Feed & Ag Related Products - OSUA&M-RFP-001870-2027

TABLE OF CONTENTS Page

1) INTRODUCTION / BACKGROUND

2) PURPOSE / OBJECTIVE

3) BIDDING INSTRUCTIONS

4) TERMS AND CONDITIONS

5) BID INQUIRIES / BUYER OF RECORD

6) SPECIAL PROVISIONS

7) PRE-AWARD PRESENTATION / DEMONSTRATIONS

8) SCOPE OF WORK / SPECIFICATIONS

9) DELIVERY/SHIPPING/PICK-UP & TIMING

10) COST PROPOSAL

11) EXPERIENCE / QUALIFICATIONS / REFERENCES

12) BID SUBMISSION

13) METHOD OF AWARD / EVALUATION / NEGOTIATION

14) EVALUATION CRITERIA

1) INTRODUCTION / BACKGROUND

Oklahoma State University:

Oklahoma State University is a thriving land-grant institution with more than 35,000 students across a five-campus system. On average, about 25-28% of students are from out-of-state, including students from all 50 states. Founded on Dec. 25, 1890, as Oklahoma Agricultural and Mechanical

College, OSU is a modern land-grant university that improves the lives of people in Oklahoma, the nation and the world. Built on the value of high-quality teaching, research and outreach, OSU gives students the resources and education they need to make a difference in the world. Our roots are set in rich tradition, and our actions are guided by the Cowboy Code. Students from across the

United States and over 125 countries converge on the Stillwater campus, creating a vibrant and welcoming culture. With a student-to-faculty ratio of 18:1, we help students prepare for the future by providing the academic support needed for success. As a modern land-grant university and a

Carnegie R1 institution, OSU's faculty are working to answer society’s questions with impactful research and new discoveries. Oklahoma State University research, conducted by more than 1,700 faculty across its five-campus system, is in lockstep with its land-grant mission. Research at OSU is relevant, accessible, and beneficial — whether it’s exploring basic scientific questions or applied concepts that directly impact lives. The main campus is in Stillwater, Oklahoma, just over 60 miles from Oklahoma City and Tulsa. “Southern Living” ranked Stillwater sixth on its list for “The South’s

Friendliest Cities” and OSU sits at the heart of it all. Oklahoma State University in Stillwater, Oklahoma is a state-supported, four-year comprehensive university with over 300 undergraduate degree programs, 84 master’s programs, and 48 doctoral programs.

Langston University:

Langston University, founded in 1897, is a public land-grant institution governed by the OSU/A&M

Board of Regents and Oklahoma’s only Historically Black College or University. Located in Langston, Oklahoma, LU is also recognized as the westernmost four-year public HBCU in the United States.

Rooted in the rich traditions of HBCUs, LU is dedicated to developing leaders, innovators and engaged citizens prepared to impact local, national and global communities.

The university offers associate, bachelor’s, graduate and doctoral degree programs through six academic schools: the Sherman Lewis School of Agriculture and Applied Sciences; School of Arts and Sciences; School of Business; School of Education and Behavioral Sciences; School of Nursing and Health Professions; and School of Physical Therapy. LU is recognized for academic excellence and student outcomes, including national recognition for its Rehabilitation Counseling Program and rankings among the nation’s top HBCUs for value and return on investment.

Research and innovation are central to the LU experience. Faculty and students collaborate on advanced research projects in areas such as biomedical science, agriculture, technology and community development. Undergraduate students are provided hands-on research opportunities early in their academic careers, preparing them to compete and lead in a global workforce.

2) PURPOSE / OBJECTIVE

A. Oklahoma State University (OSU) and Langston University (LU) invite qualified vendors to submit proposals to provide animal feed, agricultural supplies, and related products on an as-needed basis. The resulting contract will provide both Universities access to the successful bidder’s product line under a clear and competitive pricing structure.

3) BIDDING INSTRUCTIONS

1. GENERAL INSTRUCTIONS.

A. Solicitation Publication: All documents relating to this solicitation shall be made publicly available on the Office of Central Procurement (OCP) bid site.

B. Solicitation Cancellations: The University reserves the right to cancel, withdraw, or not award any solicitation at any time without liability or prior notice.

C. Communications: All communications, clarifications, addenda, questions, responses, or any other matter relating to the solicitation must be made only through the public bid website.

No contact regarding this solicitation with other University party is permitted and may be grounds to disqualify a bidder or reject a bid.

D. Bids Submitted at Bidder’s Cost: (a) Bidders are solely responsible for any cost, expense, or fees incurred in preparing bids or otherwise responding to this solicitation. Bidders shall not seek to recoup or recover such costs at any time or through any means. (b) Bidders understand and agree that they cannot make any claim and do not have any right to recover damages, costs, or other expenses of any kind resulting from participation in this solicitation.

E. Open Records Act: Disclosure of bid materials will follow the University’s Standard Terms and

Conditions and applicable Open Records laws. Standard terms and conditions can be found under the “prerequisites” section of the online bid.

F. Pre-Bid Conference: The University may, at its discretion, conduct one or more pre-bid conference relating to the solicitation for purposes of clarifying its requirements. Nothing stated at the pre-bid conference shall change the solicitation unless such changes are reflected in an addendum issued by the University and published on the public bid website.

G. Pre-Bid Questions: All prospective bidders may submit pre-bid questions via the public bid website before the pre-bid question deadline. Pre-bid questions must be submitted as individual questions. Answers to the pre-bid questions will be made available on the public bid website and will be available to all bidders at the same time.

H. Addenda: No alteration to the solicitation will be made without an addendum. The University may amend a solicitation at any time before it closes by posting an addendum on the public bid website.

I. Bidder’s Responsibility: (a) Bidders are responsible for periodically checking the public bid website until the solicitation closes to obtain any addenda, answers to pre-bid questions, clarifications, or other information relating to the solicitation. The University is not responsible for a bidder’s failure to acquire any of the foregoing if made available on the public bid website. (b) Bidders are advised to rely only upon the contents of this solicitation and any written addenda issued by the University on the Website. In no event should bidders rely on any oral instruction. (c) If a bidder fails to notify the University of any ambiguity, conflict, discrepancy, omission, or other error in the solicitation that is known to the bidder or reasonably should be known to the bidder, the bidder accepts the risk of submitting its bid and, if awarded a contract, shall not be entitled to additional compensation, relief, or time because of the error or its later correction. (d) Bidders may request an administrative review of specifications if it is perceived that specifications were unfairly written to give preference to any supplier. If administrative review is requested, the bidder shall include information providing evidence of specification language that inhibits free and open competition.

Information will be submitted to the buyer whose name is listed in section 6 (Bid Inquiries –

RFP contact).

J. Bidder Protests: The University’s bidder protest policy can be found at

2020.08.11.supplierguidelines.osu-a-and-m-systems.pdf.

2. QUALIFICATIONS, SPECIFICATIONS, AND PRICING.

A. Qualifications: The University may establish minimum bidder qualifications, including but not limited to work history, past experiences, years in business, and annual revenue.

B. Scope of Work: (a) The scope of work sets forth needs, objectives, and schedules, and describes projects, requirements, specifications, types of goods or services, budgets, payment structures, milestones, responsibilities, or other necessary information. Each bidder’s response should address the foregoing and how the bidder can meet the University’s needs or objectives. (b) Unless otherwise specified in the scope of work (sole brand specifications): (i) manufacturer’s names, brand names, information, or catalog numbers listed are for informational purposes only and are not intended to limit competition; and (ii) a bidder may offer any item which demonstrably meets or exceeds the designated specifications. Bidders shall offer new items of current design and technology unless the

Scope of Work specifies that older models or versions, or that used, reconditioned, or remanufactured products are acceptable.

C. Fixed Price: Bidders should submit a fixed price for the term where feasible, including optional renewal terms. Bidders guarantee unit prices to be correct.

D. Travel expenses, if applicable, must be included in the total bid price.

E. Taxes: (a) As a constitutional entity of the State of Oklahoma, the University is exempt from sales, use, and excise taxes imposed by the State of Oklahoma and federal excise taxes pursuant to Title 26 of the United States Code. The University will provide a tax-exempt certificate upon request. (b) The University will only be responsible for taxes, duties, fees, levies, premiums, or other charges imposed by any governmental authority directly upon the

University. All pricing hereunder must be exclusive of such taxes.

3. MODIFICATIONS, MISTAKES, AND WITHDRAWALS.

A. Modifications and Withdrawals: A bidder may modify or withdraw a bid via the website at any time before the close date.

B. Mistakes and Corrections: No correction may be made to a bid after the close date. The

University presumes that all bids are correct. However, if a bidder or the University discovers a mistake in the bid or believes a mistake exists, either may request, in writing, that the bid be verified or corrected. Bidders must raise any mistake with the University contact in writing no later than five (5) days after the close date.

• Minor Informalities - Mistakes in form, non-substantive errors evident from the Bid documents, or insignificant mistakes that can be waived or corrected without prejudice to other Bidders (i.e., the effect on the price, quantity, quality, delivery, or contractual conditions is negligible) are permitted.

• Mistake Clearly Evident - If the mistake and the intended correct bid are clearly evident on the face of the bid document, the bid shall be corrected to the intended correct bid and may not be withdrawn. These mistakes include typographical errors, errors in extending unit prices, transposition errors, and arithmetical errors.

https://adminfinance.okstate.edu/procurement/files/supplier-information/2020.08.11.supplierguidelines.osu-a-and-m-systems.pdf

• Mistake Not Clearly Evident - A bidder may request to correct a mistake or withdraw a low bid if: the mistake is clearly evident on the face of the Bid document, but the intended correction is not similarly evident, or the Bidder submits sufficient proof that clearly and convincingly demonstrates that a mistake was made.

C. Determination: When a bid is corrected or withdrawn, or a correction or withdrawal is denied, the Associate Vice President of Procurement (or designee) shall prepare a written determination showing that the relief was granted or denied and the bases for the determination.

4. RESPONSIVE BIDS.

A. Only Responsive Bids Considered: The University only considers responsive bids for evaluation. A bidder’s request to modify or correct a non-responsive bid shall be governed by this section.

B. Non-Responsive Bids: The University reserves the right to reject a bid as non-responsive if the bid does not conform in all material respects to the solicitation.

C. Bid Rejection: The University reserves the right to reject one or all bids, accept or reject any bid in part, and to waive any minor informality or irregularity in any bid if the University determines that doing so is in the best interest of the University.

5. BID OPENING AND EVALUATION.

A. Bid Opening: There will be no physical bid openings. A public bid opening will disclose the name of each bidder, and no further information and will be conducted on a per request basis via electronic means provided the buyer identified in section 6 receives a written request no later than forty-eight (48) hours before the close date.

B. Evaluation Criteria: Bids will be evaluated in accordance with the evaluation criteria set forth in the solicitation. A bidder’s past performance may be considered when evaluating a bid regardless of whether such is identified as evaluation criteria. The University reserves the right to require demonstrations, clarifications, and additional documentation from any or all responding bidders. Each bidder should be prepared to participate in oral presentations and demonstrations to define the bid, introduce the bidder’s team proposed to work on the resulting contract, and respond to questions regarding the bid before an award.

6. CONTRACT AWARD.

A. More than One Award: The University may award a Contract to more than one bidder by awarding the Contract(s) by item or groups of items or may award the Contract(s) on an all or none basis, whichever is deemed to be in the best interest of the University.

B. Notice: Notice of award shall be provided upon request of any bidder or the bid tab made available through the open request process for other interested parties.

C. Bidders and Contractors must be registered as approved vendors to receive an award and/or payment from the Systems. The vendor registration process can be completed electronically through The Office of Central Procurement website at the following link:

http://purchasing.okstate.edu.

http://purchasing.okstate.edu/

4) TERMS AND CONDITIONS

By submitting a bid, each bidder understands and agrees that any contract resulting from this solicitation (“Contract” or “Order”) is governed by University’s Standard terms and conditions in effect as of the date the solicitation was posted, found in the “Prerequisites” section of the online solicitation. If any inconsistency arises, the University Standard Terms and Conditions control.

APPLICABLE TERMS, EXCEPTIONS, ORDER OF PRECEDENCE.

A. Order of Precedence: Contracts resulting from this solicitation shall follow the order of precedence stated in the University’s Standard Terms and Conditions that is included in the

“prerequisites” section of the online bid.

B. Exceptions:

i. The General Terms and Conditions shall not be modified unless the Bidder submits, with its bid, a revised Terms and Conditions document showing all proposed revisions in red line or tracked-changes format. Proposed revisions are subject to review and negotiation and shall not be binding unless incorporated into a final written agreement executed by both parties.

ii. Exceptions to the Scope of Work must be conspicuously identified in a cover page submitted with the bid.

iii. Bidders may not incorporate terms by reference into the General Terms or Scope of

Work.

iv. The University has no responsibility to independently review an entire bid for exceptions. Any deviation from the General Terms or Scope of Work will be deemed void and not part of any resulting contract unless made in accordance with this section.

v. A clarification or question is not an exception and will be disregarded when submitted with a bid.

C. Credit / Return Procedure for Jaggaer (OK Corral) Punchouts:

The following guidelines have been established as “Best Practices” for punchout suppliers and relate to the functionality of the Jaggaer system and is not under the control of OSU.

All punchout suppliers must agree to follow these established practices.

i. Once items on purchase order have been processed/shipped, supplier will submit invoices and credit memos electronically on purchase order through OK Corral.

ii. Each invoice and credit memo must have a unique supplier invoice number.

iii. Invoices submitted with items not included on the purchase order can’t be processed.

iv. If original items on a purchase order can’t be provided, substitute items can’t be accepted, and the purchase order should be cancelled.

v. Once items have been received, the OSU/A&M department will create a receipt on the purchase order in OK Corral and then University Accounting will review the invoice and approve for processing.

vi. Payment will be made by paper check and mailed to the supplier’s remit address set up in OK Corral.

vii. It shall be the responsibility of the supplier to maintain their supplier profile in OK

Corral and to keep all addresses and contact information current.

viii. Checks are mailed daily and include a stub that lists items included in the check total.

ix. The information included on the check stub includes the supplier invoice number, invoice date, and invoice total.

x. If a credit is issued after a purchase order has already been closed the supplier must provide refund check for credit.

xi. Supplier should establish a main contact or team in their appropriate accounting unit(s) to quickly resolve issues related to invoices and credits.

5) BID INQUIRIES / BUYER OF RECORD

All questions regarding the solicitation and evaluation process should be directed to the buyer of record:

Buyer of Record:

MATT WESSEL

Senior Buyer

OSU and A&M Office of Central Procurement

1224 N. Boomer Road

Stillwater, OK 74078

405-744-5984

Matt.wessel@okstate.edu

Questions directly related to the specifications should be submitted using the “Q&A Board” on the online solicitation. Questions must be submitted prior to the pre-bid question deadline. Bidders are encouraged to continuously monitor the Q&A Board for all questions and answers related to this solicitation. Any attempt to contact any end user or department other than The Office of Central

Procurement during the solicitation and evaluation process may result in the disqualification of your bid.

6) SPECIAL PROVISIONS

A. CONTRACT TERM; Initial term will be “Date of award through June 30, 2028, with the option to renew for up to 4 additional one-year periods upon mutual agreement.

B. Vendors must comply with OSU’s supplier registration and bid submission guidelines. All RNG and RIN-related activities must adhere to EPA and Oklahoma statutes.

7) PRE-AWARD PRESENTATION / DEMONSTRATIONS

A. The Office of Central Procurement (OCP) reserves the right to request demonstrations or product samples from any or all-responding Bidders. As part of the evaluation process presentations may be required from the highest ranked respondents. During these presentations, providers may be asked to provide additional data including product demonstrations.

B. If the University requires such a presentation, the buyer of record (listed in section 6 above) will schedule the time and place of such an event. Each firm should be prepared to discuss and substantiate any of the areas of the proposal.

8) SCOPE OF WORK / SPECIFICATIONS

A. The bidder will provide Oklahoma State University and Langston University locations with its full range of animal feed, agricultural supplies, and related products on an as needed basis.

Products may include bagged and bulk livestock feed, supplements, minerals, grain, grain, seed, bedding, farm and ranch supplies, and other related items.

B. The bidder shall provide a current catalog, product list, website reference, or similar documentation identifying its available products, brands, package sizes, and bulk options.

1. The bidder shall explain the pricing structure that will apply to its product line, such as firm pricing, discounts from published prices, cost-plus pricing, or commodity or market-based pricing. The response shall identify available discounts and any freight, delivery, fuel, minimum order, or other charges. The bidder shall also explain how price changes are triggered, documented, and passed along to the Universities, including the notice provided before a change takes effect.

C. The bidder shall describe how inventory is maintained, typical lead times, and how product availability will be supported when items are needed. The response shall also explain how shortages, back orders, and substitutions will be handled.

D. The bidder shall download the example pricing sheet attached to Question 3.2 in the

“Questions” section of the online solicitation, complete all sections highlighted in yellow, and upload the completed sheet as its response to Question 3.2.

1. The example pricing sheet contains two tabs, one for Oklahoma State University and one for Langston University, listing commonly ordered products and estimated quantities. These quantities are provided only to support a consistent evaluation of proposals and are not guaranteed purchase amounts. The example pricing sheet is for evaluation purposes and is not an order or a commitment by either University to purchase any product or quantity.

2. The awarded contracts will not be restricted to these lists of products.

E. Feed specifications for OSU and Langston University:

The bidder shall upload complete specifications for comparable products, to the products listed below, as its response to Question 3.3 in the “Questions” section of the online solicitation. The proposed products shall meet the minimum specifications provided in the “Buyer Attachments” section for each of the following items.

1. Langston – Feed:

a. 18% Goat Creeper Pellets (medicated)

b. High Protein Goat Pellets

c. Low Protein Goat Pellets

d. 20% Range & Breeder Cubes

2. Oklahoma State University - Feed:

a. 14% Special Creeper Pellets

b. 20% Range & Breeder Cubes

c. 38% Hi protein cattle cubes

d. 30% Cattlemen’s choice cubes

e. Bull Ration (medicated)

f. 14% Ewe & Ram pellets

g. 16% Beef grower ration (medicated)

h. 14% Hi stepper horse pellet

i. 18% sheep & goat creep

j. 18% Arbuckle show pig pellet

k. Baby beef ration

F. Submittals: Please include the information requested in this section in your proposal to be uploaded to question 3.1 of the “Question” section of electronic solicitation and numbered according to the headings below:

9) DELIVERY/SHIPPING/PICK-UP & TIMING

To ensure successful implementation all bids should be accompanied by the following information regarding shipping, delivery and pick-up procedures.

A. List of Shipping/Pick-up locations available

1. OSU and LU would like the option to be able to pick up items at their convenience.

B. Provide Shipping/Delivery lead-times

C. Do you have next day or same day shipping/delivery available?

D. Are you able to deliver bulk products as requested?

1. What amounts are you able to deliver?

The information on delivery, shipping and pick up should be included in your proposal to be uploaded to question 3.1 in the “Questions” section of the online solicitation.

10) COST PROPOSAL

A. Bidder is to provide a detailed breakdown of the total cost for the proposed solution to include but not limited to licensing, implementation, training, maintenance, support, and any other related expenses for the solution offered. Include all aspects of providing the Scope of Work associated with this RFP. Include details regarding storage capacities and scalable price models, if applicable. If implementation includes segmentation by campus or department, include details and price models for this configuration.

B. The cost proposal shall contain the complete financial offer made to the University. Any additional expenses, not explicitly stated, will not be honored by the University.

C. The Cost Proposal should be uploaded in the Supplier Attachments section of the bid system and labeled “Cost Proposal”.

11) EXPERIENCE / QUALIFICATIONS / REFERENCES

A. Bidder should be able to demonstrate a history of competency and successful experience in providing these types of products/services to other institutions, preferably within higher education.

a. Submit the last 3 projects of similar nature, including customer references (name and contact information) for each project, that will demonstrate your experience and competence.

B. Experience and references should be included in your proposal to be uploaded to question 3.1 in the “Questions” section of the online solicitation.

12) BID SUBMISSION

A. Submission of Bid: All bids must be submitted to the University via the online bid platform on or before the designated close date. Bids cannot be submitted via email, mail, facsimile, or in person. A bidder experiencing technical difficulties with the website should contact the individual designated as the University contact well in advance of the due date.

B. Bid Deadline: Any bids, modifications, or withdrawals received after the close date are deemed void.

C. Firm Bid: Unless otherwise specified in the scope of work, bids must be held firm in all respects for a period of one hundred twenty (120) days beyond the close date to allow time for evaluation, approval, and award.

D. Bid as a Legal Offer: Bidders must treat each submitted bid as a legal offer to form a contract which the University may accept by issuing an award letter.

E. Bidder should prepare a proposal that addresses each section requiring proposals;

a. Special Provisions

b. Scope of Work

c. Risk Assessment and Mitigation

Sections must be clearly numbered and in the order of the RFP. Please describe how your proposed solution meets or exceeds the University’s needs as described in the Scope of Work.

F. The proposal should be uploaded to the to question 3.1 in the “Questions” section of the online solicitation.

G. Bidder must submit with its initial Bid any separate agreement or proposed contract complete with all terms and conditions with which it will require the Board and/or Institution to agree and comply. Failure to comply may forfeit the inclusion opportunity.

13) METHOD OF AWARD / EVALUATION / NEGOTIATION

A. Evaluation methodology - will be “Best Value”. Only responsive bids will be considered. The

University reserves the right to reject a bid as non-responsive if the bid does not conform in all material respects to the Solicitation.

B. Proposal Clarification – OCP reserves the right, at its sole discretion, to request clarifications of technical bids or to conduct discussions for the purpose of clarification with any or all bidders.

The purpose of any such discussions shall be to ensure full understanding of the bid. If clarifications are made because of such discussion, the bidder(s) shall put such clarifications in writing. The clarification shall not alter or supplement the bid.

C. Competitive Negotiations - OCP reserves the right to negotiate with one, selected, all, or none of the bidders responding to this solicitation to obtain the best value. Negotiations could include discussions on products, services, pricing, contract terminology, or any other issue material to an award decision or that may mitigate institutional risks. OCP shall consider all issues negotiable and will not be artificially constrained by internal corporate policies.

Negotiation may be with one or more bidders, for one or all items in the Bid. Bidders that contend that they lack flexibility because of their corporate policy on a negotiation item shall face a significant disadvantage and may not be considered.

D. Negotiations may be conducted in person, in writing, or by telephone. Negotiations shall only be conducted with potentially acceptable bids. OCP reserves the right to limit negotiations to those bids that received the highest rankings during the initial evaluation phase.

Terms, conditions, prices, methodology, or other features of the bid may be subject to negotiations and subsequent revision. As part of the negotiations, the bidder may be required to submit supporting financial, pricing, and other data to allow a detailed evaluation of the feasibility, reasonableness, and acceptability of the bid.

E. The requirements of this solicitation shall not be negotiable and shall remain unchanged unless the OCP Chief Procurement Officer determines that a change in such requirements is in the best interest of the University.

F. BEST and FINAL – OCP may request best and final bids if deemed necessary and shall determine the scope and subject of any best and final request. However, the bidder should not expect an opportunity to strengthen its bid and should submit its best bid based on the solicitation.

14) EVALUATION CRITERIA

A. COST EVALUATION

1. The average pricing of all bids (pricing sheet attached to question 3.2) will be utilized to determine a baseline and establish a competitive range. The cost component will be evaluated utilizing the competitive range. The top scoring bid, based on qualitative evaluation metrics, will be compared to the competitive range. If the bid price of the top scoring bid is within the competitive range or is justified with performance information, the award process continues to the highest qualitative score. If performance metrics, combined with pricing information, do not support an award, the evaluation process will continue to the next highest qualitative score.

2. Your bid should include all relevant information about your pricing proposal to justify the cost. Suppliers who do not show dominant information of performance, cost, time, etc. to prove their cost proposal is valid and justifiable are eliminated from consideration due to their pricing not being within the competitive range.

B. QUALITATIVE EVALUATION CRITERIA

1. Scope of Work/Specifications/Product Selection

2. Experience/Qualifications/References

3. Delivery/Shipping/Pick-up & Timing

4. Value-added

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