RFP - JPMC Food and Grocery Items B-50015_052126.docx

Central Management Services Request for Proposal Food and Grocery Items

26-416CMS-BOSS4-B-50015

Section A. SCOPE OF WORK

A.1. OVERVIEW AND PURPOSE

This solicitation is issued by the Illinois Department of Central Management Services (CMS) in cooperation and agreement with the Chief Procurement Officer for General Services. CMS is soliciting Offerors to establish a Joint Purchase Master Contract (JPMC) to enable governmental units and qualified not-for-profit agencies to purchase food and grocery items on an as-needed basis during the contract period.

Offeror agrees to extend all terms and conditions, specifications, and pricing or discounts specified in the contract for the items in the contract to all governmental units and qualified not-for-profit agencies. All terms and conditions in the contract shall apply with full force and effect to all purchase orders issued against this contract.

The supplies or services subject to the JPMC contract shall be distributed or rendered directly to each governmental unit or qualified not-for-profit agency. Offeror shall bill each governmental unit or qualified not-for-profit agency separately for its actual share of the costs of the supplies or services purchased. The credit or liability of each governmental unit or qualified not-for-profit agency shall remain separate and distinct. Disputes between Offerors and governmental units or qualified not-for-profit agencies shall be resolved between the affected parties.

“Governmental unit” means State of Illinois, any State agency as defined in Section 1-15.100 of the Illinois Procurement Code, officers of the State of Illinois, any public authority which has the power to tax, or any other public entity created by statute. “Qualified not-for-profit agency” means any not-for-profit agency that qualifies under Section 45-35 of the Illinois Procurement Code and that either (1) acts pursuant to a board established by or controlled by a unit of local government or (2) receives grant funds from the State or from a unit of local government.

A.2. DESIRED OUTCOMES OF THIS PROJECT/ENGAGEMENT

A.2.1. The resulting contract(s) with the awarded Offeror(s) shall have a term of five (5) years.

A.2.2. The State reserves the right to award multiple Contracts from this solicitation. In the event multiple Contracts are awarded, primary, secondary, tertiary will be determined in order of high to low evaluation points of the Offerors.

A.2.3. The State is seeking to optimize our pricing and enhanced qualitative offerings through a program which offers access to nationally contracted food and supply products.

A.2.4. The financial value of this program is realized by members at the time the order is placed, inclusive of all discounts and rebates. This value is immediate, truly reducing food cost at the time of delivery, without waiting for rebate checks.

A.2.5. The State seeks to insulate against market swings with inflation protection. Contracts provide price protection, often firm pricing and pre-negotiated price increase caps helping to hedge against un-sustained price increases and inflation swings throughout the term of the Contract.

A.2.6. The Offeror will provide food and grocery items statewide, including, but not limited to, items in the following categories, in all available sizes, including bulk:

A. Dietary Food Supplements, including, but not limited to:

Diets, Supplements, Powder, Diets, Complete, Liquid and Liquid Food Supplements (Oral and Tube Fed), and Diets, Liquid, Thickened, Ready to Serve.

B. Bakery Products, including, but not limited to:

Bread, Rolls, etc. (Including Brown and Serve Items), Cakes, Cookies, and Pastries, Doughnuts, Fried Pies, Bagels, etc., Pastry Shells, Pizzas, and Taco Shells and Tortillas.

C. Dairy Products (Fresh), including but not limited to:

Butter, Cottage Cheese, Cream, All Types (Including Sour Cream), Desserts, Milk Based (Not Otherwise Classified), Eggnog and Mix, Ice Cream, Ice Milk, Mellorine, Milk, All Types, Sherbet, Toppings, Whipped, Refrigerated, and Yogurt.

D. Frozen Foods, including but not limited to:

Bread, Cakes, Cookies, Dough, Pastries, etc., Coffee, Dairy Products, Frozen (Not Otherwise Classified), Desserts (Except Cake and Pastry), Eggs, Eggs and Egg Mixes, Freeze Dried, Entrees, Freeze Dried: Meat, Poultry and Seafood, Entrees, Meat (Includes Beef and Pork), Entrees, Poultry, Entrees, Seafood, Entrees, Specialty (Including Corn Dogs, Lasagna, Mexican Food, etc.), Fruits, Juices, Pancakes and Waffles, Pizzas, Pretzels, Soft Frozen, Salad Mixes, Frozen, Sandwiches, Ready-Made, Seafood, Freeze Dried (Not Entrees), Seafood, Frozen (Not Entrees), Soups and Sauces, Frozen, Vegetables, Freeze Dried, and Vegetables, Frozen.

E. Grocery Staples and Miscellaneous Items, including, but not limited to:

Breading, Bread Mixes, All Types, Cones, Ice Cream, Combination Meals, Shelf Staple (To Include Ready to Eat Prepared Meals) MRE.

1. Chips, All Types.

2. Beverages, Thirst Quenching, w/Electrolyte.

3. Baby Foods, Canned, Baking Powder, Beverage Base (Not Fountain).

4. Candy, Confectionery and Marshmallows (Including After Dinner Mints or Savories).

5. Cereals, Ready-to-Eat, Cereals, Uncooked.

6. Cocoa and Chocolate, Coconut.

7. Coffee Extender, Coffee, Instant (Regular and Decaffeinated), Coffee, Whole Bean and Ground.

8. Cornstarch, Cooking, Crackers and Cookies, Packaged, Cream Substitute and Other Non-Dairy Items, Curing Compounds, Meat.

9. Desserts: Packaged, Canned, and Mixes (Includes Cake Mixes, Gelatins, Icings, Pie Fillings, Puddings, etc.).

10. Diet Foods, All Types, Dressings, Condiments, Sauces, and Gravies, Eggs and Meringue, Powdered, Extracts, Flavoring, and Food Coloring, Flour, Flour, Binder, Fruits, Vegetables, and Full Meal Entrees, Dehydrated, Fruits, Canned, Processed and Preserved (Incl. Fruit Sauces and Puree), Fruits, Dried.

F. Grocer’s Miscellaneous Items, including Perishables, but not limited to:

1. Cake Decorations, Candles, Canned Fuel, Food Preservatives, Matches, Meal Kits, Stirrers (Hot and Cold Beverage), Toothpicks, Wicks, etc.

2. Honey, Ice Cream Mix, Emulsifiers, Stabilizers, and Toppings, Jams, Jellies, and Preserves.

3. Juices, Fruit and Vegetable (Not Frozen).

4. Pasta (Including Macaroni, Noodles, and Spaghetti).

5. Meal, Corn, Meat and Meat Products.

6. Canned (Incl. Meat Substitutes), Milk, Evaporated and Condensed, Milk, Powdered, Mincemeat.

7. Casings, Meat, All Types

8. Clear Cook in Bags

9. Cheese, All Perishable Types

10. Dips (Food)

11. Eggs (Fresh, Grade A, Grade AA Perishable Types)

12. Food Products, Scrap or Waste

13. Ice, All Types

14. Margarine, All Types Non-Bulk

15. Nuts, Edible (Incl. Sunflower Seeds).

16. Peanut Butter.

17. Pickles, Relishes, and Olives (Including Pickled Foods).

18. Protein Food Supplement.

19. Popcorn.

20. Rice.

21. Recycled Grocer's Miscellaneous Products

22. Salads, All Perishable Types

23. Salted or Smoked Foods (Fruit, Meat, Seafood, Nuts, etc.)

24. Sanitizer, Liquid (For elimination of Bacteria, Viruses and Fungi caused by contact with Food)

25. Seafood or Shellfish, Fresh

26. Shortening and Oil, Vegetable (Cooking Oil) (To include Shortening Filter Powder).

27. Soda, Baking, Soft Drinks, Soup, Soup Base, and Entree Mixes, Canned and Dehydrated (Incl. Bouillon).

28. Soy Products: Extender, Flour, Grits, Meatless Products, Milk, etc.

29. Spices, Seasonings, Starches (To Include Seasoned Salt and Pepper).

30. Sugar and Sweeteners, Syrups and Molasses (Except Fountain), Syrups, Fountain.

31. Tamales, Fresh

32. Tea (Not Instant), Tea, Instant.

33. Vegetables, Canned (Incl. Canned Salads), Vegetables, Dried, Beans, Peas, etc.

34. Vinegar, Wheat Germ, and Yeast.

35. Water, All Types (Incl. Distilled, Mineral, Sparkling, Spring, Flavored, and Unflavored)

G. BULK FOOD ITEMS, including, but not limited to:

1. Biscuit Mix, Breading Mix, Cake Mix, Cookie Base, Corn Meal, Donut Mix, Muffin Mix, Flour, Oatmeal, Beet Sugar, Powdered Sugar, Rye Flour, Sugar, Sponge Base, Sweet dough Base, etc., in 50 lb. bags or greater.

2. Spices (cinnamon, pepper, paprika, garlic powder, onion powder, sage, salt, etc.) in 25 lb. bags or greater.

3. Icings in 24 lb. pails or 50 lb. cubes or greater.

4. Pie Fillings in 36 lb. pails or greater.

5. Margarine – 50 lbs. or greater.

6. Vanilla Flavor Crystals in 10 lb. bags or greater.

7. Yeast in 20 lb. bags or greater.

8. Dextrose in 50 lb. containers or greater.

9. Seasonings (seasoning salt, beef bologna, chicken patty, hot dog, Italian sausage, pork sausage, poultry, salami, turkey ham sausage, etc.) in 25 lb. bags or greater.

10. Casings, mahogany, salmi, red bologna, and stuff/cook/freeze, collagen 30mm, etc. in quantities of 1,000 or greater.

H. Religious Dietary Food Items, including but not limited to:

1. Halal and kosher food products.

2. Prepackaged meal options, if available.

A.3. SCHEDULE & BUDGET

A.3.1. While no minimum volume is guaranteed, the estimated (but not limited to) volume for food and grocery items purchased under the proposed Contract is $350,000,000.00. This estimate is based on the anticipated volume of the State and current sales within the current State Contract.

A.3.2. Budget A. Exhibit B - JPMC Food and Grocery Items State Usage Report FY24 B. Exhibit C - JPMC Food and Grocery Items State Usage Report FY25

A.4. UNIQUE CONSIDERATIONS

A.4.1. G2B PunchOut for BidBuy: BidBuy is the electronic procurement system in use by State Agencies under the jurisdiction of the Chief Procurement Office for General Services. BidBuy attachment (Exhibit D) named “PunchOut Vendor Guide for Implementing G2B PunchOuts in BidBuy” discusses the technical requirements necessary for the PunchOut to the State’s eProcurement system. Any necessary programming and associated costs are the responsibility of the awarded Vendor(s).

A.4.2. The Offeror is not required to the utilize the ‘PunchOut’ to process purchase orders submitted through BidBuy. However, if the vendor chooses not to utilize the PunchOut, then they must have an online ordering system for processing of purchase orders. All State Agencies are required to place orders against Joint Purchase Master Contracts in BidBuy regardless of how the orders are initially placed with the awarded Vendor.

A.5. TERM

A.5.1. TERM OF THIS CONTRACT: The contract resulting from this procurement will have an initial term of five (5) years commencing upon the last dated signature of the Parties. In no event will the total term of the contract, including the initial term, any renewal terms, and any extensions, exceed ten (10) years. Vendor shall not commence billable work in furtherance of the contract prior to final execution of the contract except when permitted pursuant to 30 ILCS 500/20-80.

A.6. MILESTONES AND DELIVERABLES

A.6.1. Offeror shall maintain and provide a detailed catalog price list which includes its offerings in each food or grocery items category with their proposal in BidBuy. This catalog shall include the Brand, Item, Product Description, Package Size, Packaging Type, Price for each Package Size and the Price Per Ounce for each package size. Vendor shall update this catalog no less than monthly. This catalog shall be in a Microsoft Excel or CSV format. Providing a link to a website does not meet this requirement. Prices must include all costs shipped F.O.B. Destination and may not include any additional costs due to taxes (federal or otherwise) unless accompanied by proof the State is subject to the tax.

A.6.2. Offeror will immediately provide information of recall notices for any food items to the ordering entities.

A.6.3. The Offeror shall provide reporting to Central Management Services, Bureau of Strategic Sourcing (CMS BOSS) if requested. Reporting may include but not limited to, annual veteran hiring, annual hiring of formerly incarcerated persons, contract usage, and payments to approved subcontractors certified through the State of Illinois’ Business Enterprise Program. Information to be submitted in a format designated by CMS BOSS (e.g., Excel spreadsheet, portal). Contract usage reporting must include payments received from all State agencies, governmental units, and qualified not-for-profit agencies, as applicable, to this contract.

A. Offeror will submit a close-out report within 90 days of contract expiration that covers the same information since the last contract usage report.

B. Offeror will be expected to participate in performance monitoring that may include, but not limited to required reporting, quality, delivery and value of goods and services, and customer service.

A.6.4. The Offeror will accept orders from State agencies via BidBuy or the BidBuy ‘Punchout’, or through their own online ordering platform.

A. Governmental units, other than State agencies, or qualified not-for- profit agencies will use their own purchasing ordering system.

B. Orders may be placed with the Vendor (Monday-Friday) via telephone, with a written electronic communication (e-mail) to follow.

C. All State agency orders will contain a purchase order generated from BidBuy in addition to an electronic communication (e-mail). Vendors shall arrange for immediate shipment upon receipt of order from an authorized participating agency representative.

D. A separate Release Order will be placed for each delivery date requested (e.g., a single order cannot be placed with multiple delivery dates).

Section B. CURRENT CONDITIONS

B.1. OVERVIEW & BACKGROUND

B.1.1. The State purchased over 1,691,808 cases of food in Fiscal Year 2025. The State spent $67,354,288.23 in Fiscal Year 2025.

B.1.2. The State spent $55,922,110.20 in Fiscal Year 2024.

B.1.3. The State currently has a Punchout with MJ Kellner for Food and Grocery Items.

B.1.4. Includes the following items at a discounted savings percentage:

A. Dietary Food Supplements B. Bakery Products C. Dairy Products D. Frozen Food Items E. Perishable Food Items F. Grocery Staples and Miscellaneous Items G. Bulk Food Items H. Religious Dietary Food Items

B.2. VOLUMES & QUANTITIES

B.2.1. While no minimum volume is guaranteed, the estimated (but not limited to) volume for food and grocery items purchased under the proposed Contract is $350,000,000.00. This estimate is based on the anticipated volume of the State and current sales within the current State Contract.

B.2.2. See attached Exhibits:

A. Exhibit B - JPMC Food and Grocery Items State Usage Report FY24 B. Exhibit C - JPMC Food and Grocery Items State Usage Report FY25

B.3. AREAS OF CONCERN/CHALLENGES

B.3.1. Bi-weekly delivery schedule.

B.3.2. Weekly delivery schedule.

B.3.3. Online ordering system, whether the Offeror chooses to utilize their own online ordering system, or through integration of the BidBuy “PunchOut” process.

B.3.4. All packaging shall be in accordance with good commercial practice. Labeling shall be in accordance with national UPC barcoding complying with the Federal Food, Drug and Cosmetic Act and regulation promulgated thereunder. USDA nutritional labels shall be included on products delivered to institutions requested this labeling (such labeling is mandatory for purchasers receiving National School Lunch Program reimbursement). Shipping containers shall follow the National Motor Freight Classification and Uniform Freight Classification Code.

B.3.5. All meats, poultry, and seafood products shall be vacuum packed when practicable. In all instances the packaging will protect the product from freezer burn and contamination.

B.3.6. Frozen product must be processed and packed to allow removal of the individual units from the container without damage to that or other units. The intent is to be able to remove only that amount of product required for current needs, without the necessity of defrosting.

B.3.7. Products for individual purchasers/dining facilities must be segregated. The intention is to provide expeditious off-loading and delivery to the purchaser.

B.3.8. All food and beverage products shall be identified with readable dates (open code dates), or coded dates, as determined by the type of product delivered. For semi- perishable, shelf stable items, open dating is preferred, but code dating is acceptable. If the contractor does not use open dating, they shall provide a product code number key to each purchasing entity. Items other than semi- perishable, shelf stable products must have readable, open code dates clearly showing the use by date, date of production, date of processing/pasteurization, sell by date, "Best if Used by Date", or similar markings.

B.3.9. To ensure that the carrier and the receiving agency properly handle and store items, standard commercial precautionary markings such as "KEEP FROZEN", or "KEEP REFRIGERATED” etc. shall be used on all cases when appropriate.

B.3.10. To the maximum extent possible or when requested by purchaser, nutritional and ingredient labels shall be placed on the product packaging.

B.3.11. Offeror represents and warrants that any food items sold pursuant to this JPMC shall conform to this JPMC and purchaser's purchase order, shall be fit and safe for the intended purposes, shall be free from defects in materials and workmanship, and shall be produced and delivered in full compliance.

B.3.12. Offeror shall ensure that the products sold through this contract are products processed and packed from the latest pack available or the latest seasonal pack. All products delivered shall be as fresh as possible and noted with the manufacturer's established shelf life (i.e. Best if Used by Date, Expiration Date, or other markings).

B.3.13. For annual pack items, products will be from the latest seasonal pack available, unless specifically authorized by the purchaser.

B.3.14. Offeror shall utilize a supplier selection or certification program to ensure standardized product quality for each item supplied and/or listed in the stock catalogs, regardless of supplier. The product quality shall equal that described in the pertinent item specification. Product characteristics shall be standardized to the extent that variations in flavor, odor, and texture will be minimized.

B.3.15. Due to Illinois Department of Corrections, Illinois Department of Juvenile Justice, Illinois Department of Human Services and Illinois Department of Veterans Affairs restrictions, items packaged in glass containers or those that open with a pull-tab are unacceptable. Whenever possible, plastic containers must be used.

B.3.16. No Styrofoam or paper containers shall be delivered to the Illinois Department of Human Services for dairy food items; however, individual milk may be packed in wax paper cartons per industry standards.

B.4. STRENGTHS

B.4.1. Online ordering system, whether the Offeror chooses to utilize their own online ordering system, or through integration of the BidBuy “PunchOut” process.

B.4.2. Governmental units, other than State agencies, or qualified not-for- profit agencies will use their own purchasing ordering system. Orders may be placed with the Vendor (Monday-Friday) via telephone, with a written electronic communication (e-mail) to follow.

B.5. FIGURES, DIAGRAMS, & REFERENCE DOCUMENTS

B.5.1. Exhibit A - State of Illinois Facilities List B.5.2. Exhibit B - JPMC Food and Grocery Items State Usage Report FY24 B.5.3. Exhibit C - JPMC Food and Grocery Items State Usage Report FY25 B.5.4. Exhibit D - Punchout Vendor Guide for Implementing G2B Punchouts in BidBuy B.5.5. Exhibit E – Standard Terms and Conditions

Section C. PROPOSAL REQUIREMENTS Only Electronic Submissions through BidBuy of Offers will be Accepted

C.1. REQUIRED DOCUMENTS TO COMPLETE AND SUBMIT

The Offeror shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces.

· Vendor Disclosure or IPG Active Registered Vendor Disclosure

· Technical response

· Offer to the State of Illinois

· Commitment to Diversity

· BEP Utilization Plan

NOTE: Documents signed by persons other than the President, CEO, Owner, or Executive Director, should submit a signature authority letter with the bid.

Blank documents may be found on the Chief Procurement Officer for General Service’s website at https://cpo-general.illinois.gov/solicitation-and-contract-templates.html and on the BidBuy posting under “File Attachments:”. Business Enterprise Program/Veterans Small Business Program Utilization Plan may be downloaded from the Commission on Equity and Inclusion’s website at https://cei.illinois.gov/purchasing-entity-resources/compliance.html.

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Offer submitted in BidBuy shall render the Offer non-responsive.

Offerors are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered. Offeror submissions will only be considered if they are received through BidBuy and on or before the time and date indicated as the “Bid Opening Date” on the BidBuy posting. Any required attachments must be submitted via BidBuy.

Price entries on the Items tab will be locked automatically upon submission of the quote. Entering cost, pricing or discount information in the Alternate Description may result in disqualification. If the agency requires pricing to be submitted in an attachment, Offeror shall upload pricing under the “Required Documents” section on the Attachments tab and check the box “Does the attachment contain any pricing, cost or discount information?”. Failure to check this box allows your pricing to be viewed when bids are opened and will result in disqualification of your offer. NOTE: Do not check “Does the attachment contain any pricing, cost or discount information” if the attachment does NOT include pricing, cost, or discount information.

Documents shall be submitted in an electronic format that is accessible and readable using Microsoft Office suite software or Adobe Reader. Corrupted files shall not be considered. It is the Offeror’s responsibility to check that files are accessible and legible after uploading.

The Offeror is solely responsible for ensuring timely submission of their electronic solicitation response. Failure to allow adequate time prior to the Bid Opening Date to complete and submit a response to a solicitation, particularly in the event technical support assistance from the State is required, places the Offeror and their offer or response at risk of not being accepted.

The State encourages the Offeror to ensure that their BidBuy account is up-to-date. It is recommended that you access your BidBuy account prior to the solicitation due date and time to make sure that your company’s information is up-to-date and your password is current. Files may be uploaded at any time prior to submission.

File size may impact the uploading and downloading speed and may lead to browser time-outs, resulting in failed upload/download attempts. Please consider this dependency when attaching very large documents.

OFFEROR INSTRUCTIONS TO SUBMIT IN BIDBUY

Create Quote:

Note: any pricing entered in the Unit Cost of the Items Tab will be locked until after Technical Evaluations take place. Do not enter cost, pricing, or any discount information in the Alternate Description field. Entering cost, pricing or discount information in the Alternate Description may result in disqualification.

Note: If taking any exceptions to Standard Terms and Conditions an offeror must submit a redline version of the Standard Terms and Conditions with their proposal.

: “Upload” (next to each required attachment) : “Choose File” Note: If a pricing document is required, mark the box next to the question, “Does this attachment contain any pricing, cost, or discount information?”

Failure to mark this box when attaching a pricing document will result in disqualification.

Check this box ONLY if a separate pricing document is required.

Do NOT check this box for any other required quote attachment such as the Technical Proposal, Vendor Disclosure / IPG Active Registered Vendor Disclosure, or Utilization Plan(s), or Offer.

Offerors may also view the “Request for Proposal (RFP) Vendor Submission Instructions Video found at https://cpo-general.illinois.gov/vendor-resources.html

C.2. DUE DATE AND TIME FOR SUBMISSION OF OFFERS

Each solicitation contains the Offer due date and time, appearing as the “Bid Opening Date:” on the BidBuy posting. Offeror shall submit Offers in BidBuy, and the State shall open Offers electronically in BidBuy on the “Bid Opening Date”. The Offer must remain firm for 180 days from opening.

C.3. CONFLICT BETWEEN INFORMATION IN ELECTRONIC DOCUMENTS AND ON BIDBUY

If the State provides information in electronic documents (i.e., the RFP and other attachments) that is different or in conflict with the information the State provides on BidBuy, then the information in electronic documents is presumed to represent the State’s intent. If the Offeror provides information in electronic documents that is different or in conflict with the information the Offeror provides in BidBuy through their Seller Account, then the information in electronic documents shall represent the Offeror’s intended submission.

C.4. PUBLISHED PROCUREMENT INFORMATION

The State publishes procurement information, including solicitations, awards, and amendments, on the Chief Procurement Officer for General Services’ Illinois Procurement Bulletin, known as the Bulletin or BidBuy (https://www.bidbuy.illinois.gov/bso/). Procurement information may not be available in any other form or location. Offeror is responsible for monitoring BidBuy. The State will not be held responsible if Offeror fails to receive the optional e-mail notice of future amendments to the solicitation.

C.5. INFORMATION CONTACT

The individual listed in the “Info Contact:” field on the BidBuy posting shall be the single point of contact for this solicitation. Unless otherwise directed, Offeror should only communicate with the Information Contact. The State/Agency shall not be held responsible for information provided by or to any other person.

Suspected errors should be immediately reported to the Information Contact. Do not discuss, directly or indirectly, the solicitation or any Offer with any State officer or employee other than the Information Contact.

C.6. OFFEROR QUESTIONS AND AGENCY RESPONSE

All questions, other than questions raised at the Pre-Submission Conference, pertaining to this solicitation must be submitted in writing to the Information Contact no later than five (5) business days after the pre-bid conference, by 5:00 PM (CST). Questions received and Agency responses may be posted as a Bid Amendment to the original solicitation on BidBuy; only these posted answers to questions shall be binding on the State. Offeror is responsible for monitoring BidBuy and BidBuy email notifications.

C.7. PRE-SUBMISSION CONFERENCE

The Agency may conduct a Mandatory or Non-Mandatory Pre-Submission Conference, listed in the “Pre-Bid Conference:” field of the BidBuy posting. Please refer to BidBuy for this information.

If attendance is mandatory, Offeror (current contractor included) will be disqualified and considered non-responsive if Offeror does not attend, is not on time, leaves early, or fails to sign the attendance sheet. Offeror must allow adequate time to accommodate security screenings at the site.

Meeting number (access code): 2861 074 3444 Meeting password: UPrseuHD436 Tap to join from a mobile device (attendees only) +1-312-535-8110,,28630636465## United States Toll (Chicago) +1-415-655-0002,,28630636465## US Toll Join by phone +1-312-535-8110 United States Toll (Chicago) +1-415-655-0002 US Toll Global call-in numbers Join from a video system or application Dial 28630636465@illinois.webex.com You can also dial 173.243.2.68 and enter your meeting number.

Need help? Go to https://help.webex.com

C.8. SMALL BUSINESS SET-ASIDE

In the Bulletin posting, if “Yes” is shown to the question “Is this a Small Business Set-Aside Procurement?”, then Offeror must be registered by the Illinois Small Business Set-Aside Program at the time Offers are due for the Offer to be evaluated. For requirements on qualifying Offeror’s business in the Small Business Set-Aside Program, please go to the Chief Procurement Office for General Service’s website at https://cpo-general.illinois.gov/sell-2-illinois.html .

C.9. BUSINESS ENTERPRISE FOR MINORITIES, WOMEN, AND PERSONS WITH DISABILITIES ACT PARTICIPATION AND UTILIZATION PLAN

The BidBuy posting indicates whether this solicitation contains a goal to include businesses owned and controlled by minorities, women, and persons with disabilities. If this solicitation contains a goal, then failure to complete and submit a Utilization Plan, including documentation demonstrating good faith efforts when requesting a waiver, shall render the Offer non-responsive. 30 ILCS 575/4(e). All questions regarding the subcontracting goal must be directed to the Information Contact indicated in BidBuy no later than five (5) business days after the pre-bid conference, by 5:00 PM (CST).

BEP Goal: 9% The following NIGP Codes were used to calculate the Business Enterprise Program (BEP) goal.

Dietary Food Supplements

Food Processing and Canning Equipment and Supplies

Bakery Products, Fresh

Dairy Products, Fresh

Frozen Foods

Perishable Foods

Staple Grocery and Grocer’s Miscellaneous Items

Janitorial Supplies, General Line

Paper and Plastic Products, Disposable

Go to https://cei.illinois.gov/vendor-resources/get-bep-certified.html for complete requirements for BEP certification. Go to State of Illinois Commission on Equity and Inclusion at https://supplierdiversitymanagementportal.illinois.gov/home.aspx to search for certified BEP vendors.

C.10. SECURITY

Bid/Performance Bond: N/A. If a bond is required, Offeror must submit the Bid Bond with your offer or Performance Bond to the Information Contact within ten (10) days after contract execution. The bond must be from a surety licensed to do business in Illinois. An irrevocable letter of credit is an acceptable substitute. The form of security must be acceptable to the State.

C.11. TERMS AND CONDITIONS

Standard Terms and Conditions will become a part of any resulting contract. To view the Standard Terms and Conditions, please go to https://cpo-general.illinois.gov/solicitation-and-contract-templates.html.

Section D. EVALUATION PROCEDURES

D.1. EVALUATION PROCESS

D.1.1. The State assesses each Offer for Responsibility (E.10) and Responsiveness. The State considers the information provided and the quality of that information when assessing Offers. If the State finds a failure or deficiency, the State may reject the Offer or reflect the failure or deficiency in the assessment.

D.1.2. There are three scored parts to each proposal – technical, commitment to diversity, and pricing. Each part of the proposal is evaluated and ranked independently of the other parts of the proposal. The results of the evaluation of all three parts shall be used in ranking the proposals.

D.1.3. The State reserves the right to award multiple contracts from this solicitation. The award of multiple contracts is to be determined upon receipt and review of all proposals and based upon the general criteria provided herein.

A. Offerors will be evaluated based on advantages and disadvantages to the State that might result from making more than one award (multiple awards).

B. Primary, secondary, and/or tertiary will be determined in order of highest ranked total evaluation points (Technical Requirements + Commitment to Diversity + Price).

a. For example, the Offeror who receives the highest overall rank based on the total evaluation points will be awarded the Primary contract.

b. End-users will contact awarded Vendors in that order for use of any resulting contracts.

c. CMS reserves the right to determine what is reasonable and whether multiple awards are advantageous for the State.

C. This notice of multiple awards does not preclude the State from awarding a single Contract.

The State may award to the most responsive and responsible offeror whose offer best meets the specified criteria.

D.2. RESPONSIVENESS

A responsive offeror is one who submits an offer that conforms in all material respects to the Request for Proposal and includes all required forms.

D.2.1. The State will determine whether the Offeror complied with the instructions for submitting offers. Except for late submissions, and other requirements that by law must be part of the submission, the State may require that an Offeror correct deficiencies as a condition of further evaluation.

D.2.2. Subcontractor Disclosure: If the Offer includes any subcontractors, then Offeror shall complete the Subcontractor Disclosure section of the Offer to the State of Illinois.

D.2.3. If completing IPG Active Registered Vendor Disclosure, then responsiveness may include and may not be limited to:

· Active Illinois Procurement Gateway registration # with expiration date

· Certifications timely to this solicitation

· Disclosure of lobbyists for Offeror and parent entity(ies)

· Disclosure of pending and current contracts

D.2.4. If completing Vendor Disclosure, required parts may include and may not be limited to:

D.2.5. The State will determine whether the Offer meets the stated Technical Requirements. Minor differences or deviations that have negligible impact on the price or suitability of the supply or service to meet the State’s needs may be accepted or corrections allowed. If no offeror meets a particular Technical Requirement, the State may waive that requirement.

D.2.6. When the specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other products will be considered with proof that the other product meets stated specifications and is equivalent to the brand product in terms of quality, performance, and desired characteristics.

D.3. EVALUATION METHODOLOGY

The Technical Requirements are described in Sections F.2., F.3., and F.5. The State evaluates the Technical Requirements without consideration of price.

D.3.1. Total Number of Points Available for Technical Requirements is: 400

D.3.2. Offeror shall complete and return Sections F.2., F.3.

D.3.3. Relative Weight in Point Format

D.4. COMMITMENT TO DIVERSITY ELEMENTS

Sections 20-15 and 35-30 of the Illinois Procurement Code (30 ILCS 500/) require offerors to be evaluated on their commitment to diversity. The points available for Commitment to Diversity are described in Section F.4. and are equivalent to 20% of the Technical Requirements points. The State evaluates Commitment to Diversity without consideration of price.

D.4.1. The total number of points for Commitment to Diversity is 80.

D.4.2. Offeror shall complete and return Section F.4 Commitment to Diversity

D.4.3. Commitment to Diversity Categories: The percentages at the end of each section reflect the weighted distribution of points available identified in D.4.1.

Commitment to Diversity Categories

Category 1 – BEP Compliance - Whether the Offeror meets the set goal for contracting or subcontracting with businesses owned by women, minorities, or persons with disabilities or completed a Good Faith Effort Waiver for this procurement. 5%

Category 2 – Subcontracting/Contracting with any WMD businesses (not limited to BEP vendors) - Whether the Offeror has contracted/subcontracted within the prior calendar year with businesses owned by women, minorities, or persons with disabilities. 10%

Category 3 – Diversity, Equity and Inclusion (DEI) Spend – Offeror’s percentage of business, education and/or community spend from prior calendar year gross revenue that involves businesses owned by women, minorities and/or persons with disabilities. The assisted businesses are not required to be certified in the Illinois Business Enterprise Program. 20%

Category 4 – DEI Time - Offeror’s hours spent in the prior calendar year on promoting DEI in the workplace, the community, education institutes, or supporting businesses owned by women, minorities, or persons with disabilities. The assisted business is not required to be certified in the Illinois Business Enterprise Program. The success or failure of each event does not impact the points achieved. The event may be voluntary or paid time. 20%

Category 5 – DEI Policies - The vendor has provided a written copy/screenshot of their current written workforce diversity, equity, and inclusion (“DEI”) policy. The policy provided must be actionable plans, not overarching concepts around DEI. 10%

Category 6 – Diversity in Staffing - % of individuals on governing board and/ or Senior executives who identify as women, minorities or person with disabilities. 10% % of individuals in management /supervisor positions who identify as women, minorities or person with disabilities. 13% % of total staff who identify as women, minorities or person with disabilities. 12%

D.5. MINIMUM REQUIRED POINTS

Requests for Proposal may specify that offerors must receive a minimum number of points in their Technical and Commitment to Diversity proposals combined to be considered for price evaluation and award.

The State determines how well offers meet the Technical and Commitment to Diversity requirements and rank the offers from best to least qualified using a point ranking system (unless otherwise specified) as an aid in conducting the evaluation. Offerors who receive fewer than the minimum required points will not be considered for price evaluation and award.

D.5.1. The total number of available points for Technical and Commitment to Diversity is 480.

D.5.2. A minimum of 336 of the available (Technical and Commitment to Diversity) points are required for price evaluation and award consideration.

D.6. PRICE

The State opens Price proposals after evaluating all Technical and Commitment to Diversity proposals.

If the State does not consider the price to be fair and reasonable and negotiations fail to meet an acceptable price, the State reserves the right to cancel the award and take appropriate action to meet the needs of the State. The State determines whether the price is fair and reasonable by considering the offer, including the offeror's qualifications, the offeror's reputation, all price proposals submitted, other known prices, the project budget, and other relevant factors.

D.6.1. The total number of points for Price is 192.

D.6.2. The State will determine Price points using the following formula:

Maximum Price Points X (Lowest Price/Offeror’s Price) = Total Price Points

D.7. MAXIMUM AVAILABLE POINTS

The maximum number of points is 400 (Technical) + 80 (Commitment to Diversity) + 192 (Price) = 672 maximum available points.

Section E. ADMINISTRATIVE REQUIREMENTS

E.1. GOVERNING LAW AND FORUM

Illinois law and rules govern this solicitation and any resulting contract. Offeror must bring any action relating to this solicitation or any resulting contract in the appropriate court in Illinois. This document contains statutory references designated with “ILCS”. To view the full text, go to https://ilga.gov/Legislation/ILCS/Chapters . The Illinois Procurement Code (30 ILCS 500) and the Standard Procurement Rules (44 ILL. ADM. CODE PART 1) are applicable to this solicitation. To view them respectively, go to and Illinois General Assembly - ADMINISTRATIVE CODE.

E.2. PUBLIC RECORDS AND REQUESTS FOR CONFIDENTIAL TREATMENT

Offers become the property of the State. All offers will be open to the public under the Illinois Freedom of Information Act (FOIA) (5 ILCS 140) and other applicable laws and rules, unless Offeror requests in its Offer that the State treat certain information as confidential. A request for confidential treatment will not supersede the State’s legal obligations under FOIA. The State will not honor requests to keep entire Offers confidential. Offerors must show the specific grounds in FOIA or other law or rule that support confidential treatment. Regardless, the State will disclose the successful Offeror’s name, the substance of the Offer, and the price.

If Offeror requests confidential treatment, Offeror must submit additional copy/copies (see Instructions for Submission of Offers in Section C.) of the Offer with proposed confidential information redacted. This redacted copy must tell the general nature of the material removed and shall retain as much of the Offer as possible. In a separate attachment, Offeror shall supply a listing of the provisions identified by section number for which it seeks confidential treatment and identify the statutory basis or bases under Illinois law, including a detailed justification for exempting the information from public disclosure.

Offeror will hold harmless and indemnify the State for all costs or damages associated with the State defending Offeror’s request for confidential treatment. Offeror agrees that the State may copy the Offer to facilitate evaluation, or to respond to requests for public records. Offeror warrants that such copying will not violate the rights of any third party.

E.3. MINORITY CONTRACTOR INITIATIVE

The State requires a fee of $15 to cover expenses related to the administration of the Minority Contractor Opportunity Initiative. Any offeror awarded a contract of $1,000 or more under Section 20-10, 20-15, 20-25 or 20-30 of the Illinois Procurement Code (30 ILCS 500) is required to pay a fee of $15. The Comptroller shall deduct the fee from the first check issued to the Vendor under the contract and deposit the fee in the Comptroller’s Administrative Fund. 15 ILCS 405/23.9.

E.4. FEDERAL FUNDS

The resulting contract may be partially or totally funded with Federal funds. Upon notice of intent to award, the percentage of supplies and/or services involved that are Federally funded and the dollar amount of such Federal funds will be disclosed.

E.5. EMPLOYMENT TAX CREDIT

Offerors who hire qualified veterans and certain ex-offenders may be eligible for tax credits. 30 ILCS 500/45-67 and 45-70. Please contact the Illinois Department of Revenue (217-524-4772) for information about tax credits [35 ILCS 5/216, 5/217].

E.6. RESERVATIONS

Offeror must read and understand the solicitation and tailor the Offer and all activities to ensure compliance. The State reserves the right to amend the solicitation, reject any or all offers, award by item/services, group of items/services, or grand total, and waive minor defects.