RFP_26D_Bread_and_Baked_Goods_Specifications.docx

Request for Proposal 26D-0305

Bread and Baked Goods Scope of Work Specifications

SPECIFICATIONS

Purpose of specifications: Specifications are designed to enable an offeror to satisfy a requirement for a product, material, process, or service. A specification may be expressed as a standard, part of a standard, or independent of a standard. No specification is intended to limit competition by eliminating items capable of satisfactorily meeting the requirements of the procurement. If offeror believes a specification is unnecessarily restrictive, offeror must notify Mohave prior to specified proposal due date and time.

Partial proposals: Mohave may consider partial proposals for award of a contract.

Use of brand names: Brand names, trade names, model numbers, and/or catalog numbers may be used to describe the standard of quality, performance, and other characteristics needed to meet member requirements. Use of the name of a manufacturer, brand, make, or catalog number is not intended to limit or restrict competition, nor does it restrict offeror from the submission of brand equivalent offers. However, Mohave reserves the right to decide whether alternatives are equivalent to the materials and/or equipment described in the solicitation. Mohave shall be the sole judge of equivalent quality, and Mohave’s decision shall be final.

Compliance with specifications: Offerors shall offer products, materials, processes, or services they believe meet the specifications. The fact that a manufacturer, supplier, or offeror chooses not to produce or provide product, material, process, or services to meet the specifications shall not be considered sufficient cause to adjudge the specifications as restrictive.

References used for terms and conditions: (acronyms used in the solicitation are noted in bold font below):

Arizona Administrative Code (A.A.C.): https://azsos.gov/rules/arizona-administrative-code Arizona Executive Orders: https://azgovernor.gov/executive-orders Arizona Revised Statutes (A.R.S.): https://www.azleg.gov/arstitle/ Code of Federal Regulations (CFR): http://www.ecfr.gov/ Davis-Bacon: https://www.dol.gov/agencies/whd/laws-and-regulations/laws/dbra Education Department General Administrative Regulations (EDGAR):

https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html E-Verify: https://www.e-verify.gov/employers/enrolling-in-e-verify Public Law: https://www.congress.gov/public-laws/116th-congress State of Arizona Accounting Manual - Travel Policy: Section IID - Section II (SAAM):

https://gao.az.gov/travel/welcome-gao-travel Uniform Commercial Code as adopted by the State of Arizona (UCC):

https://www.azleg.gov/arsDetail/?title=47 Additional References and definitions used for specifications (acronyms used in the solicitation are noted in bold font below):

Arizona Department of Agriculture (ADA): www.agriculture.az.gov Arizona Department of Education (ADE): www.ade.az.gov Arizona Revised Statutes (A.R.S): https://www.azleg.gov/arstitle/ Federal Acquisition Regulation (FAR): https://www.acquisition.gov/browse/index/far Federal Immigration and Nationality Act (FINA): https://www.uscis.gov GDSN Connect, powered by Nourish to Flourish Database and hosted by 1WorldSync: https://1worldsync.com/trading-partners/nourish-to-flourish/#trading-partner-form Hazard Analysis and Critical Control Points (HACCP): https://www.fda.gov/food/guidance-regulation-food-and-dietary-supplements/hazard-analysis-critical-control-point-haccp Healthy, Hunger-Free Kids Act of 2010: https://www.govinfo.gov/app/details/PLAW-111publ296/related National School Lunch Program (NSLP): https://www.fns.usda.gov/nslp Occupational Safety and Health Administration (OSHA): https://www.osha.gov Public Law: https://www.congress.gov/public-laws/116th-congress School Breakfast Program (SBP): https://www.fns.usda.gov/sbp/school-breakfast-program U.S. Department of Agriculture (USDA): https://www.usda.gov/

RFP 26D-0305

SPECIFICATION INSTRUCTIONS

Exceptions/Deviations from specifications: Offerors will respond to each numbered specification by checking the appropriate “Comply” or “Exception/Deviation*” box. “No Bid” items shall be marked as such in the appropriate “Exception/Deviation*” box. Your exceptions/deviations must be clearly explained. Reference the specification that you are taking exceptions/deviations to detail any proposed substitute language, and clearly explain how the exceptions/deviations meet or exceed specifications. Unacceptable exceptions/deviations shall remove your proposal from consideration for award. Mohave shall be the sole judge on the acceptance of exceptions and Mohave’s decision shall be final. Details for exceptions/deviations shall be listed by specification number on the Scope of Work and Specifications Acceptance Form.

Specifications

1.1 General Specifications

1.1.01 Contract vendor shall provide bread and baked goods in compliance with current applicable regulations governing child nutrition programs including, but not limited to: Public Law 111-296 (Healthy, Hunger-Free Kids Act of 2010); ARS 15-242.01 Ultra-processed Foods; and any future regulatory requirements that may be adopted during the term of the contract.

1.1.02 Contract vendor shall provide bread and baked goods processed in the United States in compliance with Section 104(d) of the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Public Law 105-336) and Section 12(n) of the NSLP and SBP. These provisions require School Food Authorities to purchase domestically grown and processed foods to the maximum extent practicable.

1.1.03 Contract vendor shall provide products that comply with grade level caloric, sodium, saturated fat, and trans-fat requirements in compliance with Healthy, Hunger-Free Kids Act of 2010 and any future regulatory requirements that may be adopted during the term of the contract.

1.1.04 Contract vendor shall provide bread products that are 51% whole grain rich, manufactured, and packaged under sanitary conditions set by the State of Arizona.

1.1.05 In addition to meeting specifications 1.1.01 through 1.1.04, contract vendor may provide bread and baked goods for programs that are not subject to the requirements of the Healthy, Hunger-Free Kids Act of 2010.

1.1.06 Contract vendor shall provide Nutritional Data Sheets for all products offered. Include Nutritional Data Sheets as attachments under Section 11. Vendor Submissions - Question 4.2.

1.1.07 It is Mohave’s preference that the contract vendor publish nutritional data using Global Trade Item Numbers (GTINs) for all products to GDSN Connect, powered by the Nourish to Flourish Database and hosted by 1WorldSync. During the term of the contract, the contract vendor may be required to publish product GTINs to GDSN Connect. Registration link is provided in Additional References GDSN Connect, powered by Nourish to Flourish Database and hosted by 1WorldSync.

1.1.08 The pricing workbook specifies the required product quality and characteristics. Contract vendor shall indicate “No Bid” in the appropriate cell for any item not offered in the pricing workbook. Include electronic pricing workbook 26D Bread and Baked Goods Pricing Workbook.xlsx as part of your proposal.

1.1.09 Unless otherwise specified in the pricing workbook, the number of units per package is a suggested quantity. Contract vendor may propose alternative packaging and shall note any packaging variances in the pricing workbook.

Specifications

1.1 General Specifications (Cont’d)

1.1.010 Contract vendor may substitute a product listed in the pricing workbook with a product of equal or superior quality at the same or lower price, if member grants approval prior to delivery.

1.1.011 Contract vendor must obtain prior written approval from member before providing a non-domestic agricultural product as an alternate. The written approval must state the reason(s) the original product is unavailable.

1.1.012 Contract vendor agrees to maintain prices offered on this contract on a yearly basis (July 1 - June 30). Contract vendor may lower prices at any time and offer volume purchasing discounts with Mohave’s approval.

1.1.013 Contract vendor may submit a written request to Mohave for a price increase if the manufacturer’s price increases. The request shall include all landed costs (e.g., manufacturer’s price, shipping and freight, handling fees, etc.) and the invoice price to the contract vendor. Mohave will review the request to determine whether the proposed price, or an alternative option, is in the best interest of the members.

· All price adjustments must be approved by Mohave prior to being offered or invoiced to any member. Mohave shall not unreasonably withhold approval of a documented price increase.

· Contract vendor may withdraw a product due to a supplier price increase by providing thirty (30) days’ written notice to Mohave.

1.2 Delivery Specifications

1.2.01 Delivery to all regions of the state is preferred. However, contract vendor may specify which counties they are offering. Indicate if you are offering statewide or by county delivery in Section 11. Vendor Submissions, Question 4.4.

1.2.02 Delivery is requested once a week to most member delivery sites. However, delivery requirements vary by member. Contract vendor shall provide minimum delivery requirements in Section 11. Vendor Submissions - Question 4.2, and worksheet Additional Pricing Information of electronic pricing workbook 26D Bread and Baked Goods Pricing Workbook.xlsx

1.2.03 The “Use By Date” on the delivered bread and baked goods shall be at at least seven (7) days from the date of delivery.

1.2.04 Contract vendor shall make deliveries between 6:00 a.m. and 2:00 p.m., Monday through Friday, unless arrangements are made by member for off-hour delivery.

1.2.05 Contract vendor must deliver products in the manufacturer’s original packaging and in undamaged condition. Damaged cases or packages will not be accepted.

1.2.06 Contract vendor shall be responsible for any shortages in delivered products.

1.2.07 Contract vendor shall provide a complete listing of all delivery routes, including:

· Route identification or description

· Name of the driver or delivery company completing the route

· Phone number for the driver or delivery company Include delivery route information in Section 11. Vendor Submissions - Question 4.2.

Specifications

1.2 Delivery Specifications (Cont’d)

1.2.08 Contract vendor shall provide the name and phone number of the vendor contact responsible for each route or region. This contact will serve as the primary point of communication for Mohave regarding delivery issues.

1.2.09 Contract vendor contact must be available during normal business hours and authorized to address delivery concerns promptly. If member escalates a delivery issue to Mohave, Mohave will contact the designated vendor contact initially to resolve the matter.

1.2.010 Contract vendor shall correct any shortages within no more than three (3) days from the date of delivery. It is preferred that shortages be corrected within two (2) days.

1.2.011 All bread and baked goods trays are the property of contract vendor and shall be picked up on a regular basis.

1.2.012 Contract vendor shall ensure that all drivers and delivery personnel, including independent distributors, wear either an industry-standard uniform or the company’s uniform and display proper company identification.

*Exceptions/deviations must be listed on the Scope of Work and Specifications Acceptance Form. List the specification number for each exception/deviation.

Scope of Work and Specifications Acceptance Form

Signature on the Offer and Acceptance Form certifies complete acceptance of the Scope of Work and Specifications in this solicitation, except as noted below (additional pages may be attached, if necessary).

Check one of the following responses to the Scope of Work and Specifications:

We take no exceptions/deviations to the Scope of Work and Specifications.

(Note: If nothing is listed below, it is understood that no exceptions/deviations are taken.)

We take the following exceptions/deviations to the Scope of Work and Specifications. All exceptions/deviations shall be clearly explained. Reference the corresponding Scope of Work or Specifications that you are taking exceptions/deviations to. Provide details on your exceptions/deviations below:

(Note: All requested exceptions/deviations must be clearly explained. Reference the specific language that you are taking exceptions/deviations to detail any proposed substitute language, and clearly explain how the exceptions/deviations meet or exceed Scope of Work and Specifications. Unacceptable exceptions/deviations may remove your proposal from consideration for award. Mohave shall be the sole judge on the acceptance of exceptions/deviations and Mohave’s decision shall be final.)

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