S-199 IFB - Egg Cartons FINAL~1.pdf

STATE OF ARKANSAS

DEPARTMENT OF TRANSFORMATION AND SHARED SERVICES

OFFICE OF STATE PROCUREMENT

501 Woodlane St., Ste. 220 Little Rock, Arkansas 72201-1023

INVITATION FOR BID

SOLICITATION DOCUMENT

SOLICITATION INFORMATION

Solicitation Number: S000000199 Solicitation Issued: November 29, 2022

Description: Printing/Egg Cartons

Department: Division of Correction (DOC)

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: December 13, 2022 Bid Opening Time: 2:00 p.m., Central Time

Bid responses for this Invitation for Bid must be submitted through ARBuy, the State’s eProcurement system.

It can be accessed at https://arbuy.arkansas.gov. Bids received after the submission deadline may be rejected as untimely. See section 1.2 for information regarding Live Bid Openings.

TSS OFFICE OF STATE PROCUREMENT CONTACT INFORMATION

TSS OSP Buyer: Jessica Lowder Buyer’s Direct Phone Number: 501-683-2222

Email Address: Jessica.lowder@arkansas.gov TSS OSP’s Main Number: 501-324-9316

TSS OSP

Website:

https://www.transform.ar.gov/procurement/ https://arbuy.arkansas.gov/ https://www.transform.ar.gov/procurement/

SECTION 1 – REQUIREMENTS

• Do not provide responses to items in this section unless specifically and expressly required.

1.1 INTRODUCTION

This Invitation for Bid (IFB) is issued by the Office of State Procurement (OSP) for the Department of Corrections to obtain pricing and a term contract for the following items involved with egg packing and shipping from the Cummins Unit Farm in Grady, Arkansas.

1.2 LIVE BID OPENING

See instructions below to view the bid opening online.

Zoom Meeting Link:

Meeting ID: 898 2367 8609 Meeting Password: 098813 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF BID SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by midnight, Central Time on or before December 2, 2022, to the OSP buyer as shown on page one (1) of this Bid Solicitation.

1. For each question submitted, Prospective Contractor should reference the specific solicitation item number to which the question refers.

2. Prospective Contractors’ written questions will be consolidated and answered by the State as deemed appropriate. The State’s consolidated written response is anticipated to be posted to the OSP website by the close of business on December 6, 2022. If Prospective Contractor questions are unclear or non-substantive in nature, the State may request clarification of a question(s) or decline to answer.

B. The Prospective Contractor should notify the OSP buyer of any term, condition, etc., that precludes the Prospective Contractor from submitting a compliant, responsive bid. Prospective Contractors should note that it is the responsibility of the Prospective Contractor to seek resolution of all such issues, including those relating to the terms and conditions of the contract, prior to the submission of a bid.

C. Prospective Contractors may contact the OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by OSP will not be part of any contract resulting from this solicitation and may not reasonably be relied on by any Prospective Contractor as an aid to interpretation unless it is reduced to writing and expressly adopted by OSP.

1.4 DEFINITION OF TERMS

Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the same definitions herein as specified therein.

“Prospective Contractor” means a responsible bidder who submits a responsive bid in response to this solicitation.

The terms “Invitation For Bid”, “IFB,” “Bid Solicitation,” and “Solicitation” are used synonymously in this document.

https://arkansas-gov.zoom.us/j/89823678609?pwd=QUdTVHdCZUQzbWtLNWoxT0oxOUNNdz09

“Responsive bid” means a bid submitted in response to this solicitation that conforms in all material respects to this IFB.

“Bid Submission Requirement” means a task a Prospective Contractor must complete when submitting a bid response. These requirements will be distinguished by using the term “shall” or “must” in the requirement.

“Requirement” means a specification that a Contractor’s commodity must and/or service shall meet or exceed in the performance of its contractual duties under any contract awarded as a result of this IFB.

These specifications will be distinguished by using the terms “shall” or “must” in the requirement.

“State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the State under a contract that results from this solicitation, that obligation is limited to the State Department using such a contract.

“AA” Means Author’s Alterations.

“PE” Means Printer’s Error.

1.5 SAMPLES

A. A sample of the current flat being used from DOC can be mailed to the Prospective Contractor upon request.

B. Sample must be requested by December 6, 2022.

C. When requested by the agency, samples must be furnished free of expense to the State.

D. Samples must represent same quality and specifications indicated within this IFB. Requested samples are required within five (5) working days after request.

E. Each sample should be marked with the Contractor's name and address, bid number, and item number.

F. Written agency approval of samples is required before fulfilling the purchase order.

Send Samples to:

ADC Varner Hwy 388 Grady, AR 71644

STATE OF ARKANSAS

INVITATION FOR BID S-199

1.6 PRODUCTION MATERIAL / COMPOSITION

A. Agency will provide an original electronic copy of attached drawing in PDF format to awarded

Contractor. A diagram drawing for the fifteen (15) and thirty (30) egg box/crate is included in Attachment A and B.

B. The Contractor shall be responsible for graphic design of attached drawing. ADC must approve final section of graphic design prior to print.

C. Contractor shall inspect and make a determination as to the usability of all agency provided production materials.

D. Problems encountered with materials must be reported immediately by the Contractor to the agency.

If the contractor fails to comply with this requirement, the State may disallow, as a valid reason for failing to meet the required delivery schedule, any claim involving agency provided production materials.

1.7 PROOFS

A. Contractor shall provide an electronic proof for agency approval.

B. The Contractor shall be responsible for making necessary corrections when proofs are submitted.

The notation "AA" (Author's Alterations) or "PE" (Printer's Error) must be made in the margin of the electronic proof alongside each correction.

C. Author's Alteration charges on electronic proof must not exceed three dollars ($3.00) per line or ten dollars ($10.00) per page.

D. Author’s alteration charges after proofs have been approved must not exceed fifteen ($15.00) per production plate. Both the using agency and the Contractor are responsible for keeping accurate records showing the date and time that proofs are sent and received by both the agency and the Contractor.

Email electronic proof to:

david.farrborough@arkansas.gov

1.8 OVERRUN/UNDERRUN

No over or under runs allowed under the resulting contract

1.9 QUALITY

A. Boxes and flats must be a first (1st) run quality. Not a second (2nd), blemish, or cull.

B. Flats must withstand the pressure of the denester and not crumple.

C. Contractor shall provide a letter of authenticity stating that the flats are of first run quality

D. Accurate registration must be required

E. Trimming must be even with no jagged or torn edges.

F. Hollow or pitted type, hairlines, broken serifs, fluctuating alignment, varying density, roller marks, and ghosting must not be accepted.

G. The boxes and cartons must meet industry standards for good quality on any procedures or techniques not previously stated for construction in this IFB, including but not limited to:

• Hickies

• Set-off

• Smudges

• Hollow or pitted type

• Hairlines

• Broken serifs

• Fluctuating alignment

• Varying density

• Roller marks

• Ghosting

These may result in possible rejection of the printing job on a quality basis.

mailto:david.farrborough@arkansas.gov

H. Receipt of the merchandise does not necessarily constitute acceptance. The using agency shall have a minimum of fifteen (15) days in which to inspect the merchandise and to determine if its quality meets the Requirements or standards of the contract.

I. If quality problems are evident, ADC, will review the problems and if the specifications of the contract are not met, will assess any damages for the inferior merchandise. At their discretion, DOC will determine if the merchandise is unacceptable. The Contractor may be offered an opportunity to reprint the material within a reasonable time. At the time authorization for the reprint is given, DOC will establish, in writing, a new delivery date.

1.10 ITEM 1: 30 DOZEN CARDBOARD EGG CASE:

A. Corrugated boxes for shipping fresh eggs must, at minimum, meet the specifications below:

1. SIZE:

a) Box measurement 24-inch-long x 12-inch-wide x 13 3/4 inch high inside diameter

b) Box must have a fold lid design

c) Box must hold 30 dozen eggs in flats

d) Box must have a glued in divider

2. STOCK:

a) Box cardboard must be constructed with vertical corrugation for stacking

b) Box construction must contain flute size of C Flute with a load rate per case test of 200 pounds.

c) Boxes must be constructed with ECT 32-C grade cardboard with two hinged hand holes.

d) Box must be able hold maximum case weight of 65 pounds.

e) Boxes must be Kraft colored

3. INK:

a) Printing must be done in black ink

b) Contractor shall indicate brand of ink on official bid price sheet

4. ADHESIVE:

The adhesive used on the corrugated boxes must be able to withstand 40-degree cooler temperatures and 100-degree warehouse temperatures without separation

5. PRESSWORK:

Graphic Design must be approved by the Division of Correction from the awarded Contractor prior to print:

a) Safe handling instruction language: Safe Handling Instructions to prevent illness from bacteria: keep eggs refrigerated, cook eggs until yolks are firm, and cook foods containing eggs thoroughly.

b) Keep refrigerated language: Safe handling store eggs at forty (40) degrees F or below.

c) Egg safety and quality language: Egg Safety and Quality: Keep refrigerated, do not freeze, keep egg from other products with odor, rotate stock for uses, wash hands, use only clean uncracked eggs, keep clean working area and equipment with sanitizers, cook egg thoroughly, hold egg below forty (40) degree F, hold hot egg dishes above one hundred and forty (140) degree F, never leave eggs at room temperature more than one

(1) hour (including preparation and services). *American Egg Board*

d) Logo language: ADC State AP (see Attachment A)

e) Capacity: Capacity of each size box shall be labeled, thirty (30) dozen grade A eggs, small medium, large, extra-large.

f) Date: “Best to use by: _________” location for hand stamp dater.

g) Packed by: Arkansas Department of Correction, Agriculture Division, 2540 Hwy 388, Gould, Arkansas 71643-9643. http://adc.arkansas.gov

h) UEPC Label: United Egg Producers Certified label, produced in compliance with the

United Egg Producers Animal Husbandry Guidelines, http://www.uepcertified.com/

i) Amount Language: Thirty (30) dozen on correct size box.

j) Product distributed by: Arkansas Department of Correction, Agriculture Division, Grady, AR 71644.

k) Box certificate language: stating address, edge crush in pounds per square inch, size pounds per square inch, gross weight capacity minimum of sixty-five (65 lbs.) pounds.

l) Operation AR number: Arkansas Department of Agriculture 0383

6. QUANTITY

The quantities stated within this IFB are estimated for bidding purposes only. The State may order more or less (+/-) as needed throughout the lifetime of the contract.

7. PACKAGING

a) Boxes must ship flat in a knockdown fashion.

b) Boxes must be bundled and shipped in a manner to avoid any type of defect that might detract from the print quality and to prevent damage during shipping, handling and storing.

c) Boxes must be labeled with the name of the item and the quantity contained in each box if applicable.

d) Boxes must be palletized:

i. 20 boxes per individual units.

ii. 200 per bundle.

iii. bundles per pallet.

iv. 400 boxes total.

1.11 ITEM 2: 15 DOZEN CARDBOARD EGG CASE:

A. Corrugated boxes for shipping fresh eggs must, at minimum, meet the specifications below:

http://adc.arkansas.gov/ http://www.uepcertified.com/

1. SIZE:

a) Box measurement 11 ½ -inch-long x 11 ½ -inch-wide x 13 3/4 inch high inside diameter

b) Box must have a fold lid design

c) Box must hold 15 dozen eggs in flats

2. STOCK:

a) Box cardboard must be constructed with vertical corrugation for stacking

b) Box construction must contain flute size of C Flute with a load rate per case test of 200 pounds.

c) Boxes must be constructed with ECT 32-C grade cardboard with two hinged hand holes.

d) Box must be able hold maximum case weight of 65 pounds.

e) Boxes must be Kraft colored

3. INK:

a) Printing must be done in black ink

b) Contractor shall indicate brand of ink on official bid price sheet

4. ADHESIVE:

The adhesive used on the corrugated boxes must be able to withstand 40-degree cooler temperatures and 100-degree warehouse temperatures without separation

5. PRESSWORK:

Graphic Design must be approved by the Division of Correction from the awarded Contractor prior to print:

a) Safe handling instruction language: Safe Handling Instructions to prevent illness from bacteria: keep eggs refrigerated, cook eggs until yolks are firm, and cook foods containing eggs thoroughly.

b) Keep refrigerated language: Safe handling store eggs at forty (40) degrees F or below.

c) Egg safety and quality language: Egg Safety and Quality: Keep refrigerated, do not freeze, keep egg from other products with odor, rotate stock for uses, wash hands, use only clean uncracked eggs, keep clean working area and equipment with sanitizers, cook egg thoroughly, hold egg below forty (40) degree F, hold hot egg dishes above one hundred and forty (140) degree F, never leave eggs at room temperature more than one

(1) hour (including preparation and services). *American Egg Board*

d) Logo language: ADC State AP (see Attachment A)

e) Capacity: Capacity of each size box shall be labeled, thirty (30) dozen grade A eggs, small medium, large, extra-large.

f) Date: Best to use by: location for hand stamp dater.

g) Packed by: Arkansas Department of Correction, Agriculture Division, 2540 Hwy 388, Gould, Arkansas 71643-9643. http://adc.arkansas.gov http://adc.arkansas.gov/

h) UEPC Label: United Egg Producers Certified label, produced in compliance with the United Egg Producers Animal Husbandry Guidelines, http://www.uepcertified.com/

i) Amount Language: Thirty (30) dozen on correct size box.

j) Product distributed by: Arkansas Department of Correction, Agriculture Division, Grady, AR 71644.

k) Box certificate language: stating address, edge crush in pounds per square inch, size pounds per square inch, gross weight capacity minimum of sixty-five (65 lbs.) pounds.

l) Operation AR number: Arkansas Department of Agriculture 0383

6. QUANTITY

7. PACKAGING

a) Boxes must ship flat in a knockdown fashion.

b) Boxes must be bundled and shipped in a manner to avoid any type of defect that might detract from the print quality and to prevent damage during shipping, handling and storing.

c) Boxes must be labeled with the name of the item and the quantity contained in each box if applicable.

d) Boxes must be palletized:

v. 20 boxes per individual units.

vi. 200 per bundle.

vii. bundles per pallet.

viii. 400 boxes total.

1.12 ITEM 3: CARDBOARD EGG FILLER FLAT

A. Cardboard Egg Filler Flats must, at minimum, meet the specifications below:

1. SIZE

a) Flat must be constructed for 5 rows down 6 rows across or 11 ¾ inch x 11 ¾ inch square to hold eggs

b) Flat must be designed for easy bin assembly

2. STOCK

a) Must be flute size of C Flute with a load rate per case test of 200 pounds

b) Flats must machine de-nest on DOC equipment as set-up. Denester Model: Stalkat Alpha 70

3. INK

a) Printing must be done in black ink http://www.uepcertified.com/

4. QUANTITY

5. PACKAGING

a) Palletized and stretch wrapped, no floor loaded product.

b) 32 bundles per pallet, 8 layers, 4 bundles per row.

1.13 DELIVERY: FOB DESTINATION

Division of Correction Farm Operation 2540 State Hwy 388 Grady, AR. 71644

A. The agency requests delivery within three (3) days after ordering. If this delivery date cannot be met, the Prospective Contractor must state the alternate number of days required to begin the service and/or place the commodity in the ordering agency's designated location. (See Official Solicitation Price Sheet.) Failure to state the alternate delivery time obligates the Contractor to complete delivery by the agency's requested date. Extended delivery dates may be considered when in the best interest of the State.

B. All deliveries shall be made during normal state work hours and within the agreed upon number of days unless otherwise arranged and coordinated with the agency. The Contractor shall give the agency immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

C. Loss or damage that occurs during shipping, prior to the order being received by the agency, is the

Contractor’s responsibility. All orders should be properly packaged to prevent damage during shipping.

D. The State assumes no liability for commodities produced, processed or shipped in excess of the amount specified on the agency's purchase order.

1.14 ACCEPTANCE STANDARDS

A. Inspection and acceptance/rejection of product(s) will be made within thirty (30) days of receipt.

B. The State has the option to return any product(s) within the thirty (30) day timeframe for any reason.

C. Bid must include a “total satisfaction” return policy for all products and must not impose any liability on the State for such returns.

1.15 PRICE ESCALATION

A. Price increases will be considered at the time of contract renewal.

B. The Contractor must provide to OSP a written request for the price increase. The request must include supporting documentation demonstrating that the increase in contract price is based on an increase in market price. OSP has the right to require additional information pertaining to the requested increase.

C. Increases will not be considered to increase profit or margins.

D. The continuation of this contract or its extension(s) will be subject to and dependent upon the availability of funding to the DOC for this purpose.

E. OSP has the right to approve or deny the request.

F. In the event of a general price decrease, the Contractor shall provide the State with the full benefit of the price reduction including for all undelivered purchase orders on the effective date of the decrease and thereafter.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

• Do not provide responses to items in this section unless specifically and expressly required.

2.1 ISSUING AGENCY

OSP, as the issuing office, is the sole point of contact regarding the IFB throughout this solicitation process.

2.2 TYPE OF CONTRACT

A. As a result of this IFB, OSP intends to award a contract to a single Contractor.

B. The anticipated starting date for any resulting contract is January 3, 2023, except that the actual contract start date may be adjusted unilaterally by the State for up to three calendar months. By submitting a signed bid in response to the IFB, the Prospective Contractor represents and warrants that it will honor its bid as being held open as irrevocable for this period.

C. The initial term of a resulting contract will be for one (1) year. Upon mutual agreement by the

Contractor and agency, the contract may be renewed by OSP for up to six (6) additional one-year terms or portions thereof, not to exceed a total aggregate contract term of seven (7) consecutive years.

2.3 CONTRACTOR SELECTION

A. Award will be made to the lowest-bidding, responsible Prospective Contractor on an all or none basis.

2.4 RESPONSE DOCUMENTS

A. Bid Response Packet

1. The following are Bid Submission Requirements and must be submitted as a hard copy in the original Bid Response Packet.

a. Original signed Bid Signature Page. (See Bid Response Packet.)

i. A signed Bid Signature Page included in the Bid Response Packet. The signature must be that of a person authorized to contractually bind the Prospective Contractor.

ii. Bid Response Packet, which must be in the English language.

b. One (1) original copy of the Official Solicitation Price Sheet. Pricing must be proposed in U.S. dollars and cents.

2. The following items should be submitted in the original Bid Response Packet, preferably on a flash drive and in PDF format.

a. One (1) copy of the Official Solicitation Price Sheet.

b. EO 98-04 Disclosure Form.

c. Copy of Prospective Contractor’s Equal Opportunity Policy.

d. Voluntary Product Accessibility Template (VPAT).

e. Proposed Subcontractors Form.

3. DO NOT include any other documents or ancillary information, such as a cover letter or promotional/marketing information.

2.5 ACCEPTANCE OF REQUIREMENTS

A. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the Requirements in the Specifications Section(s) of this IFB by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor understands its submission of a bid to represent that its bid meets all such Requirements.

B. A Prospective Contractor’s bid may be rejected if the Prospective Contractor takes exception to any Requirements in the Specifications Section(s) of this IFB.

2.6 ADDITIONAL TERMS AND CONDITIONS

A. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions located on the OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

B. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract Template. Prospective Contractor agrees and will adhere to all terms if selected as the successful Contractor. Items identified as non-negotiable may only be modified if the legal requirement is satisfied and approved by the State. The Standard Commodities Contract can be viewed on the OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/.

https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/