REQUEST FOR PROPOSALS FOR
Pennsylvania Department of Corrections
FOOD PROCUREMENT SERVICES AND FOOD MANAGEMENT SOFTWARE SYSTEM
ISSUING OFFICE
Commonwealth of Pennsylvania
department of general services
Bureau of Procurement
555 Walnut Street
Forum Place, 6th Floor
Harrisburg, PA 17101
RFP NUMBER
6100034874
DATE OF ISSUANCE
MAY9, 2016
REQUEST FOR PROPOSALS FOR
PENNSYLVANIA DEPARTMENT OF CORRECTIONS
FOOD PROCUREMENT SERVICES & FOOD MANAGEMENT SOFTWARE SYSTEM
TABLE OF CONTENTS
CALENDAR OF EVENTS iv
Part I—GENERAL INFORMATION 5
Part II—PROPOSAL REQUIREMENTS15
Part IV—WORK STATEMENT 25
Part V – STANDARD CONTRACT TERMS AND CONDITIONS41
APPENDIX A, SITE VISIT PRE-REGISTRATION FORM-CAMP HILL
APPENDIX B, SITE VISIT PRE-REGISTRATION FORM-BENNER AND ROCKVIEW
APPENDIX C, PROPOSAL COVER SHEET
APPENDIX D, TRADE SECRET CONFIDENTIAL PROPRIETARY INFORMATION NOTICE FORM
APPENDIX E, SMALL DIVERSE BUSINESS (SDB) AND SMALL BUSINESS (SB)LETTER OF INTENT
APPENDIX F, COST SUBMITTAL
APPENDIX G, DOMESTIC WORKFORCE UTILIZATION CERTIFICATION
APPENDIX H, INMATE AND STAFF POPULATION
APPENDIX I, PA DOC STATE CORRECTIONAL INSTITUTIONS MAP
APPENDIX J, PA DOC RECIPES
J-1 RECIPE ALTERNATE PROTEIN
J-2 RECIPE AP BAKED GOODS
J-3 RECIPE BAKED GOODS
J-4 BEEF SOY BLEND
J-5 BEHAVIOR MODIFIED FOOD LOAVES
J-6 BREAD STUFFING
J-7 CEREALS (BREAKFAST)
J-8 COLD VEGETABLE &BEAN SIDES
J-9 DAIRY AND EGG
J 10 FISH & SEAFOOD
J-11GRAIVIES AND SAUCES
J-12 HOT VEGETABLE & BEAN SIDES
J-13 PASTA SIDES
TABLE OF CONTENTS
(CONT’D)
J-14 PORK
J-15 POTATO SIDES
J-16 POULTRY
J-17 PUDDING & GELATIN
J-18 RICE SIDES
J-19 SOUPS
J-20 TACO SEASONING RECIPES
APPENDIX K, PA DOC CLEARANCE FORM
APPENDIX L, PERFORMANCE STANDARDS
APPENDIX M, SOFTWARE REQUIREMENTS MATRIX
APPENDIX N, PA DOC FOOD SPECIFICATIONS
APPENDIX O, HISTORICAL FOOD PROCURED DATA REPORT
APPENDIX P, MISCELLANEOUS MENU(S)
APPENDIX Q, REGULAR MASTER MENU(S)
APPENDIX R, THERAPEUTIC DIET MENU(S) INFORMATION
APPENDIX S, STAFF MENU(S)
APPENDIX T, PA DOC ACCEPTABLE SHELF LIFE MATRIX
APPENDIX U, PA DOC FACILITY LISTING AND DELIVERY SCHEDULE
APPENDIX V, PA DOC MILEAGE MATRIX
APPENDIX W, HOLIDAY MATRIX
APPENDIX X, BI-ANNUAL REPORTING TEMPLATE
APPENDIX Y, REFERENCE QUESTIONNAIRE
APPENDIX Z, SMALL DIVERSE BUSINESS (SDB) AND SMALL BUSINESS (SB) PARTICIPATION SUBMITTAL
CALENDAR OF EVENTS
The Commonwealth will make every effort to adhere to the following schedule. However, it is the responsibility of the Offerors to monitor the website for all communications regarding the RFP.
Activity / Responsibility / DateDeadline to submit initial questions via email to Gayle Nuppnau at / Potential Offerors / May 17, 2016
Pre-proposal Conference—MANDATORY
Department of General Services
555 Walnut Street
Forum Place, Floor 6
Harrisburg, PA 17101
**NOTE** Public parking in the Forum Place Parking Garage is not available. There is public parking in the Fifth Street Parking Garage which is located across the street from the Forum Place or on the street at the meters. Parking fees are the Offerors’ responsibility. / Issuing Office/Potential Offerors / May 24, 2016
9:00 AM-12:00PM EST
Site Visits - OPTIONAL:
SCI-Camp Hill
2500 Lisburn Road
Camp Hill, PA 17001-8837
SCI-Benner
301 Institution Drive
Bellefonte, PA 16823
SCI Rockview
1 Rockview Place
Bellefonte, PA 16823
Mandatory Site Registration Form, (Appendix A - Site Visit Pre-Registration Form,-Camp Hill and Appendix B-Site Visit Pre-Registration Form – Benner/Rockview) must be completed and submitted to the Issuing Officer to participate in the Site Visits. / Issuing Officer/Potential Offerors / May 24, 2016
1:30 PM - 4:00 PM EST
May 25, 2016
9:30 PM- 4:00 PM EST
Answers to Potential Offeror questions posted to the DGS website () no later than this date. / Issuing Office / June 2, 2016
Deadline to submit additional questions via email to Gayle Nuppnau at / June 9, 2016
Answers to Potential Offeror questions posted to the DGS website ( no later than this date. / Issuing Office / June 16, 2016
Sealed proposal must be received by the Issuing Office at:
PA Department of General Services
Bureau of Procurement
Attn: Gayle Nuppnau/RFP 6100034874
555 Walnut Street
Forum Place, 6th Floor
Harrisburg, PA 17101-1914 / Offerors / July 6, 2016
4:00PM EST
1
PART I
GENERAL INFORMATION
I-1. Purpose.This request for proposals (RFP) provides to those interested in submitting proposals for the subject procurement (“Offerors”) sufficient information to enable them to prepare and submit proposals for the Pennsylvania Department General Services consideration on behalf of the Commonwealth of Pennsylvania (“Commonwealth”) to satisfy a need for the Pennsylvania Department of Corrections Food Procurement Services and Food Management Software System (“Project”).
I-2. Issuing Office.The Department of General Services (“Issuing Office”) has issued this RFP on behalf of the Commonwealth. The sole point of contact in the Commonwealth for this RFP shall be:
Gayle Nuppnau, Issuing Officer
Department of General Services
Bureau of Procurement
Forum place, 6th Floor, 555 Walnut Street
Harrisburg, PA 17101
Please refer all inquiries to the Issuing Officer.
I-3.Scope.This RFP contains instructions governing the requested proposals, including the requirements for the information and material to be included: a description of the service to be provided; requirements which Offerors must meet to be eligible for consideration; general evaluation criteria; and other requirements specific to this RFP.
I-4.Problem Statement. The Commonwealth of Pennsylvania, Department of Corrections (PA DOC), is seeking to streamline its food procurement servicesand food inventory management, thereby achieving efficiencies and cost savings. PA DOC intends to achieve these objectives by partnering with a contractor that will manage the procurement, logistics and food inventory through the use of a software system. PA DOC will continue handling menu development, meal preparationand meal serving.
Additional detail is provided in Part IV of this RFP.
I-5.Type of Contract.It is proposed that if the PA DOC enters into a contract as a result of this RFP, it will be aFixed Pricecontract containing the Standard Terms and Conditions as shown in Part V of the RFP. The Issuing Office and the PA DOC, in its sole discretion, may undertake negotiations with Offerors whose proposals, in the judgment of the Issuing Office, show them to be qualified, responsible and capable of performing the Project.
I-6.Rejection of Proposals.The Issuing Office reserves the right, in its sole and complete discretion, to reject any proposal received as a result of this RFP.
I-7.Incurring Costs.The Issuing Office and the PA DOCare not liable for any costs the Offeror incurs in preparation and submission of its proposal, in participating in the RFP process or in anticipation of award of the contract.
I-8.Pre-proposal Conference. The Issuing Office will hold a mandatory Pre-proposal conference as specified in the Calendar of Events. The purpose of this conference is to provide opportunity for clarification of the RFP. Offerors should forward all questions to the Issuing Office in accordance with Part I,Section I-9 to ensure adequate time for analysis before the Issuing Office provides an answer. Offerors may also ask questions at the conference. In view of the limited facilities available for the conference, Offerors should limit their representation to no more than five (5)individuals per Offeror. The Pre-proposal conference is for information only. Any answers furnished during the conference will not be official until they have been verified, in writing, by the Issuing Office. All questions and written answers will be posted on the Department of General Services’ (DGS) website as an addendum to, and shall become part of, this RFP. Attendance at the Pre-proposal Conference isMANDATORY.
Site Visits. The PA DOC will conduct two (2) optional site visits (as stated in the RFP Calendar of Events) in order for the Offerors to better understand the food service operations in the PA DOC settingand also to familiarize them with the scope of work outlined in Part IV of this RFP. Therefore, it is highly recommended that any Offeror (s) who intend to submit a proposal attend one or both of the scheduled site visits as these facilities are not open to the public.
Although the PA DOC has 27 facilities that are all part of this project’s service, two (2) were selected for site visit participation to give the potential Offeror’s a general overview of a facility’s warehousing and storage operation. Namely, SCI Camp Hill was selected due to their storage space and delivery challengesand SCI Benner and Rockview were selected because they are close in proximity and they share a warehouse.
Pre-registration will be MANDATORY (Appendix A- Site Visit Pre-Registration Form,-Camp Hill and Appendix B-Site Visit Pre-Registration Form-Benner/Rockview)for all those planning on attending, one or both of the site-visits, for all Offerors. A pre-registration form must be submitted for each site by May 16, 2016 at 4:00pm EST. to the Issuing Officer.If the pre-registration form has not been submitted to the Issuing Officer by the due date, Offeror will not be permitted to participate in the site-visit(s). Site visit(s) attendance must be limited to two (2) attendees per Offeror. Site visits will be OPTIONAL for proposals to be considered. Failure to attend the site visit (s) will not be accepted as an excuse for any failure or omission on the part of the Offeror to fulfill all the requirements within the RFP.
I-9.Questions & Answers.If an Offerorhas any questions regarding this RFP, the Offeror must submit the questions by email (with the subject line “RFP 6100034874 Question(s)”) to the Issuing Officer named in Part I,Section I-2 of the RFP. If the Offerorhas questions, they must be submitted via email no later than the date indicated on the Calendar of Events. The Offerorshould not attempt to contact the Issuing Officer by any other means. The Issuing Officer shall post the answers to the questions on the DGS website by the date stated on the Calendar of Events. An Offeror who submits a question after the deadline date for receipt of questions indicated on the Calendar of Events assumes the risk that its proposal will not be responsive or competitive because the Commonwealth is not able to respond before the proposal receipt date or in sufficient time for the Offeror to prepare a responsive or competitive proposal. When submitted after the deadline date for receipt of questions indicated on the Calendar of Events, the Issuing Officer may respond to questions of an administrative nature by directing the questioning Offeror to specific provisions in the RFP. To the extent that the Issuing Office decides to respond to a non-administrative question after the deadline date for receipt of questions indicated on the Calendar of Events, the answer must be provided to all Offerors through an addendum.
All questions and responses as posted on the DGS website are considered as an addendum to, and part of, this RFP in accordance with RFP Part I, Section I-10.Each Offerorshall be responsible to monitor the DGS website for new or revised RFP information. The Issuing Office shall not be bound by any verbal information nor shall it be bound by any written information that is not either contained within the RFP or formally issued as an addendum by the Issuing Office. The Issuing Office does not consider questions to be a protest of the specifications or of the solicitation. The required protest process for Commonwealth procurements is described on the DGS website.
I-10.Addenda to the RFP.If the Issuing Office deems it necessary to revise any part of this RFP before the proposal response date, the Issuing Office will post an addendum to the DGS website at. It is the Offeror’s responsibility to periodically check the website for any new information or addenda to the RFP. Answers to the questions asked during the Questions & Answers period also will be posted to the website as an addendum to the RFP.
I-11.Response Date.To be considered for selection, hard copies of proposals must arrive at the Issuing Office on or before the time and date specified in the RFP Calendar of Events. The Issuing Office will not accept proposals via email or facsimile transmission. Offerors who send proposals by mail or other delivery service should allow sufficient delivery time to ensure timely receipt of their proposals. If, due to inclement weather, natural disaster, or any other cause, the Commonwealth office location to which proposals are to be returned is closed on the proposal response date, the deadline for submission will be automatically extended until the next Commonwealth business day on which the office is open, unless the Issuing Office otherwise notifies Offerors. The hour for submission of proposals shall remain the same. The Issuing Office will reject unopened, any late proposals.
I-12.Proposals.To be considered, Offerors should submit a complete response to this RFP to the Issuing Office, using the format provided in Part II, providingseven (7)papercopies [one marked “ORIGINAL”] of the Technical and one (1) paper copy of the Cost Submittal and two (2) paper copies of the Small Diverse and Small Business (SDB/SB) Participation Submittal.In addition to the paper copies of the proposal, Offerors shall submit one complete and exactcopy of the entire proposal (Technical (including Demo), Cost and SDBsubmittals, along with all requesteddocuments) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format. The electronic copy must be a mirror image of the paper copy and any spreadsheets must be in Microsoft Excel. The Offerors may not lock or protect any cells or tabs. Offerors should ensure that there is no costing information in the technical and business submittals. Offerors should not reiterate technical information in the cost submittal. The CD or Flash drive should clearly identify the Offeror and include the name and version number of the virus scanning software that was used to scan the CD or Flash drive before it was submitted. The Offeror shall make no other distribution of its proposal to any other Offeror or Commonwealth official or Commonwealth consultant. Each proposal page should be numbered for ease of reference. An official authorized to bind the Offeror to its provisions must sign the proposal. If the official signs the Proposal Cover Sheet (Appendix C- Proposal Cover Sheet) and the Proposal Cover Sheet is attached to the Offeror’s proposal, the requirement will be met. For this RFP, the proposal must remain valid for180 days or until a contract is fully executed. If the Issuing Office and PA DOCselect the Offeror’s proposal for award, the contents of the selected Offeror’s proposal will become, except to the extent the contents are changed through Best and Final Offers or negotiations, contractual obligations.
Each Offeror submitting a proposal specifically waives any right to withdraw or modify it, except that the Offeror may withdraw its proposal by written notice received at the Issuing Office’s address for proposal delivery prior to the exact hour and date specified for proposal receipt. An Offeror or its authorized representative may withdraw its proposal in person prior to the exact hour and date set for proposal receipt, provided the withdrawing person provides appropriate identification and signs a receipt for the proposal. An Offeror may modify its submitted proposal prior to the exact hour and date set for proposal receipt only by submitting a new sealed proposal or sealed modification, which complies with the RFP requirements.
I-13.Small Diverse Business and Small Business Information.The Issuing Office encourages participation by Small Diverse Businesses and Small Businesses as prime contractors, and encourages all prime contractors to make significant commitments to use Small Diverse Businesses and Small Businesses assubcontractors and suppliers. See RFP Sections II-9 and III-4 for additional information.
A Small Business must meet each of the following requirements:
- The business must be a for-profit, United States business;
- The business must be independently owned;
- The business may not be dominant in its field of operation;
- The business may not employ more than 100 full-time or full-time equivalent employees;
- The business, by type, may not exceed the following three-year average gross sales:
- Procurement Goods and Services: $20 million
- Construction: $20 million
- Building Design Services: $7 million
- Information Technology Goods and Services: $25 million
For credit in the RFP scoring process, a Small Business must complete the DGS/BDISBO self-certification process. Additional information on this process can be found at:
A Small Diverse Business is a DGS-verified minority-owned small business, woman-owned small business, veteran-owned small business, service-disabled veteran-owned small business, or other small businesses, as approved by DGS, that are owned and controlled by a majority of persons, not limited to members of minority groups, who have been deprived of the opportunity to develop and maintain a competitive position in the economy because of social disadvantages.
For credit in the RFP scoring process, a Small Diverse Business must complete the DGS verification process. Additional information on this process can be found at:
An Offeror that qualifies as a Small Diverse Business or a Small Business and submits a proposal as a prime contractor is not prohibited from being included as a subcontractor in separate proposals submitted by other Offerors.
A Small Diverse Business or Small Business may be included as a subcontractor with as many prime contractors as it chooses in separate proposals.
The Department’s directory of self-certified Small Businesses and DGS/BDISBO-verified Small Diverse Businesses can be accessed from:Error! Hyperlink reference not valid.
Questions regarding the Small Diverse Business and Small Business Programs, including questions about the self-certification and verification processes can be directed to:
Department of General Services
Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO)
Room 601, North Office Building
Harrisburg, PA 17125
Phone: (717) 783-3119
Fax: (717) 787-7052
Email:
Website:
I-14.Economy of Preparation.Offerors should prepare proposals simply and economically, providing a straightforward, concise description of the Offeror’s ability to meet the requirements of the RFP.
I-15.Alternate Proposals.The Issuing Office has identified the basic approach to meeting its requirements, allowing Offerors to be creative and propose their best solution to meeting these requirements. The Issuing Office will not accept alternate proposals.