Schedule A - Statement of Work- 12-7-18.docx

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STATE OF MICHIGAN

Request for Proposal No. Dept 171, ID 190000000142 MDOC Food and Food Service Products

SCHEDULE A

STATEMENT OF WORK

CONTRACT ACTIVITIES

This schedule identifies the anticipated requirements of any Contract resulting from this RFP. The term “Contractor” in this document refers to a bidder responding to this RFP.

The Contractor must respond to each requirement or question and explain how it will fulfill each requirement where indicated. The Contractor MUST respond within the body of this document in the spaces provided. Cut and paste information into these locations if necessary. Do not attach any alternate or additional information as it may not be considered for evaluation, unless specifically requested within the RFP. Uniform Resource Locator (URL) links to information will not be considered for evaluation.

BACKGROUND

The Michigan Department of Corrections (MDOC) has outsourced food services since July 2015. In 2018 the State elected to return prisoner food services to a State-managed model.

The MDOC currently has 28 facilities operating 38 independent kitchens with varying functionality. These kitchens are responsible for providing MDOC’s approximately 36,500 prisoners with three (3) meals a day, seven (7) days a week including holidays.

MDOC has a standardized menu that operates on a four (4) week cycle. MDOC is also responsible for providing allowable pre-approved medical and religious menus.

The State cannot guarantee the number of prisoners, the number or prison facilities, nor the annual dollars spent during the term of this contract.

INTENT

The purpose of this RFP is to establish a contract, or multiple contracts, by which the State of Michigan may procure food and related products.

While it is the preference of the State to award to one prime Contractor, the State reserves the right to split award, in all, multiple, or one category, if it is in the best interest of the State to do so. Therefore, Contractors may provide in their solicitation response pricing for all or any categories as they are able to supply.

A. Providing a proposal response as an independent entity, does not preclude a Contractor from bidding/subcontracting with a Contractor that is providing a proposal for sole award consideration for this RFP.

B. In order for a Contractor to be awarded a contract, they must be able to provide all proposed products in a consistent and continual basis and meet quality standards established by MDOC.

SCOPE

The Contractor will be responsible for all requirements established in this RFP for the provision of contracted products which will include but are not limited to:

A. Food (perishable and non-perishables), baked goods, beverages, beverage mixes, canned goods, dairy, dressings, spreads and condiments, dry goods, frozen foods, juice, margarine and oils, meats, and fresh produce.

B. Non-food

1. Kitchen Consumable Items

2. Kitchen Cleaning Chemicals C. Small-ware products.

The State will be adjusting goods and services throughout the contract term to best meet its needs. Quantities are not guaranteed.

REQUIREMENTS

1. General Requirements The MDOC has developed a contract monitoring unit known as the Procurement, Monitoring, and Compliance Division (PMCD). This unit has oversight for the Department’s contracts and ensures that the Contractor is delivering services according to the contract requirements. The Program Manager or designee such as a Contract Manager will serve as the lead for all contract related issues, and will lead in facilitating kickoff meetings, determining Service Level Agreements, overseeing the transition timeline and working with the MDOC Program Manager and staff to ensure the contractual requirements are being met. A Contract Monitor will be assigned to monitor the Contract(s), and as part of his or her role they will conduct regular monitoring of all Contract related activities.

Modifications to this Contract are only permitted if provided for in a Change Notice executed by the Contract Administrator. The exception to this is for product substitutions that are temporary and have been approved in writing by the MDOC Program Manager who is responsible for the day to day operations of MDOC’s Food Services and program area.

1.1. Product Specifications- Food

A. Product Quality and Consistency. Product quality and consistency are of the utmost concern to the State.

1. Quality. The State defines quality as items meeting or exceeding the product specifications and as follows:

a. All food products provided under the Contract must meet FDA, USDA, USDC requirements and standards for furnishing food for human consumption and must have legible lot numbers and expiration dates.

1) All meats, where applicable, must meet USDA IMP (Institutional Meat Purchase) specifications. Fresh meats and poultry must be clearly marked with the expiration date or pack date.

2) All Produce must be fresh and in good condition upon receiving.

3) Refrigerated and frozen food products must be received at temperatures that meet Food Code requirements.

4) Frozen food products must be free of signs of thaw, crystallization, or freezer burn.

5) Food products must be free from mold, visible damage, evidence of pest infestation, strange smell, or abnormal color.

b. All food products must be free of pork in any amount whether in part or in full.

c. The Contractor, if providing the same, will ensure religious food items are provided by appropriately certified or approved sources according to the specific religious requirements and labeled clearly on all products.

Responding to 1.1.A.1. Quality, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1. Does your company have its own, or access to a, USDA-certified laboratory for testing chemical residues?

2. If yes, please provide city, state and its scope of testing

3. What’s the turnaround time?

Contractors to Respond in detail Below:

1. What controls does your company currently have in place to ensure that the products received from manufacturers and wholesalers meet all State and Federal food regulations?

2. How will this information be tracked and shared with MDOC?

Contractors respond below:

Does your company have the capability of providing Religious Menu items? See Schedule C-Food Specifications and Section 1.1.B.3. below. If not applicable respond “N/A.”

1. Please explain your ability to provide Passover meals that will meet both religious and nutritional requirements.

2. Can you provide a complete, personal frozen meal?

3. Do you have options to choose from?

How will your company manage religious food items to ensure compliance with religious food requirements as identified in 1.1.A.b above, and as specified in Schedule C.

2. Consistency. The State definition for consistency includes but is not limited to:

a. Products must from shipment to shipment, and package to package be uniform in the defined size and weight.

1) Weights of foods, such as meat, apply to the cooked versus raw weight.

2) Food products, particularly meats, must be consistent in terms of production requirements and yields (e.g. chicken with bone in vs. boneless must be consistent so that kitchens can have consistent prep times and know how much a specific unit of measurement will yield for recipe consistency.

b. Products must be available on a continuous, uninterrupted, long-term basis.

c. Products must be available for all MDOC facilities, on the same schedule, statewide.

d. The State will accept the approved manufacturer only. Substituting with other manufacturer’s product is not acceptable.

Responding to 1.1.A.2. Consistency, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3. If the State determines, during the contract, that a product being provided is of inadequate or poor quality or does not meet consistency requirements, the Contractor will be notified in writing by the Program Manager of the product unacceptability and will be required to provide a product substitution acceptable to the State. See Section 1.1.C.2.a. - Product Substitutions below for additional requirements.

4. “Spot Buys” in the traditional sense are not allowed as they do not foster consistency as required in this contract. Contractors cannot market to, nor can facilities approve “spot buys”. For the sake of this contract, the Contractor may be allowed to propose the use of spot buys to the Program Manager following the requirements listed in Section 1.1.C.2.b.- Product Substitutions and will be considered if all of the following apply:

a. Products meet or exceed Product Quality and Consistency requirements as outlined above, i.e. must be available statewide and long term,

b. They provide a cost savings for the State, and

c. They are approved in writing prior to their use by the MDOC Program Manager and executed in a Change Notice.

d. The Contractor understands that State will be accepting the approved manufacturer only. Substituting with other manufacturer’s product is not acceptable.

5. Should questions of quality or suspicions of product contamination arise, at the MDOC Program Manager’s discretion, the Contractor may be required to send product samples to a State designated testing laboratory for analysis.

a. These samples must be taken and submitted according to guidelines established by the State.

b. Sampling, product costs, and testing expenses will be the responsibility of the Contractor.

c. If laboratory analysis shows that the product does not meet specifications or fails to perform satisfactorily at any time, the Contractor will be responsible for:

1) Disposal and/or replacement of all products which fail to meet specifications.

2) All costs of repair and/or replacement of equipment deemed to have been damaged by substandard products as determined by the State.

6. Any product deemed unacceptable will be rejected and the State will not be liable for payment of that product.

Responding to 1.1.A.3,4,5 &6 Product Quality and Consistency, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1. What controls does your company currently have in place to ensure that the products received from manufacturers and wholesalers is of consistent size and quality?

2. How will this be monitored throughout the life of the contract?

3. How will your manufacturers assist in driving compliance?

What is the process that your company uses when obtaining/researching product to ensure that it is consistently available?

B. Food and Nutritional Requirements

1. The Contractor must supply, without deviation, the foods listed on the approved products “grocery list” as published in Schedule B- Pricing and as modified by the MDOC Program Manager during the term of the Contract, and meet all nutritional requirements.

2. No substitutions, permanent or temporary, will be allowed without prior written permission by MDOC Program Manager. If a permanent substitution is needed that will modify any Schedule, prior written consent by the MDOC Program Manager is required and a Change Notice will be executed by the Contract Administrator. See Section 1.1.C.2.b- Product Substitutions below.

3. The MDOC has established religious and special dietary menus requiring specific food items and their preparation. Items specific to religious and dietary menus are contained in Schedule C. Please note, the State may require and request additional information during negotiations or from the awarded contractor on its religious menu options.

4. If any items requested by the State, or being offered by the Contractor, are produced and/or grown outside the United States, the Contractor will indicate that the product is imported and its source in the appropriate field on Schedule B- Pricing.

If products are produced, manufactured or packaged in a country outside of the United States, will the product be labeled with country of origin?

5. The package sizes indicated in Schedule B- Pricing and Schedule C- Food Specifications represent the sizes currently used by MDOC. The Contractor and MDOC will review and modify package sizes and packaging materials to achieve cost reduction and efficiency goals. The Contractor will work with the MDOC to identify alternate packaging as required to support security compliance and enhancements.

6. When requested by the MDOC Program Manager, the Contractor will be required to provide any nutritional analysis data on any stock item or new items at no cost to the State

1. Does your company have the capability of providing nutritional analysis data?

2. What will be the source of this data?

3. Will this data be provided at no cost to the State, even if subscription based?

Responding to 1.1.B. Food and Nutritional Requirements, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

C. Menu Modifications and Product Substitutions MDOC staff will work with the Contractor and its vendor suppliers to revise, update, add to, and delete items as necessary to meet the nutritional, quality, and consistency requirements of the State. The MDOC Program Manager will approve all changes and/or substitutions to the “grocery list,” and these changes will be incorporated into the contract via a Change Notice.

1. Menu Modification. From time to time MDOC refreshes its menu and seeks to work with its Contractor(s) to offer the best possible menu, both in nutrition and taste, for the best price.

a. The State prefers a Contractor who can provide a test kitchen for conducting menu taste tests and product cuttings at no charge to the State.

1) The Contractor and the MDOC Program Manager will coordinate new and alternate product taste tests, and product cuttings to permit MDOC to participate.

2) The MDOC will be reasonable regarding the number and frequency of these requests.

3) All product cutting results for MDOC specification items will be provided to the MDOC Program Manager.

Can your company provide a test kitchen? If so, where is it located? If not, what solution may you offer to provide the State with a product testing/tasting/cutting option.

b. Contractor will be responsible for notifying the MDOC Program Manager of any holiday items that are available, or may become available, for purchase that are not specific to the MDOC holiday menu.

c. At the discretion of State, the Contractor will identify alternate manufacturers and brands (including private label) to improve quality and lower or maintain costs. Any changes proposed by the Contractor will need to be approved by the Program Manager and executed through a Change Notice.

2. Product Substitutions. Either Food or Non-Food Products may need to be substituted due to an MDOC-led menu refresh, cost savings, Contractor recommendations, or product replacement due to quality and consistency issues.

a. Product Substitution due to Product Quality of Consistency Issues. If the State rejects any product, the Program Manager will send written notification to the Contractor, or if the Contractor discovers an issue, then:

1) The Contractor must submit to the MDOC Program Manager a proposed substitute product that meets State quality and consistency requirements within 10 calendar days. This submission will include:

a) Nutritional information.

b) Product’s country of origin

c) A sample of the product

d) Cost. Please note: Product substitutions, when proposed between price modification periods (see pricing Section 4.1). to products listed in Schedule B- Pricing must either be cost-neutral or provide the State cost-savings and will not result in additional cost to the State.

2) Upon receipt of Contractor’s proposed substitute product, the State will notify Contractor of acceptance or rejection of same within 10 calendar days.

3) If the State rejects the Contractor’s proposed substitute product, Contractor must repeat step 1. above. However, Contractor’s deadline to submit a proposed substitution to the State is reduced to 5 calendar days, unless otherwise permitted by the State in writing prior to the deadline.

4) The Contractor will be notified of the product approval in writing, however, no product changes will go into effect until a Change Notice has been fully executed by the State.

5) If products, once selected, are later identified as unacceptable by the State, the Contractor and its vendor supplier will research and find replacement items meeting the quality and consistency requirements of the State for review and approval by the State.

b. Product Substitutions/Addition due to Menu Refresh or Contractor Suggestions. If the State is investigating new menu items or the Contractor is offering product suggestions, the substitution procedures will be as follows:

1) The Contractor and subcontractors (if any) must work directly, and if needed, meet with the State to review product selection and or replacement.

2) The Contractor will submit to the MDOC Program Manager the proposed product that meets State quality and consistency requirements within the time agreed upon with the Program Manager. This submission will include:

a) Nutritional information.

b) Product’s country of origin

c) A sample of the product

d) Cost. Please note: Product substitutions, when proposed between price modification periods (see pricing Section 4.1). to products listed in Schedule B- Pricing must either be cost-neutral or provide the State cost-savings and may not result in additional cost to the State.

2) The MDOC Program Manager and nutritional staff will:

a) Review nutritional information,

b) Review a sample and/or may request a kitchen test

c) Determine cost effectiveness, and

d) If approved, will develop implementation plans for the new products.

3) The Contractor will be notified of the product approval in writing, however, no product changes will go into effect until a Change Notice has been fully executed by the State.

4) If products, once selected, are later identified as unacceptable by the State, the Contractor and its vendor supplier will research and find replacement items meeting the quality and consistency requirements of the State for review and approval by the State. Contractor must have the ability propose a replacement within 10 calendar days and be able to provide (if approved) by the next ordering cycle.

Responding to 1.1.C. Menu Modifications and Product Substitutions, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

D. Product Availability, Warehousing, and Inventory Management Products must be produced, warehoused, and available for shipment as required by the State.

1. The MDOC Program Manager will provide to the Contactor copies of its menus and menu schedules to facilitate the Contractor’s ability to forward plan anticipated inventory requirements. The menus and menu schedules will be provided:

a. Upon contract award

b. 30 Calendar days prior to any planned menu and/or schedule change

2. The Contractor must have enough inventory warehoused to ensure uninterrupted, complete and timely delivery of product. The state prefers that the contractor have on hand at least 14 calendar days’ worth of shelf-stable (non-perishable), approved products and 7 calendar days’ worth of perishable items (dairy and produce) available at any given time.

1. How many days’ worth of our shelf-stable items can you warehouse for the State?

2. How many days’ worth of perishable items can you warehouse for the State?

3. MDOC will accept liability for quantities of warehouse products mandated to be available and as established in the contract.

4. The Contractor must provide, upon request from MDOC Program Manager, a complete product catalog of all items stocked in the Contractor’s primary warehouse used to distribute food items in Michigan. The complete catalog should contain any non-food items that are available.

5. In the event of a major product supply line disruption which makes the approved product unavailable as required in section 1 and 2 above, the Contractor will alert the MDOC Program Manager immediately. Contractor indicate if this is a temporary or permanent issue, if permanent see 1.1.C.2.a. Product Substitutions. If temporary the Contractor will:

a. Indicate the extent and the anticipated duration of the product disruption.

b. Every attempt should be made by the Contractor to offer a product of comparable quality and cost.

c. The Contractor must also provide detailed specifications and nutritional information for any item that is being substituted. Samples may be requested.

d. Any temporary product substitution must be approved in writing by the MDOC Program Manager. Permanent changes must be approved by the Program Manager and executed via Change Notice.

6. The State prefers a Contractor that is responsible for having inventory planning, forecasting, stocking methodologies and systems in place to meet order completion, and on-time delivery requirements.

What controls or systems does your company currently have in place regarding inventory management to ensure that the State will always have its upcoming foods available for order and delivery? Please explain.

Does your company have the ability to track inventory from suppliers and manufacturers to ensure that distribution centers have sufficient products for the State’s orders? Explain how is this accomplished.

1. Contractor verify that any supplier you intend to utilize can meet the product availability requirements.

2. Contractor must list any known circumstances (such as specific holidays, plant shutdowns, etc.) that may affect the requested product availability and required delivery time frames.

3.What will your company do to ensure that products arrive to meet your warehousing requirements?

If there is a new menu or menu schedule being provided by MDOC, how much time will it take to make sure the appropriate products are available?

Responding to 1.1.D. Product Availability and Warehousing, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.2. Product Specifications- Non-Food Items

A. Kitchen Consumables.

1. The Contractor is to supply the approved Kitchen Consumable items as ordered and must not deviate from the approved products list once it is established.

B. Kitchen Cleaning Chemicals.

1. The Contractor is to supply the approved Kitchen Cleaning Chemical items as ordered and must not deviate from the approved products list once it is established.

2. Historical products and usage are included in Schedule B. In addition to the provision of these chemicals as specified and priced in Schedule B- Pricing the cost for the following is included at no additional charge:

a. Metering equipment

b. Maintenance of the metering equipment

c. Monthly testing and calibration of metering equipment

d. Training of State food service workers in the proper use of the metering devices and chemical use.

e. The Contractor will work with the MDOC staff to ensure that phosphate and other levels are maintained within acceptable parameters to ensure appropriate testing levels for gray water discharge.

3. The State prefers proposed cleaning chemicals that meet the following criteria:

a. Phosphate free

b. Nitrate free

c. Nonylphenol Ethoxylate free

4. The Contractor must provide in their proposal the following information:

a. All SDS sheets for any proposed cleaning chemical

b. Caustic rating for all cleaners proposed both concentrated and diluted. The State prefers the caustic level of a 1 or 0 when effectively possible.

1.3. Product Specifications- Small-ware Products

The Contractor may be required to provide those service items, cutlery and tools used in any commercial kitchen for food preparation, otherwise known as small-ware. The State asks that the contractor provide a catalog of small-ware items that they sell and provide to the state a discount off catalog price based on product type. See Schedule B- Pricing, Worksheet B.3 for breakdowns.

A. This catalog will be provided to the State in quantities as required by the Program Manager.

B. As the catalog is updated, the revised catalog will be provided to the State within five days of publication.

Responding to 1.2 and 1.3. Product Specifications- Non-Food Items and Small-ware Products, will your company be quoting on either of these sections? If no, state “No”. If yes, indicate which or both.

Responding to 1.3. Product Specifications Small-ware Products, how often does your company update your published catalog?

Responding to 1.2 and 1.3. Product Specifications- Non-Food Items and Small-ware Products, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.4. Quality Assurance Program.

Aside from product quality addressed in 1.1.A. Product Quality and Consistency, the Contactor will be expected to have a Quality Assurance Program in place within its organization, distribution centers and production facilities that encompasses, but is not limited to:

A. An established cold chain process ensuring all products are delivered and maintained at the temperature appropriate for the product (i.e. frozen, refrigerated). (Please refer to Section 6 for deliver requirements.)

B. The Contractor will verify and monitor that all its suppliers, manufacturers and subcontractors to ensure that they have:

1. Effective Quality Control Programs,

2. Standard operating procedures and use good manufacturing practices,

3. Verifiable HACCP programs in place at its manufacturing facilities.

C. All products will have legible code dates on the box or package. Code dates will specify the date product was created and a shelf life expiration date. Conversion tables will be provided to MDOC for all date codes, before the first delivery is made by the Contractor.

D. The Contractor will conform to all applicable Federal, State and local laws regarding sanitation.

The Contractor will explain what quality assurance programs the company currently has in place, and what will need to be added in order to meet the requirements established in this solicitation?

The Contractor will explain what their company is currently doing which exceeds the requirements established in this solicitation?

The Contractor will explain what corrective action plans the company has established, or will establish, if quality issues arise?

Responding to 1.4. Quality Assurance Program, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.5. Product Recalls/Withdrawals/Holds Requirements and Procedures A. The Contractor will have documented policies and procedures for product recalls/withdrawals/holds.

In the event of a recall, the Contractor upon confirmation of the recall must immediately notify MDOC’s Environmental Health and Fire Safety Manager, and both Regional Environmental Health Sanitarians by phone and follow up with an email. The Contractor is also responsible for immediately notifying MDOC’s Contract Administrator, Contract Manager, and Program Manager by email. The Contractor must provide instructions detailing the process to return the products to the Contractor at the expense of the Contactor. The Contractor is solely responsible for notifying MDOC and coordinating the return of the products.

The Contractor will explain in detail their current product recall policies and procedures?

What plans will your company establish to ensure uninterrupted delivery of product to MDOC facilities necessary to meet meal demands in the event of product recalls, withdrawals and holds?

B. The Contractor and the State will establish a notification program and plan of action that ensures all facilities, Food Service Directors, and the MDOC Program Manager are notified immediately when they receive a mandatory recall notification, and within twenty-four (24) hours for voluntary recall.

The Contractor will specify what “immediate” notification means, and will state the preferred method for notification of mandatory recalls?

C. The Contractor is responsible for picking up and replacing or issuing credit for all products that are subject to recall at no additional charge to the MDOC.

D. In the event of a recall, the Contractor must pick up the item from a facility or regional warehouse within 24 hours of the product recall.

E. At its discretion, the State may discard all recalled food items. The State will bear no cost for recalled products including additional costs incurred by disposing of recalled food items in a dumpster that requires an emergency pick up and additional cost to the State. These costs for both the food and associated costs incurred for disposal will be credited to the State’s account.

Responding to 1.5. Product Recalls/Withdrawals/Holds Requirements and Procedures, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

1.6. Incentives

The State prefers that the Contractor, striving to provide the State with the best possible pricing, to pass on all price discounts and reductions, that the Contractor receives from manufacturers. These discounts and reductions will include, without limitation, nonprofit allowances, free goods, rebates, quarterly and other discounts and special manufacturer deal prices.

What kind of incentives can the Contractor offer, or what incentive programs does the Contractor already have established that will be offered to the State?

2. Services

2.1. Transitions

A. Transition-In Implementation. The MDOC expects to work collaboratively with the Contractor to ensure an efficient and non-disruptive transition to the services by the required start date.

1. The Contractor must be aware that the Contract will be executed and effective for a period of time (Transition Period) before most services and deliveries can be completed by July 1, 2019 which will be defined as the final “Go Live Date.”

2. The State and Contractor will establish an agreed upon implementation timeline which will be critical to transition planning and implementation readiness.

3. The Contractor will submit an implementation plan and timeline, as an attachment in the space below, detailing the major activities, tasks, timelines, and names and titles of resources assigned to implementation and management of the services for the MDOC facilities identified Schedules E and F. Contractor’s implementation plan must sufficiently define:

a. Suggested transition style: Rolling Transition by facility or group of facilities, or a Pilot Program with a single “go live” date for all facilities.

b. Communication of the implementation’s progress to the Program Manager and the Contract Administrator to include frequency and method.

c. Contractor’s role in developing communications and management of the communications to MDOC facilities, users and Program Manager.

d. Online ordering system implementation tasks, personnel, resources, systems and timeline including the minimum requirements to permit initiation of the services for ordering and delivery such as:

1) What information will you need to establish purchasing platform user credentials;

2) How soon you need that information;

3) How long will it take, once your company has the user information, to have the accounts set up.

4. The training to be provided, including the format of courses, frequency and suggested timeline.

5. Other transition assistance the company is capable of providing.

Contractor will attach their detailed Implementation Plan and Timeline, encompassing the requirements highlighted in 2.1.A. Transition-In Implementation below:

What is the reasoning for your suggested Transition Style?

Why does your company feel this is the better approach?

Has your company completed transitions in this manner before, with which Organization, and what was the outcome?

The Contractor will provide in the space below, examples of transition assistance they have provided for an account of similar size and scope in the past. For each example, be sure to include the name of the organization, the organization’s address, a short description of the project scope, and the name of the contact with their telephone number and email address.

If an award recommendation has been made, but a contract isn’t fully executed because it is the process of receiving State of Michigan Administrative Board Approval and hasn’t yet been countersigned by the State, the Contractor will identify which actions they are willing to complete prior to a fully executed contract at no charge to the State of Michigan.

The Contractor understands and agrees these actions would be taken at its own risk with no compensatory obligations by the State during the period between award notification and formal approval from the State Administrative Board.

B. Transition-Out. At the end of the contract the Contractor must assist the State in making the transition to a new Contractor by providing the following:

1. The Contractor must provide all user data, usages, menus, and other records as requested by the MDOC Program Manager or Contract Administrator.

2. Contractor will submit to the State all final billing within 45 calendar-days of the contract expiration date and provide any requested back up documentation as may be necessary to make final payment within that same 45 calendar-day time. No additional invoicing after the 45 calendar-day period will be honored.

Responding to 2.1. Transitions, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.2. Seasonal Menu Planning

The State is interested in working with the Contractor in exploring seasonal menu planning and options, that would be available for all facilities statewide, and would prefer a Contractor who is willing to:

A. Work with the State in developing and implementing improved product planning and forecasting for seasonally-available items.

B. Develop and communicate product forecasts to suppliers for both new and existing products to ensure performance measures are met.

C. Provide the State with market and promotional forecasts for advanced planning of product substitutions and requirements at MDOC facilities.

D. Meet with the State to accomplish seasonal planning goals following the requirements established in Section 1.1.C.2.b- Product Substitution.

What might your company do, and/or what suggestions might your company have with regard to creating seasonal menu options?

1. Describe how seasonal planning may impact costs.

2. Are there demonstrated savings using seasonal menus vs. standard year-long menus?

3. Other factors that may negatively impact costs (such as interrupting supply chain)?

Responding to 2.2. Seasonal Menu Planning, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.3. Cost Saving

The State is interested in working with the Contractor in exploring cost savings while upholding quality and consistency. The Contractor will need to be willing to meet with the State to accomplish this goal and encourages the Contractor to bring to the attention of the MDOC Program Manager, cost savings options.

Responding to 2.3. Cost Savings, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.4. Emergency Services and Business Continuity

A. Contingency/Disaster Recovery Plans The Contractor will have a contingency/disaster recovery plan for each distribution/servicing center and the MDOC facilities serviced.

1. Contractor is to provide a copy of its current contingency and disaster recovery plan for each of its distribution and service centers proposed to service MDOC facilities with its proposal.

2. The Contractor will assist the State in communicating and ensuring each facility understands the plan.

B. Ordering The Contractor will have a contingency for ordering in the event that there is a failure of the vendor’s online ordering system or the State’s network.

Describe your company’s emergency support and ordering contingency in the event that there is a failure of either your system or the States?

C. Agency Emergency Menu Plans The Contractor will be expected to participate in the State’s emergency food planning process when requested.

1. If notified by the MDOC Program Manager of pre-established emergency menu plans, the Contractor will coordinate this with their inventory, so the designated emergency foods are available.

D. Equipment and Vehicles The State prefers a Contractor who may be able to provide equipment and refrigerated trailers in situations that are determined to be emergency in nature.

Contractor, please provide information detailing potential capabilities in providing the State with equipment and/or refrigerated trailers, or other emergency services. Please provide pricing for these in the appropriate location on Schedule B- Pricing.

E. Delivery

1. Delivery during off-hours to warehouses and/or facilities as arranged with the MDOC Program Manager or designated facility personnel and mutually agreed upon.

2. The Contractor agrees to provide special/emergency delivery within four (4) hours to facilities facing unusual product demands, stock-outs, internal emergencies, or issues caused by Contractor failure.

a. The Contractor agrees to notify the Control Center at all impacted facilities in advance of these shipments.

b. The Contractor agrees emergency delivery for Contractor failure to deliver will be provided at no cost to the State.

3. Emergency same-day delivery of orders may be requested by the ordering facility. An emergency would be defined as, but not limited to,

a. Product to replace damaged or inferior product,

b. Internal emergency at agency such as a power outage that damages food, An unexpected increase in population at the agency,

c. State or federal declared emergency.

If an emergency were to arise at any given facility, what would be the quickest delivery response time your company could accommodate.

Describe your plan to provide emergency or continued delivery service at a MDOC facility where the delivery requirements are stricter.

1. Describe your plan to provide product and continue delivery service to upper peninsula MDOC facilities should travel across the Mackinaw bridge be restricted.

2. What would be your short-term solution?

3. What would be your long-term solution?

F. Support The Contractor must be available for emergencies either through a customer support line or via Contractor Representative or other Key Personnel identified in Section 3.1 of this RFP.

G. Water The State may require water for emergency situations for one or more prisons. Emergency water may include both bottled drinking water and/or larger volumes for cleaning and cooking.

1. Describe your company's ability to provide emergency water as needed for emergency situations and include delivery restrictions/parameters if applicable.

2. Please provide options available including, size, case quantities and prices.

Responding to 2.4. Emergency Services and Business Continuity, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.5. Reporting

A. Contractor is to provide the State with standard and specialized reports upon request.

1. All reports must be in Excel or similar modifiable format;

2. Provide a quarterly report of all rebates discounts, credits, or other incentives;

3. Ability for MDOC to access a web-based platform for generating its own reports as needed in addition to Contractor provided reports.

Taking into consideration the requirements listed above in 2.3.A., the Contractor will explain in detail their reporting capabilities.

B. Monthly, Contractor must email the MDOC Program Manager “usage reports” in Microsoft Excel (or similar modifiable format), with line-item details as requested by MDOC including at a minimum:

1. location for which the product is purchased;

2. product purchased;

3. total quantity of product purchased;

4. cost per item; and

5. date purchased.

C. The State’s preference is for Contractor to allow MDOC online accessibility to reports and information. In addition to other reports as may be required under this statement of work. The State prefers that Contractors provide online access to monthly, quarterly and cumulative reports including but not limited to:

1. Product and volume usage by facility and State;

2. Sales and shipping history by facility and State;

3. Performance measures and supporting data;

4. “Grocery List” and item price reports showing old and new pricing;

5. Statewide Standard Menu, recipe and portion costs;

6. Approved product substitutions;

7. Open debits and credits by individual kitchen;

8. Product recalls; and

9. Allowances including pricing allowances, discounts, rebates, guaranteed costs, special negotiated pricing for the State, agreement terms and amount Does your company have a way to provide online access to reports for the State? Is reporting available through an online purchasing platform or some other online format?

D. Quality assurance reporting requirements include, but are not limited to:

1. The State and Contractor will mutually establish quality measures and reporting. Quality assurance reporting will identify improvement opportunities and achievement of goals/objectives.

2. The Contractor and the State will develop a reporting process for facilities to use in communicating product related complaints. The Contractor will assist the State in communicating the process to the facilities.

3. If the Contractor is contacted by a Facility Director reporting a product-related complaint, the Contractor is to notify the MDOC Program Manager. The Contractor must provide to the MDOC Program Manager all product, manufacturer, supplier or subcontractor related information needed to evaluate and resolve a facility complaint.

4. The Contractor will retain complete records showing the specific date codes, lots and quantities for all products received for a 3-year period. The Contractor will maintain records showing the final disposition of all damaged and withdrawn products.

Responding to 2.5. Reporting, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.6. Meetings

A. The Contractor must attend the following meetings:

1. Contractor Key Personnel (unless exempted in writing by the MDOC Program Manager) must attend a Kick-off meeting within 10 calendar days of the Effective Date, at the time and location established by the MDOC Program Manager.

2. Regularly scheduled meetings with the Contractor Representative at times and locations as arranged by the MDOC Program Manager, Contract Manager, or designee.

B. The State may request other meetings as it deems appropriate.

Responding to 2.6. Meetings, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.7. Corrections Offender Management System Project

The Corrections Offender Management System (COMS) Project will replace the legacy MDOC offender-related functionality of multiple enterprise data systems. In regard to this bid, Contractors should be aware that the State intends to utilize COMS for menu planning and inventory management for items purchased through the resulting food contract. The COMS Project Food Service module is expected to “Go Live” in July of 2019.

A.

1. At the time of implementation, it is expected that COMS will have very limited to no capability for integrating with other vendor systems, programs, and software. The Contractor must be willing to work with MDOC and Advanced Technologies Group. L.L.C. (ATG) in the future, to potentially integrate into the COMS system for the electronic exchange of Contractor’s available items, orders, order confirmations, and order verifications as needed by the MDOC.

2. Therefore, if during the life of the resulting contract the State decides it needs to move forward with contractor integration with the COMS system, the Contractor will be permitted to identify the scope and cost of the integration and begin negotiating with the State.

B. The Contractor must be able to provide MDOC with the following:

1. An Excel-formatted catalog of all of the Contractor’s available items.

2. An Excel-formatted list of MDOC-approved items that the Contractor can sell to the MDOC. This Contractor will be responsible for providing an update to this document after the contract award and after menu changes.

3. The predetermined fields for the Excel documents will be provided to the Contractor by the MDOC after the contract award

4. These Excel documents will be used by MDOC to upload current product information into COMS for menu planning and inventory purposes.

Responding to 2.7. COMS, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

2.8. Service Level Agreements (SLA’s)

The Contractor will be held accountable to meet the requirements and the service level requirements established in this contract. See Schedule I- Service Level Agreements.

The State reserves the right to reconsider or amend SLA amounts for split awards should they occur.

Please Note: Should Contractors have any questions or require clarification with regard to the SLA’s, they should submit them during the Question and Answer Period of this solicitation. Please see Proposal Instructions for the timeline.

Responding to 2.8. SLA’s, the Contractor will check only 1 box below, and identify exception(s)

I have reviewed the above requirement and agree with no exception.

3. Staffing

3.1. Contractor Representative

The Contractor must appoint a Contractor Representative specifically dedicated to this contract, who will be required to be knowledgeable on the contractual requirements and directly responsible for the day to day operations of the Contract.

A. The Contractor Representative must be:

1. Available for MDOC personnel and customer service calls during the hours of 8 a.m. to 5 p.m. ET Monday through Friday.

2. Available for calls in the event of an emergency.

a. The Contractor Representative may be contacted during evening, weekends or holidays

b. the Contractor will be required to provide an after-hours number to the Contractor Representative

c. The Contractor Representative will be expected to respond to the State within 4 hours during these times.

B. The Contractor Representative must respond to the State within 8 business hours to State inquiries Monday through Friday.

C. The Contractor must notify the Contract Administrator at least 14 calendar days before removing or assigning a new Contractor Representative or Key Personnel.

D. The Contractor may not remove or assign a new Contractor Representative without the prior consent of the State. Prior consent is not required for reassignment for reasons beyond the Contractor’s control, including illness, disability, death, leave of absence, personal emergency circumstances, resignation, or termination for cause.

Contractor will identify, in the space below whom they intend to name as the Contractor Representative, were they will be physically located, and describe the functions they will perform.

This person will be expected to have intimate knowledge of this contract and its parameters and will have the ability to answer questions about our unique program, handle day-to-day issues, work directly with the Program Manager. This person will work with the Contract Administrator with regard to required contractual changes, annual contract reporting and the like.

It will be expected that the Contractor will provide to the State a direct phone number and email address for this individual.

Please confirm that this individual will also act as the Emergency Contact for off business hours.

Contractor…