RFO_9PA3Z00012_2024_Sack_Lunch_RFO_v1.pdf

Department of Forestry and Fire Protection RFO # 9PA3Z00012

REQUEST FOR OFFER

RFO #: 9PA3Z00012

Department of Forestry and Fire Protection (CAL FIRE) Sack Lunch Program

Date: April 19, 2024

You are invited to review and respond to this Request for Offer (RFO). To submit an offer for these goods and/or services, you must comply with the instructions contained within this RFO, including: the requirements stated in the State’s Scope of Work (Attachment A); and completion of Attachments B, C, E, F, G, and H. By submitting an offer, the Offeror agrees to the terms and conditions stated within this RFO.

Please read the attached document carefully. All offers are due on May 10, 2024 by 5:00 p.m. All responses to this RFO, including any required documents, must be submitted in PDF format via email, OR a hard copy must be mailed and clearly labeled, to the department contact noted below. *NOTE* All documents requiring a signature must be submitted with an original, hand-written signature, digital signature, or digitized image of a hand-written signature.

Department Contact:

Andrew Perez

Department of Forestry and Fire Protection P.O. Box 944246

Sacramento, CA 94244-2460

Email: andrew.perez@fire.ca.gov mailto:andrew.perez@fire.ca.gov

General Information

INTRODUCTION

This document contains a Request for Offer (RFO) for the provision of sack lunches to the Department of Forestry and Fire Protection (CAL FIRE) during the 2024 fire season.

This RFO is directed at a defined group of Offerers that may have interest in becoming a supplier for the provision of sack lunches intended for consumption by firefighters and camp personnel. This RFO will enable Offerers to submit detailed product descriptions for different constituents of sack lunches, provide company information, and identify their approach to successfully meet all the needs of this project.

PURPOSE OF RFO

The purpose of this RFO is to obtain and gather information regarding nutritional value and complete product descriptions (including package size, varieties, and ingredient specificity) for each component of the fire line and camp lunches from all interested Offerers. This RFO also serves as a platform for Offerers to demonstrate how they plan to meet the stringent requirements listed in the attachments.

BACKGROUND DESCRIPTION OF REQUEST

After review of current research and industry standards, the CALFIRE Wellness Unit strongly encourages increasing the minimum requirement for both overall calories and grams of protein for each sack lunch. Research has demonstrated the need for firefighters to consume a minimum number of calories, carbohydrates, and protein to prevent muscle and tissue break down and supply energy needed for optimal work output. The “Feeding the Wildland Firefighter” publication by the United States Forest Service (USFS) outlines the energy demands and dietary recommendations for the wildland firefighter. Research conducted by the University of Montana Human Performance Laboratory and the Missoula Technology and Development Center (MTDC), in cooperation with the USFS, provide the following dietary recommendations for the prolonged physical exertion required of the wildland firefighter: Carbohydrate 60%, Protein 15%, Fat 25%. The field studies in 2002 determined that male firefighters burned an average of 4,758 calories per day and females burned an average of 3,550 calories per day. These studies also showed calories burned were as high as 6,000 during extended arduous work shifts.

The US Forest Fitness and Work Capacity Manual also provides the following macronutrient recommendations for long hours of strenuous fire line work:

Carbohydrate: 7 – 10 grams per kilogram of body weight per day, Protein: 1.8 grams of protein per kilogram of body weight, Fat: 1 gram of fat per kilogram of body weight as a minimum. Meeting the minimum nutrient and caloric recommendations during prolonged and strenuous work can improve work output, immune functions, blood glucose, mood, decrease the breakdown of muscles, and decrease risk of injury. When caloric needs are not met to support the physical work, energy can be derived through a process called gluconeogenesis, where muscle protein is broken down to provide the body with its energy needs. Daily caloric deficits can lead to rapid weight loss for the firefighter which can lead to a decrease of lean muscle mass resulting in fatigue and increased risk of injury.

CAL FIRE has included a new limit of 50 grams of total added sugars for Snack Food category in this RFO. The Dietary Guidelines for Americans Daily Value for added sugars is no more than 50 grams per day based on a 2,000-calorie daily diet. Added sugars include sugars that are added during the processing of foods (such as sucrose or dextrose), foods packaged as sweeteners (such as table sugar), sugars from syrups and honey, and sugars from concentrated fruit or vegetable juices. They do not include naturally occurring sugars that are found in milk, fruits, and vegetables. Since wildland firefighters are burning more than 2,000 calories a day during arduous work, the added sugar limit only applies to the Snack Food category of Sack Lunch or Base Camp Lunch items.

Although a variety of both healthful and enjoyment foods are encouraged to meet the needs of firefighters, prioritizing calories from healthy, unprocessed sources is necessary for optimal performance and health. Including an added sugar limit ensures that most foods in the Snack Food category are from quality sources that provide adequate nutritional value while also allowing for some enjoyment foods that can help morale. This allows the provider to exercise freedom in selection of snack category food items if macronutrient requirements are met and added sugar limits are not exceeded.

This recommendation is in alignment with the Dietary Guidelines for Americans to promote health, help prevent diet-related disease, and meet nutrient needs.

The U.S. Food and Drug Administration (FDA) is including added sugars on the Nutrition Facts label so that you can make informed choices, based on your individual needs and preferences.

COPYRIGHT

By submitting a response, the Offerer agrees that CAL FIRE may copy the response for purposes of facilitating evaluations or to respond to requests for public records. The Offerer represents that such copying will not violate any copyrights in the materials submitted. The Offerer understands that CAL FIRE will publish prices, company information and product capacities on the internet to CAL FIRE employees and to all other sack lunch vendors.

RFO OWNERSHIP

CAL FIRE will not be responsible for any costs incurred by an organization in preparing, delivering or presenting responses to this RFO. By submitting a response to this RFO, a supplier accepts that CAL FIRE will keep a copy of the response and all other documentation and correspondence received from the supplier. Once submitted, the Offerer’s response will be the property of the State of California and will not be returned.

Key Dates Offerers are advised of the key dates and times shown below and are expected to adhere to them.

Event Date

1. Release of RFO April 19, 2024

2. RFO Question Submission Date April 19 – April 29, 2024

3. RFO Answers posted to Cal eProcure May 3, 2024

4. RFO Response Submission Due date May 10, 2024

5. Anticipated Publish Date of Master List May 24, 2024

The valid time frame of the Master List prices will be July 1, 2024 – June 30, 2025.

RFO Response Requirements

This RFO and the Offerer’s response to this document will be made part of the ordering department’s Purchase Order (PO) and procurement contract file.

Responses must contain detailed and complete responses to all components of this RFO, and must use the attachments provided within this RFO to capture questions/comments to the following:

Acknowledgement by signature that the Offerer will meet all requirements and be held to all standards set forth in the State’s Scope of Work (Attachment A).

Offerer will sign where indicated in Attachment A.

Offerer background and company information, including capacity information, detailed in Attachment B.

Cost of each constituent of sack lunch, provided on Cost Worksheet, Attachment C.

Product specificity information for contents of all three (3) types of sack lunches detailed in Attachment E. This attachment includes information regarding nutritional value, ingredient specificity, weight or volume, package or serving size for each item and potential substitutions for specified items. In addition to completing the fields in Attachment E, the Offerer MUST include comprehensive photograph of EACH lunch type to show adherence to lunch specifications.

Financial Preparedness, Attachment F.

All other applicable required additional provisions, as detailed in Attachment G, including Offerer’s current Association for Cooperative Operations Research and Development (ACORD) Certificate of Insurance, limits $1,000,000.00 each occurrence (General and Commercial Liability Insurance, Worker’s Compensation Insurance, and Commercial Automobile Insurance on Owned, Hired, and/or Non-Owned Vehicles).

Acknowledgement by signature that the Offerer will meet all requirements and be held to all standards set forth in the COVID-19 Meal Handling Requirements, Attachment H

Completion of additional forms, including the Darfur Contracting Act Vendor Certification (CAL FIRE-720), Payee Data Record (STD. 204), Contractor Certification Clauses (CCC-04/2017) and Bidder Declaration (GSPD-05-106).

It is the Offerer’s responsibility to provide all necessary information for the State to evaluate the response, verify requested information and determine the Offerer’s ability to perform the tasks and activities defined in Attachment A, the State’s Scope of Work.

Interested Offerers must submit one (1) copy of their written responses to all sections of this RFO and include all requested information. Copies of Offerer’s response can be submitted via email as a PDF file (andrew.perez@fire.ca.gov), or mail (CAL FIRE, Business Services Office, P.O. Box 944246 Sacramento, CA 94244). Responses must be received by the CAL FIRE, Business Services Office by May 10, 2024, 5:00 p.m.

Any questions that are not addressed in this RFO must be submitted to Andrew Perez via e-mail to andrew.perez@fire.ca.gov by April 29, 2024. Answers to all questions submitted will be published for the viewing of all interested Offerers and can be found on Cal eProcure on May 3, 2024.

All responses must be submitted according to the dates specified in the KEY DATES section of this document. A response to this RFO does not guarantee the Offerer participation in the CAL FIRE Sack Lunch Program.

By submitting a complete offer, the Offerer acknowledges that they have read and understand the RFO and are capable of fulfilling all requirements.

RFO Response Content

Please see below for further requirements for a complete response to this RFO.

Response to Attachment A, State’s Scope of Work:

The Offerer will sign and date Attachment A where indicated, acknowledging they will meet all requirements listed in the Scope of Work. This acknowledgement indicates that the Offerer has completed all sections of the RFO, and understands their participation will be determined based on their responsiveness to the instructions in each section.

The Offerer is encouraged to submit additional information that they deem necessary to explain how the vendor intends to meet the State’s requirements.

Response to Attachment B, Vendor Background and Company Information:

Complete all requested responses regarding vendor background and company information, including your company’s capacity to provide lunches that meet or exceed the specifications outlined in Sack Lunch Specifications (Attachment D).

Response to Attachment C, Cost Worksheet:

Response to the Cost Worksheet will include prices for each type of lunch; prices given are to include overtime fees, and any other additional cost incurred by the Offerer. The costs listed on the Cost Worksheet will be used to determine list eligibility, and Offerer will be held to the prices quoted when submitting invoicing for any future orders.

Response to Attachment E, Product Specificity:

Complete the product specificity for all items of the three (3) different types of sack lunches, including possible substitution items. Final totals of each type of lunch must meet or exceed the caloric requirements established by CAL FIRE in Sack Lunch Specifications (Attachment D). Attachment E is required for consideration. Vendors may include additional documentation of Product Specificity if desired, but will not be considered if Attachment E is absent. Email responses will fill out each worksheet on the Excel file and save the data. Physical mail responses will print each worksheet out to show each lunch product specificity.

Response to Attachment F, Financial Preparedness:

Complete self-certification of Offerer’s financial soundness; by signing this document the Offerer is certifying they have read and understand the terms of doing business with the State of California and that they are an authorized agent of the company.

Response to Attachment G, Additional Provisions:

Ensure a current Certificate of Liability Insurance (ACORD) is attached with response package which meets or exceeds all insurance requirements or regulations detailed in (Attachment G). This document will show requirements are met for General and Commercial Liability Insurance, Worker’s Compensation Insurance, and Commercial Automobile Insurance on Owned, Hired, and/or Non-Owned Vehicles.

Response to Attachment H, Meal Handling Requirements:

The Offerer will sign and date where noted, indicating that they will comply with current State regulatory guidelines related to safe food handling and preparation, as covered in the attached links.

Response to Additional Forms:

Complete all applicable sections of the following forms and return as part of your solicitation: Darfur Contracting Act Vendor Certification (CAL FIRE-720), Payee Data Record (STD. 204, sections 1-5, and STD.205, if needed), Contractor Certification Clauses (CCC-04/2017), and Bidder Declaration (GSPD-05-106). Please note, all forms must include original, hand-written signatures, digital signature, or digitized image of a handwritten signature.

Review of Offers for Award

Responses to this RFO will first be reviewed for responsiveness to the requirements of Attachments A through G, including additional forms. If a response is missing required information it may be deemed non-responsive. CAL FIRE reserves the right to reject any bids deemed unfair or unreasonable.

The final vendor list – built from responses to this RFO – will be divided into regions:

North and South. Vendors will be listed in their respective region in order of ascending lunch cost.

Evaluation Process Following every incident, an evaluation will be performed to verify the price quoted, quality of lunch provided, nutritional specifications met and the service capability for each sack lunch provider used. Based on these evaluations, CAL FIRE will make recommendations to continue or to discontinue the use of specific sack lunch providers.

Small Business and Disabled Veteran Business Enterprise Program The California Department of Forestry and Fire Protection (CAL FIRE) is committed to supporting the state’s Small Businesses (SBs) and Disabled Veteran Business Enterprises (DVBEs). To become a California Certified SB and/or DVBE, please contact the CAL FIRE Small Business Advocate:

CAL FIRE SB/DVBE ADVOCATE

sbdvbe.advocate@fire.ca.gov mailto:sbdvbe.advocate@fire.ca.gov

ATTACHMENT A – SCOPE OF WORK

The Offerer will sign and date Attachment A where indicated at the end of this section. Signing this Attachment indicates acknowledgment of all requirements set forth in Attachment A, and agreement to all conditions contained within Attachment A.

REQUIREMENTS

Sack Lunch Requirements:

The Offerer shall provide detailed information related to nutritional value, content specificity, weight or volume, package or serving size for each item, varieties available for each item, potential substitutions for specified items, and estimated expiration dates for all constituents of line and camp lunches. The Offerer shall provide an original, digital picture of each lunch type, with each individual item contained within the lunch visible and identifiable. This will be a true, accurate image of the contents provided by the Offerer’s lunch types. The image will have the Vendor’s name and date, to indicate this is a new image. Reuse of previous submission images will not be accepted.

Generic online images will not be accepted. The following are three types of sack lunch:

Fire Line Lunch (Regular/Vegetarian) Base Camp Lunch (Regular/Vegetarian) Base Camp Admin Lunch (Regular/Vegetarian/Salad)

Specifications for required content is listed in Attachment D – Sack Lunch Specifications. The Offerer will list the requested sack lunch nutritional and content information in Attachment E – Product Specificity for Sack Lunches. Offerer may be asked to provide a certain number of lunches that are peanut free, please note substitutions for peanut free lunches in Attachment E.

Vendor Tasks and Responsibilities:

Minimum Qualifications:

An Offerer interested in submitting a response to this RFO shall be responsible, without additional expense to the State of California, for obtaining any necessary licenses and permits, and for complying with any federal, state, and municipal laws, codes, and regulations applicable to the preparation and transportation of different types of sack lunches. Drivers and vehicles for transportation of sack lunches must meet Department of Motor Vehicles and Vehicle Code Regulations. Offerer’s business must be based in California, and properly licensed to conduct business within the State of California.

Subcontracting is not permitted; work must be performed by the Offerer.

Offerer shall provide:

A customer service representative as needed to the emergency site for ordering and business correspondence.

Delivery of ordered food and supplies to any designated location within the

Offerer’s stated delivery radius.

Flexible food distribution system that can allow for any increase/decrease in the amount of food or supplies to be delivered daily.

Review of Mandatory:

All items labeled “Mandatory” are not negotiable. Offerers will respond to items labeled “Mandatory” in the subsequent RFO sections, as identified within the text of each mandatory task. Failure to provide an answer to any mandatory requirement shall result in disqualification of the offer.

Ordering Methods (Mandatory) An order will be initiated by phone or email by CAL FIRE.

By signing Attachment A, Offerer acknowledges that they must meet the minimum qualifications, provide mandatory items, understand order methods, and provide contact information in Attachment B – Vendor Background and Company Information. Contact information provided in Attachment B will be used for order placement.

Emergency Orders (Mandatory) Offerer must provide after-hours telephone number(s) and contact name(s) for placing emergency orders, and the Offerer must have the ability to accept such orders 24 hours a day, seven (7) days a week. Offerer must have the ability to deliver orders within 24 hours of an order being placed.

By signing Attachment A, Offerer acknowledges that they will meet these emergency order requirements, and provide contact information for emergency orders in Attachment B – Vendor Background and Company Information.

Order Acknowledgement (Mandatory) Offerer must provide CAL FIRE with an order receipt acknowledgment via e-mail or generated by the Offerer’s ordering system within one (1) hour after CAL FIRE’s placement of an order. The acknowledgement will include:

1. Ordering agency’s name

2. Description of goods and/or related products requested for purchase

3. Purchase Order number (if provided)

4. Incident Name/Number

5. Total cost

By signing Attachment A, Offerer acknowledges that they will meet these order receipt requirements.

Withdrawal or Cancelation of Order (Mandatory) If the Offerer is unable to commit to the agreed upon order after confirming the order with CAL FIRE, Offerer must notify CAL FIRE of their inability to perform within four (4) hours of accepting and confirming the order. CAL FIRE reserves the right to cancel or withdraw an order up to 12 hours before the agreed upon delivery date and time.

By signing Attachment A, Offerer acknowledges that they will meet met the withdrawal and cancellation timeframes.

Refrigeration, Frozen Products and Dry Storage Requirements (Mandatory) Lunches must be delivered by a refrigerated vehicle, maintaining a constant temperature to prevent spoilage and possible contamination. Temperature requirements are as follows:

• Frozen products 14°F

• Refrigeration products 35.6°F

• Dry products 50°F - 70°F

By signing Attachment A, Offerer acknowledges that they will meet refrigeration, frozen products, and dry storage product requirements. Offerer will have appropriate automobile insurance certificates, as described in Attachment G – Additional Provisions.

Third Party Freight Deliveries (Mandatory) If the Offerer is using a third party for delivery of goods and will be passing the shipping charges onto CAL FIRE, where the estimated weight is over 100 lbs. and/or the shipping charge exceeds $500.00, prior approval from CAL FIRE is required.

By signing Attachment A, Offerer acknowledges that they will meet third party freight delivery requirements, if applicable.

Shipped Orders (Mandatory) A packing slip will be included with each shipment, which will include the following information, in no particular order:

1. Line item description

2. Quantity ordered

3. Quantity included in shipment

4. Any backorder or out of stock items, and availability date of unfilled or partial shipment

5. Unit price

6. Number of cartons

7. Purchase Order number (if provided)

8. Department name

10. Delivery address

11. Incident name/number

Vendors will utilize the required Sack Lunch Checklist provided by CAL FIRE during deliveries to clearly indicate the nutritional contents of the meal type being provided.

Checklist indicates what is contained in an individual sack lunch and will make delivery review accurate and timely.

By signing Attachment A, Offerer acknowledges that they will meet packing slip requirements and utilize the checklist for shipped orders.

Packaging and Marking Requirements (Mandatory)

The Offerer must adhere to all the following requirements in terms of packaging and marking for sack lunches:

Lunches placed in sacks shall be bagged in heavy-duty paper sacks to protect contents.

Cartons containing lunches must be sealed shut and palletized.

Items not in the original, factory-sealed package must be date stamped with the packaging date. If hand packaging items for the lunch, you must use a secured bag; fold-over plastic baggies are not acceptable.

A stamp or label shall be placed on each bag to identify sack lunch as Fire Line Lunch, Base Camp Lunch, Vegetarian Fire Line Lunch, etc.

Identification of total weight to the nearest pound shall be included on the label.

Expiration dates on all types of sack lunch bags must be clearly stamped or labeled. Expiration date must be four (4) days (96 hours) from the time of manufacture.

Sandwiches shall be separately packaged in plastic sandwich bags or other packaging. The core sandwich (i.e. meat, cheese, bread) shall be packaged together, or the individual components shall be packaged separately if so desired. Vegetables and condiments must be packaged separately in individual containers. Premixed salads such as tuna, chicken, or chickpea must be in a separate container. Vendors will package sandwich in such a way to be assured for up to four (4) days from the time of manufacture.

By signing Attachment A, Offerer acknowledges the packaging and marking requirements.

Carton Weight (Mandatory) Offerer must ensure that goods are packed and shipped in a manner that prevents damage to the product. Maximum weight per carton shall be approximately 35 pounds.

Cartons must be delivered palletized.

By signing Attachment A, Offerer acknowledges that they will meet carton weight requirements.

Inspection, Acceptance, and Rejection (Mandatory) The Offerer’s product will be subject to inspection prior to acceptance. Inspection will be performed by CAL FIRE personnel to ensure that delivered items are not spoiled, moldy, expired, or otherwise unfit for consumption. Deliveries will also be inspected to ensure that all types of lunches meet the CAL FIRE specifications in Attachment D – Sack Lunch Specifications. If items are found to be unfit for consumption, CAL FIRE will reject the goods. If lunches do not meet specifications, CAL FIRE has the right to negotiate prices and/or work with the Offerer to find a substitution for missing or rejected goods.

By signing Attachment A, Offerer acknowledges the inspection, acceptance, and rejection requirements.

Product Recall Procedures (Mandatory)

In the event of a product recall, Offerer shall have written procedures with the following:

1. At the earliest stages of a potential recall, immediately notify the CAL FIRE Food Unit Leader.

2. Recalled products will be picked up, tested, destroyed or returned to the manufacturer at no expense to CAL FIRE.

By signing Attachment A, Offerer acknowledges the product recall procedures.

Payment Options (Mandatory) CAL FIRE reserves the right to choose the method of payment for each order. The default method of payment is by Purchase Order (PO) and check by the State Controller’s Office (SCO); payments are to be made in accordance with the State’s General Provisions, paragraph 30, Prompt Payment Act: during declared fire season, it may take as many as 75 days to process payment for invoices. Offerer understands that by submitting a response to this RFO they are adhering to the California Prompt Payment Act timeline. If CAL FIRE personnel deem it an appropriate method of payment, CAL FIRE purchasers may use the State credit card (CAL-Card, a.k.a. P- Card) to pay for orders, however, the CAL-Card (P-Card) is not the default method of payment and is NOT guaranteed. By submitting a response to this RFO, the Offerer acknowledges that payment via CAL-Card (P-Card) may result in the Offerer incurring extra merchant or transaction fees.

By signing Attachment A, Offerer acknowledges payment options.

Performance-Service Level (Mandatory) CAL FIRE, as part of an ongoing quality management effort, will measure the field units’ satisfaction during the 2024 fire season. Measurement will identify areas where service levels can be improved. Offerers must agree to work with CAL FIRE in resolving any issues resulting from measurement of the field units’ satisfaction.

CAL FIRE will provide a QR code to every approved vendor for the 2024 fire season.

This QR code will be tied to a specific vendor only and allow CAL FIRE staff to provide feedback for each lunch order. The QR code shall be included in each sack lunch, or otherwise attached to each lunch, by the vendor, for each order placed. The QR code will be in a form determined most applicable by the vendor. (Example: code printed on a piece of paper attached to the lunch, inside or outside of the container; code printed on a sticker or label on packaging, etc.)

CAL FIRE will review all feedback for each individual vendor. CAL FIRE will share relevant feedback information with the individual vendor tied to the QR code at the end of the declared fire season, or at earlier intervals if it is determined that immediate feedback is needed.

All feedback provided by CAL FIRE staff using the QR code is the property of CAL

FIRE.

By signing Attachment A, Offerer acknowledges the performance level expectations.

Signature of Acknowledgement

I have read all parts contained within the 2024 Sack Lunch Request for Offer, Attachment A, and hereby acknowledge that I understand and will adhere to the requirements detailed above as they have been specified. I understand that failure to follow the requirements above may lead to my removal from the CAL FIRE Sack Lunch Vendor program.

Print Name Position Title

Signature Date

ATTACHMENT B – VENDOR BACKGROUND AND

COMPANY INFORMATION

Company Information

1. Company Legal Name: ___________________________________________________

2. Public/Privately Held: _____________________________________________________

3. State of Incorporation: ____________________________________________________

Primary Contact

1. Contact Name: __________________________________________________________

2. Contact Title: ___________________________________________________________

3. Primary Office/Location Address: ___________________________________________

4. Main Business Phone Number: _____________________________________________

5. 24 Hour Phone Number: __________________________________________________

6. Contact Email Address: ___________________________________________________

7. Organization’s Internet Web Page: __________________________________________

Location

1. Corporate Headquarters: __________________________________________________

2. Field Support Office(s): (1)_________________________________________________

(2)____________________________________________________________________

(3)____________________________________________________________________

3. Contact Information for Billing Services Personnel: ______________________________

Project Experience

Number of Years Providing Sack Lunches and Associated Services:

Company Capacity

1. Company’s current capacity to provide Regular Line, Vegetarian Line, Camp, and Admin Lunches. Please provide numbers for each type of sack lunch.

Regular Line Vegetarian Line Camp Admin

Daily Capacity

Weekly Capacity

Monthly Capacity

2. Future anticipated capacity in July 2024 in terms of sack lunch. Please provide numbers for each type of sack lunch.

Regular Line Vegetarian Line Camp Admin

Daily

Weekly

Monthly

3. How many line sack lunches would the company be able to produce AND deliver with 24 hours notice?

4. What is the maximum number of days in a row that the company can maintain the above stated daily capacity?

5. Please state the number of line sack lunches your company can restock within an initial one (1) to three (3) days of a wildland fire incident.

6. What is your company’s delivery radius?

ATTACHMENT C – COST WORKSHEET

Please provide the retail price for each type of lunch. Offerer shall include any incidental costs incurred as part of the offered prices. This includes, but is not limited to: overtime, weekend and holiday orders, packaging, licenses, and merchant fees. The Offerer’s price will be the agreed upon price should CAL FIRE choose to utilize the Offerer for sack lunch purchases during the 2024 fire season.

No Sales Tax per Sales and Use Tax Regulation 1602

Price per Fire Line Lunch, Regular (please list any price breaks)

Price per Fire Line Lunch, Vegetarian

Price per Base Camp Lunch, Regular

Price per Base Camp Lunch, Vegetarian

Price per Admin Lunch

For any additional charges please provide specific breakdown in price.* Additional Charges (e.g. milage rate)

*Milage rate is to not exceed the IRS reimbursement rate, which is currently $0.625 per mile. A flat rate can be indicated, but is subject to the above noted CAL FIRE right to negotiate delivery charges and indicate a cap on delivery charge total.

Submitted by: ___________________________________ Date: ________________

Contact Name/Title:

Company Name:

Company Address:

Telephone Number:

Fax Number:

E-Mail Address:

CAL FIRE reserves the right to negotiate the pricing, delivery charges, and all terms and conditions associated with this RFO with all participating Offerers. The “Cost Sheet” above will be used for comparative data. However, the actual costs quoted in the cost sheet shall be binding for the term of the Agreement.

ATTACHMENT D – SACK LUNCH SPECIFICATIONS

FIRE LINE LUNCH SPECIFICATIONS:

Each Fire Line Lunch must have both meat and vegetarian options for all food categories. To make the Sack Lunch provisions more inclusive, CALFIRE is encouraging vendors to make the vegetarian lunches as free from animal products as possible to accommodate a growing number of requests for vegan lunches. Below are the required food categories and items for the Fire Line Lunch. Please note, food examples are listed for each requirement, however, do not represent all possible food items that may meet the category requirements.

Please consider durability when selecting included items. Selected items need to last up to 24-hours. All serving sizes or item counts are minimums.

Contents of both Meat and Vegetarian lunch options must meet or exceed 4000 total calories, 575-820 grams (7-10g/kg) of carbohydrates, 82 grams (1g/kg) of fat and 148 grams (1.8g/kg) of protein. These requirements are consistent with the nutritional recommendations for a 180 lb (82kg) firefighter working a strenuous, 24-hour shift. Failure to list nutritional contents in Attachment E – Product Specificity for Sack Lunches will result in disqualification of the proposal.

Sandwich Entrée - (Considered 1 item/ serving)

Core sandwich components (bread, meat, meat alternatives, and cheese) shall be wrapped in a single plastic, foil, paper, or other appropriate container. Vegetables and condiments must be in individual, separate containers. Vendors may separately wrap the bread, meat, cheese, vegetables, and condiments in separate plastic, foil, paper, or other appropriate containers, if preferred. Premixed salads such as tuna, chicken, or chickpea must be in a separate container.

Please note, examples are listed for each requirement, however, do not represent all possible food items that may meet the category requirements. Consider using a bread that is a higher source of protein such as whole wheat, multigrain or other high protein option to help meet overall protein requirements of the sack lunch.

Meat Sandwich required items: 170 grams (6oz) meat and 56 grams (2oz) cheese in each sandwich.

Vegetarian Sandwich required items: 170 grams (6oz) meat substitute and 56 grams (2oz) cheese or 142 grams (5oz) total of only cheese in each sandwich.

Meat Sandwich Option Examples:

• One of or a combo of the following meat:

o Roast beef (solid) o Ham o Turkey breast o Chicken o Pastrami

• One of or a combo of the following cheese:

o Cheddar o Provolone o Mozzarella o Gouda o Swiss

• Wheat, multigrain, sourdough bread or roll

• Pre-mixed tuna salad + multigrain roll + produce and condiments

• Pre-mixed chicken salad + multigrain roll + produce and condiments

Vegetarian Sandwich Option Examples:

• High protein meat substitute, a combo, or 142 grams (5oz) total of only cheese:

o Tofu or tempeh deli meat o Seitan o TVP (Textured Vegetable Protein) o Bean, lentil, or pea-based products

• One of or a combo of the following cheese o Cheddar o Provolone o Mozzarella o Gouda o Swiss

• Wheat, multigrain, sourdough bread or roll

• Pre-mixed tofu/meat substitute, chickpea/lentil/bean salad + multigrain roll + produce and condiments

Non-Refrigerated Entrée - (Considered 2 Servings)

Can be made up of multiple items or one larger item that is two servings. Must include foil for cooking frozen meal items.

Meat and Vegetarian Non-Refrigerated Entrée Examples:

• Large PB&J sandwich on wheat or whole grain bread – OR – 2 Smucker’s “Uncrustables”

• Pre-mixed tuna salad

• Pre-mixed chicken salad

• Pre-mixed tofu/meat substitute, chickpea/lentil/bean salad

• Prepared ready to eat meals in pouches (that do not require cooking).

• Frozen Meals (include foil for cooking): Burritos etc.

• Tortillas with beans/salsa/cheese

• Hummus with pretzels/crackers/pita/bread and vegetables

• Oatmeal cup or overnight oats (single serve packs) with toppings (ex: honey, dried fruit, nut butter, coconut oil packs)

Required Snacks

Required Items:

• Jerky: 85 grams (3oz) minimum meat cuts non-stick variety or high protein meat alternative. Vendors may choose to include additional jerky to reach minimum protein requirement. Jerky consistently polls as a most liked food item in lunches.

• Nuts or trail mix: 57 grams (2oz total, can be packaged in smaller sizes)

• Dried or preserved fruit (fruit pouches): 57 grams (2oz total, can be packaged in smaller sizes). To contain no added sugars.

Discretionary non-refrigerated Snacks

Discretionary Snack Category to make up remaining calories and macronutrients required in lunch. The USDA guidelines recommends no more than 50g of added sugar per day. CAL FIRE encourages vendors to meet or come close to this target for this category. Limit candy, cookies, and dessert items to a single serving or one item. Protein cookies, bars, and powders for vegetarian snack options should be from plant-based sources and free of whey to better accommodate a growing number of plant-based eating preferences.

Examples:

• Oatmeal cups or in a container that can accommodate liquid

• Premade overnight oats

• Nut or seed butter packets

• Honey sticks/pouches

• Veggie chips (sweet potato, carrot, broccoli, beets, kale, pea/bean/lentil, chickpea, plantain, banana, cauliflower, etc.)

• Dehydrated vegetables

• Packaged fresh fruit (pineapple, mango)

• Fruit and vegetable squeeze packs

• Fruit strips (e.g., “That’s it”)

• Fruit cups

• Pickles (pickled vegetables)

• Olives

• Marinated vegetables (pouches)

• Dried coconut

• Hummus with dipping component (crackers/pretzels/pita/bread/veggies)

• Bean dips

• Roasted chickpeas

• Edamame

• Protein cookies

• Protein/Carbohydrate shakes either ready-made or powder mixes

• Plant based non-whey protein/CHO shakes either ready-made or powder mixes

• Canned fish and crackers

• Corn Nuts

• Pretzels, crackers, cookies

• Baked goods

• Potato, Corn, or Rice Chips

• Granola or granola bars

• Uncrustable

• String cheese

Supplemental Food and Drink (SFD) - (2 servings)

Two (2) servings are required with at least one (1) serving being solid food.

Please aim to reach recommendations listed below as close as possible. The second serving may be a gel, drink, or additional solid food item. Food and drinks for vegetarian SFD options must be from plant-based sources and free of whey to better accommodate a growing number of plant-based eating preferences. Ideally a SFD food item would have a ratio of 4 grams carbohydrate to 1 gram protein to most effectively reduce muscle stress and accelerate the replacement of muscle glycogen. The NWCG 2021 Supplemental Food and Drink Guidance provides updated research for supplemental shift-work food and drink for the wildland firefighter. The following is intended for educational purposes only:

https://www.fs.usda.gov/Internet/FSE_DOCUMENTS/fseprd933030.pdf

Supplemental Food and Drink Examples:

• Gel supplements: e.g., CLIF Shot Energy Gel, GU Energy Gel

• Energy bars: e.g., CLIF Bar, Power bar, Quest Bar

• Powdered supplements - It should be noted that using powdered supplements with carbohydrate increase the risk of bacterial growth in water bottles and will require frequent replacement.

Fresh Fruit - 2 pieces or servings (one cup per serving)

Examples:

• Apples

• Bananas

• Citrus

• Avocado

• Berries

Vegetables - 2 Servings (one cup per serving) https://www.fs.usda.gov/Internet/FSE_DOCUMENTS/fseprd933030.pdf

• Broccoli

• Carrots

• Celery

• Jicama

• Corn

• Snap Peas

• Snap peas

Single Serving Instant Coffee Packet – One (1) Serving

Electrolyte Replacement Drink Mix – Two (2) Servings

To be mixed in 16-20 oz. water bottle Must be decaffeinated

Examples:

• Gatorade

• CLIF Electrolyte Hydration Drink

• Vitalyte, Propel

• DripDrop

• Fluid

Condiments – One (1) Package

• Appropriate to the contents of lunch

Accessories – One (1) Package

• Utensils (fork, spoon, knife)

• Six (6) napkins

• Seasonings

• Chewing gum

BASE CAMP LUNCH SPECIFICATIONS:

Each Base Camp Lunch must have both meat and vegetarian options for all food categories. To make the Sack Lunch provisions more inclusive, CALFIRE is encouraging vendors to make the vegetarian lunches as free from animal products as possible to accommodate a growing number of requests for vegan lunches. Below are the required food categories and items for the Base Camp Lunches. Please note, food examples are listed for each requirement, however, do not represent all possible food items that may meet the category requirements.

Contents of the Base Camp lunch must meet or exceed 1800 calories. Failure to list nutrition contents in Attachment E – Product Specificity for Sack Lunches will result in disqualification of the proposal.

Sandwich Entrée - (Considered 1 item/ serving)

Core sandwich components (bread, meat, meat alternatives, and cheese) shall be wrapped in a single plastic, foil, paper, or other appropriate container. Vegetables and condiments must be in individual, separate containers. Vendors may separately wrap the bread, meat, cheese, vegetables, and condiments in separate plastic, foil, paper, or other appropriate containers, if preferred. Premixed salads such as tuna, chicken, or chickpea must be in a separate container.

Please note, examples are listed for each requirement, however, do not represent all possible food items that may meet the category requirements. Consider using a bread that is a higher source of protein such as whole wheat, multigrain or other high protein option to help meet overall protein requirements of the sack lunch.

Meat Sandwich required items: 170 grams (6oz) meat and 56 grams (2oz) cheese in each sandwich.

Vegetarian Sandwich required items: 170 grams (6oz) meat substitute and 56 grams (2oz) cheese or 142 grams (5oz) total of only cheese in each sandwich.

Meat Sandwich Option Examples:

• One of or a combo of the following meat:

o Roast beef (solid) o Ham o Turkey breast o Chicken o Pastrami

• One of or a combo of the following cheese:

o Cheddar o Provolone o Mozzarella o Gouda o Swiss

• Wheat, multigrain, sourdough bread or roll

• Pre-mixed tuna salad + multigrain roll + produce and condiments

• Pre-mixed chicken salad + multigrain roll + produce and condiments

Vegetarian Sandwich Option Examples:

• High protein meat substitute, a combo, or 5 ounces total of cheese:

o Tofu or tempeh deli meat o Seitan o TVP (Textured Vegetable Protein) o Bean, lentil, or pea-based meats

• One of or a combo of the following cheese o Cheddar o Provolone o Mozzarella o Gouda o Swiss

• Wheat, multigrain, sourdough bread or roll

• Pre-mixed tofu/meat substitute, chickpea/lentil/bean salad + multigrain roll + produce and condiments

Snack Non-Refrigerated -

Snacks for the meat and vegetarian lunches must include 4 items/servings for variety and preferences due to conditions, potential allergies, eating styles, and accessibility during shift. Snack Category must include certain items (see Required Items below) with the rest being discretionary for vendor provided they fall within the item count and USDA recommended daily sugar limit of 50 grams

(g) per day. The USDA guidelines recommend no more than 50g of added sugar per day. This requirement will only correspond to a maximum of 50g of added sugar for the Snack Non-Refrigerated category.

Total “Added Sugar” for snack category shall have a maximum of 50 grams

Required Items:

• Jerky: 28 grams (1oz) minimum meat cuts non-stick variety or high protein meat alternative item

• Nuts or trail mix: 28 grams (1oz) minimum

• Dried or preserved fruit (fruit pouches): item: 28 grams (1oz) minimum

• Oatmeal cups or in a container that can accommodate cooking liquid

• Nut or seed butter packets

• Honey sticks

• Veggie chips (sweet potato, carrot, broccoli, beets, kale, pea/bean/lentil, chickpea, plantain, banana, cauliflower, etc.)

• Dehydrated vegetables

• Packaged fresh fruit (pineapple, mango)

• Fruit and vegetable squeeze packs

• Fruit strips (e.g. “That’s it”)

• Fruit cups

• Pickles (pickled vegetables)

• Olives

• Marinated vegetables (pouches)

• Dried coconut or coconut oil packets

• Hummus (powdered) with crackers/pretzels/pita/bread/veggies

• Canned bean dip

• Roasted chickpeas

• Edamame

• Protein cookies

• Protein/Carbohydrate shakes either ready-made or powder mixes

• Plant based non-whey protein/CHO shakes either ready-made or powder mixes

• Canned fish and crackers

• Corn Nuts

• Pretzels, crackers, cookies

• Baked goods

• Potato, Corn, or Rice Chips

• Granola and granola bars

• Uncrustable

• String cheese

Fresh Fruit – 1 Piece or serving (one cup per serving)

• Apples

• Bananas

• Citrus

Vegetables - 1 Serving (one cup per serving)

• Broccoli

• Roasted or baked potato/sweet potato (if not already used as entree requirement)

• Carrots

• Celery

• Jicama

• Corn

• Snap Peas

• Cucumber

To be mixed in 16-20 oz. water bottle Must be decaffeinated

Examples:

• Gatorade

• CLIF Electrolyte Hydration Drink

• Vitalyte, Propel

Accessories – One (1) Package

• Utensils (fork, spoon, knife)

• Six (6) napkins

ADMIN LUNCH SPECIFICATIONS

Each Admin Lunch must have both meat and vegetarian options for all food categories. To make the Admin Lunch provisions more inclusive, CALFIRE is encouraging vendors to make the vegetarian lunches as free from animal products as possible to accommodate a growing number of requests for vegan lunches. Below are the required food categories and items for the Admin Lunch.

Please note, food examples are listed for each requirement, however, do not represent all possible food items that may meet the category requirements. The USDA guidelines recommends no more than 50g of added sugar per day, Total “Added Sugar” for Admin Lunches shall have a maximum of 50 grams (g). All serving sizes or item counts are minimums.

Contents of the lunch must meet or exceed 600 calories. Total “Added Sugar” for Admin Lunch shall have a maximum of 50 grams (g). Failure to list nutrition contents in Attachment E – Product Specificity for Sack Lunches will result in disqualification of the proposal.

Entrée (Four Choices)

Meat Sandwich – One (1) serving (Option 1)

• Meat or pre-mixed tuna salad, cheese, and produce on bread or roll

Veggie Sandwich – One (1) serving (Option 2)

• Non-meat proteins and/or cheese and produce on bread or roll

Big Salad meat option – One (1) Serving (Option 3)

• Protein source and produce with dressing on the side.

Big Salad vegetarian option – One (1) Serving (Option 4)

• Vegetarian protein source and produce with dressing on the side.

Protein Item – One (1) Serving

Examples:

• One ounce or greater beef jerky (minimally processed)

• Tofu or TVP (Textured Vegetable Protein) Jerky

• One ounce or greater prepackaged cheese

• Hummus cup with vegetables or pretzels

• Roasted Chickpeas

• Protein bar – Vegetarian option should be free of animal products including whey.

Nuts or Trail Mix – One (1) Serving.

Fresh Fruit – 1 Piece or serving (one cup per serving) Examples:

• Apples

• Bananas

• Citrus

Vegetables - 1 Serving (one cup per serving)

• Broccoli

• Roasted or baked potato/sweet potato (if not already used as entree requirement)

• Carrots

• Celery

• Jicama

• Corn

• Snap Peas

• Cucumber

To be mixed in 16-20 oz. water bottle Must be decaffeinated

Examples:

• Gatorade

• CLIF Electrolyte Hydration Drink

• Vitalyte, Propel

Accessories – One (1) Package

• Utensils (fork, spoon, knife)

• Six (6) napkins

ATTACHMENT F - FINANCIAL PREPAREDNESS

All vendors should consider their financial soundness before doing business with the State of California. A vendor must have enough funds in reserve to sustain their operational ability while waiting for payments from the state.

“The State of California, by law, requires State agencies to pay properly submitted, undisputed invoices within 45 calendar days of initial receipt.”

Government Code section 927(b) “However, during a declared Fire Season, payment of invoices can be delayed an additional 30 days by law, for a total 75 days.” Government Code 927.11 (a)

CAL FIRE reserves the right to choose the method of payment for each order delivered.

The default method of payment is via check from the State Controller’s Office (SCO).

CAL FIRE may use the state credit card (CAL-Card, also referred to as “P-Card”) to pay for orders, if CAL FIRE personnel deem it an appropriate method of payment; CAL-Card (P-Card) is not the default method of payment and is NOT guaranteed. The use of the CAL-Card (P-Card) may result in the vendor incurring extra merchant fees.

All vendors should be aware that participation in the Sack Lunch Request for Offer does not constitute a guarantee of purchase of goods and services from the vendor. Vendor will be included in a list of possible vendors that CAL FIRE may choose from, according to varied needs and conditions present at an incident.

I hereby certify, as an authorized agent of the company, my business has the financial soundness during a declared fire season and/or when providing services to CAL FIRE during an incident.

Signature Title Date

Business Name:

Doing Business As:

Address: ______________________________________________________________

Phone Number: ________________________________________________________

ATTACHMENT G – ADDITIONAL PROVISIONS

1. Insurance Requirements

A. General Provisions Applying to All Policies

1) Primary Clause – The Contractor/Supplier will have commercial general liability insurance, worker’s compensation insurance, and commercial automobile insurance in effect during the term of the contract.

2) Contractor/Supplier will have all requested insurance policies at time of submission of this Request for Offer, and include them with the complete document package. Failure to do so will remove the Contractor/Supplier from contention in the Request for Offer.

3) Endorsements - Any required endorsements requested by the State must be physically attached to all requested certificates of insurance and not substituted by referring to such coverage on the certificate of insurance.

4) The Department will not provide for nor compensate Contractor/Supplier for any insurance premiums or costs for any type or amount of insurance.

5) When Contractor/Supplier submits a signed contract to the State, Contractor/Supplier shall furnish to the State a certificate of insurance stating that all required insurance is in effect for the Contractor/Supplier.

B. General and Commercial Liability Insurance

Cont…