RFP 2025-1200-0180.pdf

STATE OF ALASKA

REQUEST FOR

PROPOSALS

OFFERORS ARE NOT REQUIRED TO RETURN THIS FORM.

IMPORTANT NOTICE: IF YOU RECEIVED THIS SOLICITATION FROM THE STATE OF ALASKA’S “ONLINE

PUBLIC NOTICE” WEB SITE, YOU MUST REGISTER WITH THE PROCUREMENT OFFICER LISTED IN THIS

DOCUMENT TO RECEIVE NOTIFICATION OF SUBSEQUENT AMENDMENTS. FAILURE TO CONTACT THE

PROCUREMENT OFFICER MAY RESULT IN THE REJECTION OF YOUR OFFER.

ISSUED BY:

DEPARTMENT OF PUBLIC SAFETY

DIVISION OF ADMINISTRATIVE SERVICES

PRIMARY CONTACT:

KELLY PAHLAU

PROCUREMENT OFFICER

KELLY.PAHLAU@ALASKA.GOV

(907) 269-8493

TRAINING ACADEMY FOOD SERVICES

RFP 2025-1200-0180

ISSUED DECEMBER 2, 2024

DINING HALL FOOD SERVICES AT THE SITKA TRAINING ACADEMY

TABLE OF CONTENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

SEC. 1.02 BUDGET

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.04 PRIOR EXPERIENCE

SEC. 1.05 REQUIRED REVIEW

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

SEC. 1.07 RETURN INSTRUCTIONS

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

SEC. 1.09 AMENDMENTS TO PROPOSALS

SEC. 1.10 AMENDMENTS TO THE RFP

SEC. 1.11 RFP SCHEDULE

SEC. 1.12 PRE-PROPOSAL WALKTHROUGH

SEC. 1.13 ALTERNATE PROPOSALS

SEC. 1.14 NEWS RELEASES

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

SEC. 3.03 DELIVERABLES

SEC. 3.04 CONTRACT TYPE

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

SEC. 3.06 CONTRACT PAYMENT

SEC. 3.07 CONTRACT PRICE ADJUSTMENTS

SEC. 3.08 LOCATION OF WORK

SEC. 3.09 SUBCONTRACTORS

SEC. 3.10 JOINT VENTURES

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

SEC. 3.12 F.O.B. POINT

SEC. 3.13 CONTRACT PERSONNEL

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR UNACCEPTABLE DELIVERABLES

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

SEC. 3.17 INDEMNIFICATION

SEC. 3.18 INSURANCE REQUIREMENTS

SEC. 3.19 TERMINATION FOR DEFAULT

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 INTRODUCTION

SEC. 4.02 PROPOSAL CONTENTS

SEC. 4.03 EXPERIENCE AND QUALIFICATIONS

SEC. 4.04 UNDERSTANDING OF THE PROJECT

SEC. 4.05 METHODOLOGY USED FOR THE PROJECT

SEC. 4.06 MANAGEMENT PLAN FOR THE PROJECT

SEC. 4.07 COST PROPOSAL

SEC. 4.08 EVALUATION CRITERIA

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

SEC. 5.01 SUMMARY OF EVALUATION PROCESS

SEC. 5.02 EVALUATION CRITERIA

SEC. 5.03 SCORING METHOD AND CALCULATION

SEC. 5.04 EXPERIENCE AND QUALIFICATIONS (10%)

SEC. 5.05 UNDERSTANDING OF THE PROJECT (5%)

SEC. 5.06 METHODOLOGY USED FOR THE PROJECT (5%)

SEC. 5.07 MANAGEMENT PLAN FOR THE PROJECT (10%)

SEC. 5.08 CONTRACT COST (60%)

SEC. 5.09 ALASKA OFFEROR PREFERENCE (10%)

SECTION 6. GENERAL PROCESS AND LEGAL INFORMATION

SEC. 6.01 INFORMAL DEBRIEFING

SEC. 6.02 ALASKA BUSINESS LICENSE AND OTHER REQUIRED LICENSES

SEC. 6.03 SITE INSPECTION

SEC. 6.04 CLARIFICATION OF OFFERS

SEC. 6.05 DISCUSSIONS WITH OFFERORS

SEC. 6.06 EVALUATION OF PROPOSALS

SEC. 6.07 CONTRACT NEGOTIATION

SEC. 6.08 FAILURE TO NEGOTIATE

SEC. 6.09 OFFEROR NOTIFICATION OF SELECTION

SEC. 6.10 PROTEST

SEC. 6.11 APPLICATION OF PREFERENCES

SEC. 6.12 ALASKA BIDDER PREFERENCE

SEC. 6.13 ALASKA VETERAN PREFERENCE

SEC. 6.14 ALASKA MILITARY SKILLS PROGRAM PREFERENCE

SEC. 6.15 STANDARD CONTRACT PROVISIONS

SEC. 6.16 QUALIFIED OFFERORS

SEC. 6.17 PROPOSAL AS PART OF THE CONTRACT

SEC. 6.18 ADDITIONAL TERMS AND CONDITIONS

SEC. 6.19 HUMAN TRAFFICKING

SEC. 6.20 RIGHT OF REJECTION

SEC. 6.21 STATE NOT RESPONSIBLE FOR PREPARATION COSTS

SEC. 6.22 DISCLOSURE OF PROPOSAL CONTENTS

SEC. 6.23 ASSIGNMENT

SEC. 6.24 FORCE MAJEURE (IMPOSSIBILITY TO PERFORM)

SEC. 6.25 DISPUTES

SEC. 6.26 SEVERABILITY

SEC. 6.27 SUPPLEMENTAL TERMS AND CONDITIONS

SEC. 6.28 SOLICITATION ADVERTISING

SEC. 6.29 FEDERALLY IMPOSED TARIFFS

SECTION 7. ATTACHMENTS

SEC. 7.01 ATTACHMENTS

INTRODUCTION & INSTRUCTIONS

SEC. 1.01 PURPOSE OF THE RFP

The Department of Department of Public Safety (DPS), Division of Administrative Services, on behalf of the Training Academy, is soliciting proposals to establish a multi-year contract for the provision of contractor-operated food services on the DPS Training Academy campus in Sitka, Alaska. A more detailed description, including scope of work, is provided in SECTION 3 – SCOPE

OF WORK AND CONTRACT INFORMATION.

SEC. 1.02 BUDGET

Payment for the contract’s initial term is subject to funds already appropriated and identified.

Continuation of a contract resulting from this RFP is contingent upon legislative appropriation.

SEC. 1.03 DEADLINE FOR RECEIPT OF PROPOSALS

Proposals must be received no later than 4:00pm prevailing Alaska Standard Time on December 13, 2024 as indicated by postmark or email timestamp and late proposals will not be considered.

SEC. 1.04 PRIOR EXPERIENCE

In order for offers to be considered responsive offerors must meet these minimum prior experience requirements:

• At least five years of successful management experience providing food services in an institutional environment such as high school, college/university, correctional facility or other private sector facility.

In order to prove prior experience, offerors shall provide a minimum of two completed Client Reference Forms. An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be considered non-responsive and rejected.

SEC. 1.05 REQUIRED REVIEW

Offerors should carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material should be made in writing and received by the procurement officer at least ten days before the deadline for receipt of proposals. This will allow time for the issuance of any necessary amendments. It will also help prevent the opening of a defective proposal and exposure of offeror's proposals upon which award could not be made.

SEC. 1.06 QUESTIONS PRIOR TO DEADLINE FOR RECEIPT OF PROPOSALS

All questions must be in writing and directed to the procurement officer. The interested party must confirm telephone conversations in writing.

Two types of questions generally arise. One may be answered by directing the questioner to a specific section of the RFP. These questions may be answered over the telephone. Other questions may be more complex and may require a written amendment to the RFP. The procurement officer will make that decision.

PROCUREMENT OFFICER: Kelly Pahlau – PHONE (907) 269-8493 EMAIL Kelly.pahlau@alaska.gov

SEC. 1.07 RETURN INSTRUCTIONS

Offerors must submit one copy of their proposal to the procurement officer via email. The technical proposal and cost proposal must be saved as separate PDF documents and emailed to dps.das.solicitations@alaska.gov as separate, clearly labeled attachments, such as “Vendor A – Technical Proposal.pdf” and “Vendor A – Cost Proposal.pdf” (Vendor A is the name of the offeror).

The email must contain the RFP number in the subject line.

The maximum size of a single email (including all text and attachments) that can be received by the state is 20mb (megabytes). If the email containing the proposal exceeds this size, the proposal must be sent in multiple emails that are each less than 20 megabytes and each email must comply with the requirements described above.

Please note that email transmission is not instantaneous. Similar to sending a hard copy proposal, if you are emailing your proposal, the state recommends sending it with enough time to ensure the email is delivered by the deadline for receipt of proposals.

It is the offeror’s responsibility to contact the issuing agency at (907) 269-8493 to confirm that the proposal has been received. The state is not responsible for unreadable, corrupt, or missing attachments.

SEC. 1.08 ASSISTANCE TO OFFERORS WITH A DISABILITY

Offerors with a disability may receive accommodation regarding the means of communicating this RFP or participating in the procurement process. For more information, contact the procurement officer no later than ten days prior to the deadline for receipt of proposals.

SEC. 1.09 AMENDMENTS TO PROPOSALS

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the deadline that is set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless they are in response to the state's request in accordance with 2 AAC 12.290.

SEC. 1.10 AMENDMENTS TO THE RFP

If an amendment is issued before the deadline for receipt of proposals, the amendment will be posted on the State of Alaska Online Public Notice (OPN) website. The link to the posting of the amendment will be provided to all who were notified of the RFP and to those who have registered with the procurement officer after receiving the RFP from the OPN.

After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended proposals.

SEC. 1.11 RFP SCHEDULE

RFP schedule set out herein represents the state’s best estimate of the schedule that will be followed. If a component of this schedule, such as the deadline for receipt of proposals, is delayed, the rest of the schedule may be shifted accordingly. All times are Alaska Standard Time.

ACTIVITY

Issue Date / RFP Released December 2, 2024 Pre-Proposal Walkthrough December 6, 2024 @10:00am Deadline for Receipt of Proposals / Proposal Due Date December 13, 2024 @ 4:00pm Proposal Evaluations Complete December 16, 2024 Notice of Intent to Award December 17, 2024 Contract Start Date January 1, 2025

This RFP does not, by itself, obligate the state. The state's obligation will commence when the contract is approved by the Commissioner of the Department of Public Safety, or the Commissioner's designee. Upon written notice to the contractor, the state may set a different starting date for the contract. The state will not be responsible for any work done by the contractor, even work done in good faith, if it occurs prior to the contract start date set by the state.

SEC. 1.12 PRE-PROPOSAL WALKTHROUGH

A pre-proposal conference and walk-through will be held at Sitka, Alaska, on December 6, 2024 at 10:00 a.m. Alaska Time DPS Sitka Training Academy in Sitka, Alaska. It is highly encouraged that interested offerors attend the conference and walk-through to have a thorough understanding of the goods and services DPS is requiring.

NOTE: Hold all questions until after the conference and walk-through. ALL questions must be in writing and sent to Kelly Pahlau via email at Kelly.pahlau@alaska.gov.

Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for the pre-proposal conference so that reasonable accommodation can be made.

SEC. 1.13 ALTERNATE PROPOSALS

Offerors may only submit one proposal for evaluation. In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked for) will be rejected.

SEC. 1.14 NEWS RELEASES

News releases related to this RFP will not be made without prior approval of the project director.

SECTION 2. BACKGROUND INFORMATION

SEC. 2.01 BACKGROUND INFORMATION

The Department of Public Safety Academy (PSA) is used for various training purposes throughout the year.

The PSA provides the meals for the attendees of the scheduled training.

Schedule for Recruits

• Physical fitness training and runs are conducted from 0510 hours to 630 hours Monday through Friday.

• Classroom and practical training is scheduled from 0750 hours to 1645 hours Monday through Friday.

• Testing and Driving Instruction and other courses occur on weekends.

• Study time and additional practical training happens most weekday evenings from 1800 hours to 2200 hours.

Schedule for Public Safety Academy Training Year 2025:

Alaska Law Enforcement Training (ALET), Alaska Police Standards Council Training (APSC), Department of Public Safety Training (DPS), is currently scheduled to be conducted as follows.

1. ALET 25-01: January 23 through May 30, 2025

2. Firearms Instructor Training: May 26 – June 4, 2025

3. ALET 25-02: July 18 – Nov. 21, 2025

4. APSC recert course: Dec. 1 – Dec. 12, 2025

Definitions of Terms used at the Alaska Public Safety Training Academy

ALET: Alaska Law Enforcement Training APSC: Alaska Police Standard Council AST: Alaska State Troopers AWT: Alaska Wildlife Troopers Academy: The Alaska Department of Public Safety Training Academy AAC: Alaska Administrative Code AS: Alaska Statutes Assistant Squad Leader: Class member temporarily assigned to coordinate the activities of, and supervise their squad mates.

AWOL: Absent Without Leave. Also known as UA (Unauthorized Absence). Not being at a location at the appointed time, in the specified uniform.

Chain of Command: The unbroken line of authority extending from the Academy Commander through a single subordinate at each level to the level of execution.

Class Leader: A member of the class who is selected by the staff to organize and coordinate class functions such as the class projects, banner, etc. Not necessarily in the chain of command.

CQ: Change of Quarters. A member of the class temporarily responsible (usually one day at a time) for certain specific daily operations.

DPS: Department of Public Safety

PSA: Public Safety Academy PT: Physical Training POV: Personally Owned Vehicle Recruit: A person attending an ALET program for the purpose of undergoing basic training in law enforcement.

RDO: Regular Day Off Squads: A unit of recruits. Usually 4 squads per class, with each led by a Squad Leader.

Squad Leader: A commissioned officer assigned to the Academy for the purpose of providing instruction, supervision, guidance, and counseling to a squad of recruits.

TAC Officer: Training Assistant Counseling Officer. A commissioned officer temporarily assigned to the Academy for the purpose of providing support to the Academy staff, and for the guidance and counseling to students.

UA: Unauthorized Absence. Also known as AWOL (Absent Without Leave). Not being at a location at the appointed time, in the specified uniform.

VPSO: Village Public Safety Officer

Alaska Public Safety Training Academy Chain of Command Academy Commander: Lieutenant Grant Miller Academy Deputy Commander: Sergent Boyd Branch Academy Training Officers:

Corporal Jonn Stroebele Corporal Nate Johnson Corporal Coby Sutton Corporal Jared Edenshaw Corporal Andrew Valcourt

Administrative Assistant 2: Mrs. Tracey Johnson Education Assistant: Mr. Warren Africano Office Assistant 2: Ms. Lilibeth Carbillon Facilities Manager: Mr. Jason Rinas

SECTION 3. SCOPE OF WORK & CONTRACT INFORMATION

SEC. 3.01 SCOPE OF WORK

The Department of Public Safety (DPS), Division of Administrative Services, is soliciting proposals to seek a qualified contractor to provide food services at the Public Safety Academy (PSA) as outlined below.

A. State Responsibilities

1. Provide a Food Services preparation area to include all necessary appliances.

2. Provide a serving area to include seating.

3. Provide initial stock of small wares.

4. Provide both cold and dry storage for food stuffs. Cooler and freezer to be shut down over breaks.

B. Contractor Responsibilities

1. The contractor shall purchase all food stuffs, all consumables, and all cleaning and sanitizing goods.

2. The contractor shall be responsible for and replace all small wares: broken or damaged in the normal course of conducting business.

3. The contract shall provide three hearty meals per day to include:

a) Breakfast, which shall be ready at 7:00 a.m. and served until 7:30 a.m.

b) Lunch, which shall be ready at 12:00 p.m. and served until 12:30 p.m.

c) Dinner, which shall be ready at 5:00 p.m. and served until 5:30 p.m.

d) Evening snacks consisting of left-over items and fruit.

4. The contractor shall provide sack lunches as needed.

NOTE: Academy attendees will have an occasional need for lunches to go or ‘sack lunches’ for some or all of the class. When that need exists, the contractor will be given an advance notice of at least seven calendar days.

5. The contractor shall manage food, dining, and beverage service within those portions of the premises designated by the Academy. The services to be supplied by the contractor include the management of the preparation and serving of regular meals for Academy attendees, employees, and guests. Additionally, the contractor may be asked to supply catering services for the graduates and guests at the end of each training class (two per calendar year).

6. The contractor shall maintain a professional management and supervisory staff and a trained staff of full-time and part-time support staff, which will provide a quality foods service program for the Academy. Contractor employees must dress appropriately and shall not wear clothing that advertises or displays in any manner commercial products, ideologies, inappropriate words, or other items that the project director or designee determine inappropriate for a law enforcement academy setting. Cleanliness, neatness and taste shall be exhibited in dress at all times to include no lip rings or nose rings, which could fall into food. An example of inappropriate dress are T-shirts or tank tops, apparel with alcohol or drug slogans, cut-offs or shorts, thongs or sandals, revealing apparel, soiled clothing, etc. Hair nets and restraints (if necessary) are mandatory while working.

7. The contractor staff performing work on this contract must obtain a criminal background clearance through DPS prior to beginning their duties. DPS requires, as part of the background check, that the contractor submit two sets of fingerprints to the Academy administration office for DPS submission to the FBI. All associated costs shall be the responsibility of the contractor.

Initiation of the background check must be conducted through the Academy administrative office and will include providing personal information on all employees that are attempting to obtain a background clearance.

Contractor employees will not be allowed to work on the Academy premises until they have obtained the necessary clearance from DPS and the Academy administrative office has given the contractor permission to allow them to begin their work at the Academy. If at any time, DPS notifies the Academy that an employee is no longer cleared by DPS to work at the Academy, the contractor will, upon notification from the Academy, immediately relive the employee from their duties and see that they leave and are banned from the Academy premises.

8. The contactor shall be the employer of all food services personnel. All hiring, supervision, training, assignment of duties and termination of employees shall be under the direction of the contractor. The contractor shall be required to provide a complete list of and signed waivers for all employees to be utilized at the Academy, by the contractor, at least two weeks prior to the start of each training class. The contractor must then notify the Academy Commander, in writing, of any actual or anticipated employee changes during the course of a training class, to ensure that the background requirements of DPS are met prior to utilizing an employee.

9. The Academy reserves the right to approve the selection of any of the contractor management staff prior to assuming managerial responsibilities. Contractor management personnel shall be employed only so long as their work is acceptable to the Academy.

10. It is understood that the premises will be subject to inspection by the Alaska Department of Health and Social services, and the USDA. The contractor shall maintain strict compliance with the State Department of Environmental Conservation (DEC) – Food Safety & Sanitation Program.

a) Contractor is responsible for positive inspections.

b) Contractor must immediately provide inspection results to the Academy Commander and Academy administrative office for any and all inspections conducted.

c) Contractor must have a contingency plan in the event of a shut-down that results from a failure to comply with DEC regulations.

d) Contractor must provide immediate alternative food services.

11. The contractor must keep the following areas clean and inspection ready: The entire kitchen, food storage areas, dish washing area, the grease trap, and the serving area. The contractor shall be responsible for keeping the dining hall access area free from trash.

12. The contractor must submit all menus to the Academy administrative office for approval.

a) The menus must be planned for an entire training session and submitted to the Academy administrative office for approval at least thirty days prior to the first day of service for each training class.

b) Flexibility to change menus if after one menu cycle there is demonstrated history of recruits non-acceptability, or for other established reasons, as negotiated by the Academy and the contractor.

13. Portion Standards: The contractor must submit exact portion description for all items on the menu at the time of menu approval. Once approved, portion sizes may not be reduced without the approval of the Academy.

14. Food Temperature Control: The contractor must insure that the temperature of all foods served must be maintained at prescribed levels required by the State Department of Environmental Conservation. The contractor will adhere to Food Service Regulations 18AAC31, which is under the Department of Environmental Conservation. Copies of this regulation may be obtained from the State of Alaska, Department of Environmental Conservation, 907 Halibut Pt. Rd. # C, Sitka, Alaska, 99835. Phone # 907.747.8614.

15. Food Presentation: The contractor shall be responsible for food preparation and presentation procedures that will enhance the food presented. The responsibility includes, but is not limited to, proper garnishing, the use of appropriate pan sizes which will keep foods fresh and presentable throughout the meal services. Preparation procedures shall insure that food items retain their nutritional value throughout the meal service.

16. Food Services Environment: The contractor must maintain an environment in the service areas that is conductive to an enjoyable and healthful food experience to the customer. This responsibility includes a cleanliness program throughout the hours of service, an alert, helpful, customer oriented management and support staff, and a food service program that is creative and professional and responsive to customer needs.

C. Meal Items to be Served:

Public Safety Training Academy (Academy) attendees endure strenuous physical and mental activities during the course of their training. Meals must be nutritious, healthy, and appealing to maintain physical and mental strength, endurance and morale. “Fast food” type meals are not acceptable. Fried foods are to be kept to a minimum. Offerors shall include a 30-day sample menu with their proposals, along with nutrition and calorie information.

http://dec.alaska.gov/eh/fss.aspx

The meals provided by the successful contractor shall meet the following minimum requirements for each meal. Menu selections shall be freshly prepared and rotated daily. It will not be acceptable to serve leftovers from the previous day.

BREAKFAST shall include the following, at a minimum:

• Eggs.

• Breakfast potatoes or hash browns.

• Pancakes, waffles, or French toast at least 3 times per week.

• An assortment/combination of any two of the following breakfast meats: bacon, sausage patties or links, ham, chicken fried steak, rotated daily. At least one non-pork meat daily.

• Fresh fruit – at least two different kinds each day.

• Assortment of bulk yogurt.

• Hot cereal – grits, cream of wheat, oatmeal, etc. One per day.

• Bread station with white, whole wheat, sourdough, rye, English muffins, bagels. Three per day.

• Coffee (including decaffeinated), a selection of hot teas, hot chocolate, minimum of three fruit juices (one to be orange juice), milk (1%), water, and ice.

LUNCH shall include the following, at a minimum:

• Sandwiches, different one each day – grilled chicken, Reuben, Philly, deli, grilled cheese/tomato soup, fish, etc. At least one non-pork selection available daily.

• Salad bar with at a minimum: fresh greens, croutons, sunflower seeds, carrots, tomatoes, mushrooms, cheese, jalapenos, olives, cucumbers, diced meats, chopped egg, and a minimum choice of three salad dressings.

• Prepared salads, different one each day – Jell-O salad, pasta salad, potato salad, carrot and raisin salad, macaroni salad, etc.

• A choice of two steam vegetable (fresh or frozen only – canned vegetables are not acceptable) – peas, carrots, corn, green beans, broccoli, cauliflower, zucchini, or mixed vegetable medley.

• Daily fresh soup.

• Hamburgers or hotdogs not more than once every two weeks, with a choice of white and whole wheat buns, and not both in the same week.

• Pizza once every two weeks.

• French fires or onion rings not more than once per week.

• Coffee (including decaffeinated), a selection of hot teas, cocoa mix, non-soda drinks

(Gatorade / Powerade, lemonade, ice tea, etc.), milk (1%), water and ice.

• Fresh fruit. No Red Delicious apples.

SACK LUNCHES:

Occasionally there exists a need to provide lunches-to-go / sack lunches for Academy attendees.

These requests will be given to the contractor at least seven calendar days in advance. The contractor shall box up the same items which would be served in the dining facility in a “to-go” box, clamshell, or bag, with a canned or bottled drink, [Gatorade / Powerade, lemonade, tea, fruit drinks, etc. (non-soda)]. These sack lunches will be picked up at 11:30 a.m. on the day of their need.

The sack lunches shall be of the same quality as noted under LUNCH. Peanut butter and jelly or bologna sandwiches are not acceptable. Steps shall be taken to keep hot foods as warm as possible, and cold foods cold, including the use of insulated carriers.

DINNER:

Entrées shall consist of two of the following selections, or other Academy approved entrees, rotated daily:

• Roast turkey

• Roast beef

• Pit ham

• Fresh fish – baked or steamed (Frozen, fried or breaded fish is not acceptable).

• Chicken

• Lasagna

• Meatloaf

• Pork chops

• Roast of prime rib or high quality steak or seafood (to be served every two weeks).

NOTE: If pork or ham is the main entrée, another non-pork or Kosher selection must be made available.

Dinner menu items shall also include the following:

• Potatoes prepared in a variety of ways (baked, mashed, scalloped, roasted, etc.), rice or pasta (a minimum of one as a side dish).

• A choice of two steamed vegetables (fresh or frozen only – canned vegetables are not acceptable) – peas, carrots, corn, green beans, broccoli, cauliflower, zucchini, or mixed vegetable medley.

• Salad bar with at a minimum: fresh greens, croutons, sunflower seeds, carrots, tomatoes, mushrooms, cheese, jalapenos, olives, cucumbers, diced meats, chopped egg, and a minimum choice of three salad dressings.

• Prepared salads, different one each day – Jell-O salad, pasta salad, potato salad, carrot and raisin salad, macaroni salad, etc.

• Dessert – cookie, brownie, cake, or ice cream once or twice per week.

• Coffee (including decaffeinated), a selection of hot teas, cocoa mix, non-soda drinks

(Gatorade / Powerade, lemonade, ice tea, etc.), milk (1%), water, and ice.

The Contractor must be willing to work with the Academy staff to make adjustments to the menu as needed to provide high quality meals which are healthy and nutritionally complete. The goal is to provide healthier meals, staying away from fried foods high in saturated fats and “junk” food.

SPECIAL MEALS:

For some classes, the contractor may be required to provide special meals for some students (i.e.

Kosher vegetarian, gluten free) which will be billed at the regular rate unless the contractor includes a bid for special meals. If a bid for special meals is included, it will be for all special meals, not a bid for each type of special meals. For example:

• $X.XX = standard breakfast

• $X.XX x X% = special breakfast

The Academy will provide advance notice for each special meal.

SEC. 3.02 CONTRACT TERM AND WORK SCHEDULE

The length of the initial contract term will be January 1, 2025 through December 31, 2025, with four, one year renewal options to be exercised at the sole discretion of the state.

Unless otherwise provided in this RFP, the State and the successful offeror/contractor agree: (1) that any extension of the contract excluding any exercised renewal options, will be considered as a month-to-month extension, and all other terms and conditions shall remain in full force and effect and (2) the procurement officer will provide notice to the contractor of the intent to cancel such month-to-month extension at least 30 days before the desired date of cancellation. A month-to-month extension may only be executed by the procurement officer via a written contract amendment.

SEC. 3.03 DELIVERABLES

The contractor will be required to provide all deliverables as outlined in Section 3.01 Scope of Work.

SEC. 3.04 CONTRACT TYPE

This contract is a firm, fixed price contract.

SEC. 3.05 PROPOSED PAYMENT PROCEDURES

The state will make payments based on a negotiated payment schedule. Each billing must consist of an invoice and progress report. No payment will be made until the progress report and invoice has been approved by the project director.

SEC. 3.06 CONTRACT PAYMENT

No payment will be made until the contract is approved by the Commissioner of the Department of Public Safety or the Commissioner's designee. Under no conditions will the state be liable for the payment of any interest charges associated with the cost of the contract. The state is not responsible for and will not pay local, state, or federal taxes. All costs associated with the contract must be stated in U.S. currency.

Contractor shall make available any extra meals (after recruits and guest instructors / TACS have eaten) for purchase by staff or guests at a rate set by the contractor. The contractor shall have a way for staff or guests to purchase said meals, and for cook staff to accept payment. These meals shall NOT be billed to the Academy.

1. Contractor Billing: Payments to the contractor for monthly services shall be made upon receipt, by the Academy Commander, of a monthly invoice for the preceding month’s services. Invoice must specify for what period payment is sought. Payment will be made in accordance with state policy.

2. Supporting Documentation: The contractor shall submit a copy of the daily meals served sheets, properly completed, along with the monthly invoice. This will include meals purchased by Academy Staff and visiting officials. The meal count shall have some type of auditable supporting documentation.

3. Third Party Financing Agreements Not Allowed: Because of the additional administrative and accounting time required of State agencies when third party financing agreements are permitted, they will not be allowed under this contract.

4. Meals Served Per Day Adjustment: The contractor shall be paid at 1/3 the daily rate if the contractor serves only one meal in any day, and 2/3 of the daily rate if the contractor serves two meals per day.

Normal rates apply for weekends and the final day of training.

5. Nonpayment of Meals: The Academy will not pay for meals that are spoiled at delivery, do not meet the Academy Meal Items to be Served requirements, or otherwise do not fulfill specifications of the contract.

Payment for agreements under $500,000 for the undisputed purchase of goods or services provided to a state agency, will be made within 30 days of the receipt of a proper billing or the delivery of the goods or services to the location(s) specified in the agreement, whichever is later. A late payment is subject to 1.5% interest per month on the unpaid balance. Interest will not be paid if there is a dispute or if there is an agreement that establishes a lower interest rate or precludes the charging of interest.

Any single contract payment of $1 million or higher must be accepted by the contractor via Electronic Funds Transfer (EFT).

SEC. 3.07 CONTRACT PRICE ADJUSTMENTS

Consumer Price Index (CPI): Contract prices will remain firm through December 31, 2025.

The Contractor or State may request price adjustments, no sooner than 12 months from the Contract execution date, and no more than once per contract year. Contractors must submit a request to the State at least thirty (30) days prior to the end of the current term. All Requests must be in writing and must be received 30 days prior to the Contract renewal date.

a. If the Contractor or State fail to request a CPI price adjustment 30 days prior to the Contract renewal date, the adjustment will be effective 30 days after the State or Contractor receives their written request.

b. Price adjustments will be made in accordance with the percentage change in the U.S.

Department of Labor, Bureau of Labor and Statistics, Consumer Price Index (CPI-U) for All Urban Consumers, All Items, Urban Alaska.

c. The price adjustment rate will be determined by comparing the percentage difference between the CPI in effect for the base year reported HALF1 (January through June 2023) (depends on the timing, may be HALF2 for July-December); and each HALF1 (or HALF2) thereafter. The percentage difference between those two CPI issues will be the price adjustment rate. No retroactive contract price adjustments will be allowed. All price adjustments must be approved by the Procurement Officer prior to the implementation of the adjusted pricing. Approval shall be in the form of a Contract Amendment issued by the Procurement Officer.

d. Approval for all price increases is dependent upon full compliance with the terms of the Contract including reporting requirements.

SEC. 3.08 LOCATION OF WORK

The location the work is to be performed, completed, and managed is the DPS Training Academy at 877 Sawmill Creek Road, Sitka, Alaska.

The state will provide workspace for the contractor. The DPS Academy has a fully equipped dining hall facility on campus with food preparation equipment and food storage capacity. The contractor will be required to operate from this facility for the provision of the required services.

By signature on their proposal, the offeror certifies that all services provided under this contract by the contractor and all subcontractors shall be performed in the United States.

If the offeror cannot certify that all work will be performed in the United States, the offeror must contact the procurement officer in writing to request a waiver at least 10 days prior to the deadline for receipt of proposals.

The request must include a detailed description of the portion of work that will be performed outside the United States, where, by whom, and the reason the waiver is necessary.

Failure to comply with these requirements may cause the state to reject the proposal as non-responsive or cancel the contract.

SEC. 3.09 SUBCONTRACTORS

Subcontractors will not be allowed.

SEC. 3.10 JOINT VENTURES

Joint ventures will not be allowed.

SEC. 3.11 RIGHT TO INSPECT PLACE OF BUSINESS

At reasonable times, the state may inspect those areas of the contractor's place of business that are related to the performance of a contract. If the state makes such an inspection, the contractor must provide reasonable assistance.

SEC. 3.12 F.O.B. POINT

All goods purchased through this contract will be F.O.B. final destination. Unless specifically stated otherwise, all prices offered must include the delivery costs to any location within the State of Alaska.

SEC. 3.13 CONTRACT PERSONNEL

Any change of the project team members or subcontractors named in the proposal must be approved, in advance and in writing, by the project director or procurement officer. Changes that are not approved by the state may be grounds for the state to terminate the contract.

SEC. 3.14 INSPECTION & MODIFICATION - REIMBURSEMENT FOR

UNACCEPTABLE DELIVERABLES

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection, evaluation, and approval by the project director. The state may employ all reasonable means to ensure that the work is progressing and being performed in compliance with the contract. The project director or procurement officer may instruct the contractor to make corrections or modifications if needed in order to accomplish the contract’s intent. The contractor will not unreasonably withhold such changes.

Substantial failure of the contractor to perform the contract may cause the state to terminate the contract. In this event, the state may require the contractor to reimburse monies paid (based on the identified portion of unacceptable work received) and may seek associated damages.

SEC. 3.15 CONTRACT CHANGES - UNANTICIPATED AMENDMENTS

During the course of this contract, the contractor may be required to perform additional work. That work will be within the general scope of the initial contract. When additional work is required, the project director will provide the contractor a written description of the additional work and request the contractor to submit a firm time schedule for accomplishing the additional work and a firm price for the additional work. Cost and pricing data must be provided to justify the cost of such amendments per AS 36.30.400.

The contractor will not commence additional work until the procurement officer has secured any required state approvals necessary for the amendment and issued a written contract amendment, approved by the Commissioner of the Department of Public Safety or the Commissioner's designee.

SEC. 3.16 NONDISCLOSURE AND CONFIDENTIALITY

Contractor agrees that all confidential information shall be used only for purposes of providing the deliverables and performing the services specified herein and shall not disseminate or allow dissemination of confidential information except as provided for in this section. The contractor shall hold as confidential and will use reasonable care (including both facility physical security and electronic security) to prevent unauthorized access by, storage, disclosure, publication, dissemination to and/or use by third parties of, the confidential information. “Reasonable care” means compliance by the contractor with all applicable federal and state law, including the Social Security Act and HIPAA. The contractor must promptly notify the state in writing if it becomes aware of any storage, disclosure, loss, unauthorized access to or use of the confidential information.

Confidential information, as used herein, means any data, files, software, information or materials (whether prepared by the state or its agents or advisors) in oral, electronic, tangible or intangible form and however stored, compiled or memorialized that is classified confidential as defined by State of Alaska classification and categorization guidelines provided by the state to the contractor or a contractor agent or otherwise made available to the contractor or a contractor agent in connection with this contract, or acquired, obtained or learned by the contractor or a contractor agent in the performance of this contract. Examples of confidential information include, but are not limited to: technology infrastructure, architecture, financial data, trade secrets, equipment specifications, user lists, passwords, research data, and technology data (infrastructure, architecture, operating systems, security tools, IP addresses, etc.).

If confidential information is requested to be disclosed by the contractor pursuant to a request received by a third party and such disclosure of the confidential information is required under applicable state or federal law, regulation, governmental or regulatory authority, the contractor may disclose the confidential information after providing the state with written notice of the requested disclosure ( to the extent such notice to the state is permitted by applicable law) and giving the state opportunity to review the request. If the contractor receives no objection from the state, it may release the confidential information within 30 days. Notice of the requested disclosure of confidential information by the contractor must be provided to the state within a reasonable time after the contractor’s receipt of notice of the requested disclosure and, upon request of the state, shall seek to obtain legal protection from the release of the confidential information.

The following information shall not be considered confidential information: information previously known to be public information when received from the other party; information freely available to the general public; information which now is or hereafter becomes publicly known by other than a breach of confidentiality hereof; or information which is disclosed by a party pursuant to subpoena or other legal process and which as a result becomes lawfully obtainable by the general public.

SEC. 3.17 INDEMNIFICATION

The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission, or negligent act of the contractor under this agreement.

The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. “Contractor” and “contracting agency”, as used within this and the following article, include the employees, agents and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the contracting agency’s selection, administration, monitoring, or controlling of the contractor and in approving or accepting the contractor’s work.

SEC. 3.18 INSURANCE REQUIREMENTS

Without limiting contractor's indemnification, it is agreed that contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the contractor's policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the procurement officer prior to beginning work and must provide for a notice of cancellation, non-renewal, or material change of conditions in accordance with policy provisions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the contractor's services. All insurance policies shall comply with and be issued by insurers licensed to transact the business of insurance under AS 21.

Workers' Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and where applicable, any other statutory obligations including but not limited to Federal U.S.L.

& H. and Jones Act requirements. The policy must waive subrogation against the State.

Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

Commercial Automobile Liability Insurance: covering all vehicles used by the contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per claim.

SEC. 3.19 TERMINATION FOR DEFAULT

a. If the Project Director or Procurement Officer determines that the contractor has refused to perform the work or has failed to perform the work with such diligence as to ensure its timely and accurate completion, the state may, by providing written notice to the contractor, terminate the contractor's right to proceed with part or all the remaining work.

b. The Procurement Officer may also, by written notice, terminate this contract under Administrative Order 352 if the contractor supports or participates in a boycott of the State of Israel.

This clause does not restrict the state's termination rights under the contract provisions of Appendix A, attached in SECTION 7. ATTACHMENTS.

SECTION 4. PROPOSAL FORMAT AND CONTENT

SEC. 4.01 INTRODUCTION

Proposals must include the complete name and address of offeror’s firm and the name, mailing address, and telephone number of the person the state should contact regarding the proposal.

Proposals must confirm that the offeror will comply with all provisions in this RFP; and, if applicable, provide notice that the firm qualifies as an Alaskan bidder. Proposals must be signed by a company officer empowered to bind the company. An offeror's failure to include these items in the proposals may cause the proposal to be determined to be non-responsive and the proposal may be rejected.

The state discourages overly lengthy and costly proposals, however, in order for the state to evaluate proposals fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.

SEC. 4.02 PROPOSAL CONTENTS

The following information must be included in all proposals.

(a) AUTHORIZED SIGNATURE All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP. Proposals must remain open and valid for at least 90-days from the date set as the deadline for receipt of proposals.

(b) OFFEROR'S CERTIFICATION By signature on the proposal, offerors certify that they comply with the following:

A. the laws of the State of Alaska;

B. the applicable portion of the Federal Civil Rights Act of 1964;

C. the Equal Employment Opportunity Act and the regulations issued thereunder by the federal government;

D. the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government;

E. all terms and conditions set out in this RFP;

F. a condition that the proposal submitted was independently arrived at, without collusion, under penalty of perjury; and

G. that the offers will remain open and valid for at least 90 days.

If any offeror fails to comply with [a] through [g] of this paragraph, the state reserves the right to disregard the proposal, terminate the contract, or consider the contractor in default.

(c) VENDOR TAX ID A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the state's request.

(d) CONFLICT OF INTEREST Each proposal shall include a statement indicating whether or not the firm or any individuals working on the contract has a possible conflict of interest (e.g., currently employed by the State of Alaska or formerly employed by the State of Alaska within the past two years) and, if so, the nature of that conflict. The procurement officer reserves the right to consider a proposal non-responsive and reject it or cancel the award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation as to the objectivity of the contract to be performed by the offeror.

(e) FEDERAL REQUIREMENTS The offeror must identify all known federal requirements that apply to the proposal, the evaluation, or the contract.

SEC. 4.03 EXPERIENCE AND QUALIFICATIONS

Offerors must provide an organizational chart specific to the personnel assigned to accomplish the work called for in this RFP; illustrate the lines of authority; designate the individual responsible and accountable for the completion of each component and deliverable of the RFP.

Offerors must provide a narrative description of the organization of the project team and a personnel roster that identifies each person who will actually work on the contract and provide the following information about each person listed:

• title,

• resume,

• location(s) where work will be performed,

• itemize the total cost and the number of estimated hours for each individual named above.

Offerors must provide two completed Client Reference Forms for similar projects the offeror’s firm has completed.

SEC. 4.04 UNDERSTANDING OF THE PROJECT

Offerors must provide comprehensive narrative statements that illustrate their understanding of the requirements of the project and the project schedule.

SEC. 4.05 METHODOLOGY USED FOR THE PROJECT

Offerors must provide comprehensive narrative statements that set out the methodology they intend to employ and illustrate how the methodology will serve to accomplish the work and meet the state’s project schedule.

SEC. 4.06 MANAGEMENT PLAN FOR THE PROJECT

Offerors must provide comprehensive narrative statements that set out the management plan they intend to follow and illustrate how the plan will serve to accomplish the work and meet the state's project schedule. Offerors must include a 30-day sample menu with their proposals, along with nutrition and calorie information.

SEC. 4.07 COST PROPOSAL

Offerors must complete and submit this Submittal Form. Proposed costs must all direct and indirect costs associated with the performance of the contract, including, but not limited to, total number of hours at various hourly rates, direct expenses, payroll, supplies, overhead assigned to each person working on the project, percentage of each person's time devoted to the project, and profit. The costs identified on the cost proposal are the total amount of costs to be paid by the state.

No additional charges shall be allowed.

SEC. 4.08 EVALUATION CRITERIA

All proposals will be reviewed to determine if they are responsive. Proposals determined to be responsive will be evaluated using the criterion that is set out in SECTION 5. EVALUATION

CRITERIA AND CONTRACTOR SELECTION.

SECTION 5. EVALUATION CRITERIA AND CONTRACTOR SELECTION

THE TOTAL NUMBER OF…