Specifications and Requirements - Dried Fruit and Nuts .pdf

SPECIFICATIONS AND REQUIREMENTS

Contractor shall provide Dried Fruits and Nuts to the County of Santa Clara’s Office of the Sheriff (Department of Correction – Food Services) in accordance with the terms and conditions as specified in this Invitation to Bid (ITB).

No minimum order shall be imposed by the Contractor on the County under this Agreement.

A. SPECIFICATIONS

1. Contractor shall provide the following types of Dried Fruits and Nuts:

1.1 Dried Fruits:

1.1.1 Raisins - Sweet Thompson seedless raisins packed in a single serve package.

1.1.1.1 Serving Size: 1.5 oz

1.1.1.2 Serving Per Container: 1

1.1.1.3 Calories: 110-125

1.1.1.4 Total Fat: 0.00-10g

1.1.1.5 Saturated Fat: 0.00-5g

1.1.1.6 Trans Fat: 0.00-2g

1.1.1.7 Cholesterol: 0.00-2g

1.1.1.8 Sodium: 0.00-10mg

1.1.1.9 Total Carbohydrates: 10g-20g

1.1.1.10 Dietary Fiber: 0.00-4g

1.1.1.11 Sugar: 0.00-20g

1.1.1.12 Added Sugar: 0.00g

1.1.1.13 Protein: 0.00-10g

1.1.1.14 Size: Approximately 1/2-3/8-inch dices

1.1.1.15 150 individual 1.5 oz packets per case

1.1.2 Cranberries - Dried cranberries packed in a single serve package.

1.1.2.1 Serving Size: 1.5 oz

1.1.2.2 Serving Per Container: 1

1.1.2.3 Calories: 110-125

1.1.2.4 Total Fat: 0.00-10g

1.1.2.5 Saturated Fat: 0.00-5g

1.1.2.6 Trans Fat: 0.00-2g

1.1.2.7 Cholesterol: 0.00-2g

1.1.2.8 Sodium: 0.00-10mg

1.1.2.9 Total Carbohydrates: 10g-20g

1.1.2.10 Dietary Fiber: 0.00-4g

1.1.2.11 Sugar: 0.00-20g

1.1.2.12 Added Sugar: 0.00g

1.1.2.13 Protein: 0.00-10g

1.1.2.14 Size: Approximately 1/2-3/8-inch dices

1.1.2.15 150 individual 1.5 oz packets per case

1.1.3 Tropical Fruit Mix Blend - A blend of raisins, banana, pineapple, apple, papaya, mango (any 3-4 fruit) packed in a single serve package.

1.1.3.1 Serving Size: 1.5 oz

1.1.3.2 Serving Per Container: 1

1.1.3.3 Calories: 110-125

1.1.3.4 Total Fat: 0.00-10g

1.1.3.5 Saturated Fat: 0.00-5g

1.1.3.6 Trans Fat: 0.00-2g

1.1.3.7 Cholesterol: 0.00-2g

1.1.3.8 Sodium: 0.00-10mg

1.1.3.9 Total Carbohydrates: 10g-20g

1.1.3.10 Dietary Fiber: 0.00-4g

1.1.3.11 Sugar: 0.00-20g

1.1.3.12 Added Sugar: 0.00g

1.1.3.13 Protein: 0.00-10g

1.1.3.14 Size: Approximately 1/2-3/8-inch dices

1.1.3.15 150 individual 1.5 oz packets per case

1.2 Nuts

1.2.1 Production Region for Nuts

1.2.1.1 All walnut and pecan bakery pieces covered under the

Specifications and Requirements shall be produced, processed, and packed within the Western United States, with priority given to:

1.2.1.1.1 California (preferred for sustainability, local sourcing, and established walnut/pecan processing infrastructure)

1.2.1.1.2 Neighboring Western states (e.g., Arizona, New Mexico, Oregon, Washington, Nevada, Utah) to support regional supply chains and reduce transportation distance.

1.2.2 Walnuts

1.2.2.1 Packaging Size: Walnuts shall be delivered in boxes

containing 30 pounds of product

1.2.2.2 Size: Approximately 1/8-1/4-inch

1.2.2.3 Unsalted

1.2.2.4 Form: Uniform chopped walnut pieces

1.2.2.5 Color: Light to amber, consistent with standard walnut grades

1.2.2.6 Grade: U.S. Commercial

1.2.2.7 Flavor: Clean, fresh, nutty; free from rancid or off flavors

1.2.2.8 Odor: Fresh, characteristic of walnuts; no foreign odors

1.2.2.9 Foreign Material: 0% (no shells, stones, metal, plastic, or other contaminants)

1.2.3 Pecans

1.2.3.1 Packaging Size: Pecans shall be delivered in boxes

containing 30 pounds of product

1.2.3.2 Size: Approximately 1/8-1/4-inch

1.2.3.3 Unsalted

1.2.3.4 Form: Uniform chopped pecan pieces

1.2.3.5 Color: Medium to dark brown, consistent with pecan varieties

1.2.3.6 Grade: U.S. Commercial

1.2.3.7 Flavor: Clean, sweet, nutty; free from rancid or off flavors

1.2.3.8 Odor: Fresh, characteristic of pecans; no foreign odors

1.2.3.9 Foreign Material: 0% (no shells, stones, metal, plastic, or other contaminants)

1.3 Contractor shall comply with Title 15 of the California Code of

Regulations and applicable detention facility policies governing food service operations, including nutritional standards and special diet requirements. For more information use the following link:

https://www.bscc.ca.gov/regulation-resources/

1.4 Unless otherwise specified, all products provided to the County shall be in brand new condition.

1.5 All goods must be free of defect.

B. PRICING

1. Pricing shall be firm and fixed through the initial first year of the Agreement.

2. Pricing may be subject to a redetermination on an annual basis based on the maximum allowable annual escalation rate.

3. Contractor must provide the County with at least sixty (60) days written notice of any proposed price increases.

4. Requests for price increases must be in writing and include the following:

a. Price increase amount

b. Effective date of price increase

c. Supporting documentation of the County or government-mandated increase

d. Justification for price increase(s) https://www.bscc.ca.gov/regulation-resources/

5. County reserves the right to negotiate both the escalation rate and requested price increases. Contractor shall not request price increases for more than once in a twelve (12) month period.

6. Price increases authorized by the County shall become effective upon the execution of a written amendment to the Agreement signed by both parties and shall only apply prospectively. The prices set forth in this Agreement may be increased annually in accordance with the Maximum Price Escalation Rate.

7. The Maximum Percentage Rate may be utilized as an optional price increase that may be applied during Years 2 through 5 of the agreement.

C. GENERAL REQUIREMENTS

1. Inventory - Contractor shall maintain adequate inventory levels for the products required by the County to ensure availability on an as-needed basis.

2. Contractor shall remain in compliance with all local, state, and federal environmental and worker health and safety regulations that apply to the provision of all products.

3. Samples – When requested, samples shall be furnished to the County at no expense within five (5) days of request. Samples will not be returned to the Contractor.

4. Account Management and Customer Support

4.1 Contractor shall provide a dedicated Account Representative to manage the County’s account.

4.2 Contractor shall provide customer service representatives available during the County’s business hours of Monday through Friday, 8:00am to 5:00pm PST to assist the County with orders, issues, questions, claims, etc.

4.3 Contractor shall take the necessary steps to remedy any complaints received. Complaints shall be remedied within one (1) week, or a time period agreed upon by the County and Contractor. Contractor must notify the County of the disposition of complaints within the same agreed upon time period.

4.3.1 Contractor shall properly initiate actions to correct all deficiencies found and notify County when these deficiencies have been corrected.

4.3.2 Failure to remedy the cause of complaints shall be considered a breach of contract, unless the County determines that the Contractor is not at fault.

5. Orders and Deliveries

5.1 A written Contract Release Purchase Order (i.e., EPxxxx), also known as ‘CRPO’, will be issued to the Contractor by the County department when the order is placed. Orders can be placed on a pre-determined order schedule, “as needed”, or on an emergency basis by the requesting department. CRPO’s will provide delivery and invoicing addresses.

5.2 Contractor shall deliver to the following locations:

5.2.1 Elmwood Correctional Facility

701 South Abel St.

Milpitas, CA 95035

5.3 Contractor shall notify the County of any delays on orders placed. The County is to be notified of any delays that exceed five (5) business days from the initial expected delivery date.

5.4 If applicable, products shall be delivered on pallets with a height of no more than five feet tall and all pallets will fit through existing eight-foot wide doorways. Products shall be stacked on pallets in a manner that assures stability during transport and storage and in accordance with industry shipping standards. Pallets may be stabilized in plastic wrap, however, due to the nature of correctional facilities, metal straps, staples, ropes or hard corner protectors, or any other potentially “weapon-making’ or hazardous materials will NOT be allowed on pallets or on/in product packaging. No foreign objects, such as knives, scissors, and nails should be packed in boxes or pallets. All boxes shall be stacked to allow for easy counting and checking in.

5.5 Vehicle doors must be locked, and windows closed when making deliveries to any County correctional facility.

5.6 Deliveries will be accepted between the hours of 6:00 am to 1:30 pm Monday through Friday, excluding County holidays.

5.7 The lead time for delivery is 10 to 15 days after receipt of order.

5.8 County reserves the right to purchase the product from another source, at the County of Santa Clara’s discretion, and Contractor may be required to reimburse the County for any expenses incurred in excess of contracted prices or the County may deduct such amount from monies owed, or to be owed, to the defaulting Contractor.

5.9 Failure to make deliveries and/or provide contract items when requested will be cause for review of the contract by County for cancellation. Such cancellation will be considered in the award of future contracts.

5.10 All deliveries to the County shall be FOB Destination, Freight Prepaid and Allowed.

5.11 In the event of a natural disaster or declared state of emergency affecting the County, Contractor agrees to maintain the flow of products to the County and treat the County as a main priority.

6. Returns and Dead on Arrival (DOA)

6.1 If the County finds product(s) to be defective, the products shall be returned to the Contractor at no expense to the County.

6.2 Returns should be handled in a seamless manner offering a quick pick-up time and product replacement and/or credit issuance time.

Contractor is required to manage returns on product ordered in error and credit 100% upon product being returned. Damaged items received by the County are to be credited 100% upon return.

6.3 Contractor will allow up to fourteen (14) days after receipt of merchandise to reject and return damaged, defective, unacceptable or incorrect products (e.g., wrong product shipped, etc.). Contractor shall issue the County a Return Authorization within seven (7) days of notification.

6.4 At the County’s option, County may undertake the repair or replacement of defective or nonconforming work and deduct the cost of incomplete or defective work from payments due the Contractor.

6.5 Contractor will not charge a re-stocking fee for damaged, defective, unacceptable or incorrect products received.

6.6 Return freight shipping shall be the responsibility of the Contractor for damaged, defective, unacceptable or incorrect products to be returned.

Products to be returned by the County for any other reasons may incur shipping fees.

6.7 Contractor shall immediately notify the County, specifically the impacted agencies and departments of any product recalls.

7. Access to Secured Facilities and Security Requirements

7.1 All individuals employed by the Contractor to perform the services herein as required shall be screened as to their background and previous work records. Any related costs to background checks, screenings, and fingerprinting processes will be the responsibility of the Contractor.

7.2 Contractor’s employees, agents, and representatives, requiring access into any of County’s correctional or secure facilities shall first receive a security clearance prior to entry. Contractor shall be responsible for all and any costs associated with obtaining security clearance, including but not limited to background checks, fingerprinting, etc.

7.3 County will provide information forms for the Contractor to complete for all personnel who will be working in or will need access to a correctional or secure facility. Contractor shall submit the completed forms to the respective County department(s) at least fifteen (15) County working days prior to the commencement of work. Omissions or false statements, regardless of the nature or magnitude, may be grounds for denying clearance. No person shall be employed under the agreement that has not received prior clearance from the County. The County is not required to give reason for denying clearance. County reserves the right to refuse entrance to anyone not in possession of a security clearance badge or to confiscate any security clearance badge issued at its discretion.

7.4 Cameras, photos, videos, recordings, or other types of related devices of any kind are NOT allowed on secure County properties such as correctional facilities.

7.5 Contractor’s employees shall plan their service activities to minimize the number of times they are required to enter and exit a facility.

7.6 Contractor shall prohibit sexual contact between any inmates and Contractor personnel.

7.7 Contractor shall prohibit employees from receiving any names or addresses from inmates or wards;

7.8 Contractor shall prohibit employees from providing any names or address to inmates or wards.

7.9 Contractor shall prohibit employees from disclosing the identities of any inmates or wards to the public.

7.10 Contractor shall adhere to all further security and conduct requirements as listed in this Agreement’s Exhibit – Security Requirements for Detention Facilities.

8. Electronic Transactions in Ariba Network and Catalogs

8.1 Contractor shall conduct business with the County electronically using the County’s SCC-Ariba Procure-to-Pay (P2P) system, which includes receiving County issued purchase orders, and submitting Contractor’s invoices upon goods shipment and services rendered, for County to record receipt and acceptance, prior to payment processing.

8.2 Contractor shall provide and maintain an Ariba-compatible catalog of all products and/or services covered in the Agreement.

9. Invoices

Invoices to be provided to the County shall include, but not be limited to the following information:

• County department name;

• Itemized list of products provided, including descriptions, brand names and model numbers;

• Quantities;

• Delivery dates and times

• Pricing as listed in the Agreement;

• Total invoice amount;

• Associated CRPO number(s); and

• Associated Agreement number

9.1 Contractor shall invoice each County agency or department individually on a monthly basis.

9.2 Contractor shall correct any invoices that include incorrect or missing information. Invoices cannot be processed until invoices are correct and approved by County department.

9.3 Contractor shall not invoice the County for any fees or charges not specifically listed in the final agreement.

9.4 Credit Memos – Contractor shall issue credit memos to the County identifying any amounts due back to the County for incorrect charges (e.g., overcharges, cancellations, non-contracted goods, etc.).

9.5 Invoices will not be processed for payment until all are received.

10. Reports and Meetings

10.1 Reports – Contractor shall process, discuss, and submit reports upon request, which shall include, but not be limited to:

10.1.1 Spend Reports – Expenditures against the Agreement, including ability to provide total spend by the County, total spend by each County department, and total spend by date.

10.1.2 Usage Reports – Includes but shall not be limited to the cumulative contract activity and any other analytical information as mutually agreed upon.

10.1.3 Delivery Reports – Dates and times of deliveries. Reports may be requested on a weekly, monthly, quarterly and/or annual basis.

10.1.4 Upon request and as mutually agreed upon by County and Contractor, Contractor shall provide additional reports on items that are not contained in the reports as listed in this section.

10.2 Meetings – Contractor shall set up meetings upon request, which shall include, but not be limited to:

10.2.1 Quarterly Business Meetings – Discussion of Contractor’s performance, County’s issues or concerns, etc.