S000000181 Fresh Frozen Turkeys IFB Final.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: S000000181 Solicitation Issued: September 13, 2022

Description: Fresh Frozen Turkeys

Department: Arkansas Division of Correction

SUBMISSION DEADLINE AND DELIVERY OF RESPONSE DOCUMENTS

Bid Opening Date: September 26, 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: Julie M. Robnolt Buyer’s Direct Phone Number: 501-371-6070

Email Address: julie.robnolt@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 TSS Office of State Procurement (TSS OSP) for the Arkansas Division of Correction (DOC) to obtain pricing and a contract for approximately 65,000 pounds of Fresh, Frozen Turkeys to be used for Thanksgiving and Christmas meals for DOC’s prison population.

Direct all questions, comments, or concerns you may have regarding this solicitation to the TSS Office of State Procurement, not the DOC.

1.2 LIVE BID OPENING

Use the information below to view the bid opening online.

Zoom Meeting Link:

https://arkansas-gov.zoom.us/j/85192261713?pwd=THJ4VGdZc25vMmc5QXEvT01LdFhsdz09

Meeting ID: 851 9226 1713 Meeting Password: 409771 Dial-In Information: 877 853 5257 US Toll-free 888 475 4499 US Toll-free

1.3 CLARIFICATION OF SOLICITATION

A. Submit any questions requesting clarification of information contained in this Solicitation via the solicitation posting in ARBuy by 5:00 p.m., Central Time on or before September 20, 2022.

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 solicitation posting in ARBuy by the close of business on September 22, 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 TSS 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 TSS OSP buyer with non-substantive questions at any time prior to the bid opening.

D. An oral statement by TSS 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 TSS OSP.

1.4 DEFINITION OF TERMS

A. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law have the same meaning herein.

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

C. “Prospective Contractor” means a responsible bidder who submits a Responsive Bid in response to this solicitation.

https://arkansas-gov.zoom.us/j/85192261713?pwd=THJ4VGdZc25vMmc5QXEvT01LdFhsdz09

D. “Requirement” means something required.

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

F. “Shall” and “Must” mean the imperative and are used to identify requirements.

G. “Specification” means any technical or purchase description or other description of the physical or functional characteristics, or of the nature, of a commodity or service. “Specification” may include a description of any requirement for inspecting, testing, or preparing a commodity or service for delivery.

H. “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 Department using such a contract.

1.5 SPECIFICATIONS

A. General Requirements

1. The Contractor shall supply the DOC with approximately 65,000 pounds of USDA Grade A, fresh, frozen Tom (male) and/or Hen (female) Turkeys that are well shaped, meaty, and with an even fat covering.

2. Weight per bird:

a. Fresh, frozen Tom Turkeys must weigh between twenty (20) to twenty-five (25) pounds each.

b. Fresh, frozen Hen Turkeys must weigh between ten (10) to fifteen (15) pounds each.

3. Quantities per case:

a. Fresh, frozen Tom Turkeys must be packaged two (2) Turkeys per case.

b. Fresh, frozen Hen Turkeys must be packaged four (4) Turkeys per case.

4. The Contractor shall deliver fresh, frozen Tom and/or Hen Turkeys in a vehicle equipped and able to maintain frozen products at an internal temperature of between 0° to 15° Fahrenheit.

B. Act 617 Compliant Products

1. Act 617 was enacted by the General Assembly of the State of Arkansas to facilitate a Local

Food, Farm, and Jobs Act.

a. The objective of Act 617 is for State agencies to support local farms and for each agency to make it a goal to spend twenty percent (20%) of their budget on Local Farm or Food Products.

b. Local Farm or Food Products are food products grown in Arkansas, packaged, and processed in Arkansas, or both in accordance with Act 617.

c. Act 617 allows for a preference for a provider of local farm or food products when “A responsible and responsive bidder that is a provider of local farm or food products submits a bid that does not exceed the lowest bid by more than ten percent (10%); and the responsible and responsive bidder submitting the lowest bid is not a provider of local farm or food products.”

C. Recall Program and Procedures Plan

1. At time of bid submission, Contractor shall have a recall program and procedures plan in place and shall submit a copy of each, as requested by the DOC, throughout the contract term(s).

a. Contractor’s recall program and procedures must identify, track, and locate recalled products delivered to the DOC within a twenty-four (24) hour timeframe after notification of a recall.

Failure to notify the DOC within a twenty-four (24) hour timeframe of recalled product may result in Contract cancellation.

2. Contractor shall notify the DOC, via email, of any recalls pertaining to contracted products immediately upon Contractor’s knowledge of the recall(s).

1.6 DELIVERY: FOB DESTINATION

Arkansas Division of Correction Central Warehouse 7600 Correction Circle Pine Bluff, AR 71603

A. The initial order of the fresh, frozen Tom and/or Hen Turkeys must be delivered no later than

October 25, 2022. Extended delivery dates may be considered when in the best interest of the State and upon their prior approval by the DOC.

B. The Contractor shall coordinate delivery with the DOC.

C. The Contractor shall not use alternate delivery days to deliver the Tom and/or Hen Turkeys.

D. All deliveries must be made from 8:00 a.m. until 2:00 p.m. Central Time, unless otherwise arranged and coordinated with the DOC. The Contractor shall give the DOC immediate notice of any anticipated delays or plant shutdowns that will affect the delivery requirement.

E. Within one (1) week prior to delivery, the Contractor shall call the DOC’s Central Warehouse to schedule a delivery date and time. The State will provide contact information upon contract award.

F. The Contractor shall deliver all fresh, frozen Tom and/or Hen Turkeys on pallets.

1. The DOC has a Pallet Exchange available whereby the transporter may exchange the pallets delivered for the equivalent number of empty pallets upon delivery.

G. Loss or damage that occurs during shipping, prior to the order being received by the DOC, is the Contractor’s responsibility. All orders must be properly packaged to prevent damage during shipping.

1.7 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.

1.8 PERFORMANCE STANDARDS

A. State law requires that contracts for services include Performance Standards for measuring the overall quality of services that a Contractor shall provide.

B. The State may be open to negotiations of Performance Standards prior to contract award, prior to the commencement of services, or at times throughout the contract duration. Table A: Performance Standards identifies expected deliverables, performance measures, or outcomes; and defines the acceptable standards.

C. Performance Standards shall not be amended unless they are agreed to in writing and signed by the parties.

D. Failure to meet the minimum Performance Standards as specified will result in the assessment of damages.

E. In the event a Performance Standard is not met, the Contractor will have the opportunity to defend or respond to the insufficiency. The State has the right to waive damages if it determines there were extenuating factors beyond the control of the Contractor that hindered the performance of services.

In these instances, the State has final determination of the performance acceptability.

F. Should any compensation be owed to the Department due to the assessment of damages, Contractor shall follow the direction of the Department regarding the required compensation process.

Table A: Performance Standards

Criteria Acceptable Performance Damages

Quality

Contractor provides USDA Grade A Tom and/or Hen Turkeys. Tom Turkeys weighing between twenty

(20) to twenty-five (25) pounds each. Hen Turkeys weighing between ten (10) and fifteen (15) pounds each as stated in this IFB.

20% credit to the State’s account for each delivery whereby the Contractor fails to provide USDA Grade A Tom and/or Hen Turkeys at the expected weight and quality.

Timeliness

Contractor delivers Tom and/or Hen Turkeys no later than October 25, 2022.

5% credit on invoice for each order received past the stated deadline plus $100.00 per day for each day past the stated deadline whereby Tom and/or Hen Turkeys are not received by the DOC.

SECTION 2 – GENERAL INSTRUCTIONS AND INFORMATION

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

2.1 TYPE OF CONTRACT

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

B. The anticipated starting date for any resulting contract is upon contract award, except that the actual contract start date may be adjusted unilaterally by the State for up to three (3) 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.

2.2 CONTRACTOR SELECTION

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

2.3 RESPONSE DOCUMENTS

A. All bid responses must be submitted through ARBuy, the State’s eProcurement system. This system can be accessed at https://arbuy.arkansas.gov.

B. Bid Response Packet

1. The following are bid submission requirements and must be submitted as part of a Prospective

Contractor’s bid response.

a. Signed Bid Signature Page. Signature may be ink or digital. (See Bid Response Packet.)

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

c. Completed Pricing Response. Official Bid Price Sheet attached to solicitation posting.

Pricing must be proposed in U.S. dollars and cents.

d. Proposed Subcontractors Form. The utilization of any proposed subcontractor is subject to approval by the DOC.

e. Exceptions Form.

2. The following items, which must be submitted prior to a contract award to the Prospective Contractor, may also be included with the Prospective Contractor’s bid response:

a. EO 98-04 Contract & Grant Disclosure Form.

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

c. Voluntary Product Accessibility Template (VPAT), if applicable.

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

2.4 ACCEPTANCE OF REQUIREMENTS

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

https://arbuy.arkansas.gov/

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

2.5 ADDITIONAL TERMS AND CONDITIONS

A. This IFB incorporates all of the Solicitation Terms and Conditions located on the TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates):

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

B. Any special terms and conditions included in this solicitation shall override the Solicitation Terms and Conditions.

C. Unless a Prospective Contractor expressly and conspicuously identifies any exception or exceptions to any of the terms in the Standard Commodities Contract by listing them on the Exceptions Form (See Bid Response Packet), Prospective Contractor agrees and shall 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 TSS OSP website here (Agencies – Forms and Reporting – Solicitation Templates): https://www.transform.ar.gov/procurement/agencies/forms-and-reporting/

D. A Prospective Contractor’s bid may be rejected if a Prospective Contractor takes exception to any terms or conditions in the documents listed in 2.5A and 2.5C.

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