RFP K5871_WashingtonCommoditiesDonation.pdf

WASHINGTON STATE DEPARTMENT OF AGRICULTURE

Food Safety and Consumer Services Division

Food Assistance

REQUEST FOR PROPOSALS (RFP)

RFP NO K5871

The Washington State Department of Agriculture (WSDA) Food Assistance (FA) is soliciting Requests for Proposals (RFP) from nonprofit organizations for the project described below. Proposers must be registered in the Washington Electronic Business Solution (WEBS) systems to be considered. You are responsible for maintaining current contact information in WEBS in order to receive notices of any RFP amendments or Proposer questions and WSDA FA responses.

Information regarding this RFP will also be posted on the WSDA website at Contracts and Procurement | Washington State Department of Agriculture.

If you require this RFP in an alternate format, or in a different language, please contact the RFP Coordinator listed below in section 2.1. for assistance no later than December 9, 2024, 10:30 am Pacific Standard Time (PST).

PROJECT TITLE: Washington Commodities Donation Grant Program.

WSDA FA is seeking a minimum of two (2) nonprofit organizations for large scale food acquisitions of Washington grown produce, grains, and protein otherwise at risk of ending up as food waste, for distribution to Washington state hunger relief organizations. Prioritizes organizations that have at least five years of experience coordinating the collection and transportation of donated agricultural products to food bank distributors, food bank distribution centers, or both, for redistribution to local hunger relief agencies across the state.

WSDA FA intends to award a minimum of two (2) Grants and may consider two (2) additional Grants for a maximum of four (4) Grants to provide the services as described in this RFP.

PROPOSALS DUE DATE: Proposals are to be received no later than January 3, 2025;11:59 pm PST.

Emailed Proposals will be accepted. Faxed Proposals will not be accepted.

EXPECTED TIME PERIOD FOR AGREEMENT: January 1, 2025 – June 30, 2025. WSDA FA reserves the right to extend the Grant for up to one additional year if legislation is passed to extend the Agreement period.

PROPOSER ELIGIBILITY: This RFP is open to those Proposers who satisfy the eligibility requirements and minimum qualifications stated herein.

CONTENTS OF THE REQUEST FOR PROPOSALS:

1. Introduction

2. General Information for Proposers

3. Proposal Contents

4. Evaluation and Award

5. Attachments (A-D)

6. Exhibits (1-4)

7. Draft Supplemental Attachments (E-F) for Proposer https://agr.wa.gov/about-wsda/contracts-and-procurement

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Table of Contents

1. Introduction

1.1 Purpose and Background

1.2 Objective

1.3 Funding

1.4 Period of Performance

1.5 Contracting with Current or Former State Employees

1.6 Definitions

1.7 Americans with Disabilities Act (ADA)

2. General Information for Proposers

2.1 RFP Coordinator

2.2 Estimated Schedule of Grant Solicitation Activities

2.3 Pre-Proposal Conference

2.4 Submission of Proposals

2.5 Proprietary Information/Public Disclosure

2.6 Revisions to the Request For Proposals (RFP)

2.7 Complaints

2.8 Utilization of Diverse Businesses

2.9 Minority & Women-Owned Business Participation

2.10 Acceptance Period

2.11 Responsiveness

2.12 Most Favorable Terms

2.13 Agreement and General Terms & Conditions

2.14 Costs to Propose

2.15 No Obligation to Contract

2.16 Rejection of Proposals

2.17 Commitment of Funds

2.18 Electronic Payment

2.19 Insurance Coverage

2.20 Reporting

3. Proposal Contents

3.1 Letter of Submittal (Mandatory)

3.2 Business Information (Mandatory)

3.3 Eligibility Requirements & Qualifications (Mandatory & Scored)

3.4 Experience (Mandatory & Scored)

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3.5 Work Plan (Mandatory & Scored)

3.6 Identification of Cost Percentages by Budget Category (Mandatory)

3.7 Certifications and Assurances (Mandatory)

3.8 Supplemental Attachment E: Draft Washington Commodities Donation Grant Reporting

3.9 Supplemental Attachment F: Draft Washington Commodities Donation Grant Agreement

3.10 References (Mandatory)

4. Evaluation and Award

4.1 Evaluation Procedure

4.2 Evaluation and Scoring

4.3 Clarification of Proposals

4.4 Notification to Proposers

4.5 Debriefing of Unsuccessful Proposers

4.6 Request for Reconsideration

5. Request for Proposals (RFP) Attachments and Exhibits

5.1 Attachment A: Business Information

5.2 Attachment B: Eligibility Requirements and Qualifications

5.3 Attachment C: Identification of Costs Percentages by Budget Category

5.4 Attachment D: Certifications and Assurances

5.5 Exhibit 1: Letter of Submittal

5.6 Exhibit 2: Minimum Qualifications

5.7 Exhibit 3: Desirable Qualifications

5.8 Exhibit 4: References

5.9 Supplemental Attachment E: Draft Washington Commodities Donation Grant Reporting

5.10 Supplemental Attachment F: Draft Washington Commodities Donation Grant Agreement

5.11 Attachment G: Suspension and Debarment

REQUEST FOR PROPOSALS (RFP)

Washington Commodities Donation Program

RFP NO K5871

1. INTRODUCTION.

1.1. PURPOSE AND BACKGROUND. The Washington State Department of Agriculture (WSDA) is responsible for the implementation of the Washington Commodities Donation Grant Program in accordance with the Revised Code of Washington (RCW) 43.23.330:

a. The department must implement the Washington Commodities Donation Grant Program established in this section. The purpose of the program is to procure Washington grown produce, grains, and protein otherwise at risk of ending up as food waste for distribution to hunger relief organizations for use in Washington state.

b. The program established in this section must, to the extent practicable:

i. Rely upon existing infrastructure and similar grant programs currently being implemented in Washington, in order to maximize the beneficial impacts of the program in the short-term, and to expeditiously enable the distribution of grants under this section;

ii. Be designed to achieve efficiencies of scale by the grant recipients carrying out food acquisitions and distributions and to target large volume food acquisition opportunities;

iii. Give priority to recipient organizations that have at least five years of experience coordinating the collection and transportation of donated agricultural products to food bank distributors, food bank distribution centers, or both, for redistribution to local hunger relief agencies; and

iv. Provide for equitable benefits experienced from the program by food producers of varying sizes and types, including minority and vulnerable farmers, including veterans, women, and federally recognized Indian tribes.

c. The department must issue grants under this section to one or more nonprofit organizations to acquire food directly from food producers located in Washington. A recipient nonprofit organization may use funds under this section to compensate food producers donating commodities for pick and pack out costs incurred associated with the production of a food product, including costs of food product inputs and harvest, and for their marginal postharvest logistical and administrative costs that facilitate the acquisition and distribution of the food product by grant recipients.

d. An organization that receives funds under this section must report the results of the project to the department in a manner prescribed by the department.

1.2. OBJECTIVE. The objective of this Request for Proposals (RFP) is to request proposals from experienced, eligible nonprofit organizations that best meet the requirements of the RFP and have a thorough work plan that best meet the goals of the Washington Commodities Donation Grant Program.

1.3. FUNDING. The overall budget for this project will be approximately $3,000,000.00; a minimum of two (2) Grants will be awarded and WSDA FA may consider two (2) additional Grant awards for a maximum of four

(4) Grant awards to provide the services as described in this RFP.

a. The dollar amount of each award will vary dependent upon the Proposer’s submittals, budget, and work plan. Any Grant awarded may be renegotiated to provide for additional related services.

b. The funding source is state funding provided by Climate Commitment Act (CCA) funding which requires extensive reporting as referenced in section 2.20 of this RFP. The CCA supports Washington’s climate action efforts by putting cap-and-invest dollars to work reducing climate pollution, creating jobs, and improving public health. For information visit https://climate.wa.gov/.

c. Any Grant awarded as a result of this RFP is contingent upon the availability of funding.

https://climate.wa.gov/

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1.4. PERIOD OF PERFORMANCE. The period of performance of any Agreement resulting from this RFP is tentatively scheduled to begin on or about January 1, 2025 and to end on June 30, 2025.

1.5. CONTRACTING WITH CURRENT OR FORMER STATE EMPLOYEES. Specific restrictions apply to entering into a contract with current or former state employees pursuant to RCW 42.52. The Proposer should familiarize themselves with the requirements prior to submitting Proposal that includes current or former state employees.

1.6. DEFINITIONS. Definitions for the purposes of this RFP include:

a. Agreement. Is the written agreement resulting from the selection of Apparent Successful Grantee. The written agreement will outline the terms and conditions required of the Apparent Successful Grantee. In the case of this RFP, the written agreement will also be known as the Grant or Grant Agreement.

b. Apparent Successful Grantee. The Proposer(s) selected as the entity(ies) to perform the anticipated services, subject to completion of negotiations and execution of a written Agreement. The organizations whose Proposals have been accepted by WSDA FA and are awarded a fully executed, written Agreement.

c. Attachment. The Proposer must complete and submit all forms that accompany this RFP as Attachments A through D. Each Attachment may not be modified or changed in any manner and should provide a thorough response that will be easy to follow and score for evaluation.

d. Exhibit. Additional provided responses to this RFP will be provided as exhibits labeled as (Exhibit 1-4).

The Proposer is required to determine the best format for the presentation of this requested information that will be easy to follow and score for evaluation.

e. Proposer. The nonprofit organization submitting a Proposal in order to attain a written Agreement with

WSDA FA.

f. Proposal. A formal written offer (Proposal) submitted in response to this Request for Proposals.

g. Request for Proposals (RFP). Formal grant solicitation in which fundable services are identified, and organizations are invited to formally submit their Proposals to provide the services authorized by this Grant program describe their past experience in doing so. Also known as the solicitation.

h. WSDA. The Washington State Department of Agriculture.

i. WSDA FA. WSDA Food Assistance (WSDA FA) is the unit within WSDA that is responsible for this RFP and the administration of the Washington Commodities Donation Grant Program.

1.7. AMERICANS WITH DISABILITIES ACT. WSDA complies with the Americans with Disabilities Act (ADA).

Proposers may contact the RFP Coordinator to receive this Request for Proposals in an alternate format.

2. GENERAL INFORMATION FOR PROPOSERS.

2.1. REQUEST FOR PROPOSALS (RFP) COORDINATOR. The RFP Coordinator is the sole point of contact in WSDA FA for this RFP. All communication between the Proposer and WSDA FA upon release of this RFP shall be with the RFP Coordinator, as follows:

Name: Deborah (Debbie) Ornellas

Phone Number: (360) 974-9761

Email Address: deborah.ornellas@agr.wa.gov

Any other communication will be considered unofficial and non-binding on WSDA FA. Proposers are to rely on written statements issued by the RFP Coordinator. Communication directed to parties other than the RFP Coordinator may result in disqualification of the Proposer.

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2.2. ESTIMATED SCHEDULE OF GRANT SOLICITATION ACTIVITIES. WSDA FA reserves the right to revise this schedule as needed.

Issue Request for Proposals December 3, 2024

Question & Answer Period December 4 - 6, 2024

Last date to request RFP materials to be translated (alternate format or different language) 10:30 am PST*

December 9, 2024

Pre-Proposal Virtual Conference (if requested). December 10, 2024

Issue Addendum to RFP (if applicable) December 23, 2024

Complaints (will be accepted and responded to) Up to five (5) business day prior to the proposal due date

December 26, 2024

Offices Closed - HOLIDAY December 25, 2024

Offices Closed - HOLIDAY January 1, 2025

Proposals are due to be Received by WSDA FA by 11:59 pm PST* January 3, 2025 (30 days)

Proposal Evaluation Period January 3 - 9, 2025

Announce “Apparent Successful Grantee” and send notification via e-mail to Unsuccessful Proposer(s) through WEBS

January 10. 2025

Hold Individual Debriefing Teleconferences (if requested) January 13, 2025

Deadline for filing Reconsideration January 16, 2025

Negotiation of Agreement January 17 – 22, 2025

Start date of Grant (retroactive to January 1, 2025) January 31, 2025 (issue date)

*PST = Pacific Standard Time

2.3. PRE-PROPOSAL CONFERENCE. (Optional and by request only). If requested, a pre-proposal virtual conference will be scheduled for December 10, 2024, 2:00 pm PST. All Proposers will be notified of the pre-proposal virtual conference by email but are not required to attend. WSDA FA will be bound only to WSDA FA’s written answers to questions. Questions arising at the pre-proposal conference or in subsequent communication with the RFP Coordinator will be documented and answered in written form. A copy of the questions and answers will be posted on the Washington Electronic Proposal Notification System (WEBS) and on the WSDA Internet site WSDA Contracts and Procurement.

2.4. SUBMISSION OF PROPOSALS. The submission of the Request for Proposal is required to be submitted electronically and must be received by January 3, 2025, by 11:59 pm PST. The email time stamp of the email submission will determine whether the RFP was received in a timely manner.

RFP materials are to be sent to the RFP Coordinator at the email address above (2.1). The subject line should identify the RFP number and project title i.e. RFP K5871, Project Title – WSDA FA Washington Commodities Donation Grant Program.

https://pr-webs-vendor.des.wa.gov/

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It is the responsibility of the Proposer to ensure that their submission has been sent and received prior to the due date. WSDA FA assumes no responsibility for delays caused by any email interruption of service.

Proposals may not be transmitted using facsimile transmission.

Late or non-responsive (incomplete) Proposals will not be accepted and will automatically be disqualified from further consideration.

All Proposals and any accompanying documentation become the property of WSDA and will not be returned.

2.5. PROPRIETARY INFORMATION/PUBLIC DISCLOSURE. Proposals submitted in response to this competitive Grant solicitation shall become the property of the WSDA. All Proposals received are deemed public records as defined in RCW 42.56.

a. Any information in the Proposal that the Proposer desires to claim as proprietary and exempt from disclosure under the provisions of RCW 42.56, or other state or federal law that provides for the nondisclosure of your document, must be clearly designated. The information must be clearly identified and the particular exemption from disclosure upon which the Proposer is making the claim must be cited. Each word containing the information claimed to be exempt from disclosure must be highlighted and clearly identified by the words “Proprietary Information” printed on the lower right-hand corner of the page. Marking large portions or the entire submission exempt from disclosure or as Proprietary Information will not be honored.

b. If a public records request is made for the information that the Proposer has marked as "Proprietary Information" WSDA FA will notify the Proposer of the request and of the date that the records will be released to the requester unless the Proposer obtains a court order enjoining that disclosure. If the Proposer fails to obtain the court order enjoining disclosure, the WSDA will release the requested information on the date specified. If a Proposer obtains a court order from a court of competent jurisdiction enjoining disclosure pursuant to RCW 42.56, or other state or federal law that provides for nondisclosure, the WSDA shall maintain the confidentiality of the Proposer’s information per the court order.

c. If a public records request is made, a charge for copying and shipping may apply, as outlined in RCW 42.56.

2.6. REVISIONS TO THE REQUEST FOR PROPOSALS (RFP). In the event it becomes necessary to revise any part of this RFP, addenda will be posted on WEBS and the WSDA website at WSDA Contracts and Procurement.

WSDA FA also reserves the right to cancel or to reissue the RFP in whole or in part, prior to execution of a written Agreement.

2.7. COMPLAINTS. Proposers can submit a complaint, before Proposals are due to WSDA FA based on any of the following:

a. The solicitation unnecessarily restricts competitions;

b. The solicitation evaluation or scoring process is unfair or flawed; or

c. The solicitation requirements are inadequate or insufficient to prepare a response.

d. WSDA FA reserves the right to extend the Proposal submission deadline if necessary to allow sufficient time for review of and responses to complaints.

e. Proposers are encouraged to submit complaints by 2 pm PST on Friday December 20, 2024 and may submit complaints up to five (5) business days prior to the Proposal submission deadline. All complaints must:

i. Be in writing.

ii. Be sent to the RFP Coordinator by the deadline.

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iii. Should clearly articulate one of the above listed basis and the reason for the complaint.

iv. Should include a proposed remedy.

f. The RFP Coordinator will respond to complaints in writing.

g. The response to complaints, including any changes to the RFP will be posted as an amendment on the statewide Proposer notification system (WEBS).

h. The purpose of the complaint process is to resolve issues with the grant solicitation before Proposals are due. The complaint may not be raised again during the protest period, and this is an administrative process that must be exhausted as a precursor to any litigation over the solicitation process.

2.8. UTILIZATION OF DIVERSE BUSINESSES. The state of Washington works towards providing the maximum practicable opportunity for small and diverse businesses in the performance of all state contracts. The Proposer shall use genuine efforts to utilize race or gender-neutral means to allow opportunities for small and diverse businesses to participate in subcontracts, where participation opportunities are present. The Proposer shall make genuine efforts to ensure all available business enterprises, including small and diverse businesses, have equal opportunity for participation which might be presented under this Agreement.

Examples of genuine efforts include, but are not limited to, the following:

a. Submit inclusion plans with genuine efforts to meet the aspirational goals on the project.

b. Engaging in targeted outreach.

c. Providing training.

d. Using the OMWBE & DBA certified business directories to locate certified minority, women- and veteran-owned businesses, and WEBS to search for qualified small business.

The Proposer shall include a similar provision in all subcontracts if subcontracting under the Agreement with

WSDA FA.

2.9. MINORITY & WOMEN-OWNED BUSINESS PARTICIPATION. In accordance with the legislative findings and policies set forth in RCW 39.19, the state of Washington encourages participation in all of its contracts by firms certified by the Office of Minority and Women’s Business Enterprises (OMWBE). Participation may be on a direct basis in response to this solicitation. However, no preference will be included in the evaluation of Proposals, no minimum level of OMWBE participation shall be required as a condition for receiving an award and Proposals will not be rejected or considered non-responsive on that basis.

The established annual procurement participation goals for MBE is ten percent (10%) and for WBE, four percent (4%), for this type of project. These goals are voluntary. Proposers may contact OMWBE at (360) 753-9693 to obtain information on certified firms.

2.10. ACCEPTANCE PERIOD. Proposers must provide sixty (60) days for acceptance by WSDA FA from the due date of receipt of Proposals.

2.11. RESPONSIVENESS. Proposals will be reviewed to determine whether the Proposal is ‘responsive’ to this Competitive Solicitation. This means that the RFP Coordinator will review each Proposal to determine whether the Proposal is complete – i.e., does the Proposal include each of the required Proposal submittals, are the submittals complete, signed, legible. The RFP Coordinator reserves the right to determine whether a Proposal is responsive – i.e., to determine a Proposer’s compliance with the requirements specified in this Competitive Solicitation and to waive informalities or administrative irregularities in a submitted Proposal.

2.12. MOST FAVORABLE TERMS. WSDA FA reserves the right to make an award without further discussion of the Proposals submitted. Therefore, the Proposals should be submitted initially on the most favorable terms which the Proposer can propose. WSDA FA does reserve the right to contact the Proposer for clarification of its submission.

a. WSDA FA also reserves the right at its sole discretion to waive administrative irregularities.

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b. The Proposer should be prepared to accept this RFP for incorporation into a written Agreement resulting from this RFP. Agreement negotiations may incorporate some or the Proposer’s entire submission.

c. It is understood that the Proposals will become a part of the official proposal file on this matter without obligation to WSDA FA.

2.13. AGREEMENT AND GENERAL TERMS & CONDITIONS. The Apparent Successful Grantee will be expected to enter into a written Agreement. In no event is a Proposer to submit its own standard General Terms and Conditions in response to this solicitation. The Proposer may submit exceptions as allowed in the Certifications and Assurances section, Attachment D to this solicitation. WSDA FA will review requested exceptions and accept or reject the same at its sole discretion.

2.14. COSTS TO PROPOSE. WSDA FA will not be liable for any costs incurred by the Proposer in preparation of a Proposal submitted in response to this RFP, in conduct of a presentation, or any other activities related to responding to this RFP.

2.15. NO OBLIGATION TO CONTRACT. This RFP does not obligate the state of Washington, WSDA, or WSDA FA to enter into an Agreement for services specified herein.

2.16. REJECTION OF PROPOSALS. WSDA FA reserves the right at its sole discretion to reject any and all Proposals received without penalty and not to issue a written Agreement as a result of this RFP.

2.17. COMMITMENT OF FUNDS. The WSDA FA Program Manager or delegate are the only individuals who may legally commit the WSDA to the expenditure of funds for an Agreement resulting from this RFP.

2.18. ELECTRONIC PAYMENT. The state of Washington prefers to utilize electronic payment in its transactions. The Apparent Successful Grantee must be registered with the Office of Financial Management and obtain a Statewide Vendor number.

2.19. INSURANCE COVERAGE. The Proposer is to furnish WSDA FA with a certificate(s) of insurance executed by a duly Authorized Representative of each insurer, showing compliance with the insurance requirements set forth below.

The Proposer shall, at its own expense, obtain and keep in force insurance coverage which shall be maintained in full force and effect during the term of the Agreement. The Proposer shall furnish evidence in the form of a Certificate of Insurance that insurance shall be provided, and a copy shall be forwarded to WSDA FA within fifteen (15) days of the Agreement effective date.

a. Liability Insurance:

i. Commercial General Liability Insurance. The Proposer shall maintain Commercial General Liability (CGL) insurance and, if necessary, commercial umbrella insurance, with a limit of not less than One million dollars ($1,000,000) per each occurrence. If CGL insurance contains aggregate limits, the General Aggregate limit shall be at least twice the “each occurrence” limit. CGL insurance shall have products-completed operations aggregate limit of at least two times the “each occurrence” limit.

CGL insurance shall be written on ISO occurrence from CG 00 01 (or a substitute form providing equivalent coverage). All insurance shall cover liability assumed under an insured Contract (including the tort liability of another assumed in a business Contract) and contain separation of insureds (cross liability) condition.

ii. Additionally, the Proposer is responsible for ensuring that all Sub Agencies provide adequate insurance coverage for the activities arising out of subcontracts.

b. Business Auto Policy. As applicable, the Proposer shall maintain business auto liability and, if necessary, commercial umbrella liability insurance with a limit not less than One million dollars ($1,000,000) per accident. Such insurance shall cover liability arising out of “Any Auto.” Business auto coverage shall be

K5871 Request for Proposals Page 10 of 15 written on ISO form CA 00 01, 1990 or later edition, or substitute liability form providing equivalent coverage.

c. Employers Liability (“Stop Gap”) Insurance. In addition, the Proposer shall buy employers liability insurance and, if necessary, commercial umbrella liability insurance with limits not less than One million dollars ($1,000,000) each accident for bodily injury by accident or One million dollars ($1,000,000) each employee for bodily injury by disease.

d. Additional Provisions. The insurance policy shall include the following provisions:

i. Additional Insured. The Washington State Department of Agriculture, its elected and appointed officials, agents, and employees shall be named as an additional insured on all general liability, excess, umbrella, and property insurance policies. All insurance provided in compliance with this Contract shall be primary as to any other insurance or self-insurance programs afforded to or maintained by the state.

ii. Cancellation. The Washington State Department of Agriculture shall be provided with written notice before cancellation or non-renewal of any insurance referred to therein, in accordance with the following specifications. Insurers subject to RCW 48.18 (Admitted and Regulation by the Insurance Commissioner): The insurer shall give the state forty-five (45) days advance notice of cancellation or non-renewal. If cancellation is due to non-payment of premium, the state shall be given ten (10) days advance notice of cancellation. Insurers subject to RCW 48.15 (Surplus lines): The state shall be given twenty (20) days advance notice of cancellation. If cancellation is due to non-payment of premium, the state shall be given ten (10) days advance notice of cancellation.

iii. Identification. The policy must reference the state’s Contract number and the agency name.

iv. Insurance Carrier Rating. All insurance and bonds should be issued by companies admitted to do business within the state of Washington and have a rating of A-, Class VII or better in the most recently published edition of Best’s Reports. Any exception shall be reviewed and approved by WSDA Risk Manager or the Risk Manager for the state of Washington, before the Contract is accepted, or work may begin. If an insurer is not admitted, all insurance policies and procedures for issuing the insurance policies must comply with RCW 48.15 and WAC 284-15.

v. Excess Coverage. By requiring insurance herein, the state does not represent that coverage and limits will be adequate to protect Proposer and such coverage and limits shall not limit Proposer’s liability under the indemnities and reimbursements granted to the state in this Contract.

e. Workers’ Compensation Coverage. The Proposer will at all times comply with all applicable workers’ compensation, occupational disease, and occupational health and safety laws, statutes, and regulations to the full extent applicable. The state will not be held responsive in any way for claims filed by the Proposer or their employees for services performed under the terms of this Contract.

2.20. REPORTING. The Apparent Successful Grantee must have the skills and ability to report back on the details used in the collection of the food and to provide the specific details of how, when and to whom the food was purchased from and distributed to. WSDA FA will provide standardized reporting tools and tracking reports.

Reporting the results of the project to WSDA FA is a requirement of funding.

The frequency of the reporting may be on a monthly and/or quarterly basis and will also include an additional narrative close-out report. The Proposer should be prepared to provide extensive reporting due to the additional reporting requirements associated with the fund source – Climate Commitment Act.

The anticipated minimum reporting elements are broken into two sections (Purchasing and Distribution) and are listed below:

a. Purchasing:

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i. Vendor, if applicable (i.e. Food Hub and not a direct purchase from a farmer/food producer): Name, Address, City, Zip Code, County, Latitude/Longitude, Legislative District, Congressional District, Socially Disadvantages Designation, $ Value of Food Purchase, Pounds of Food, Product Type.

ii. Farmer/Producer: Name, Address, City, Zip Code, County, Latitude/Longitude, Legislative District, Congressional District, Socially Disadvantages Designation, $ Value of Food Purchase, Pounds of Food, Product Type.

b. Distributions:

i. Food Distributor, if applicable (i.e. Food Bank that delivers food for further distribution): Name, Address, City, Zip Code, County, Latitude/Longitude, Legislative District, Congressional District, and lists organizations receiving food (distribution sites serving clients), Address, City, Zip Code, County, Latitude/Longitude, Legislative District, Congressional District, Underserved (Overburdened/Vulnerable) Designation, Tribal Designation, $ Value of Food Distributed, Pounds of Food Distributed, Quality Acceptability.

ii. Distribution Site (i.e. Food Pantry serving clients): Name, Address, City, Zip Code, County, Latitude/Longitude, Legislative District, Congressional District, Underserved (Overburdened/Vulnerable) Designation, Tribal Designation, $ Value of Food Distributed, Pounds of Food Distributed, Quality Acceptability.

3. PROPOSAL CONTENTS. The Proposal contents are to be submitted in the order noted below:

Submission elements:

3.1. LETTER OF SUBMITTAL (Exhibit 1)

3.2. BUSINESS INFORMATION (Attachment A - Form)

3.3. ELIGIBILITY REQUIREMENTS AND QUALIFICATIONS (Attachment B - Form)

3.4. EXPERIENCE (Exhibit 2)

3.5. WORK PLAN (Exhibit 3)

3.6. IDENTIFICATION OF COST PERCENTAGES BY BUDGET CATEGORY (Attachment C - Form)

3.7. CERTIFICATIONS AND ASSURANCES (Attachment D - Form)

3.10. REFERENCES (Exhibit 4)

The Proposer must provide information in the same order as presented in this document with the same headings.

This will not only be helpful to the evaluators but should assist the Proposer in preparing a thorough response.

Items in this section marked “mandatory” must be included as part of the Proposals for the submission to be considered responsive, however, these items are not scored. Items marked “scored” are those that are awarded points as part of the evaluation conducted by the evaluation team. See section 4.2 of this RFP for evaluation and scoring.

The Proposer must complete and submit all forms (Attachments A-D) listed without modification. All other required submittals listed as exhibits (Exhibit 1-4) are the responsibility of the Proposer to determine the best format to present the information in so that it can be easily viewed by the evaluation team. Please note that Supplemental Attachments E and F are for the Proposer’s awareness and are not required to be submitted.

Here are additional details for each section of the Proposal Contents – also see Section 4.2:

3.1. LETTER OF SUBMITTAL (MANDATORY). The Letter of Submittal (Exhibit 1) must be signed and dated by a person authorized to legally bind the Proposer to a contractual relationship, e.g., the Board President or Executive Director.

3.2. BUSINESS INFORMATION (MANDATORY). Complete and submit the Attachment A – Form. Make sure to submit a current organizational chart and any other information that is applicable.

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3.3. ELIGIBILITY REQUIREMENTS & QUALIFICATIONS (MANDATORY & SCORED). Complete and submit the Attachment B – Form.

a. Eligibility Requirements (Pass/Fail)

b. Minimum Qualifications (Pass/Fail)

c. Desirable Qualifications (Scored)

3.4. EXPERIENCE (MANDATORY & SCORED). The experience section (Exhibit 2) must contain information that will demonstrate to the evaluation team the Proposer’s experience. Refer to section 4.2 Evaluation and Scoring for a complete list of questions. The Proposer is encouraged to provide supporting documentation.

3.5. WORK PLAN (MANDATORY & SCORED). The work plan section (Exhibit 3) must contain information that will demonstrate to the evaluation team that the Proposer has a well-thought-out written work plan and is ready to implement the work plan immediately, if awarded. The Proposer must address the listed components of the work plan, and is highly encouraged to identify and describe additional components that the Proposer deems critical and include supporting documentation. Refer to section 4.2 Evaluation and Scoring for a complete list of questions and components.

3.6. IDENTIFICATION OF COST PERCENTAGES BY BUDGET CATEGORY (MANDATORY). Complete and submit the Attachment C – Form. Make sure to include any necessary clarifications in the notes section.

3.7. CERTIFICATIONS AND ASSURANCES (MANDATORY). Complete and submit the Attachment D – Form.

3.8. SUPPLEMENTAL ATTACHMENT E: DRAFT WASHINGTON COMMODITIES DONATION GRANT REPORTING.

This is for the Proposer’s awareness and is not required as a submittal. Draft of excel workbook to be used for Grant Reporting of purchases, distributions and all values outlined in the various tabs.

3.9. SUPPLEMENTAL ATTACHMENT F: DRAFT WASHINGTON COMMODITIES DONATION GRANT AGREEMENT.

This is for the Proposer’s awareness and is not required as a submittal. Draft version of Grant Agreement to be issued to the Apparent Successful Grantee(s) of the Washington Commodities Donation Grant Program.

3.10. REFERENCES (MANDATORY). Exhibit 4 requires the Proposer to provide two (2) letters of reference from organizations (donor, vendor, or hunger relief organization) that you have worked with in the last year and that most closely align with the objective of this Grant. The letters, at a minimum, should include contact information (business name, contact name, email, phone), describe the type of service provided, and/or describe the type of interaction.

By submitting these letters of reference in response to this RFP, the Proposer grants permission to WSDA FA to contact these references and others, who from WSDA FA’s perspective, may have pertinent information.

WSDA FA may or may not, at WSDA FA’s discretion, contact references. Do not include current WSDA or WSDA FA staff as references. WSDA FA reserves the right to contact WSDA staff who have worked with the Proposer in the past for references.

4. EVALUATION AND AWARD. Evaluate and award contract as provided by the RFP.

4.1. EVALUATION PROCEDURE. Response to Proposals will be evaluated strictly in accordance with the qualifications stated in this solicitation and any addenda issued. The evaluation shall be accomplished by an evaluation team designated by WSDA FA, which will determine the ranking of the Proposals based on the responses provided.

WSDA FA, at its sole discretion, may also elect to select the top-scoring nonprofit organizations as finalists for an oral presentation.

4.2. EVALUATION AND SCORING. The Proposer must meet the eligibility requirements and minimum qualifications for the Proposer’s submittals to be further evaluated and scored. The weighting and maximum points that apply to this RFP are as follows:

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Letter of Submittal - Exhibit 1 (Mandatory) Not Scored

Business Information – Attachment A - Form (Mandatory) Not Scored

Evaluation of Eligibility Requirements - Attachment B – Form (Mandatory):

i. Meets all the Eligibility Requirements Pass or Fail

Evaluation of Minimum Qualifications - Attachment B – Form (Mandatory):

i. Meets all the Minimum Qualifications Pass or Fail

Evaluation of Desirable Qualifications – Attachment B – Form (Mandatory & Scored):

Total Points 16 points (possible)

i. Has five (5) or more years’ experience coordinating the collection and transportation of donated agricultural products to food bank distributors, food bank distribution centers, or both, for the redistribution to local hunger relief agencies in the state of Washington 4 points

ii. Has the experience and current capability to successfully acquisition food from food producers of varying sizes and types, including minority and vulnerable farmers such as veteran, women, and/or tribal owned food businesses. 3 points

iii. Has the experience and current capability to achieve efficiencies of scale to carry out acquisitions and distributions; targeting large volume food acquisition opportunities throughout the state of Washington.

3 points

iv. Has an established statewide hunger relief network that has been in existence for five (5) or more years.

2 points

v. Has an electronic inventory management system to account for the acquisition and distribution of food.

2 points

vi. Has five (5) or more years’ experience and knowledge of federal and state food inventory requirements, food safety, recall procedures, and all applicable regulations and laws. 2 points

Evaluation of Experience – Exhibit 2 (Mandatory & Scored):

Total Points 24 points (possible)

i. Describe the service or similar services provided by the Proposer that indicates the organization’s experience coordinating the collection and transportation of donated agricultural products to food bank distributors, food bank centers, or both for the redistribution to local hunger relief agencies in the state of Washington. Include current statewide reach and/or the details of a scaled-up plan.

10 points (possible)

ii. Describe the Proposer’s experience in acquiring large volumes (indicate total volume level over the last 12 months – in terms of pounds) of food through donations and if available include the percentage of food products that were at risk of ending up as food waste food.

5 points (possible)

iii. Describe the Proposer’s experience and ability to timely distribute perishable foods to hunger relief organizations so that clients are receiving quality foods and there is minimum food loss.

5 points (possible)

iv. Describe the Proposer’s specific experience in working with vulnerable or socially disadvantaged food producers (i.e., minority, veteran, women, and tribal owned). 4 points (possible)

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Evaluation of Work Plan – Exhibit 3 (Mandatory & Scored):

Total Points 60 points (possible)

i. Provide a high-level brief summary that describes how the Proposer intends to implement the Grant.

2 points (possible)

ii. Describe in detail how the Proposer intends to implement the Grant. At a minimum, the following components must be addressed: 1) Acquisition process, 2) Identification method for foods that are at risk of becoming food waste, 3) Distribution plan that describes how the food will move from the food producer to the “last mile” hunger relief organization that will distribute the food to clients, 4) Showcase the skills and ability to provide accurate Inventory Reporting and Management, 5) Food Quality Controls, and 6) Financial capabilities to work on a reimbursement basis. 30 points (possible)

iii. If applicable, identify and describe additional components of the Proposers Work Plan that the Proposer deems critical and include supporting documentation. 5 points (possible)

iv. Indicate the maximum amount of funding that the Proposer can accept for this Grant. Keep in mind that this is a reimbursement Grant. 2 points (possible)

v. Describe in detail the key communications and outreach efforts that the Proposer will engage in to ensure successful administration of the Grant- include specific efforts to reach tribal communities.

5 points (possible)

vi. Clearly outline timeline of key tasks and deliverables – by month. 3 points (possible)

vii. Describe in detail any specific efforts that will focus on minority, veteran, women, and tribal owned food producers. 5 points (possible)

viii. Describe in detail any specific efforts to target specific food products or types (produce, grains, or protein)? 5 points (possible)

ix. List of distribution partners and/or other key partners that the Proposer has identified to participate in this Grant – include all tiers and the partners role in this Grant. 3 points (possible)

Identification of Cost Percentages by Budget Category – Attachment C - Form (Mandatory) Not Scored

Certifications and Assurances – Attachment D – Form (Mandatory) Not Scored

References – Exhibit 4 (Mandatory) Not Scored

Supplemental Attachment E – Draft Washington Commodities Donation Grant Reporting Not Scored

Supplemental Attachment F – Draft Washington Commodities Donation Grant Agreement Not Scored

4.3. CLARIFICATION OF PROPOSALS. The RFP Coordinator may contact the Proposer for clarification of any portion of the Proposer’s submission.

4.4. NOTIFICATION TO PROPOSERS. WSDA FA will notify the Apparent Successful Grantee of their selection by email upon completion of the evaluation process. Organizations whose Proposals were not selected for further negotiation or award will be notified separately by email.

4.5. DEBRIEFING OF UNSUCCESSFUL PROPOSERS. Upon request, a debriefing conference will be scheduled with an Unsuccessful Proposer. The request for a debriefing conference must be received by the RFP Coordinator within three (3) business days after the Notification of Unsuccessful Proposer is emailed. The debriefing must be held within three (3) business days of the request.

a. Discussion will be limited to a critique of the requesting Proposer’s submission. Comparisons between Proposals or evaluations of the other Proposals will not be allowed. Debriefing conferences will be conducted virtually by TEAMS or by phone and will be scheduled for a maximum of one hour.

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4.6. REQUEST FOR RECONSIDERATION. If a Proposal that was submitted on time and included all required materials is not selected for funding and the Proposer requests and participates in a debriefing teleconference on Tuesday January 13, 2025, the Proposer may notify the RFP Coordinator in writing to request reconsideration based on concern for bias, discrimination, conflict of interest, and/or non-compliance with the procedures described in the Request for Proposal.

a. The request for reconsideration must be emailed to the RFP Coordinator by 2:00 pm PST on Friday January 16, 2025 in order to be considered.

b. All requests for reconsideration must be in writing, addressed to the RFP Coordinator, and emailed by the Proposer or an authorized Agent. The request must state the RFP number, the subject from the list in

c. below and the basis for requesting reconsideration with specific facts. The burden of establishing that there is sufficient factual basis for reconsideration is on the Proposer. Mere conjecture will not be a sufficient factual basis for reconsideration. A description of the relief or corrective action being requested should also be included.

c. Only requests for reconsideration stipulating an issue of fact concerning the following subjects shall be considered.

i. A matter of bias, discrimination, or conflict of interest on the part of an evaluator;

ii. Errors in computing the score;

iii. Non-compliance with procedures described in the Proposal document or WSDA FA policy.

iv. A violation of state or federal law.

d. Requests for reconsideration not based on procedural matters will not be considered and will be rejected as without merit if they address issues such as: 1) An evaluator’s professional judgment on the quality of a Proposal, or 2) WSDA FA’s assessment of its own and/or other agencies’ needs or requirements.

e. Upon receipt of a request for reconsideration, a review will be held by WSDA FA. The WSDA FA Program Manager or an employee delegated by the Program Manager who was not involved in the grant solicitation, will consider the record and all available facts, and issue a decision within five (5) business days of receipt of the request for reconsideration. If additional time is required, the Proposer requesting reconsideration will be notified of the delay.

f. In the event a request may affect the interest of another Proposer that submitted a Proposal, such Proposer may be given an opportunity to respond with any relevant information on the basis of the request to the RFP Coordinator.

g. The final decision shall:

i. Find the request for reconsideration unwarranted and uphold WSDA FA’s action.

ii. Find only technical or harmless errors in WSDA FA’s solicitation process and reject the request; or

iii. Find the request for reconsideration warranted and provide the WSDA FA options which may include:

1. Correct the errors and re-evaluate all Proposals.

2. Reissue the solicitation document and begin a new process.

3. Make other findings and determine other courses of action as appropriate.

If WSDA FA determines that the request does not warrant reconsideration, WSDA FA will enter into an Agreement with the Apparent Successful Grantee(s). If reconsideration is warranted, one of the alternatives noted in the preceding paragraph will be taken.