RFP_FoodSrvsProd_2025-nd~2.docx

State of Oregon

DEPARTMENT OF ADMINISTRATIVE SERVICES,

STATE PROCUREMENT SERVICES

ON BEHALF OF STATE OF OREGON AGENCIES,

OREGON COOPERATIVE PROCUREMENT PROGRAM PARTICIPANTS AND WASHINGTON via MASTER CONTRACTS USAGE AGREEMENT Is issuing this Request For Proposals (RFP) under OregonBuys Bid Number S-10700-00013784 for Food Services products:

sales, services and delivery for Grocery, broadline, and truckload purchases Date of Issue: July 17, 2025 Opening Date and Time September 25, 2025

*to assure receipt of response, please save this email address as a trusted email and copy to DAS SPS customer care at EGS.PSCustomerCare@das.oregon.gov

The State of Oregon promotes equal opportunity for all individuals without regard to age, color, disability, marital status, national origin, race, religion or creed, sex or gender, sexual orientation, or veteran status.

DAS Procurement Services, Version 4.5 March 31, 2023 Page 2 of 27 Table of Contents

LIST OF ATTACHMENTS

ATTACHMENT A SAMPLE PRICE AGREEMENT

Exhibit 3 – Volume Sales Report (VSR) form w/VSR instructions and Vendor Collected Administrative fees (VCAF) Exhibit 4 – Insurance Requirements Exhibit 5 – DAS SPS Purchase Order Exhibit 6 – Key Contact’s form

ATTACHMENT B DISCLOSURE EXEMPTION AFFIDAVIT

ATTACHMENT C PROPOSER INFORMATION AND CERTIFICATION SHEET

ATTACHMENT D REFERENCE CHECK FORM

ATTACHMENT E PRICE PROPOSAL FORM

ATTACHMENT F COBID CERTIFICATION / OUTREACH PLAN

ATTACHMENT G RESPONSIBILITY INQUIRY

ATTACHMENT J CATALOGUE LIST FOOD SERVICE PRODUCTS

ATTACHMENT K – RESPONSE CHECKLIST (for responder convenience, not required for return)

GENERAL INFORMATION

INTRODUCTION

The State of Oregon, acting by and through the Department of Administrative Service, State Procurement Services (“Agency”), is issuing this Request for Proposal under the provisions of ORS 279B.060 for Food Services Products. The Agency intends to issue multiple Statewide Price Agreements for Food Services Products, for use by Authorized Purchasers under one or more of the following categories,

1. Dry Goods

2. Produce

3. Dairy

4. Bakery

5. Beverage

6. Seafood

7. Meat

8. Small wares

9. Disposable

The intent of this solicitation is to provide the Food Services Products that best meet the needs of the Authorized Purchaser(s). Due to the variability of the kinds and quantities of required food service Products, the following three types of Food Services Products are requested through this RFP.

Type 1 – Grocery’s supplied by company with ability to provide one or more categories, but not all.

Type 2 – Broadline Distribution suppliers offering all Categories Type 3 – Truckload suppliers that offer Truckload quantities of specific Items or Categories, which includes mixed loads.

Proposers are encouraged offer any or all Types and Categories as listed above in accordance to availability through Contractor.

For Authorized Purchasers who are in school districts, sponsors and institutions, or are other food services providers serving Children, Teens, Adults or Adults or Teens in custody, or Adults qualifying under Special Nutrition Programs the Proposer must be able to provide Food Service Products that meet or exceed State and Federal procurement guidelines, regulations, and laws applicable to schools, institutions and special nutrition programs, participating in the Child and Adult Care Food Program (CACFP), National School Lunch Program (NSLP), School Breakfast Program (SBP), Summer Food Services Program (SFSP), Seamless Summer Option (SSO), and Special Milk Program (SMP), School Nutrition Programs, Fresh Fruits and Vegetables (FFVP),Farm to School Program(FSP), Special Supplemental Nutrition Program for Women, Infants and Children (WIC), USDA Department of Defense Fresh (USDA DoD Fresh) and the Nutrition Services Incentive Program (NSIP), or other Local, State or National Child and Adult Nutritional program(s) as may be needed within the State of Oregon.

Please Note: ***Contractors must meet unprocessed agricultural products requirements for all CNP through the Expanded Geographic preference option.

The initial term of the Price Agreement(s) is anticipated to be two (2) years with options to renew up to a cumulative maximum of five (5) years, except in regard to section 2..

Additional details on the Scope of the goods or services or both are included in the Scope of Work/Specifications section Exhibit 1.

In an effort to best serve ALL regions including many rural remote locations throughout Oregon and Washington, the Agency anticipates the award multiple Price Agreements from this RFP. All Types and Categories will be awarded.

SCHEDULE

The table below represents a tentative schedule of events. All times are listed in Pacific Time. All dates listed are subject to change. N/A denotes that event is not applicable to this RFP.

RFP Protest Period Ends

7 calendar days prior to RFP Opening

SINGLE POINT OF CONTACT (SPC)

The SPC for this RFP is identified on the Cover Page, along with the SPC’s contact information. Proposer shall direct all communications related to any provision of the RFP only to the SPC, whether about the technical requirements of the RFP, contractual requirements, the RFP process, or any other provision.

AUTHORITY, OVERVIEW, AND SCOPE

AUTHORITY AND METHOD

Agency is issuing this RFP pursuant to its authority under ORS 279A.050 and OAR 125-246-0170(2).

Agency is using the Competitive Sealed Proposal method, pursuant to ORS 279B.060 and OAR 125-247-0260. Agency may use a combination of the methods for Competitive Sealed Proposals, including optional procedures: a) Competitive Range; b) Discussions and Revised Proposals; c) Revised Rounds of Negotiations; d) Negotiations; e) Best and Final Offers; and f) Multistep Sealed Proposals.

DEFINITION OF TERMS

For the purposes of this RFP, capitalized words are defined in OAR 125-246-0110 or as defined below.

(a) “Addendum” or “Addenda”, also known as “Amendment” in OregonBuys, means an addition to, deletion from, a material change in, or general interest explanation of a Solicitation Document. In reference to this RFP, Addenda shall be labeled as such, issued by DAS SPS, and shall be made available to prospective Proposers as set forth in the RFP.

(b) “Agency” means those Agencies of the State of Oregon that are subject to the procurement authority of the Director of the Department according to ORS 279A.050 (Procurement authority) and 279A.140 (State procurement of goods and services). This term includes the Department when the Department is engaged in Public Contracting. Under these Rules, an Agency is authorized only through a delegation of authority according to OAR 125-246-0170 (Delegation of Authority).

(c) “Authorized Purchaser” means the State of Oregon, acting by and through DAS SPS, and Authorized Agencies submitting Purchase Orders pursuant to DAS SPS purchasing authority and direction, and Independent Agencies submitting Ordering Instruments pursuant of pursuant to independent purchasing authority. May also include ORCPP participants and MCUA participants.

(d) “Broadline Distributor” means Food Service Products company that distributes Food Service Products in all categories as listed in this RFP.

(e) “Canned Food” means any kind of food that is in a store-bought airtight container which is hermetically sealed, e.g. beef, poultry, produce, or dairy, and sterilized by heat in a closed, durable container such as tin, aluminum cans, flexible aluminum foil, commercial glass canning jars, and thermoplastic containers including squeeze tubes.

(f) “Child Nutrition Program (CNP)” the overarching USDA programs for schools, sponsors and institutions.

(g) “Contract “means the entire agreement between the Contractor and the Authorized Purchaser, comprised of this Price Agreement, including any Addenda and Amendments and accepted Purchase Order.

(h) “Contractor” means the Person (company representative) with whom an Agency enters into a Price Agreement with.

(i) “Contractor Reject ” or “Non-conforming item” means when the product arrives showing a material breach of contract or a problem related to quality and or condition of the product.

(j) “Cooperative Procurement” as defined in OAR 125-246-0400 (Cooperative Procurement; Purpose, Policy, and Definitions).

(k) “DAS SPS” means the State of Oregon, acting by and through its Department of Administrative Services (aka “Department”), Enterprise Goods and Services, State Procurement Services.

(l) “Delivery” means the process of transporting Food Service Products from a source location to predefined destination.

(m) “Disposable Goods” aka “Disposables” means Food Service Products which are single or limited use, then disposed of, including but not limited to clothing, aprons, paper goods, plastic wear, sanitary and cleaning supplies, etc.

(n) “Distressed Goods” means a Food Service Product with packaging or container which has been damaged, or label has been defaced, such that it is unsuitable for retail sale, but which does not change the integrity or edibility of the Food Service Product.

(o) “Food Service Products” means all raw and processed food products used for human consumption which includes Smallware’s used in preparation, serving and Disposable Food Service Products use in maintaining, integrity and sanitary conditions of food services as described in Exhibit 1, section 2.1 of Attachment A, Price Agreement for Food Service Products, which may include salvaged manufacture Rejects, Distressed Goods, and lower grade products.

(p) “Full and Open Competition” in regards to 2 CFR 200.319(b)&(c) shall not require unreasonable or unnecessary requirements or specifications that would unduly restrict the pool of candidates providing proposals, bids or quotes.

(q) “Geographic Preference Option” or “Expanded Geographic Preference Option” applies to the procurement of local unprocessed, locally grown, raised, or caught agricultural products.

(r) “Grocery” means a supplier that offers and delivers one(1) to a few Categories of Food Services Products; not a Broadline Distributor or Truckload Provider.

(s) “Independent Agencies” means those State Agencies with independent procurement authority pursuant to ORS 279A.050, 279A.170 and other provisions applicable under Statute.

(t) “Local Food” has the meaning given by the CNP operator ordering Local Food under the Expanded Geographic Preference Option assuring the use of and shall not interfere with “Full and Open Competition”

(u) “Manufactures’ Reject” means an incorrectly manufactured Food Service Product that fails to meet the manufacturer quality control standards or that a retailer will not accept for sale, and for which the integrity of the Food Service Product is not changed.

(v) “MCUA” means Master Contract Use Agreement, the Washington-Oregon Interstate Cooperative Agreement for Joint Participation Purchasing Program.

(w) “Opening” also known as (aka) “Closing” means the date and time, as specified in the RFP with which Proposals must be received by the Proposer.

(x) “Non-perishable” or “Shelf Stable” food; means food products which can be stored safely at room temperature and do not require refrigeration or freezing. These Foods are dried, canned, dehydrated, or packaged, and have a shelf life generally longer than other foods

(y) “Opening of Proposal” means the Date that received Proposals will be opened and reviewed if later than the Opening.

(z) “ORCPP” means the Oregon Cooperative Procurement Program for State Agencies not subject to DAS SPS authority; Units of local government including, cities, counties, school districts, etc.; Special Districts such as fire, water, vector control, health, etc.; Oregon university and community colleges; Oregon Forward Contractors (OFC); Oregon Tribes and Tribal Agencies; and Qualified public benefit companies.

(aa) “Ordering Instrument” or “Order” means a document used by an Authorized Agency in compliance with the Public Contracting Code, these Rules, and Department policies, for the general purpose of ordering Food Service Products under the Price Agreement. An Ordering Instrument or Order may also be known as a purchase order, work order, delivery order contract or be issued from an electronic ordering platform or catalog, or other name assigned by the Authorized Purchaser.

(ab) “Price Agreement” means the agreement between the Contractor and DAS PS under which the Contractor agrees to hold the Food Service Product prices, terms and conditions firm for a specified period of time for the benefit of the Authorized Purchasers.

(ac) “Proposal” a written response to this RFP

(ad) “Proposer” an individual, corporation, business trust, partnership, Limited Liability Company, Association, Joint venture, Governmental agency, Public or Private cooperatives or other legal or commercial entity that has submitted a Proposal in response to the RFP.

(ae) “Purchase Order” means a document in or electronic ordering platform in substantial compliance with the forms as described in Attachment A; Section 1.2 submitted by the Authorized Purchaser to a Contractor which together with the Price Agreement creates a Contract between Contractor and Authorized Purchasers for the purchase of the Food Service Products described in the Purchase Order.

(af) “Recycled Material” is any material that would otherwise be a useless, unwanted or discarded material except for the fact that the material still has useful physical or chemical properties after serving a specific purpose and can, therefore, be reused or recycled.

(ag) “Recycled products” are all materials, goods and supplies where the percent of total weight meets both of the following criteria:

a. More than 50 percent total weight consists of secondary and post-consumer waste.

b. More than 10 percent total weight consists of post-consumer waste

(ah) “Responsible Proposer” per 279B.005(d) means a person who meets the standards of responsibility described in ORS 279B.110.

(ai) “Responsive Proposal” per 279B.005(e) means a proposal that substantially complies with the Request for Proposal and all prescribed procurement procedures and requirements.

(aj) “Request for Proposal (RFP)” means all documents, either attached or incorporated by reference, and any addenda thereto, used for the solicitation of Proposals in accordance with ORS 279B.060.

(ak) “Salvage(d)” means reconditioning or preparation of items to sale or use as food, including cleaning, culling, sorting, scouring, labeling, and packaging which does not change the integrity or edibility of the Food Service Product(s).

(al) “Service” means accommodations and process to fulfill Food Service Products Order requirements.

(am) “Shipping” means the physical process of transporting Food Service Products.

(an) “Smallware’s” means products that are used to handle, prepare, carry, package, and wrap any food that can be ingested by human consumption. Including and not limited to. Cooking utensils, plastic ware, hairnets, gloves, aprons, dishes, pots, pans, knives, small had mixers, mixer blades, cookware, beverage dispensers, etc. This does not include capitalized kitchen equipment or kitchen appliances such as microwaves, ovens, baker’s racks, refrigerators, freezers etc.

(ao) “Specifications” means the specific attributes of the Food Service Products to be purchase including but not limited to availability, quality, shipping, service and delivery.

(ap) “Types” means Service method: Type 1 – Grocery Supplier; Type 2 – Broadline Distributor; Type 3 – Truckload supplier.

(aq) “USDA” means the United State Department of Agriculture.

Note: Terminology specific to the OregonBuys system may be found at the following link https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf

OVERVIEW AND PURPOSE

Agency Overview and Background The Department of Administrative Services, State Procurement Services (DAS SPS) serving as the centralized procurement authority for the State of Oregon provides public procurement leadership knowledge, and expertise in service of Oregonians. Over the past 15 years this office has provided Food Service Products Statewide Agreements for State of Oregon Agencies, ORCPP members and MCUA participants which provide for nutritional needs of schools, institutions and facilities for children and adults under their care.

Project Overview and Background In the past 4 years the Food Service Products price agreements have served Authorized Purchasers within the States of Oregon and Washington participants with over 73 million dollars in Food and Food related products and services. Research showed there is room for growth in this market and opportunities to better serve these Authorized purchasers meet their goals and potentially federal requirements for providing nutritional meals to some of our most vulnerable populations.

Purpose Food Service Products will be available to purchase through awarded Price Agreements including but not limited to, Meat, Fish, Fresh Fruits, Vegetables, Canned Goods, Non-perishable/shelf stable foods, Baked goods, Dairy Products Smallware’s, and Disposable goods.

Food Service Product Price Agreements are critical to the State of Oregon to ensure the wellbeing of the people that the Price Agreement serves. Delivery to remote areas of the state is accomplished and cost savings is realized through purchase volumes along with reduction in prices that is realized through negotiation. These Agreements will ensure compliance for the most current requirements for the federal food programs.

SCOPE OF WORK/SPECIFICATIONS

Proposers shall supply and deliver Food Service Products in accordance with the general individual Food Service Product Specifications stated below in Exhibit 1, section 2.1 and shall comply in all respects with the Price Agreement requirements, Terms and Conditions, instructions in Ordering Instrument, including and not limited to date and time of delivery schedule and other Order delivery requirements as specified.

PROCUREMENT REQUIREMENTS

MINIMUM QUALIFICATIONS

To be considered for evaluation, Proposal must demonstrate how Proposer meets all requirements of this section:

Licensing:

Licensing requirements may vary by type and category. Please list out the required licenses held which enable vendor compliance in relation to the field or fields serviced by the Contractor. If no licensure applies please state that and why.

Business Registration:

Contractors need to be registered to do business in the State of Oregon. A copy of current Registration with the Oregon Secretary of States office or the registration number listed on a sheet called “Licenses, Certificates/Permits, and Registrations” is required and evaluated as a part of Contractor responsiveness.

MINIMUM SUBMISSION REQUIREMENTS

Proposal Submissions To be considered for evaluation, Proposal must contain each of the following elements (further detailed in Proposal Requirements section below):

Executive Summary Technical Proposal Disclosure Exemption Affidavit (Attachment B) Proposer Information and Certification Sheet (Attachment C) Reference Check Form (Attachment D) Price Proposal Form (Attachment E) COBID Certification / Outreach Plan (Attachment F) Responsibility Inquiry (Attachment G) Key Persons Contact List Proposal Format and Quantity Proposal should follow the format and reference the sections listed in the Proposal Requirements section. Responses to each section and subsection should be labeled to indicate the item being addressed.

OregonBuys Electronic Response. Proposer should submit its Proposal electronically through OregonBuys. Proposer should follow the procedures outlined in “How to submit and Electronic Response to an Opportunity” for electronic submission.

The Price Proposal must be submitted as a separate electronic response file.

Proposer shall submit one copy of its Master Proposal, including Technical Proposal, Mandatory Requirements and Desirable Criteria, and all other submittal requirements, with Attachment C - Proposer Information and Certification Sheet bearing the Proposer’s authorized representative’s Signature, in one of the following formats: Adobe Acrobat (pdf), Microsoft Word (docx), or Microsoft Excel (xlsx). If Proposer believes any of its Proposal is exempt from disclosure under Oregon Public Records Law (ORS 192.311 through 192.478), Proposer shall complete and submit the Disclosure Exemption Affidavit (Attachment B). Proposer shall also mark as “Confidential” in OregonBuys all attachments to its Proposal that Proposer believes are exempt from disclosure The Proposer Information and Certification Sheet (Attachment C) must bear the Proposer’s authorized representative’s Signature.

Proposers experiencing difficulty with OregonBuys submission shall notify OregonBuys Supplier Support staff and the SPC as list on the cover sheet immediately. Electronic Submission is the only format available for submission please be sure to give extra time to complete submission and verify the submission has completed in OregonBuys.

Authorized Representative Failure of Proposer’s authorized representative to sign the Proposal may result in rejection of the Proposal by Agency. Electronic time stamped signatures are encouraged.

PROPOSAL REQUIREMENTS

Proposal must address each of the items listed in this section and all other requirements set forth in this RFP. Proposer shall describe the Goods to be provided or the Services to be performed or both. A Proposal that merely offers to provide the goods or services as stated in this RFP will be considered non-Responsive to this RFP and will not be considered further.

Proposal should not include extensive artwork, unusual printing or other materials not essential to the utility and clarity of the Proposal. Do not include marketing or advertising material in the Proposal, unless requested. Proposal should be straightforward and address the requests of the RFP. Proposal containing unsolicited marketing or advertising material may receive a lower evaluation score if required information is difficult to locate.

Proposer Information and Certification Sheet Proposer shall complete and submit the Proposer Information and Certification Sheet (Attachment C).

Failure to demonstrate compliance with Oregon Tax Laws and sign the Proposer Information and Certification Sheet may result in a finding of non-Responsibility.

References Proposers must complete Attachment D – References by providing three (3)references from current or former customers for similar Food Service Product and related service provided for any clients within the last five (5) years. References must be able to verify the quality of previous, related Work.

Agency may check to determine if references provided support Proposer’s ability to comply with the requirements of this RFP. Agency may use references to obtain additional information, or verify any information needed. Agency may contact any reference (submitted or not) to verify Proposer’s qualifications.

Proposer shall submit reference names and contact information. Agency will make three (3)attempts to contact each of the references provided by the Proposer. If these attempts are unsuccessful, the Proposer will receive a score of zero for that reference.

Price Proposal Electronically though OregonBuys:

Submit a detailed Price Proposal (Attachment E) in a separate .xlsx or searchable .pdf format.

Price Proposals shall have the following, as available through Proposing Company:

(a) One (1) original master Price Proposal (Attachment I) Part 1, for each Type (1,2 &3) of Food Service Product Category per region, submitted under Tables 1-9 and

(b) One (1) original master Price Proposal (Attachment I) Part 2, for each Type of Food Service Product Category of submitted items Tabs 1-9.

Price Proposers must maintain competitive pricing against verifiable measures on a Market Basket of goods. In addition, dependent on the Type, and Category of Food Service Product delivery fees will be addressed in regions outside of the region the proposed facility is in.

Key Persons List Specify key persons to be assigned to this project, and include the name, title and contact information for each key person. Key persons include the Agreement Administrator, Sales Manager and/or Sales Staff, Customer service contact, and may also include, but is not required, a Field Service Representative, Accounting/Data Analytics Specialist. Separate sheets may be included for additional offices, facilities or warehouses. Upon contract completion, updates to this list will be maintained by sending a revised version via email to the State of Oregon and will be considered contract administration, no amendment will be required for such changes. Changes in Key Persons, location(s) or contact information must be addressed as they occur. and confirmation of receipt of a new Key Persons list must follow.

Project Implementation Plan Briefly describe how Proposer would carry out the major activities of this project in context with the Scope of Work. Provide a comprehensive management plan that the Proposer intends to follow. Illustrate how the plan will serve to coordinate and accomplish the Work.

SOLICITATION PROCESS

PUBLIC NOTICE

The RFP and attachments are published in the State of Oregon’s electronic procurement system OregonBuys at https://oregonbuys.gov/. Documents will not be mailed to prospective Proposers.

Modifications, if any, to this RFP will be made by written Amendment(s) published in OregonBuys. Prospective Proposer is solely responsible for checking OregonBuys to determine whether or not any Amendment(s) have been issued. Amendment(s) are incorporated into the RFP by this reference.

PRE-PROPOSAL CONFERENCE

A Pre-Proposal conference will be held at the date and time listed in the Schedule. Prospective Proposers’ participation in this conference is highly encouraged but not mandatory.

The purpose of the Pre-Proposal conference is to:

Provide additional description of the project;

Explain the RFP process; and Answer any questions Proposers may have related to the project or the process.

Statements made at the Pre-Proposal conference are not binding upon Agency. Proposers will be asked to submit questions in Writing.

Interested parties may participate in the Pre-Proposal Conference by:

Attending in person at 1225 Ferry St. SE, Mnt. Mazama Conference room or attending online via Microsoft Teams by following this link. Space for the live conference is limited to 60 people, please sign up by contacting SPC, please indicate if additional seats will be needed. Once attendance has been filled all other attendees will need to participate via teams.

QUESTIONS / REQUESTS FOR CLARIFICATIONS

All inquiries, whether relating to the RFP process, administration, deadline or method of award, or to the intent or technical aspects of the RFP must:

Be delivered to the SPC via an OregonBuys submission;

Reference the OregonBuys bid number ;

Identify Proposer’s name and contact information;

Refer to the specific area of the RFP being questioned (i.e. page, section and paragraph number); and Be received by the due date and time for Questions/Requests for Clarification identified in the Schedule in Section 1.2.

SOLICITATION PROTESTS

Protests to RFP Prospective Proposer may submit a Written protest of anything contained in this RFP, including but not limited to, the RFP process, Specifications, Scope of Work, and the proposed Sample Price Agreement. This is prospective Proposer’s only opportunity to protest the provisions of the RFP, except that Proposer may protest Amendment(s) as provided below and Proposer may take exception to the terms and conditions of the Sample Price Agreement marked as negotiable as set forth in the Negotiations Section.

Protests to Amendment(s) Prospective Proposer may submit a Written protest of anything contained in an Amendment. Protests to an Amendment, if issued, must be submitted by 5:00 p.m. Pacific Time on the second Business Day following the issuance of the Amendment or the date/time specified in the Amendment, or they will not be considered. Protests of matters not added or modified by the Amendment will not be considered.

Requirements for Protests All protests must:

Be delivered to the SPC via email at EGS.PSCustomCare@das.oregon.gov, Reference the OregonBuys bid number;

Identify prospective Proposer’s name and contact information;

Be sent by an authorized representative;

State the reason for the protest, including:

the grounds that demonstrate how the Procurement Process is contrary to law, Unnecessarily Restrictive, legally flawed, or improperly specifies a brand name; and evidence or documentation that supports the grounds on which the protest is based; and State the proposed changes to the RFP provisions or other relief sought.

Protests to the RFP must be received by the due date and time identified in the Schedule.

Protests to an Amendment must be received by the due date identified in the Amendment.

PROPOSAL DELIVERY OPTIONS

Proposer is solely responsible for ensuring its Proposal is received by the SPC in accordance with the RFP requirements before Opening. Agency is not responsible for any delays in mail or by common carriers or by transmission errors or delays, or for any mis-delivery for any reason. A Proposal submitted by any means not authorized below will be rejected. The following delivery options are permitted for this RFP:

Delivery through OregonBuys Proposal submission should be electronically through OregonBuys. at: OregonBuys.gov Detailed instructions on how to submit a Proposal can be found at OregonBuys Vendor Formal Solicitation Response.pdf

PROPOSAL MODIFICATION OR WITHDRAWAL

If a Proposer wishes to make modifications to a submitted Proposal, the Proposer must submit its modification in via OregonBuys. To be effective the modification must include the OregonBuys bid number and be submitted to the SPC prior to Opening.

If a Proposer wishes to withdraw a submitted Proposal, it must submit a Written notice signed by an authorized representative of intent to withdraw to the SPC via email, prior to the Opening in accordance with OAR 125-247-0440. To be effective the notice must include the OregonBuys bid number.

PROPOSAL DUE

A Proposal (including all required submittal items) must be received by the SPC on or before Opening. All Proposal modifications or withdrawals must also be received prior to Opening.

A Proposal received after Opening is considered LATE and will NOT be accepted for evaluation. A late Proposal will be returned to the Proposer or destroyed.

PUBLIC OPENING

A public Opening will not be held but a list of Proposers will be posted to OregonBuys once validated. Proposals received will not be available for inspection until after the evaluation process has been completed and the notice of Intent to Award is issued pursuant to OAR 125-247-0630(3).

PROPOSAL REJECTION

Agency may reject a Proposal for any of the following reasons:

Proposer fails to substantially comply with all prescribed RFP procedures and requirements, including but not limited to the requirement that Proposer’s authorized representative sign the Proposal.

Proposer has liquidated and delinquent debt owed to the State or any department or agency of the State.

Proposer fails to meet the responsibility requirements of ORS 279B.110.

Proposer makes any contact regarding this RFP with State representatives such as State employees or officials other than the SPC or persons authorized by the SPC, or inappropriate contact with the SPC.

Proposer attempts to influence a member of the Evaluation Committee.

Proposal is conditioned on Agency’s acceptance of any other terms and conditions or rights to negotiate any alternative terms and conditions that are not reasonably related to those expressly authorized for negotiation in the RFP or Amendment(s).

EVALUATION PROCESS

Responsiveness and Responsibility Determination Responsiveness determination A Proposal received prior to Opening will be reviewed to determine if it is Responsive to all RFP requirements including compliance with Section 3.1 (Minimum Qualifications) and Section 3.2 (Minimum Submission Requirements). If the Proposal is unclear, the SPC may request clarification from Proposer. However, clarifications may not be used to rehabilitate a non-Responsive proposal. If the SPC finds the Proposal non-Responsive, the Proposal may be rejected; however, Agency may waive mistakes in accordance with OAR 125-247-0470.

Responsibility Determination Agency will determine if an apparent successful Proposer is Responsible prior to award and execution of the Price Agreement. Proposers shall submit a signed Responsibility Inquiry form (Attachment G) with Proposal.

At any time prior to award, Agency may reject a Proposer found to be not Responsible.

Technical Evaluation Criteria Each Proposal meeting all Responsiveness and Responsibility requirements will be independently evaluated by members of an Evaluation Committee. Evaluation committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evolution criterion listed below in this section up to the maximum points available. In the Point and Score Calculations section.

Each Proposal meeting all Responsiveness requirements will be independently evaluated by members of an Evaluation Committee. Evaluation Committee members may change, and Agency may have additional or fewer evaluators for optional rounds of competition. Evaluators will assign a score for each evaluation criterion listed below in this Section 4.10.2 up to the maximum points available as specified in Section 4.11 (Point and Score Calculation).

SPC may request further clarification to assist the Evaluation Committee in gaining additional understanding of a Proposal. A response to a clarification request may only clarify or explain portions of the already submitted Proposal and may not contain new information not included in the original Proposal.

Evaluation Item 1 - COMPANY INFORMATION AND DETAILS (100 points) Provide a brief Company Overview of no more than one (1) page per section below.

(a) COMPANY INFORMATION: Provide a profile of the company, business focus, history, length of time in business, mission and applied values. (40 points)

(b) LOGISTICS: Explain how Company will meet Service and Delivery demands to meet purchasing entities’ inventory strategies, weather the strategy is just-in-time, small stores, or large warehousing. (30 points)

(c) FUTURE OF COMPANY: Describe the objectives and goals of the company including 5-year plan and long-term goals. (30 points) Evaluation Item 2 - CUSTOMER SERVICE (180 points) A successful Proposer must commit to quarterly review(s) of end user customer service and satisfaction and must make consistent efforts to improve end-user customer service and satisfaction. Customer service adds value to the product and builds enduring relationships and is a vital function of how well an organization is able to constantly and consistently exceed the needs and expectations of the customer.

Attributes that contribute to excellent Customer Service:

· Responsiveness

· Reliability

· Communication

· Knowledgeable

· Courteousness

· Good Judgement

· Adaptability

Describe in no more than one page for each section below:

(a) The Proposers customary customer service provided to all clients supported under the proposed Price Agreement. Include any services that may provide added value to the acquisition(s). (30 points)

(b) Describe Proposers company process of advising customers of manufacture’s backorders, stock outages, substitutions and responsiveness to customer’s issues i.e., late delivery, missed delivery, incorrect product, an issue with an invoice or credit. (30 points)

(c) Describe Proposers policy on breaking cases, indicating the percentage of items for which this can be done. (30 points)

(d) Describe Proposers plan to handle amended orders. Be sure to include not only how the Proposer will handle the change in orders but indicate any restocking fee associated. (30 points)

(e) Some Authorized Purchasers use a cycle menu program enabling them to provide the Contractor with a majority of their food requirements well in advance of the initial Delivery required for that period of time. Describe how proposer can use the advanced information to lower costs for food and how these savings are passed to the Customer. (30 points)

(f) Provide logistics and an implementation plan which addresses the location of Proposer’s company warehousing will support the customers during normal deliveries, as well as disasters, and emergencies throughout the State of Oregon and Washington. (30 points)

Evaluation Item 3 - QALITY ASSURANCE Provide a brief explanation in 2 pages or less for the following;

(a) PRODUCT QUALITY: Explain the processes utilized by Proposer’s company to purchase products of consistent high quality with minimal variation on product appearance grade, yield, texture, aroma, etc. Include how proposer will ensure standardized product quality when products are acquired from outside sources. (50 POINTS)

(b) QUALITY CONTROLL: Describe the Proposers inventory control methodology, proper rotation of inventory, how order discrepancies are identified and corrected, and the process of customer complaint resolution. Include quality assurance plans, results of past performance or safety problems and corrective actions taken by Proposer, for returns and recalls, product testing, prevention programs etc., describe the preventative control system(s) that are designed to improve the safety of products and related services. (50 POINTS)

(c) SUPPLIER AND PARTNER SELECTION AND QUALITY TRACKING: Explain the methods, policies and procedures for selection and product management of third-party suppliers and partner companies. How do you review company suppliers’ quality standards, third party product sustainability, quality tracking systems, logistics, performance and more. (25points)

Evaluation Item 4 - PURCHASE PRICE PLANNING Describe for the following the purchase price plan

(a) Describe how Proposer’s pricing is determined and discuss the variables that may affect the price. Include the methodology used to “price” products for the items acquired from divisions, subsidiary or affiliates.

(b) Describe the purchasing methods utilized and how the methods maximize potential for price discounts given for volume purchases and other special arrangements made for preferred customers

(c) Describe how market pricing, commercial catalog pricing, and competitive purchasing are utilized in the purchasing procedures of the Proposer. Include a description of how the Proposer uses volume purchasing to benefit the customers.

Evaluation Item 5 - EMERGENCY PREPARIDNESS Describe company’s emergency preparedness plan which includes how company will be able to continue to provide Food Service Products to customers in the event of a major disaster. Include Proposer’s company policy and processes if any when a disaster or emergency occurs, e.g.: natural disaster, company facility, assisting in State emergency ice water contamination, fire, etc.

(a) Business continuity (20)

(b) Communications (20)

(c) Data Recovery, e.g. orders, backorders pending, etc. (20)

(d) Delivery Vehicles (20)

(e) Disaster Delivery Plan (20)

(f) Logistics, inventory receiving, shipping and fuel (20)

(g) Customer support (20)

(h) No Charge Food Service Products and related services, i.e. water (20) Evaluation Item 6 - RECALL/RETURN POLICIES Detail the procedures used to manage the varied needs for Recall or Return of product. From simple mis-shipped items to a Class I Public Health FDA Recall. Please be detailed.

(a) Describe the Proposer’s Food Service Product Recall Policies and Procedures.

(b) Describe the Proposer’s Food Service Product Return Policies and Procedures.

(c) Describe the back order and out of stock policy and replacement or restock.

Evaluation Item 7 - SUSTAINABILITY Under OAR 125-246-0324 the State of Oregon promotes the use of recyclable or biodegradable products for food service and packaging. Additionally, the State of Oregon and many Authorized Purchasers have adopted Sustainability laws, principles and practices and are committed to meeting the Food Services Products needs of Authorized Purchasers while not harming the environment or human health. State law (ORS 279B.025) requires that agencies establish procurement practices that ensure, to the maximum extent economically feasible, the procurement of goods that may be recycled or reused when discarded.

Describe and list Proposer’s company programs and efforts related to sustainability practices within the Proposers Control. Additionally, if the proposers has resources to aid Authorized Purchasers achieve sustainability goals please describe that as well.

Detail provisions used for recyclable or biodegradable products for food service and packaging Best practices used by Proposer encouraging recycling or reuse Reducing company’s environmental footprint (e.g. being registered as a B corporation, reducing carbon output, using carbon credit offsets, or minimizing use of products with hazardous chemicals energy efficient vehicles, etc.)

Current or anticipated programs related to inclusiveness, diversity in the workforce and sustainability practices related to employee well-being.

Current practices in reducing and reusing packaging, and shipping containers associated with the service and Delivery of Food Service Products while maintain product integrity and complying with Exhibit A, Sections 3 and 4, at no additional cost to the end user

Evaluation Item 8 - OPPORTUNITY BUYS (10) “Opportunity Buys” means special offers to Authorized Purchaser to be made as a result of manufacturing and broker’s specials, other than State of Oregon negotiated food discounts or food show discounts. Proposer shall address how “Opportunity Buys” are to be offered to the Authorized Purchasers. (10 points) Evaluation Item 9 - LOCAL OREGON BUSINESS Use of Local business is important to the prosperity of Oregon and a Priority to the State Procurement Services office. Provide the approach used by your company in the following.

(a) Describe how Proposers company identifies Oregon grown or processed Food Service Products that are sold to the customer. (15 points)

(b) How does Proposer utilize local businesses in the Categories of Food Service Products, as appropriate, for the offered Category(s) in Exhibit1, section 2.1 to Attachment A for Food Service Products Pricelist . (15 points)

(c) How will Proposer assure the optimization the use of local Oregon Businesses in production and distribution of the offered Food Service Products? (20 points) Evaluation Item 10 – COMMUNITY ENGAGEMENT Local community engagement helps to grow our community development in the areas of equity, sustainability and livability. Where we live and work it is important to create a network of inclusion, collaboration, resources and shared goals . Great things can happen when neighborhoods come together with business partners to create a cohesive shared responsibility for community development. Describe Proposer companies’ efforts in community engagement in the following areas.

(a) List programs and efforts in community engagement taken by the Proposer’s company which relate to the Pacific Northwest.

(b) Additionally, list community engagement efforts taken by the Proposer’s company which relates to specifically Oregon or Washington specific the Proposers Location

(c) List programs and efforts in community engagement taken by the Proposer’s company which relate to their own neighborhood, town or city.

(d) What are the current or anticipated sustainability practices which relate to community well-being.

Evaluation Item 11 – ORDERING SYSTEMS Over the past 5 years Product Ordering has advanced significantly into a principally on-line process. It is a priority of DAS State Procurement Service to make sure OregonBuys is used to this end whenever possible. Even so, there are times where it is more effective to provide an electronic punch through catalog and/or provide options for a more traditional method of preparing and receiving purchase orders.

Describe the Proposer’s company’s current method for receiving and fulfilling purchase orders.

Describe all payment methods accepted Describe the online catalog and the offered systems capabilities in regard to product descriptions, specifications, real time inventory data, catalog list price, Safety Data Sheets (SDS), Nutrient Fact Sheets, Child Nutrition labeling, and contract price. Include also the ability of the Proposer’s company to provide:

Agency Specific online ordering platforms (ie ordering platforms that allow for agency-specific item blocking), or Hardcopy catalog, SDS, Nutrient Fact Sheets and updating Agreement Price guides that can be made available to print by end users.

Explain how Evaluation Item 12 – CREDIT OPTIONS List availability of dynamic payment terms, and payment methodology.

· Does the Proposer have dynamic payment discounts? If so what are they

· Does the Proposer have credit accounts available?

· What Credit cards does the Proposer accept. If any brands are not accepted which ones and why.

Evaluation Item 13 – COST SAVING SUGGESTIONS Describe any other program and suggestions for generating cost savings for customers. This might include changes to Service and Delivery schedules, use of Saturday deliveries, or other supply chain management assistance, i.e. programs to reduce waste, pre-payment/early payment savings, PRICE EVALUATION

Proposers will be considered for award as follows ;

By Type, by category, and by region. Items can be canned, dried, fresh, frozen, bottled, vacuumed sealed or otherwise preserved but this must be clearly noted on the price proposal.

NOTE: If a Type, or Category or Region is not submitted on the Pricing Workbook, it will be considered for that section as “No Proposal Received”

CATEGORY 2 – Produce

CATEGORY 5 – Juice & Other Beverage(s)+related equipment CATEGORY 6 - Seafood CATEGORY 7 - Meat CATEGORY 8 - Smallware’s CATEGORY 9 – Single-Use Food Service Products

TYPE2 – BROADLINE

CATEGORY 1 – Dry Goods CATEGORY 2 – Produce

CATEGORY 5 – Juice & Other Beverage(s)+related equipment CATEGORY 6 - Seafood CATEGORY 8 - Smallware’s CATEGORY 9 – Single-Use Food Service Products

TYPE 3 – TRUCKLOAD

CATEGORY 1 – Dry Goods CATEGORY 2 – Produce CATEGORY 3 – Dairy CATEGORY 7 – Meat

OREGON DELIVERY REGIONS TO SERVE.

OR 1-PM, 2-NWO, 3SWO, 4-CNTO, 5EAO;

OTHER DELIVERY REGIONS AVAILABLE TO SERVE.

WA 1-EAW, 2-NCW, 3-NWW, 4-Oly, 5-SCW, 6-SWW

PREFERENCES

Oregon Supplies and Services Agency prefers Oregon goods and services, and for evaluation purposes, per ORS 279A.128, Agency shall…