RFQ912_SHN_Coffee_Cocoa_Tea_with Equip & Svcs.pdf

IDAHO DEPARTMENT OF HEALTH AND WELFARE

RFQ912

Coffee, Cocoa, and Tea with Equipment and Related Services

1. Purpose The Idaho Department of Health and Welfare (Department), State Hospital North (SHN) is requesting quotes for Coffee, Cocoa, and Iced Tea with equipment and related services, as further detailed below.

2. Background

SHN is requesting routine shipments of coffee, hot cocoa mix, iced tea, and the necessary equipment, to be delivered and maintained by the Contractor, on a pre-arranged, mutually agreeable schedule to State Hospital North, in Orofino, Idaho.

3. Timelines and Submittal Quotes will be accepted through IPRO only. Submit your quote using the IPRO Lines and Questions pages no later than 5:00 p.m. Mountain Time on 5/12/2025.

All correspondence regarding this RFQ must be done through the Q & A Board in IPRO.

Billing Procedure:

No invoices will be accepted or paid without receipt of delivery. Payment terms must be Net 30 days upon receipt of a fully completed invoice submitted by the Contractor. The invoice must include, but not be limited to:

1. Itemized list of each product, size, per unit cost and total price delivered

2. Date

3. Contract Purchase Order Number

Invoices must be submitted via email to:

{Information will be provided in the resulting Contract.}

Final invoices must be submitted to the Department no later than thirty (30) calendar days after the Contract expiration date. Invoices received without the required documentation will be returned to the Contractor for their resubmission with the final documentation.

The Contractor must issue a credit for all goods returned due to unacceptable quality, unauthorized product substitutions, damaged or spoiled product or products delivered with short (less than two weeks) use-by-dates.

The Contractor must provide a hard copy credit memo or list returned items on the invoice with adjusted pricing at time of product return.

The Department will maintain a charge account with a net thirty (30) day payment term. If any credits are not adjusted from the invoice, the Contractor shall provide a hard copy credit memo for each credit due.

4. Specifications

See Exhibit B

The Contractor must deliver coffee, tea, and related products/equipment, FOB Destination, as coordinated with the Department contact. The Department contact for delivery is:

{Information will be provided in the resulting Contract.}

5. Award Basis and Term, Validity of Quote: Your quote must be firm and binding for a minimum of 30 (30) calendar days, or such alternate time as designated in the solicitation document.

Alternate Quotes: Multiple or alternate quotes will not be accepted unless expressly allowed in the solicitation documents.

AWARD: Award will be ALL OR NONE to the Responsive Responsible Vendor with the Lowest Cost as provided on the Lines tab in IPRO.

CONTRACT TERM: The initial Contract term is anticipated to be three (3) years. Upon mutual agreement, the Contract may be amended or extended for up to two (2) additional years. The total Contract term, including all extensions, is not anticipated to exceed five (5) years. The Department may cancel the Contract at any time, without cause, upon thirty (30) calendar days written notice to the Contractor specifying the date of termination. The Contractor must obtain the approval of the Department to terminate the Contract for convenience.

Services and requirements will include the following:

• Exhibit A – Riders

• Exhibit B -- Specifications

• Exhibit C – State Signature Page

• Exhibit D – Cost Matrix

The attached documents will become part of the Contract resulting from this RFQ. If you wish to provide a quote for these services, please provide your fully loaded rates which must include, but not be limited to, all operating and personnel expenses, such as: overhead, salaries, profit, supplies, travel and quality improvement, into the Lines page in IPRO. Any alterations to the IPRO Lines page may result in your quote being considered not acceptable. Also, vendors must answer all questions in the IPRO Questions tab.

Additional Solicitation Instructions:

Standard Terms and Conditions and Solicitation Instructions: The current versions of the “State of Idaho Standard Contract Terms and Conditions” and “Solicitation Instructions to Vendors” State of Idaho Solicitation Instructions to Vendors are incorporated by reference into this solicitation, and any resulting Contract, as if set forth in their entirety. Both documents can be downloaded at https://purchasing.idaho.gov/governing-laws-and-policies/ ; or copies obtained by contacting the Division of Purchasing at 208.327.7465 or purchasing@adm.idaho.gov. Failure by any submitting vendor to obtain a copy of these documents must in no way constitute or be deemed a waiver by the State of any term, condition or requirement contained in the referenced documents; and no liability will be assumed by the Division of Purchasing or the Department for a submitting vendor's failure to consider the State of Idaho Standard Contract Terms and Conditions and Solicitation Instructions to Vendors in preparing its response to the solicitation.

6. Acceptance & Substitutions The items will be inspected by the Department prior to acceptance. Excessive defects or damage may be grounds for rejection of the items. The determination of what is or is not acceptable will be solely at the discretion of the Department. The Department is allowed forty-eight (48) hours from delivery to accept the products, Monday through Friday, State holidays excepted (https://www.idaho.gov/government/state-holidays/).

If an item is rejected due to a repairable condition the vendor may, at the option of the Department, have one (1) calendar week to correct the defect(s) (at the vendor’s expense) or, at the vendor’s option a replacement of the same class or equivalent, which meets all the minimum specifications, requirements of https://purchasing.idaho.gov/wp-content/uploads/State-of-Idaho-Contract-Terms-and-Conditions_2024.pdf https://purchasing.idaho.gov/wp-content/uploads/State-of-Idaho-Contract-Terms-and-Conditions_2024.pdf https://purchasing.idaho.gov/wp-content/uploads/2019/08/solicitation_instructions-Jan-2017.pdf https://purchasing.idaho.gov/wp-content/uploads/2019/08/solicitation_instructions-Jan-2017.pdf https://purchasing.idaho.gov/governing-laws-and-policies/ https://www.idaho.gov/government/state-holidays/ https://www.idaho.gov/government/state-holidays/ this quote and is compatible with previously delivered devices may be substituted within a reasonable amount of time, not to exceed two (2) calendar weeks.

If substitutions or “equal” items are offered, descriptive literature must be provided in sufficient detail to determine whether the items offered meet specifications.

As part of your quote response, you may be required to provide a sample of the items specified within one (1) calendar week of the request. The Department of Health and Welfare may evaluate samples of the items offered for compliance to specifications and quality of workmanship.

Sample items will be returned to the vendor upon request and at the vendor’s expense. Any samples not picked up within sixty (60) days will be discarded by the Department.

7. Response Enter your Total Cost on the Lines tab in IPRO, which is the Grand Total Cost of the first three (3) years of the contract, from cell H17 of Exhibit D – Cost Matrix, so that it is received at the Department prior to the deadline established above.

Quotes must be accompanied by a signed State of Idaho Signature Page. This page should be attached in the IPRO Questions page.

The Contract resulting from this RFQ will be a Fixed Unit Cost, Indefinite Quantity Contract. The Department will pay up to the total amount quoted for products successfully delivered in compliance with the terms of the resulting Contract.

The Cost Per Unit rates quoted must remain fixed for one (1) year. The Department may consider rate negotiations at the time of the Contract’s annual renewal, based on verifiable cost increases submitted by the Contractor and approved by the Department. If a rate change needs to be requested earlier than the annual renewal, the Contractor must submit a written request with justification and allow up to thirty (30) days for evaluation, response, and if necessary, implementation.

The "Estimated Number of Units" shown on Exhibit D – Cost Matrix, is the Department's best estimate of units that may be experienced during the first three (3) years of the Contract. Estimated quantities are not binding by the Department but are intended to provide an equal and equitable opportunity for quoting purposes.

It is at the Department’s sole discretion whether or not your response meets the specifications of this RFQ. At the sole discretion of the Department, if your response does not meet the requirements of the RFQ the submitting vendor will not be considered for award. Responses to the questions in the IPRO Question tab will be used to determine whether your response meets the requirements of this RFQ.

8. Additions to the Contract The Department reserves the right to purchase additional products not specifically detailed in this RFQ, but within the scope of the subsequent Contract. This may include new add-ons, locations, technology upgrades not yet contemplated, or related services that directly support the project. The prices will be negotiated between the Contractor and Department prior to purchase.

Exhibit A - Riders Insurance

For the term of the Contract and until all services specified in the Contract are completed, the Contractor must maintain in force, at its own expense, the following insurance.

• Commercial General Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each occurrence and two million dollars ($2,000,000) in general aggregate. Insurance required by this section must name the State of Idaho and Department of Health and Welfare as an additional insured.

• Commercial Automobile Liability Insurance and, if necessary, Commercial Umbrella Liability Insurance with a limit of not less than one million dollars ($1,000,000) each accident. Such insurance must cover liability arising out of any auto incident (including owned, hired, and non-owned autos). Insurance required by this section must name the State of Idaho and Department of Health and Welfare as an additional insured.

• Workers Compensation Insurance and Employer's Liability. The Contractor must maintain Workers

Compensation and Employer's Liability. The Employer's Liability must have limits not less than one million dollars ($1,000,000) each accident for bodily insurance by accident, one million dollars ($1,000,000) disease policy limit, and one million dollars ($1,000,000) disease, each employee.

The Contractor must provide either a certificate of workers compensation insurance issued by a surety licensed to write Workers Compensation Insurance in the State of Idaho, as evidence that the Contractor has in effect a current Idaho workers compensation insurance policy, or an extraterritorial certificate approved by the Idaho Industrial Commission from a state that has a current reciprocity agreement with the Idaho Industrial Commission.

If coverage is not available on an occurrence basis, coverage must be provided on a claims-made basis. For claims made policies the retroactive date must be shown and must be before the date of the Contract or the beginning of Contract work; insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of the Contract of work; if coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase “extended reporting” coverage for a minimum of three(3) years after completion of Contract work.

State of Idaho as Additional Insured: The liability insurance coverage required for performance of the Contract shall include the State of Idaho, the (agency) and its divisions, officers and employees as additional insured, but only with respect to the Contractor's activities to be performed under this Contract.

The Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing endorsements to the liability insurance policies showing the State of Idaho, the (agency) and its divisions, officers and employees as additional insured. The endorsements must also show the policy numbers and the policy effective dates.

If a liability insurance policy provides for automatically endorsing additional insured when required by Contract, then, in that case, the Contractor must provide proof of the State of Idaho, the (agency) and its divisions, officers and employees being additional insured by providing copies of the policy pages that clearly identify the blanket endorsement.

Notice of Cancellation or Change: Contractor shall ensure that should any of the above described policies be cancelled before the expiration date thereof, or if there is a material change, potential exhaustion of aggregate limits or intent not to renew insurance coverage(s), that written notice will be delivered to the Division of Purchasing (if the Contract was issued by the Division) or to the Purchasing Activity (contracting state agency) in accordance with the policy provisions.

Contractor shall request that all policies of insurance are endorsed to read that any failure to comply with the reporting provisions of this insurance, except for the potential exhaustion of aggregate limits, shall not affect the coverage(s) provided to the State of Idaho, and its divisions, officers and employees.

Acceptable Insurers and Deductibles: Insurance coverage required under the Contract shall be obtained from insurers rated A-VII or better in the latest Bests Rating Guide and in good standing and authorized to transact business in Idaho. The Contractor shall be financially responsible for all deductibles, self-insured retention's and/or self-insurance included hereunder. The coverage provided by such policy will be primary to any coverage of the State on or related to the contract and shall provide that the insurance afforded applies separately to each insured against whom a claim is made, except with respect to the limitation of liability.

Waiver of Subrogation: All policies shall contain waivers of subrogation. The Contractor waives all rights against the State and its officers, employees, and agents for recovery of damages to the extent these damages are covered by the required policies. Policies may contain deductibles but such deductibles will not be deducted from any damages due to the State.

Prior to performing any services, the Contractor must provide an ACORD Certificate of Insurance (ACORD 25) to the Department. The Contractor is also required to maintain current certificates on file with the Department and to provide updated certificates upon request. Failure to provide the required certificates of insurance shall constitute a default under this Contract and upon such failure the Department may, at its option, terminate the Contract.

Insurance required by this section must be policies or contracts of insurance issued by insurers approved by the Department. Should any of above described policies be cancelled before the expiration date thereof, notice must be delivered in accordance with the policy provision.

Email updated certificates to: DHWInsurance@dhw.idaho.gov

Additional Insured name and address:

State of Idaho, Department of Health and Welfare Contracting & Procurement Services Unit -- 9th Floor 450 West State Street Boise, ID 83702 mailto:DHWInsurance@dhw.idaho.gov

Exhibit B - Specifications

RFQ912

Coffee, Cocoa, and Tea with Equipment and Related Services

General Requirements Product sizes must be quoted per Exhibit D – Cost Matrix

The Contractor must clean and maintain all provided equipment every two weeks and as requested.

1. Coffee: Caffeinated – 100% Colombian – two-ounce (2oz.) packages – eighty (80) packages per case, or equivalent packaging

2. Coffee: Decaffeinated – 100% Colombian – two-ounce (2oz.) packages – eighty (80) packages per case, or equivalent packaging

3. Hot Cocoa: Regular – two-pound (2lb) packages – six (6) packages per case, or equivalent packaging

4. Tea Bags: Decaffeinated - one-ounce (1oz) packages – forty-eight (48) per case, or equivalent packaging

Equipment Requirements o The Contractor must provide one (1) Cappuccino/Hot Cocoa brewer with one (1) spout/hopper dispenser.

o The Contractor must provide sixteen (16) Air Pot Coffee pots, eight (8) cup capacity.

o The Contractor must provide five (5) Single Serve Auto Brewers with hot water hook ups.

o The Contractor must provide two (2) Iced Tea Makers with necessary equipment.

o The Contractor must respond to service calls within one (1) business day on all equipment service needs