RFP for RPS Procurement Consultant 2024.pdf

Rockies Procurement Services

Request for Proposal for Procurement

Consultant

This Request for Proposal (“RFP”) allows the Board of Rockies Procurement Services (RPS) to select the consultant that best meets the needs of RPS.

10850 E Woodmen Rd Peyton, CO 80831

Monica Deines-Henderson, RPS Board Chair

January 26, 2024

SECTION 1: SUMMARY OF REQUEST

Rockies Procurement Services (RPS) is soliciting proposals for a Procurement Consultant. This individual will act as a purchasing agent (purchasing manager) for the RPS. Duties will include providing all services related to the design, implementation, maintenance, and improvement of

RPS’s annual procurement processes. This individual will also provide contract management and membership support.

Submission:

All proposals for RPS Procurement Consultant should be submitted via email by 12:00 pm mountain daylight time on March 14th 2024 to Monica Deines-Henderson at monica.deineshenderson@d49.org

Submission Instructions:

1. Proposers responding to this RFP must submit their proposals in the overall format as outlined in this solicitation.

2. An electronic copy of the proposal is to be submitted on or before 12:00 p.m., Thursday, March 14, 2024 to md-h@d49.org

3. Mail in responses: will not be accepted

4. Proposers must complete all required attachments to be submitted with your proposal.

Questions:

Questions pertaining to the specifications of this RFP should be directed to Monica Deines- Henderson at monica.deineshenderson@d49.org will be accepted until February 12, 2024. It is the responsibility of the prospective consultant to contact Monica Deines-Henderson at (719) 495-1106 to verify receipt of questions. An addendum, with all questions received and the written responses, will be sent to all proposers and will be posted on District 49’s website by February 13, 2024

The contract will be awarded to the most responsible and responsive proposer based on the set evaluation criteria noted Section 4.

Responsive means that the proposer and their offer meet the requirements of this solicitation.

Responsible means that the proposer has the means to execute the procurement – they have the ability to provide the services required. Proposals will be accepted up to, and no proposals may be withdrawn after, the required date and time of submission. Proposals that arrive after the required time will not be considered. It is the responsibility of the proposer to ensure that the proposal is submitted by the required time. RPS shall not waive or extend this requirement for any reason. A submitted proposal shall remain valid for sixty (60) days from the proposal submission date.

The response must include the proposers name and be signed by the individual authorized to submit the response.

If RPS determines that there is a discrepancy or an omission from this RFP prior to the opening of responses, an addendum will be issued to all proposers that have submitted a response.

Rejection of Proposal: Changes in or additions to the RFP or any other modification of the proposal forms which is not specifically called for in the solicitation documents may result in RPS mailto:md-h@d49.org mailto:md-h@d49.org rejection of the proposal as not being responsive. No oral, written, or telephonic modifications of any proposal submitted will be considered

SECTION 2: BACKGROUND

Rockies Procurement Services (RPS) is a cooperative of approximately 45 school food authorities (SFAs) throughout the state of Colorado and reaching into Wyoming. RPS is led by a Board of Representatives made up of individuals from eight SFAs who represent small, medium and large school districts.

SECTION 3: SCOPE OF WORK/SERVICES EXPECTATIONS

Overall Position Scope:

The RPS Procurement Consultant will be responsible for guiding procurement for RPS members while providing education and support. They will be tasked with enhancing structure and communication for increased knowledge and engagement among members. Primary focus will be placed on maximizing procurement efficiencies and savings while maintaining compliance with all

Federal and USDA procurement rules and requirements.

This position is primarily part time twenty (20) hours per week, on average, but will fluctuate throughout the year. This position does require the consultant to live in Colorado and be available to travel to member district’s in its region.

Role and Responsibilities:

• Follow all Federal and USDA procurement procedures, policies and rules.

• Develop annual operating calendar for RPS functions.

• Create standard operating procedures (SOPs) for RPS.

• Work with assigned GPO on allrequests for proposals (RFP) on behalf of Coop every five years or more frequently as needed or required .

• Develop processes to release annual IFBs/RFPs for local and/or non-contracted items (i.e.

produce, dairy, non-food supplies & equipment, chemicals, uniforms, Smart Snacks compliant items, etc.) in cooperation with assigned GPO.

• Work with assigned GPO to update specifications annually as needed and issue renewals as needed.

• Work with purchasing cooperative to evaluate and award bid items.

• Ensure prime vendor has awarded Market Basket items loaded into purchasing systems by

July 1 annually.

• Assure that prime vendor creates individualized order guides for SFAs.

• Conduct price audits periodically throughout the contracted year for all vendors.

• Assist SFAs with maximizing the use of Market Basket bid items.

• Manage all membership renewals to include but not limited to invoices, ap posting, and commitment letters (LOC’s)

• Schedule and coordinate RPS Board of Representatives Meetings (4-6 per year).

• Coordinate regional training events for RPS members.

• Provide communication to all stakeholders.

• Be accessible in person or via phone or email to provide support to RPS SFAs.

• Serve as the liaison between RPS SFAs and the Coop, the prime vendors, and manufacturers.

• Conduct new member recruitment

• Maintain RPS website.

• Other duties as negotiated.

SECTION 4: RFP PROCESS

Calendar of Events:

The required dates and times by which actions must be completed are listed in the following chart.

If RPS determines that it is necessary to change a date, time or location it will issue an addendum to this RFP.

Calendar of Events

Action Date/Time

RFP released Jan. 26, 2024

Deadline for submission of questions or requests for information from proposers(s)

Feb. 12, 2024

Deadline for RFP to issue addendums to RFP. Provided to all proposers and posted on District 49’s website

Feb 13, 2024

Proposal due date March 14, 2024

Interviews (Presentations) If required will be notified March 15,2024

Proposal scoring March 15 2024

RPS selection of proposal March 18,2024

Approval and award March 20, 2024

There will be no extensions in the opening dates. If RPS Board determines that the response time it has provided is inadequate for the preparation of complete proposals, or if amendments issued have materially changed the proposal requirements, RPS Board may extend the opening or response dates to all respondents.

All consultants/firms agree that their proposals are a firm offer to provide the solicited services to

RPS. Once submitted, all offers must remain valid for one hundred eighty (180) days from submission deadline date for proposals. No offer may be withdrawn after the opening date for a period of one hundred eighty (180) days.

Evaluation Criteria:

The RPS will evaluate the proposals based on the following criteria. The maximum possible score for each criterion is show.

Criteria Maximum Score

Cost of services 40

Business history 35

Service philosophy 10

Leading the Future impact and qualifications 10

Professional references 20

RPS member communication and outreach 10

Renewal negotiation 10

Transition experience and plan 10

Auditing , financial review and quality control experience 20

Federal and State level regulation and legislation monitoring and membership communication on such issues

Satisfaction survey abilities 10

Training and education services 10

Interview 25

Total 230

Proposal Selection:

Upon completion of proposal evaluation, the RPS Board shall score the proposal to be awarded the Contract. The awarded proposer, and all others that submitted proposals, will then receive notification of the successful award.

SECTION 5: RESPONSE CRITERIA

1. Provide name and home office address.

2. Describe type of a business entity your organization is (corporation, general partnership, Limited Liability Company, etc.). Indicate in what state your business entity was incorporated or formed. Also indicate any mergers or acquisitions experienced in the last ten (10) years of business.

3. Identify the key personnel of the business who will be assigned to perform the procurement services for RPS, and who will provide continuing support throughout the term of the Contract.

a. Provide resumes stating qualifications for key personnel

b. Provide a statement as to the availability, continuity, and accessibility of the individual/s who would be assigned to manage RPS’s account.

Evaluation Criteria:

1. Provide a brief history of your business including years of operation, general business description, number of clients serviced, types of service generally offered, size of the firm, financial status and stability, and statement of philosophy of customer service levels provided to clients. (35 Points)

2. Provided the service philosophy and approach used by the consultant/firm being assigned to our account. (10 Points)

3. Describe the leading and future issues that will impact organizations like RPS in the next three (3) to five (5) years. Briefly describe how you or your company, or yourself, is uniquely qualified to address each of the leading issues you’ve identified for RPS. (10 Points)

4. Provide reference information including names, positions, and telephone numbers clients and/or companies for which you or your firm is the lead consultant in regards to K-12 School Nutrition procurement. (20 Points)

a. Include types of services you provide each reference contact and, if possible, the total number of Districts served.

5. Describe how your company can assist RPS in reaching and communicating with our membership. As appropriate, use examples of how you have approached this situation and have provided assistance with similar clients. (10 Points)

6. Describe your experience in the areas of renewal negotiation. (10 Points)

7. Describe yours or your company’s experience in dealing with transitions and what the consultant’s role is in the implementation of plan changes. Propose how you will transition our account to you or your company’s business. (10

Points)

8. Describe experience for auditing procedures, financial review, and assurance of quality control. (20 Points)

9. Detail your ability to monitor regulatory, initiative, and legislative developments at both the federal and state level and how this will be communicated to RPS membership. Provide information on the services you offer to assist with compliance issues. (20 Points)

10. Describe the firm’s capability to conduct a membership satisfaction survey, including surveying membership interest for voluntary board positions. Include in your response the frequency your firm would recommend that we conduct a membership survey and the methodology for conducting such a survey. (10 Points)

11. Describe your or your company’s training and education services and/or programs for the members of RPS. (10 Points)

12. Provide specific costs for services, payment terms, and cost guarantees. Include an hourly rate for services performed beyond the normal scope of services. (40 Points)

13. Interviews/presentations: will take place on Will be notified March 15, 2024 for the qualifying respondents (if needed). The interview/presentation will consist of five (5) questions (2.5 points each) and a 10 minute presentation (the topic will be shared with qualifying respondents when scheduled) (15 points) and be held virtually March

18, 2024. (25 Points)

SECTION 6: TERMS AND CONDITIONS

Terms and Conditions:

When preparing a proposal for submission to RPS in response to the RFP, consultants/company should be aware of the following:

1. RPS reserves the right to: reject any and all proposals, to waive or decline to waive any informalities and irregularities, to extend the deadline for the receipt of proposals, to make modifications of proposed work (via addendum), or to re-solicit proposals.

2. If RPS Board determines there is a discrepancy or an omission from this RFP prior to the opening of proposals, an addendum will be issued to all Distributor(s) that have submitted proposals.

3. RPS makes no commitments to any consultants/companies until such time as the Board of RPS approves the RFP/Contract. Any negotiations will result in a contract amendment and cannot be considered material in relation to the original RFP issued.

4. The final form of Contract to be entered into between RPS and the successful consultant/company shall be subject to a final review by legal counsel.

5. RPS shall not be liable for any costs incurred by the proposer in the preparation, production, or delivery of the proposal, contract negotiations, or for any work performed prior to the effective date of a contract.

6. RPS assumes no responsibility for payment of any expenses incurred by any consultant/ company as part of the RFP process.

7. All proposals submitted shall become the property of RPS and shall be held, controlled, manipulated, and retained by RPS in accordance with the Federal and State policies and records retention schedule and applicable law, including the Colorado Open Records

Act, C.R.S. § 24-72-401 et seq. (“CORA”).

Non-Performance of Contract and Termination:

Except as may be otherwise provided by this document, an award/contract may be terminated in whole or in part by either party in the event of failure by the other party to fulfill its obligations under this awarded through no fault of the terminating party; provided that no such termination may be implemented unless and until the other party is given:

a) at least thirty (30) days written notice (delivered by certified mail, return receipt requested) of intent to terminate,

b) an opportunity for consultation with the terminating party, followed by a reasonable opportunity of not more than ten (10) business days or such other reasonable amount of time as may be required under the circumstances, to rectify the defects in products or performance, prior to termination.

Termination for Convenience:

RPS may terminate an award prior to the expiration of the term, without cause and without penalty, upon thirty (30) days written notice to the selected vendor(s).

Contract Period:

RPS will enter into an annual contract from April 1, 2024 to June 30, 2024 the first year and will go from July 1, 2024 to June 30, 2025 for all consecutive years with the option for five (5) one year renewals and an evaluation by June 30th of each year and subject to RPS board approval

Renewal process will start May 30th annually to be completed no later than June 30th.

Colorado Open Records Act:

The information included in this RFP is for your exclusive use in preparing a proposal. The use of RPS name in any way as a potential customer is strictly prohibited.

The proposer acknowledges RPS is subject to Colorado Open Records Act (CORA) and the information in the proposal may be subject to public inspection and disclosure under CORA. The proposers should expect that the proposal may be viewed by the general public and competitors following the deadline for submission. If anything submitted in a proposal is marked

“confidential,” “proprietary,” or otherwise stating an intention to protect the information from disclosure, RPS cannot guarantee that such demarcation is sufficient to prevent disclosure by law.

Written Protest Procedures:

Any bidder, person, or entity may file a bid protest with the Cooperative. The protest shall specify the reasons and facts upon which the protest is based and shall be filed, in writing, to the Contract Administrator no later than 3 business days after the date of the Bid award or notice of unsuccessful bid. Contract Administrator will investigate the basis for the Bid protest and analyze all facts. The Cooperative will notify the Bidder whose Bid is the subject of the Bid protest of evidence found as a result of the investigation, and afford the Bidder an opportunity to rebut such evidence, and permit the Bidder to present any evidence that the bid and/or contract award was done in an unfair or biased manner. The Cooperative will issue a written decision within 15 business days following receipt of the Bid protest, unless factors beyond the Cooperative’s reasonable control prevent such a resolution, in which event such decision will be issued as expeditiously as circumstances reasonably permit. The decision will state the reasons for the action taken by Cooperative. A copy of this decision will be furnished to the protestor and any other parties affected.

Debarment and Suspension Form Debarment and Suspension and Other Responsibility Matters Primary Covered Transactions School Food Authorities are subject to the non-procurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180. These regulations restrict awards, subawards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.

1. The prospective primary participant certifies to the best of its knowledge and belief that it and its principals:

a) Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

b) b. Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public

(Federal, State, or local) transaction or contract under a public transaction; violation of

Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.

2. Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal.

Business Name _______________________________________Date___________________________ Name and Title of Authorized Representative Signature of Authorized Representative_______________________________________________________

DISCLOSURE STATEMENT

As a condition for consideration, proposer must disclose any conflict of interest with any industry (or individual) in the K-12 School Nutrition market including, but not limited to, any relationship with a food distribution company. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose a conflict may result in disqualification. This form must be completed and returned in order for your proposal to be eligible for consideration.

NO KNOWN RELATIONSHIP EXISTS

RELATIONSHIP EXISTS (Please explain the relationship)

Proposer Signature

PROPOSERS, complete, sign, and return this form along with all required information.

Proposer’s failure to execute/sign proposal prior to submittal may render proposal non-responsive.

Organization Name (print):

Organization Name (print):

Name and Title of Authorized Representative (print):

Address:

I certify by my signature below that the PRICES quoted in this proposal are correct and that the proposal conforms to all specifications and requirements outlined in the solicitation. I further certify that I have the authority to obligate the company to perform under the terms and conditions stated in this solicitation, which is hereby incorporated by reference and made a part hereof, and the company agrees to be bound by such terms and conditions and any resulting contract or agreement. I further agree that any conflict between the terms and conditions of the solicitation and the company’s proposal documents will be resolved in favor of the solicitation, except as may be otherwise agreed to in writing by the Proposer(s) and RPS.

1. I, as a respondent to this RFP, or per the attached letter of authorization, am duly authorized to certify the information provided herein is accurate and true as of the date;

and

2. I shall comply with all state and federal equal opportunity and non-discrimination requirements and conditions of employment.

Accepting a proposal does not constitute award. However, if your proposal is accepted, these documents (RFP, all addendums, the response with all attachments, any amendments, and any renewals) will serve as the contract with RPS.

I understand that RPS reserves the right to reject any or all proposals, and that this proposal may not be withdrawn after the opening date for a period of one hundred eighty (180) days.

Signature (of authorized representative): Date:

Print Name: ________________________

Title: ______________________________