Specs for Fresh Produce for ChickBuckbee.docx

REQUEST FOR QUOTATION

FRESH PRODUCE-CHICK BUCKBEE JUVENILE CENTER

SPECIFICATIONS

1. PURPOSE AND SCOPE: The West Virginia Division of Administrative Services is soliciting bids on behalf of Division of Corrections and Rehabilitations to establish an open-end contract for fresh Produce for the Chick Buckbee Juvenile Center located at 144 Jerry Lane, Augusta, WV 26704

2. DEFINITIONS: The terms listed below shall have the meanings assigned to them below. Additional definitions can be found in section 2 of the General Terms and Conditions.

2.1 “Contract Item” or “Contract Items” means the list of items identified in Section 3.1 below and on the Pricing Pages.

2.2 “Pricing Pages” means the schedule of prices, estimated order quantity, and totals contained in wvOASIS or attached hereto as Exhibit A, and used to evaluate the Solicitation responses.

2.3 “Solicitation” means the official notice of an opportunity to supply the State with goods or services that is published by the Purchasing Division.

2.4 “Facility” means the Chick Buckbee Juvenile Center located at 144 Jerry Lane, Augusta, WV 26704

3. GENERAL REQUIREMENTS:

3.1 Contract Items and Mandatory Requirements: Vendor shall provide Agency with the Contract Items listed below on an open-end and continuing basis. Contract Items must meet or exceed the mandatory requirements as shown below.

3.1.1 Classification: the products covered by these specifications shall include, but shall not be limited to, the following:

1) Fruits

a. Apples

b. Bananas

c. Cantaloupes

d. Grapes

e. Honeydew

f. Oranges

g. Watermelon

h. Pineapple

i. Strawberries

j. Other seasonal or special fruit

2) Vegetables

a. Broccoli Florets

b. Cabbage

c. Baby Carrots d.Cauliflower

e. Celery

f. Cucumbers

g. Green Spinach

h. Lettuce

i. Onions

j. Green Peppers

k. Potatoes

l. Tomatoes

m. Other seasonal or special vegetables

3.1.2 QUALITY

3.1.2.1 All produce shall be U.S. Number 1 quality, as defined in the applicable grade standard.

3.1.2.2 The vendor shall guarantee the freshness and quality of produce delivered. Product deemed to be unacceptable by a state-owned facility shall be rejected. Rejected product shall be replaced by the contractor within forty-eight (48) hours with no additional delivery charge. Repeated occurrences of rejected product may be basis for cancellation of contract.

3.1.2.3 All items provided which are not of domestic source must be labeled as to country of origin. If items are not individually labeled regarding country of origin, the package in which they are provided to the state facility shall be clearly marked with a label or stamp providing county of origin information.

3.1.3 Recall Notification: in the event of a product recall, the vendor shall provide written notification to the WV Division of Corrections and Rehabilitation purchasing and the Rubenstein Center as soon as possible. The notices shall include, at a minimum, a complete product description, contract and delivery order number, reason for recall, and disposition instructions. The vendor shall provide product replacement or credit for any product removed or recalled. The state facility shall have the option of either accepting replacement product or receiving credit for product removed/recalled.

3.1.4 PACKAGING

3.1.4.1 Items shall be shipped in original cartons in sizes standard to the industry or shall be repacked in less than case quantities, if needed. When applicable, items are to have a Nutritional label attached.

3.1.4.2 Processed vegetables are not to be treated with any preservatives or chemicals during the preparation and packaging process.

4. VENDOR QUALIFICATIONS

4.1 The vendor shall have an established, permanent business for which all bonding and/licensing requirements have been met. Fixed or established place of business shall mean, but shall not be limited to, a permanent structure, warehouse or building at which:

4.1.1 Necessary and appropriate produce and produce handling equipment and fixtures are maintained.

4.1.2 An adequate quantity of inventory is stored, offered for sale, sold, and delivered.

4.1.3 Specifically, designated personnel are available to handle transactions during appropriate and specified business hours.

4.2 The vendor shall possess a Perishable Agricultural Commodities Act (PACA) license.

4.3 Bidder shall be utilizing effective pest control and sanitation procedures in both storage facility and delivery equipment.

5. BID DOCUMENT INSTRUCTIONS:

5.1 Pricing Pages: Vendor should complete the Pricing Pages. Bidder shall indicate their set-percentage of mark up to be added to each item listed on the bid form, Bid sheet # 1. Annual total shall be determined by vendors’ cost plus (+) set percentage markup will equal (=) per unit price, multiplied by estimated annual quantities will equal (=) Annual Total. All items in annual total column will be added at the bottom for Total Cost.

5.2 Bidder shall document the Vendor’s Costs for selected items*. Documentation shall be (legible copies of supplier’s invoices and bills of lading) for items in Bid Sheet #2.

5.3 The supplier invoices shall include, but shall not be limited to, the following information: supplier company name, bidder company name, invoice date, item description, quantity, and price. If the bidder has received more than one delivery of an item(s) for the specified week, copies of invoices and bills of landing for the specified week shall be forwarded to document the pricing. Bidder will submit documentation for the week as stated on Attachment A Bid Sheet #2. If an item was not delivered to the bidder in the week specified above, invoice(s), etc., for the last week’s delivery of the item previous to week before Opening Bid date, shall be submitted.

6. EVALUATION: Bids will be evaluated in the following manner:

6.1 On Price Sheet #1: Vendor is to complete Bid Quotation by entering (a) Vendor’s Cost, (b) Vendor’s set Mark-up percentage (%), (c) Extended Cost (d) Proposed pkg. (This bid sheet is being used for a comparison of vendor prices and to determine the contract award.)

6.2 On Price Sheet #2: Vendor shall provide the information/documentation to demonstrate on the Vendor’s Cost per Unit for selected (*) items on Bid Sheet #1. Bid Sheets #1 and #2 shall have the same Vendor’s Cost amounts for the selected items.

Failure to bid all items may result in the bidder being deemed as non-responsive. (The Purchasing Division reserves the right to waive items, if the bid quotations do not allow comparison of commodity descriptions, quality, and packaging.)

7. CONTRACT AWARD:

7.1 Contract Award: The Contract is intended to provide Agencies with a purchase price on all Contract Items. The Contract shall be awarded to the Vendor that provides the Contract Items meeting the required specifications for the lowest overall total cost as shown on the Pricing Pages, (Pricing Sheet #1) and the required documentation on (Pricing Sheet #2)

7.2 Pricing Pages: Vendor should complete the Pricing Pages, (Pricing sheet #1 and Pricing sheet #2) and by inserting vendor price total on commodity line. Vendor should complete the Pricing Pages in their entirety as failure to do so may result in Vendor’s bids being disqualified.

The Pricing Pages contain a list of the Contract Items and estimated purchase volume. The estimated purchase volume for each item represents the approximate volume of anticipated purchases only. No future use of the Contract or any individual item is guaranteed or implied.

Vendor should electronically enter the information into the Pricing Pages through wvOASIS, if available, or as an electronic document. In most cases, the Vendor can request an electronic copy of the Pricing Pages for bid purposes by sending an email request to the following address:

Beverly.L.Ruppert@wv.gov

8. ORDERING AND PAYMENT:

8.1 Ordering: Vendor shall accept orders through wvOASIS, regular mail, facsimile, e-mail, or any other written form of communication. Vendor may, but is not required to, accept on-line orders through a secure internet ordering portal/website. If Vendor has the ability to accept on-line orders, it should include in its response a brief description of how Agencies may utilize the on-line ordering system. Vendor shall ensure that its on-line ordering system is properly secured prior to processing Agency orders on-line.

Vendor shall develop a mutually acceptable system for issuing a Weekly Price List to the facility and receiving orders, e.g. vendor will e-mail, fax a Weekly Price List on a selected day of the week to institutions for the following week’s delivery, with the Rubenstein Center facility completing the order sheet and faxing/e-mailing same to vendor within two (2) business days, or similar system.

8.2 Payment: Vendor shall accept payment in accordance with the payment procedures of the State of West Virginia.

9. DELIVERY AND RETURN:

9.1 Delivery Time: Vendor shall deliver standard orders within (2) working days after orders are received. Vendor shall ship all orders in accordance with the above schedule and shall not hold orders until a minimum delivery quantity is met.

9.2 There will be one (1) delivery per week.

9.3 Late Delivery: The Agency placing the order under this Contract must be notified in writing if orders will be delayed for any reason. Any delay in delivery that could cause harm to an Agency will be grounds for cancellation of the delayed order, and/or obtaining the items ordered from a third party.

Any Agency seeking to obtain items from a third party under this provision must first obtain approval of the Purchasing Division.

9.4 Delivery Payment/Risk of Loss: Standard order delivery shall be F.O.B. destination to the Agency’s location. Vendor shall include the cost of standard order delivery charges in its bid pricing/discount and is not permitted to charge the Agency separately for such delivery. The Agency will pay delivery charges on all emergency orders provided that Vendor invoices those delivery costs as a separate charge with the original freight bill attached to the invoice.

9.5 Return of Unacceptable Items: If the Agency deems the Contract Items to be unacceptable, the Contract Items shall be returned to Vendor at Vendor’s expense and with no restocking charge. Vendor shall either make arrangements for the return within five (5) days of being notified that items are unacceptable, or permit the Agency to arrange for the return and reimburse Agency for delivery expenses. If the original packaging cannot be utilized for the return, Vendor will supply the Agency with appropriate return packaging upon request. All returns of unacceptable items shall be F.O.B. the Agency’s location. The returned product shall either be replaced, or the Agency shall receive a full credit or refund for the purchase price, at the Agency’s discretion.

9.6 Return Due to Agency Error: Items ordered in error by the Agency will be returned for credit within 30 days of receipt, F.O.B. Vendor’s location. Vendor shall not charge a restocking fee if returned products are in a resalable condition. Items shall be deemed to be in a resalable condition if they are unused and in the original packaging. Any restocking fee for items not in a resalable condition shall be the lower of the Vendor’s customary restocking fee or 5% of the total invoiced value of the returned items.

10. VENDOR DEFAULT:

10.1 The following shall be considered a vendor default under this Contract.

10.1.1 Failure to provide Contract Items in accordance with the requirements contained herein.

10.1.2 Failure to comply with other specifications and requirements contained herein.

10.1.3 Failure to comply with any laws, rules, and ordinances applicable to the Contract Services provided under this Contract.

10.1.4 Failure to remedy deficient performance upon request.

10.2 The following remedies shall be available to Agency upon default.

10.2.1 Immediate cancellation of the Contract.

10.2.2 Immediate cancellation of one or more release orders issued under this Contract.

10.2.3 Any other remedies available in law or equity.

11. MISCELLANEOUS:

11.1 No Substitutions: Vendor shall supply only Contract Items submitted in response to the Solicitation unless a contract modification is approved in accordance with the provisions contained in this Contract.

11.2 Vendor Supply: Vendor must carry sufficient inventory of the Contract Items being offered to fulfill its obligations under this Contract. By signing its bid, Vendor certifies that it can supply the Contract Items contained in its bid response.

11.3 Reports: Vendor shall provide quarterly reports and annual summaries to the Agency showing the Agency’s items purchased, quantities of items purchased, and total dollar value of the items purchased. Vendor shall also provide reports, upon request, showing the items purchased during the term of this Contract, the quantity purchased for each of those items, and the total value of purchases for each of those items. Failure to supply such reports may be grounds for cancellation of this Contract.

11.4 Contract Manager: During its performance of this Contract, Vendor must designate and maintain a primary contract manager responsible for overseeing Vendor’s responsibilities under this Contract. The Contract manager must be available during normal business hours to address any customer service or other issues related to this Contract. Vendor should list its Contract manager and his or her contact information below.

Contract Manager: ______________________ Telephone Number: ________________________ Fax Number: ______________________________ Email Address: ____________________________

Revised 10/27/2014