceptable will be available for the Submitter to make arrangements for the said samples to be removed from the Commonwealth property at the Submitter’s expense. If said samples are not removed and/or arrangements to have product removed at the Submitters expense within TEN (10) calendar days of the public announcement of product determinations, the said samples will become the property the Commonwealth of Pennsylvania and will be disposed of accordingly.

Any samples that arrive after the specified due date per the Calendar of Events will be rejected upon arrival. Submitter will be notified to make arrangements to have said samples removed from the Commonwealth of Pennsylvania property within TEN (10) calendar days. If said samples are not removed and/or arrangements have not been made to have said samples removed within those TEN (10) calendar days from original notification, said samples will become the property of the Commonwealth of Pennsylvania and disposed of accordingly.

VIII. Inquiries

All questions concerning this Request for Expressions of Interest should be directed in writing to Beth Procopio, Chief, Division of Administrative Services at blprocopio@pa.gov; by January 5, 2010.

IX. List of Items.

Description of Items and Specifications (ATTACHMENT A.1)

PA Preferred Executive Order 2010-03 (ATTACHMENT B)

Product Worksheet Submittal Form (ATTACHMENT C.1) mailto:mjuran@state.pa.us