RFP_26V-1029_Specifications.docx

Request for Proposal 26V-1029

Grocery: In-Store Purchasing or Direct Online Order

Scope of Work Specifications

SPECIFICATIONS

Purpose of specifications: Specifications are designed to enable 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.

Additional references and definitions used for specifications: (acronyms used in the solicitation are noted in bold font below):

American National Standards Institute (ANSI): https://www.ansi.org/ ASTM International (ASTM): https://www.astm.org/ Consumer Product Safety Commission (CPSC): https://www.cpsc.gov/ Food and Drug Administration (FDA): www.fda.gov International Organization of Standardization (ISO): https://www.iso.org/home.html National Fire Protection Association (NFPA): https://www.nfpa.org/ Purchase Card Industry Security Standards Council (PCI): https://www.pcisecuritystandards.org/ UL Solutions (UL): https://www.ul.com/ United States Department of Agriculture (USDA): www.usda.gov

RFP26V-1029

RFP26V-1029

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 online ordering with local delivery or in-store pickup and/or in-store shopping for transactional merchandise routinely offered for sale that include, but is not limited to: food, food service, grocery, breakroom, office, personal care, health, seasonal, household, and kitchen that may be used routinely and needed quickly to address the everyday needs of Mohave’s membership.

1.1.02 Purchase of kitchen equipment, kitchen supplies, and janitorial supplies shall be limited to what is available through the store website or available in-store. Quoting and/or drop shipment is not requested and shall not be allowed under an awarded contract.

1.1.03 All equipment and supplies shall comply with the following current applicable standards for: ANSI, ASTM, CPSC, ISO, NFPA, and UL.

1.1.04 Contract vendor shall provide a dynamic pricing structure to ensure members are continually receiving the best value established by the marketplace.

1.1.05 Vendor shall accept credit cards and/or purchasing cards (P-card) for all purchases under an awarded contract. Vendor may also choose to allow purchases by member Purchase Order.

1.1.06 Contract vendor shall identify all required steps for member to open a business/corporate account, if required to place orders online. Include account setup details in response to Question 3.2.A.

1.1.07 Online ordering shall utilize current and applicable PCI data security standards, or similar industry recognized security standards to include, but not be limited to: build and maintain a secure network, protect cardholder data, maintain a vulnerability management program, implement strong access control measures, regularly monitor and test networks, and maintain an information security policy.

1.1.08 Contract vendor may offer loyalty, membership, rewards, rebate, coupon, or other discount programs available to commercial customers. Participation shall be at the sole discretion of member. Vendor shall identify any available programs and the process for participation or exclusion. Include a description in response to Question 3.2.B.

1.2 In-Store Purchasing or Online Ordering Specifications

1.2.01 Local in-store purchases, order online and pick-up in local store, and order online and local store delivery are requested, but not required under an awarded contract. If offered, provide local in-store purchases, order online and pick-up in local store, and order online and local store delivery details in response to Question 3.3 and pricing workbook.

Specifications

1.2 In-Store Purchasing or Online Ordering Specifications (Cont’d.)

1.2.02 Member shall be notified by the local store as soon as possible for any product substitutions prior to fulfillment of an online order delivery or local store pick-up. Member shall retain the right to approve or cancel the order without recourse or costs.

1.2.03 If member will be required to create a corporate account for in-store and/or online purchases, member shall have the ability to define the users who have purchasing authority under the account.

1.2.04 Purchases made online or in-store shall use approved contract pricing. Contract shall allow for dynamic daily adjustments to pricing, part numbers, and inventory levels.

1.2.05 If provided, monthly member statements for in-store and/or online purchases shall show transactional order detail, including, but not limited to: purchase order number; member name; SKU; pricing detail; promotional pricing, special pricing or special discounts received; and purchasing totals broken down by department or store account identification cards.

1.3 Reconciliation Report Specifications

1.3.01 Reconciliation reports shall detail activity under the contract and payment for Mohave administration fees. Items in the report shall be provided as detailed in 1.3.02 below.

1.3.02 Acceptable reconciliation report formats are outlined below. Contract vendor shall comply with one of the following formats for online purchases:

· Direct Order Detail (DOD): reconciliation report shall include: order entry date, invoice number, member name, Credit/P-card notation, product or item number, description of product, quantities, line item total amount, credits or returns, and Mohave administration fee calculation.

· Direct Order Invoice (DOI): reconciliation report shall include: invoice date; invoice number; member name; Credit/P-card notation; total dollar amount of products and services that are subject to Mohave’s administration fees; credit or returns; shipping/freight; applicable taxes; invoice total (including all amounts); and Mohave administration fee calculation.

Failure to indicate and comply with one of the above reconciliation report formats may render your proposal as non-responsive.

Indicate the format you will be providing:

DOD

DOI

1.3.03 Vendor shall provide an electronic copy (e.g., PDF) of the detailed sales receipt, invoice, or quotation to Mohave for review upon request.

1.3.04 Reconciliation reports shall be submitted monthly or quarterly.

· Monthly Report: The monthly report includes all transactions from the previous month.

· Quarterly Report: The quarterly report schedule is as follows:

a. 1st Qtr (Jan – Mar); reconciliation report is due April 30.

b. 2nd Qtr (Apr – June); reconciliation report is due July 31.

c. 3rd Qtr (July – Sept); reconciliation report is due October 31.

d. 4th Qtr (Oct – Dec); reconciliation report is due January 31.

Indicate the frequency you will be providing the report:

Monthly Quarterly

1.3.05 Contract vendor shall provide a notice of no activity if no invoices were paid, or no transactions were recorded in the previous month.

*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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