Invitation for bid 01914
Fresh Bakery Items
Invitation for Bid (IFB) 01914
Fresh Bakery Items
The Washington State Department of Enterprise Services, Master Contracts and Consulting Unit (DES), issues this Invitation for Bid (IFB) under the authority of the Revised Code of Washington (RCW) 39.26. DES reserves the right to modify dates and times. Any changes will be sent electronically as amendments to all users of Washington’s Electronic Business Solution (WEBS) who downloaded this IFB.
Posting date October 13, 2014
Pre-bid conference October 21, 2014, Time: 10am Location: 1500 Jefferson Bld. Olympia, WA
Bids are due November 4, 2014, 2 p.m.
Anticipated award date December 15, 2014
Procurement coordinator Jessica Smith
(360) 407-8408
Deliver bids to Washington State Department of Enterprise Services
Master Contracts and Consulting
1500 Jefferson St. SE
Olympia, WA 98501
Attention: Scott Edwards, Bid Clerk, Master Contracts and Consulting Unit
IMPORTANT: Bids must be delivered in a sealed package and should have the following information on the outside:
· IFB number
· Bid due date and time
· Procurement coordinator’s name
· Name and address of bidder’s company
CONTENTS
1 SUMMARY OF OPPORTUNITY 4
1.1 Purpose of the IFB 4
1.2 Purchasers 4
1.3 Contract term 4
1.4 Estimated usage 4
1.5 Region map 5
1.6 Current State Agency contract customers 5
1.7 Delivery requirements 9
1.8 Supplemental Orders 10
1.9 Authorized Returns 10
1.10 Catalog Order Guide 11
1.11 Customer Support 11
1.12 Minimum Orders 11
2 IFB OVERVIEW 11
2.1 Announcement and special information 11
2.2 Complaint, debrief and protest (general information) 11
2.3 Washington’s Electronic Business Solution (WEBS) 12
2.4 Amendments 12
2.5 Bidder communication responsibilities 12
2.6 Bidder responsiveness 13
2.7 Pricing 13
2.8 Management fee 13
2.9 Non-endorsement and publicity 13
2.10 No costs or charges 13
2.11 Economic and environmental goals 13
3 PREPARATION OF BIDS 14
3.1 Pre-bid meeting 14
3.2 Bid submittals checklist 14
3.3 Format 15
3.4 Electronic copies 15
3.5 Confidentiality, proprietary material and trade secrets 15
3.6 Due date and time 15
3.7 Bid opening 15
4 EVALUATION AND AWARD 16
4.1 General provisions 16
4.2 Evaluation Process 16
4.3 Customer Service Factors 17
4.4 Determination of responsiveness 19
4.5 Determination of responsibility 19
4.6 Price evaluation 19
4.7 Selection of Apparent Successful Bidder 19
4.8 Announcement of Apparent Successful Bidder 19
4.9 Award 20
4.10 Bid information availability after award 20
5 CONTRACT INFORMATION 20
5.1 Incorporated documents and order of precedence 20
5.2 Parties 20
5.3 Authority to bind 21
5.4 Counterparts 21
5.5 Contract usage report 21
5.6 Changes 21
5.7 Price adjustments 21
5.8 Miscellaneous expenses 22
6 APPENDICES 23
Appendix A: Master Contract Terms and Conditions 23
Appendix B: Price Worksheet 23
Appendix C: Bidder Profile 23
Appendix D: Complaint, Debrief and Protest procedures……...……………………….. 23
Appendix E: Procurement Reform Small Business Fact Sheet.………………………. 23
Appendix F: Special Terms and Conditions……………………....……………………… 23
Appendix G: Customer Service Factors……………………....……………………......... 23
7 CERTIFICATIONS AND ASSURANCES 24
8 BIDDER’S AUTHORIZED OFFER and CONTRACT SIGNATURE PAGE 25
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Invitation for bid 01914
Fresh Bakery Items
1 SUMMARY OF OPPORTUNITY
1.1 Purpose of the IFB
The purpose of this IFB is to establish a statewide master contract to provide Fresh Bakery Products. This contract will replace existing Contract #06006 Category B Bakery, which is scheduled to expire January 31, 2015 or until a new contract is awarded. A copy of the current Contract #06006 can be viewed at Contract Search 06006.
1.2 Purchasers
Although the primary user on this contract is the Department of Social Health and Services, this contract will be available for use by all Washington state agencies and authorized parties to the Master Contracts Usage Agreement (MCUA), including institutions of higher education, cities and counties, other political subdivisions or special districts, and nonprofit corporations. Their orders are subject to the same contract terms, conditions and pricing as state agencies.
The contract will also be available for use by the Oregon Cooperative Purchasing Program (ORCPP) based on the contractor’s acceptance.
While use of the contract is optional for political subdivisions and nonprofit corporations authorized by the MCUA and ORCPP, these entities’ use of the contracts can significantly increase the purchase volume DES accepts no responsibility for orders or payment by WSPC or ORCPP members.
- MCUA members: https://fortress.wa.gov/ga/apps/ContractSearch/MCUAListing.aspx
- ORCPP members: http://www.oregon.gov/DAS/EGS/PS/docs/orcpp/MemberList/orcpp-member-list.html
1.3 Contract term
The initial term of the contract is two years from award of the contract, with the option to extend for additional term(s) or portions thereof. Extensions will be exercised at the sole discretion of DES upon written notice. The total contract term, including the initial term and all extensions, will not exceed six years unless circumstances require a special extension. DES reserves the right to extend with all or some of the contractors.
1.4 Estimated usage
Based upon sales reports provided by the current contractors, purchases over the initial two-year term of the contract could approximate $1,000,000. DES does not represent or guarantee any minimum purchase.
1.5 Region map
1.6 Current State Agency contract customers
The following information is provided to assist bidders in developing distribution costs and identifying the regions they will be able to provide service. Based upon our analysis, usage for fresh bakery products is concentrated as follows:
Region Usage
Western (Northwest, Olympic, Southwest) about $170,000 per year
Eastern (North Central, South Central, Eastern) about $330,000 per year
Present state agency (only) customers include those listed below. These lists do not limit the customers who may utilize this contract. There are currently 21 other quasi agency (school districts) utilizing the contract.
Each of the following customer locations is considered a separate ordering entity:
Washington State Department of Corrections Customers
Airway Heights Corrections Center
2,180 maximum & medium security
Location: 12 miles west of Spokane, 3 miles north of Hwy 2
Special considerations: None
Cedar Creek Corrections Center
480 population minimum security
Location: 30 miles south of Olympia, near Littlerock
Special considerations: None
Clallam Bay Corrections Center
900 population close custody and medium security
Location: 5 miles west of Port Angeles, off Hwy 113
Special considerations: Remote location access subject to inclement weather
Coyote Ridge Corrections Center
2,528 population minimum security
Location: Connell, 45 miles south of Ritzville, I-90
Special considerations: None
Larch Corrections Center
480 population minimum security
Location: Remote setting approximately 30 miles east of I-5 near Yacolt in Clark County
Special considerations: Accessing the institution requires 15-mile drive on narrow, winding road, inclement weather alerts caution
Mission Creek Corrections Center – Women
300 population medium security
Location: Belfair
Monroe Correctional Complex
2,500 populations
Location: 20 miles east of I-5 in Monroe off Hwy 522
Special considerations: None
Olympic Corrections Center
381 population bed minimum security
Location: Approximately 25 miles south of Forks off Hwy 101
Special considerations: Remote area subject to inclement weather
Stafford Creek Corrections Center
1,972 population medium security
Location: Approximately 5 miles southwest of Aberdeen
Special considerations: None
Washington Corrections Center
1,600 population reception center, long term medium/close custody
Location: Shelton off Hwy 3
Special considerations: None
Washington Corrections Center for Women
764 population medium/minimum security
Location: Approximately 16 miles west of I-5 off Hwy 16 near Purdy
Special considerations: Serves 100% women
Washington State Penitentiary
2,183 populations
Location: Walla Walla
Special considerations: Has possible multiple site drops
Work release centers:
679 populations
Washington State Department of Social & Health Services Customers
INSTITUTIONS
Child Study Treatment Center (MHD)
Part of the Mental Health Division
Population: Around 68. All under the age of 18
Location: Lakewood
Eastern State Hospital (MHD)
Part of the Mental Health Division
Population: Around 355. Wide variety of adult population – young adult to geriatric.
Location: Medical Lake
Echo Glen Children’s Center (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Around 177. Juvenile from about 12 years old to 21 years old.
Location: Snoqualmie
Fircrest School (DDA)
Part of the Developmental Disabilities Administration.
Population: Around 300. Developmentally Disabled adults from 14 years to geriatric.
Location: Seattle
Green Hill School (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Around 220. Juveniles from 12 up to 21 years old.
Location: Chehalis
Lakeland Village (DDA)
Part of the Developmental Disabilities Administration.
Population: Around 270. Developmentally disabled adults and seniors.
Location: Medical Lake
Naselle Youth Camp (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Around 145. Juveniles from 12 or 13 up to 21 years old.
Location: Naselle
Rainier School (DDA)
Part of the Developmental Disabilities Administration.
Population: Around 393. Developmentally disabled adults and seniors.
Location: Buckley
Western State Hospital (MHD)
Part of the Mental Health Division.
Population: Around 1016. Mentally ill adults and seniors.
Location: Lakewood
Yakima Valley School (DDA)
Part of the Developmental Disabilities Administration.
Population: Around 100. Developmentally disabled adults and seniors.
Location: Selah
State Community Facilities (these facilities may require secure deliveries)
Canyon View Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: East Wenatchee
Oakridge Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Lakewood
Parke Creek Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Ellensburg
Ridgeview Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Yakima
Sunrise Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Ephrata
Twin Rivers Group Home (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Richland
Woodinville Treatment Center (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old.
Location: Woodinville
Touchstone Community Center (JJRA)
Part of the Juvenile Justice and Rehabilitation Administration
Population: Juveniles between 12 and 21 years old
Location: Olympia
Washington State Department of Veterans’ Affairs
Washington Veterans Home
Location: Retsil/Port Orchard
Population: 240+ bed skilled nursing facility for primarily geriatric veteran population
60 transitional housing/homeless veteran population
Special Considerations: Approximately 75% of population requires therapeutic and/or modified texture diets.
Washington Soldiers Home
Location: Orting
Population: 180 bed skilled nursing facility for primarily geriatric veteran population
Special Considerations: Approximately half of population requires therapeutic and/or modified texture diets.
Spokane Veterans Home
Location: Spokane
Population: 100 bed skilled nursing facility for primarily geriatric veteran population
Special Considerations: Large percent of population require therapeutic and/or modified texture diets.
Walla Walla Veterans Home
Location: Walla Walla
Facility is set to be complete in spring 2016. 60 bed long term care facility.
Washington State School for the Blind
Location: Vancouver
The School for the Blind (WSB) houses approximately 75 students. The school is K-12 with educational options for students until 21 years of age.
The students at WSB eat breakfast and dinner in their cottages and lunch in the cafeteria.
Many students are involved in sports activities, and require a lot of travel lunches and nutritious snacks.
The WSB also caters for various events, which requires offering food that will appeal to both students and adults depending on the occasion.
Center for Childhood Deafness and Hearing Loss
Location: Vancouver
The Center for Childhood Deafness and Hearing Loss (CDHL) has approximately 120 students. Of the 120 students, eighty students reside on campus during the school year. The CDHL serves children Pre School through High School and has educational options for students until 21 years of age.
Breakfast is prepared and served in the students’ assigned cottages and a “grab and go” breakfast option is available for day students in the cafeteria. Lunch and Dinner are served in the school cafeteria.
Many students are involved in extracurricular activities after the school day. These activities require meals (hot and cold) to be packaged for travel.
The CDHL caters for a variety of events, which requires offering food that meets USDA National School Breakfast and Lunch Programs and appeals to adults depending on the occasion.
1.7 Delivery requirements
Item Availability:
· Items must be produced in sufficient quantities to fill all customer requirements.
· If requested items are unavailable, substitutions may be authorized with prior approval from the requestor at the same price of the original item or the lower price of the new item if less than original.
Point of Delivery:
· Deliveries shall be F.O.B. destination to all customer delivery locations. All items will be delivered to customer location, free of damage, with all packaging and packing intact. The vendor shall remove all excess delivery trays or bread trays used for delivery from the delivery point
· Deliveries shall be made one or two times per week to each customer, unless less frequent stops are requested and/or agreed upon by the customer. Certain customers, such as hospitals may require additional deliveries due to such factors as less storage capacity. Saturday deliveries may be desirable for some customers and may occasionally be necessary.
· Institution delivery routes and stop-off sequence will be developed by the vendor in coordination and acceptance/approval with the individual customers on a post award basis.
· All deliveries are subject to inspection at destination. Non-conforming products may be rejected at vendor expense.
· Shorted orders: Vendor must send within 24-48 hours.
· Specific delivery point information will be provided to the ordering customer.
Holidays:
· All orders are to be delivered on the specified delivery date, except for state holidays as outlined below. When a scheduled delivery day falls on one of these days, or one designated by your firm, delivery should occur on the next business day, unless otherwise agreed to by the customer in advance.
State of Washington Holidays: New Year’s Day, Martin Luther King, Jr. Birthday, Presidents Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving Day and the day after, and Christmas Day.
Note: Saturday holidays are celebrated on the proceeding Friday; Sunday holidays are celebrated on the following Monday.
· Holidays celebrated by your firm, other than those specified above, must be identified in your response to this IFB. Also, specify your policy for celebrating holidays that fall on the weekend if different from that noted above.
1.8 Supplemental Orders
The vendor may be asked to fill supplemental orders for customers. All supplemental orders for products should be next day or next scheduled delivery day service. The selected vendor will provide DES the name of the vendor’s representative responsible for notification of receipt and handling of such supplemental service and his/her phone number or cell phone and email for inclusion in the contract and contract file. The vendor is required to submit plans for handling supplemental orders.
1.9 Authorized Returns
The vendor shall accept returns, with no charge, under the following conditions:
1. Products shipped in error
2. Products damaged in shipment
3. Products with concealed or latent damage
4. Products that are recalled
5. Products that do not meet shelf life requirements
6. Products that do not meet the minimum quality requirements as defined for the items listed in the Schedule.
7. Products delivered in unsanitary delivery vehicles