Item 12AGENDA ITEM NO. 12
AGENDA STAFF REPORT
City of West Covina I Office of the City Manager
DATE: June 21, 2022
TO: Mayor and City Council
FROM: David Carmany
City Manager
SUBJECT: CONSIDERATION OF AN AGREEMENT WITH U.S. FOODS TO PROVIDE RAW FOOD
AND MISCELLANEOUS FOOD SUPPLIES FOR THE SENIOR MEALS PROGRAM
RECOMMENDATION:
It is recommended that the City Council take the following actions:
1. Authorize the City Manager to execute an agreement with U.S. Foods, Inc. for raw foods and
miscellaneous food supplies for the City's Senior Meals Program, in an amount not to exceed
$60,000, for a term through November 24, 2022; and
2. Authorize the City Manager to negotiate and execute all necessary documents in such final form as
approved by the City Attorney, including any amendments to the agreement if the State of
California extends its agreement.
BACKGROUND:
During the COVID-19 pandemic, the Cortez Park Community and Senior Center was required to
close due to the Safer at Home Orders issued by Los Angeles County. In response, the in -person hot
senior meal program was adapted into an emergency meal program providing frozen meals both via
drive-thru and home delivery for LA County residents.
As of May 23, 2022, the West Covina Senior Meals Program re -opened for in -person service of hot meals
two days per week and providing participants with five frozen meals for the balance of the week. Staff
plans on serving 175 seniors each day. As the meal program is currently providing both hot and frozen
meals, the City needs food vendors for both frozen and raw foods. This contract is for the raw foods used
in the hot meals.
In preparation of hot meals, the Senior Center Cook develops a unique daily lunch menu for the senior
participants that is monitored by Los Angeles County to meet the nutritional needs of seniors. Based on
the approved menu, raw food (i.e., meat, produce, eggs, beverages, etc.) is purchased for meal
preparation.
It is expected that the program will fully transition back to in -person service during the upcoming fiscal
year. At this time, however, it is uncertain when this will occur.
DISCUSSION:
L
RFP-58009
Section 1 - Introduction -
1. Introduction -
1.1 Purpose of this Request for Proposal (RFP)
This RFP reflects the requirements of the State of California (State) to elicit proposals from
firms qualified to be the Miscellaneous Food Vendor to provide various food items at
contracted pricing for products to State and local governmental agencies in accordance with
the requirements of this RFP. Bidders submitting a proposal to become a State contractor for -
the Miscellaneous Food Vendor contract must be able to supply the entire portfolio of
products. The State intends that the awardedbidder(s)will work in cooperation with the State
to furnish quality products at the lowest prices availableina timely and efficient manner.
However, the State will make no guarantee to quantities or dollar volume of this contract. The
awarded bidder(s) will be the primary point for providing the logistics for warehousing, the data
collection and reporting usage of this contract, as well as the distribution of food products
throughout the State.
This RFP is being conducted under the Public Contract Code (PCC), Section 10298
(a) The director may consolidate the needs of multiple state agencies for goods, information
technology, and services, and, pursuant to the procedures established in Chapter 3
(commencing with Section 12100), establish contracts, master agreements, multiple award
schedules; cooperative agreements, including agreements with entities outside the state, and
other types of agreements that leverage the states buying power, for acquisitions authorized
under Chapter (commencing with Section 10290), Chapter 3 (commencing with Section
12100), and Chapter 3.6 (commencing with Section 12125). State and local agencies may
contract with suppliers awarded thosecontracts without further competitive bidding.
The awarded bidder(s) shall permit local governmental agencies to participate under this
contract. For the purpose of this proposal, local government agencies are defined as "any city,
county, city and county, district or other governmental body or corporation, in the State of
California, empowered to expendpublic; funds for the acquisition of products"..
Local governmental agencies shall have the same rights and privileges as. the. State under the
terms. of this contract. Any agencies desiring to participate shall be required to comply with the
same requirements as do State agencies and have no authority to amend, modify, or change
any condition ;ofthis contract.
The following product categories reflect, but do not limit, the types of products to be included in
this RFP:
-• 1. Grocery, Dry
• 2. Grocery, Refrigerated or Frozen
• 3. Produce - - -
• 4. Meat, Chicken, Seafood, Refrigerated or Frozen
• 5. Dairy
• 6. Emergency
Definition and content for these categories are as follows:
1-1
RFP-58009
Section 1 - Introduction
Miscellaneous Food Contract Category Definitions:
Category 1 GroceryBeverage Fruits & Vegetables Meat Poultry, Fish (No Refrigeration Required)
• Beverages (excluding Dairy Liquids), including, but not limited to, Fruit & Vegetable Juice,
Soda, Tea, Flavored Waters, Coffees, packaged in Cans, Boxes, Glass, Plastic; Pouches, etc.
• Fruit or Vegetable Produce that is NOT in its Raw Produce state. This includes, but is not
limited to, Canned, Pouched, and Dehydrated.
• Meat & Poultry including, but not limited to, Beef, Pork, Lamb, Chicken, Turkey, Duck, Goose,
etc. These products can be, but are not limited to, Canned, Pouched,. Dehydrated.
• Fish/Seafood including, but not limited to, Fish (all Species), Shrimp, Scallops, Clams, etc.
These products can be, but are not limited to, Canned, Pouched, Dehydrated.
• Beverages (Frozen or needing Re
• Fruit or Vegetable Produce that is
limited to, IQF, Frozen, Refrigerate
• All Eggs in any form (Raw, Hardbi
included in this category.
in its Raw Produce state. This includes, but is not
Peeled, Diced, Liquid, etc.) Egg substitutes may be
Category 3:Fresh Produce: - - -
• All Fruit or Vegetable Produce in its Raw Produce state. It can be Sliced, Chopped; Diced,
-Coined, Mixed, etc. It CANNOT include any processing that alters its raw state. (i.e. IQF,
Frozen, Mashed, Canned, Parboiled, Blanched, etc.
Category 4 Meat Chicken Seafood (Refrigerated or Frozen)
• All Meats including, but not limited to, Beef, Pork, Lamb, These products can be Raw,
Precooked, Processed; Frozen, Breaded, Flavored, etc. - -
• All Poultry including, but not limited to, Chicken, Turkey, Duck, Goose, etc. These products
can be Raw, Precooked, Frozen, Flavored, etc.
• All Fish/Seafood including, but not limited to, Fish (all Species), Shrimp, Scallops, Clams, etc.
It may be Raw, Precooked, Frozen, Breaded, Packaged for Individual or in Bulk.
Cateaory 5 Dairy: -
• All Dairy products including, but not limited to, Milk, Cheese, Butter, Ice Cream, etc.
Category 6 Emergency: -
• All Products ordered from the above Categories in support of State of California agency
emergencies. These include, but are not limited to, Earthquake, Fire, Flood, etc.
Delivery locations will be Statewide, from border to border. These locations will include, but
are not limited to, California Department of Corrections and Rehabilitation, Department of
Developmental Services; California Highway Patrol, Veteran's Homes, Department of State
Hospitals, Department of Forestry, and Department of Education, as well as possible 2,000
local governmental agencies that have the option of utilizing this contract.
The term of the contract is for two (2) years, and the State has the unilateral right to exercise
options to extend the contract for three (3) additional one (1) year periodsor portionsthereof.
-
For the term of the contract all items shall be priced on the cost plus basis and including
discounts shall be guaranteed for the two (2) years of the contract, including. extensions. All
discounts, terms and conditions will remain the same for the entire contract period.
1-2
RFP-58009
Section 1 - Introduction
The use of this contract is non -mandatory for all State and Local government agencies.
The State intends this RFP be made to either multiple awardees or whatever is in the best
interest of the State. - - The State is required by Statute to procure certain goods from alternative procurement
vehicles (i.e. Prison Industry Authority products) and prohibited from using public monies for
purchase of other goods. Mandatory Items excluded from this bid are listed on the following
websites
Prison Industries Authority website:
httr)7//cataloo.pia.ca.gov/store.php'?t--I 199735275
DGS/PD Food Contracts website:
http7//www.eprocure.das.ca.00v
Any or all of the above items may be added to the contract later, with the price to be
negotiated between the contractor(s) and the State.
1.2 Overview of the RFP
The State of Cal'rfomia, Department of General Services (DGS) is issuing a two phase RFP-.
Phase 1 will be used to evaluate. (pass/fail) administrative and technical requirements. _
Phase 2, if used, will be used to open cost tables and negotiations with selected responsive_
and responsible bidders. -
After the State's Evaluation Team has evaluated the RFP responses, the. State reserves the
right to: -
1. _Award the contract to the highest scoring bidder(s), in accordance with Section 7
Evaluation and Selection; - -
2. Conduct further negotiations with a select number of bidders as described in Section
3.3, Negotiations, pursuant to P.C.C. 6611 and Administrative Order (AO) 05-01. -
The awarded bidder(s) will be responsiblei for supplying all goods and services described in
this RFP to meet the requirements of the State.
1.3 Current Operation -
The Department of General Services, Procurement Division (DGS-PD) is the central
purchasing and materials management agency for the State. This RFP for the Miscellaneous
Food Contract is designed to take advantage of volume purchasing and obtain the lowest
prices to State and local governmental agencies, while reducing environmental impact.
The State has estimated, based on historical (State facilities only) spend data, that the
average annual spend for the Miscellaneous Food Contract is approximately $16 million
dollars. Since this number is based on estimated historical volume that may fluctuate up or
down, the State will not guarantee any minimum/maximum usage volume commitments. The
previous bid for the Miscellaneous Food Contract was RFP DGS - 56462, conducted.by DGS
PD in 2008.
1-S
RFP-68009
Section 1 - Introduction
The overall goal when purchasing food products is to take advantage of volume purchasing to
leverage the State's buying power, while reducing environmental impacts that may result from
products or packaging through their life cycles.
Purchase orders placed against this contract will be for consumable food products only
(excluding category 6, Emergency). Any non-food products may not be purchased
using the resulting contract from this RFP.. -
1.4 Key Action Dates
Listed below are the important dates and times. If the State finds it necessary to change any
of these dates before the Final Proposal due date, it will be accomplished by addendum sent
to all bidders. All dates after the Final Proposal submission deadlines are approximate and
may be adjusted as conditions indicate, without addendum to the RFP.
Unless otherwise.indicated, bidder submissions shall be due by the close of the business day
on the date indicated in this Section. Close of the business day shall be 5:00 p.m. All times
are Pacific Standard Time (PST,)/Pacific Daylight Time (PDT). -
Item Number Action Date
1. RFP. Release - - 419/13
2. Last Day to Submit Questions for clamcation: 4/15/13
to the RFP for Bidder's Conference.
3. Bidder's Conference California:SB/NS Business. Partnership. Workshop4/17/13
4. Confidentiality Statement Due y 4/17/13
5. Last Day to Submit Questions.and Request Changes 4/23113
6, Responses to Bidder Questions Released 5/7/13
7. "Intent to Bid Due 5115/13
83, Last Day to Protest Bid Requirements 5/21/13
9: Letter of Acceptance -Due „ 5/29/13
10. Draft Proposals Due 6/18/13
11 „Draft Bid Evaluations 6119/13 — 713/13
12.'Responses to Draft Bid 7/10/13
13 " Final Proposals Due by close of business 5:00 P.M.:PDT, . 7/24113
14 RFP•Final Proposal Evaluation to determine responsive 7125/13 — 8/1/13
and responsible Bidders (Administrative and Technical)
1-4
RFP-58009
Section 1 - Introduction
15. Bidder notification of Final Cost Opening 8114/13
16. Final Cost Opening (Public 2:00 P.M) 8/15/13.
17. Final Cost Evaluations 8/16/13 - 8/29/13
18."Identified Bidders invited to Participate in Negotiations TBD if Necessary
19. " Negotiations conducted with identified Bidders •TBD if Necessary
20. `* Negotiations Final Evaluation ° TBD if Necessary
21.`Notice of Intent to Award 915/13'
22. *Last Day to Submit Notice oflnfent to Protest Award 3 Days after Notice of Intent
23. Contract Award 9/9/13
"Date may change; notification by addendum
`*Bidder participation is mandatory.
1.5 Procurement Official
The Procurement Official at the DGS is listed below:. All inquiries, questions and proposal
submittals must be directed to only this person; unless otherwise identified in this RFP or
changed. by addendum to this RFP. Oral communications directly with department officers
and employees concerning this RFP are discouraged and shall not be binding on the State.
Bidders should only rely on written statements issued by the Procurement Official.
Dave Henning
Procurement Division
Department of General Services
707 3rd Street, 2nd Floor.
West Sacramento, CA 95605
Telephone: 916-375-4544
Facsimile: 916-375-4613 - -
E-mail:-dave.henning@dgs.ca.gov.
1.6 Intent toBid
Bidders wishing toparticipate in this RFP must submit written notification of their intent to
respond to this procurement in accordance with Section 1, Key Action Dates, Intent to Bid, in
order to receive additional information- Only those bidders acknowledging, in writing, interest
in this RFP will receive further correspondence regarding this procurement:
The Letter of Intent to Bid should identify the contact person for the solicitation process and
include a telephone number, facsimile number, and e-mail address. There is to be only one
contact person during the process. Information related to a bidder will only be given to the
designated contact person.
1-5
RFP-58069
Section.1 - Introduction
The Letter of Intent to Bid is attached as Exhibit 8 01. Pleasedomplete the exhibit and submit
it with any necessaryattachments. - -
1.7 Bidder Admonishment
This RFP contains the instructions governing the requirements for a proposal to besubmitted
by interested bidders; the, required format,the materials to be included for proposal
submission, the requirements that bidders, must meet to be eligible for participation, and bidder
responsibilities. - - -
Bidders are responsible for reading the entire- RFP carefully. If clarification is necessary, the
- bidder must submit clarification questions. by a -mail. to the Procurement Official identified in
' Section.1.5. Bidders must submit all required responses fully completed by the required dates
and times specified in Section 1.4, Key Action Dates and insure that all procedures and -
requirements of this RFP are accurately followed and appropriately addressed in order to be
considered. - -
IF A BIDDER EXPECTS TO BE AFFORDED THE BENEFITS OF THE STEPS INCLUDED IN
THIS RFP; THE BIDDER MUST TAKE THE RESPONSIBILITY TO:
• ASK APPROPRIATE QUESTIONS IN A TIMELY MANNER, ESPECIALLY FOR
CLARIFICATION OR REQUESTING CHANGES: -
• SUBMIT ALL.COMPLETED, REQUIRED RESPONSES BY THE REQUIRED DATES AND
TIMES.
• ASSURE THAT ALL PROCEDURES,AND REQUIREMENTS OF THE RFP ARE
ACCURATELY FOLLOWED AND APPROPRIATELY ADDRESSED. -
• - CAREFULLY READ THE ENTIRE RFP BEFORE PREPARING AND SUBMITTING THE
PROPOSAL.
1.8 Americans with Disabilities Act -
Following is the "policy of the Procurement. Division of the State Department of General
Services to Comply with Title II of the Americans with Disabilities Act (ADA) Compliance Policy
of:Nondiscrimmation on the Basis obDisability i- - _
To meet and carry out compliance with the nondiscrimination requirements of Title 11,
Americans with. Disabilities Ad (ADA), it is the policy of the Procurement Division (within the
State Department of'General Services) to make every effort to ensure that its programs,
activities, employment opportunities, and services are available to all persons, including
persons with disabilities.'
For persons with a disability needing reasonable accommodation to participate in the
Procurement process, or for persons having questions regarding reasonable accommodation
for the Procurement process, please contact the Procurement Division at 916-375-4400 (main
office). Procurement Division's TTYITDD (telephone device for the deaf) and California Relay
Service numbers are listed below. You may also directly contact the Procurement Official
contact person that is handling this procurement. -
IMPORTANT: To ensure that we can meet your accommodation, it is best that we receive
your request at least ten (10) working days before the scheduled event (i.e., bidder -
conference) or deadline due -date for procurement documents.
Procurement. Division's TTY1TDD telephone number is: Sacramento: 916-376-1891
1-6
RFP 58009
Section 2 — Rules Governing Competition
- 2. Rules Governing Competition
2.1 Identification and Classification of RFP Requirements.
2.1.1 Requirements
The State has established certain requirements with respect to proposals to be submitted
by prospective bidders. The use of "shall," "must," or "will' (except to indicate simple
futurity). in the RFP indicates a -requirement or condition that must be met. The State
may, at its sole discretion, waive these requirements or conditions 0 the conditions are
determined to be not material. A deviation from'a requirement is material ff the deficient
response;
- Is not in substantial accord with the RFP requirements -
- Provides an advantage to one bidder over other bidders
- Has.a.potentially. significant effect on the delivery, quantity or quality of items proposed,
amount paid to the bidder, or for the cost to. the State. Material deviations cannot be
waived.
2.1.2 Desirable. Items - The words"should" or "may" in the RFP indicate non -mandatory attributes or conditions,
but are permissive in nature. Deviation from or omission of such a desirable feature,
even if material, will not in itself cause rejection of a proposal.
2.2 Proposal Requirements and Conditions .
2.2A General
This RFP, the evaluation of responses, and the award of any resultant contract shall be
made in: conformance witty the competitive proposal submission criteria defined herein.
Acompetitive proposal, after Final Proposal submission, is in the nature of an irrevocable
offer: and a contract right of which the public agency cannot be deprived without its -
consent. For purposes of this RFP, the bidder's Final Proposal is an irrevocable offer for
90 days following the scheduled data for contract award"speci ied in Section 1.4, Key
ActiornDates. Bidders may extend the offer in writingin theevent of a delay caused by a
protest of the intended award or other factors during this period.
The purpose of competitive procurement is to secure public objectives at the lowest
practicalzost andevoid •th'e possibilities of graft, fraud, collusion', etc. Competitive
procurement is designed to benefit thepublic body (theState, in the present context),
and is not,for,the benefit of the bidders. It is administered to accomplish its purposes
- with solereference to the public interest. It is based upon:full and free procurement to -
,satisfy State specifications and acceptance by the State of the most value -effective
- solution to the States -requirements, as determined by the evaluation criteria contained in
the RFP- - -
For, a variance between the RFP and the responding proposal to be such as to preclude
acceptance (the proposal.must be rejected), the variance. or deviation must be material.
To have competition, responding proposals must be bidding on the goods and services
,that meetthe requirements,' -
2 1 .. _
RFP 58009
section" 2 — Rules Governing Competition
2.2.2 News Releases and/or Publications - -' •i .
News releases and/or publications pertaining to the award and/or contract resulting from
this RFP shall not be made without priorwritten approval of the Procurement'Official
listed in Section 1.5.
2.2.3 Confidentiality
The contents.of all proposals, in response to this RFPl including,all correspondence,
agenda, memoranda, working papers, or any other medium, which discloses any aspect
of'a bidder's proposal, shall be held in thestrictest confidence until the Notice of Intent to.
Award, is published. After the Notice of Intent to Award is published; all:proposals
become public records. _
2.2.4 RFP Documents
In addition town explanation of the'State s needs: this RFP describes the format and
content of proposals tobe submitted and the Standard Agreement•(Std 213) Section
2.81, Exhibit 8 09 to, be'executed be*een the State and the successful bidder.
Modifications will be made by addenda issued -pursuant to Section 2.2.10. Clarifications
shall given,by written notice to all parties Who havebeen.furnished an RFP for.
proposal. submission purposes, witIhoufdivulging. the source of the, request for it. The
State will give notices to other interested parties upon request.
If a bidder fails to notify the State (last day to submit questions) of known error in the
RFP 'or.anerror that reasonably should have been known to.the bidder, the.bidder shall
submit their proposal, at their own risk. if awarded the contract, thebidder shall not be
entitled to additional compensation or time; by, reason of the error or its later correction.
2.2.5Disposition ofProposals
All materials submitted in response to this RFP will become the property of the State and
will be retumed.only at the State's.option and at the bidder's expense. The original copy
shall be retained for official files and will become a public record subject to Section 2.2.3
above. In the event that this RFP is cancelled and no contract is awarded, the State, at
its own expense, shall return proposals fo each bidder and: the State will not retain a _
copy.
2.2.6 .Examination of the Work
The bidder should carefully examine:
• TheentireRFP and any addenda thereto
• All related materials and data referenced in the RFP or otherwise available
• The nature and location of the work; the quantities of the work, and the conditions
to be encountered in performing the work
Failure to examine any document, drawing, specification, or instruction will be at the
bidder's sole risk. - -
2.2.7 - Questions, Clarifications, or Requests to Change the RFP Requirements
- Bidders requiring clarification of the intent or content of this RFP or on procedural _
matters regarding the competitiveproposal process may request clarification by
submitting questions via mail, e-mail, or delivery to the Procurement Official identified in
Section 1.5. To ensure response's, questions must be received by the scheduled date(s)
2-2
UP`58009
: Section 2 -:Rules Governing Competition
given in Section 1 4, Key Action Dates. Question and answer sets will be provided to all
bidders without,identifying The submitters:. -
In regard to the proprietary. aspect of the proposal, e bidder needing clarification or
information on the content of the RFP may submit questions marked "CONFIDENTIAL"
no later than the scheduled date specified in Section 1.4, Key Action. Dates, to ensure
response. The bidder must explain why the questions are sensitive in nature. If the
State agrees that the disclosure.of the question or answer would expose the proprietary
nature of the proposal, the question will be answered and both the questionand answer
will be kept in confidence. If the State does not concur with the proprietary aspect of a.
question, the question will not be answered in this manner and prior to release of the
question and answer sets, the Bidder will be noted.
In the event a bidder believes that the State's RFP is unfairly restrictive, ambiguous,
contains conflicting provisions or mistakes, or commercially impracticalto perform, the -
matter should be promptly brought to the attention of the Procurement Official identified
in Section 1.5. The matter shAll.be submitted in writing for the State to consider and take
appropriate action. -
If the bidder believes that the RFP requirements are onerous, unfair,- or impose
unnecessary constraints to the bidder in proposing less costly or alternate solutions, the
bidder may request a change.to the RFP requirements by submitting, in writing via -
facsimile, mail, e-mail, or delivery, the recommended changes and the, facts
substantiating the bidder's reasons for making the recommended change. Such
requests for change must be submitted to the Procurement Official identified in Section
1.5, by the date specked in Section 1.4, 1 Key Action Dates.
Any Bidder's failure to raise concerns related to the RFP requirements or failure to report
a referenced Internet link within at least two (2) working days prior to the proposal close
date (Final Proposal due date), will be deemed a waiver of the bidder's right to protest
. "._any decision for contract: award relating to the RFP,'requirements:.
- �2.2.8 Conferences:
Bidders' Conference'California SBINS Business Partnership Workshop
A Bidders' Conference California SB/NS BusinessPartnershipWorkshop will be held
to give the bidders the opportunity, to meet with State personnel and to discuss the
_ content of this RFP and the bidding process, refer to Section 1.4, Key Action Dates.
Bidders that choose to represent themselves as Prime Vendors should request space
and tables from the Contract Administrator. Time will be allocated for bidders to
network and explore partnering opportunities. It is highly recommended that all
interested bidders attend. Bidders attending the conference will benefit from the
information provided, the networking opportunity, and to be introduced to the
Procurement Official identified in Section 1.5..
Written .questions received prior to the conference date may be answered at the - -
conference without divulging the source of the query. If not answered at the conference,
the State will respond in writing by the date specified in Section 1.4, Key Action Dates.
The State will provide O & A via California State Contract Register (Bid Sync).
http://www.epr6cure.das.ca.gov/BiddinqOpl)ortunities
2-3
Since 2014, the City has piggybacked on the State of California's agreement with U.S. Foods, Inc.
Periodically, the State of California conducts a Request for Proposals (RFP) for the purchase of raw
foods and miscellaneous food supplies for State facilities. Within the scope of work of the State's bid is
the allowance for 2,000 agencies (local governments and schools) across California to purchase food
product through this bidding process. Therefore, once the State of California awards the contract, cities
are allowed to utilize the State of California's raw foods and miscellaneous food supplies bid in lieu of
conducting their own bidding process. Cities utilize the State of California's contract for raw foods and
miscellaneous food supplies under the assumption that since the State of California purchases more
items in bulk than any one government entity in California, they are being granted the best pricing on bulk
purchases of raw food. The RFP is attached (Attachment No. 1).
The State of California's Request for Proposal grouped food products into six categories. Bidders were to
provide the costs for a list of items under each category:
1. Grocery, Beverage, Fruits & Vegetables, Meat, Poultry, Fish (No Refrigeration Required)
2. Grocery, Beverage, Fruits & Vegetables, Eggs (Refrigeration Required)
3. Fresh Produce
4. Meat, Chicken, Seafood (Refrigerated or Frozen)
5. Dairy Products
6. Emergency Food supplies (i.e. Earthquake, Fire, Flood, etc.)
The State of California awarded their contract (Contract Number: 05-13-89-15B) to U.S. Foods, Inc.,
which expires on November 24, 2022.
Pursuant to Section 2-333 (i)(2) of Division 2 of Article VII of Chapter 2 of the West Covina Municipal
Code, formal contract procedures may be waived when a contractor with another county, city, special
district or other local agency makes the same written bid to the City, and the Purchasing Officer finds that
the other local agency originally obtained the bid pursuant to formal contract procedures at least as
rigorous as those of the City. The Purchasing Division has verified that the State of California's RFP
meets the City of West Covina's bidding requirements as outlined in the City's Municipal Code.
Numerous other local agencies have also used the State's bid and contracts for these products.
Therefore, City staff is recommending that the City Council authorize the City of West Covina to enter into
agreement with U.S. Foods, Inc. for raw foods and miscellaneous food supplies for the Senior Meals
Program, not to exceed $60,000, until November 24, 2022, unless the State of California extends the
agreement.
OPTIONS:
The City Council has the following options:
1. Approve City staffs recommendation; or
2. Instruct City staff to solicit bids from various vendors to provide raw food and miscellaneous food
supplies for the Senior Center lunch program. (Since the State of California conducted a thorough
bidding process and awards a large contract, it is unlikely that bidding this purchase would reduce
the City's costs any further); or
3. Provide alternate direction.
Prepared by: Kelly McDonald, Public Services Manager
Fiscal Impact
FISCAL IMPACT:
RFP 58009
Section 2 — Rules Governing Competition
The State may also accept written questions during the conference and will make a
reasonable attempt to. provide answers prior to the conclusion of the conference. If -
questions asked at the conference cannot be adequatelyanswered during the
conference, answers will be provided to all attendees, at a later. date.
2.2.9 Letter of Acceptance - - - -
A Letter of Acceptance is an acceptance of the terms and conditions of the RFP, and -
binds the company to those terms and conditions. This letter shall be providedon
- -
company letterhead and signed by -an authorized representative and/or corporate officer,
of the company. The signature must indicate the title or position that the individual holds
in the firm. The bidder must sign, and mail, or deliver a Letter of Acceptance to the
Procurement Official identified in Section 1.5 by the required date and time in Section
1.4, Key Action Dates.
2.2.10 Addenda
The State may modify the RFP prior to the due date fixed for submission of Final
Proposal by issuing an addenda to all bidders participating in the proposal submission
process at the time the addenda is issued, unless addenda are such as to offer the
:;opportunity for nonparticipating bidders to participate in which case the addenda will be
' sent to all parties receiving 'the -RFP for prop'osal submission purposes. Addenda will be
numbered consecutively.
2.2.11 Cash Discounts I I- The State encourages bidders to offer cash discounts for prompt payment. Cash
discounts offered by bidders for the: prompt payment of invoices will not be scored in the
evaluation for award of any resulting contract. However, such discounts will be taken if
payment is made within the discount period. -
2.2.12 Prices
a. All prices and notations must be typewritten or computer generated. -
b. Unless a.total bid price is specified, all bids must indicate unit prices for each
separate tine item and extendedprice totals or if no price is shown it shall be
considered a "no bid" and the supplier may be determined non -responsive.
c. Unit prices may not be more than four (4) places to the right of the decimal point. For
example, $.9214 would be allowed, but a unit price of $.567263 each, would exceed
this limitation. Unit prices which exceed this limitation will automatically be truncated
to the fourth decimal place for both evaluation and award calculations. Using the
examplejustcited, the' 6", and !Y.af the end of the. unit price would be truncated
(i.e., dropped off)'leaving a unit price of $.5672 each. No rounding will be used.
d. In case of discrepancy between the unit,price and the extension set forth for the item,
the unit price shall prevail; however; rf theamount set forth as a unit price is
ambiguous, unintelligible or uncertain, for any cause, or is omitted, the amount set
forth in the "Extension" column shall be divided by the quantity for the item and the
price thus obtained shall be the unit price. In case of discrepancy between the totals
shown on the bid and .the actual sum of the item totals, the actualsum of all item
totals shall prevail.: - -
•
RFP 58009
Section 2 — Rules Governing Competition
2.2.13 Conflict of Interest
Current State Employees (PCC §10410):
- No officer or employee shallengage in any employment, activity or enterprise from
which the officer or employee receivescompensationof has a financial interest and
which is sponsored or funded by any State agency, unless the employment, activity,
or enterprise is required as a condition of regular State employment.
- No officer or employee shall contract on his or her own behalf as an independent
supplier with any State agency to provide goods or services. Former State
Employees (PCC §10411): -
For the two (2) year period from the date he or she left State employment, no former
State officer or employee may enter into a -contract in which he or she engaged in
any of the negotiations, transactions, planning, arrangements or any part of the
decision -making process relevant to the contract while employed in any capacity by
any State agency.
- For the twelve-month period from the date he or she left State employment, no
former State officer or employee may enter into a contract with any State agency K he
or she was employed by that State agency in apolicy-making -position in the same
general subject area as the proposed contract within the twelve-month period prior to
-, his or her leaving State service. -
2.2.14 Joint Proposals
A joint proposal of two (2) or more bidders proposing jointly on a single proposal may be
submitted. Each participating bidder must sign the joint proposal. If the contract is
awarded to joint bidders, it shall be one indivisible contract. Each joint bidder will be
jointly and severally responsible for the performance of the entire contract, and the joint
bidders must designate; in writing, one (1) individual having authority to represent them
in all matters relating to the contract. The State assumes no responsibility or obligation
for the division of orders or purchases among the joint bidders.
2.2.15 Independence of Proposal - -
Unless bidder is furnishing a joint proposal, by submitting this proposal, bidder swears
under penalty of perjury they did not conspire with any other supplier to set prices in
violation of anti-trust laws. -
2.2.16 Bidder's Cost -
Costs for developing proposals are entirely the responsibility of the bidder and shall not
.
be chargeable to the State. -
2.2.17 Preparation -
Proposals are to be prepared in such a way that provides a straightforward, concise
delineation of capabilities to satisfy the requirements of the RFP. Emphasis should be
concentrated on conformance to the RFP instructions, responsiveness to the RFP
requirements, and on completeness and clarity of content.
2.2.18 False or Misleading Statements -
Proposals containing false or misleading :statements, or references which do not support
an attribute or condition claimed by the bidder, may be rejected. If in the opinion of the.
State such information was intended to mislead the State in its evaluation of the
proposal, and the attribute, condition, or capability is a requirement of the RFP, it will be
the basis for rejection of the proposal. -
2-5 - -
RFP 58009
Section 2 — Rules Governing Competition
2.2.19 Violation of Air or Water Pollution Laws
Government Code §4477 prohibits the State from contracting with a person, including a
corporation or other business association, who has been determined to be in violation of
any State or federal air or water pollution control law. -
Prior to an award, the State shall ascertain K the intended awardee is a person included
in notices from the Boards. In the event of any doubt of the intended awardees identity
or status as a person who is in violation of any State or federal air or water pollution law,
the State will notify the appropriate Board of the proposed award and afford the Board
the opportunity to advise the State that the intended awardeeis such a person.
No award will be.made to a person who is identified either by the published notices or by
advice, as a person in violation of State or federal air or water pollution control laws.
2.2.20 Confidentiality Statement
To preserve the integrity of the security and confidentiality measures integrated into the
agency's automated information system, each contractor is .required to sign a
Confidentiality Statement see Exhibit 8.02 and add all pertinent copies to this section,
which must be submitted by the date specified in section1.4, Key Action Dates and as
part of the RFP.
2.3 Proposal Submission Procedures
2.3.1 Overview of Procedures
The proposal submission process contains a Draft Proposal and shall contain a Final
Proposal. (Section 1.4, Key Action Dates, states the proposal event and date, which
pertain to this RFP).. The purpose of the Draft Proposal is to provide the State with a
complete proposal without pricing in order to identify any faulty administrative aspect of
the proposal which, if not corrected, could cause the Final Proposal to be rejected for
ministerial reasons. -
2.3.2 Evaluation of Draft Proposal(s) and Discussion Agenda
Upon receipt of the. Draft Proposal, the State Evaluation Team will review each proposal
in accordance with the evaluation methodology outlined in the RFP for the purpose of
identifying areas in which the proposal is non -responsive to a requirement, is otherwise
defective, or in which additional clarification is required.
Bidders are cautioned not to rely on the State during these evaluations and reviews to
discover and report all defects and errors in the response. Before submitting each -
document, the bidder is responsible for carefully proofing it for errors and adherence. to
the RFP requirements. Draft Proposals will not include pricing.
2.3.3 Rejection of Bidder's Proposal
The State may reject any or all proposals. The State may waive any immaterial deviation
or defect in a proposal. The State's waiver of an immaterial deviation or defect shall in
no way modify the RFP documents or excuse the bidder from full compliance with the
RFP specification N the bidder is awarded the contract.
2-6
RFP 58009
Section 2— Rules Governing Competition
2.3.4 Withdrawal and ResubmissionlMddification of Proposals
A bidder may withdraw their Draft Proposal at any time. A bidder may withdraw their
Final Proposal at any time prior to the Final Proposal submission time. specified in
Section 1.4,'Key Action Dates. Any withdrawal must be requested by e-mail from the -
bidder or agent, to the Procurement Official identified in Section 1.6. Thereafter, the
bidder may submit a new or modified proposal prior to such Proposal submission time
specified in Section 1.4, Key Action Dates.
Modification(s) submitted'after the final submission date wrlf not be considered. Final -
Proposals cannot be changed or withdrawn after the designated time for receipt, except
as provided in Section 2.3.3.
2.4 Submission, Evaluation and Selection of Proposal - - -
2.4.1 Submission- of Final Proposal -
The Final Proposal must be complete in all aspects as required by the RFP. A Final
Proposal may be rejected. if it is conditional or incomplete, or if it contains any alterations
of form or other irregularitiesof any kind. .. -
A Final Proposal must be rejected if any such defect or irregularity constitutes a material
- deviation from the RFP requirements. The Final Proposalmust contain all costs required
by the RFP as stated in Section 6, Pricing. -
- The State may declare the Final 'Proposal, (including, both proposal responses and cost
proposals) to be additional Draft Proposalin the, event that the State Evaluation Team
determines that Final Proposals from, all bidders either contained material deviations, or
were not responsive to the State's needs; and that. it is in the best interest of the State to
continue the proposal process. If this occurs, the State will issue an addendum to the
RFP Each.bidderwillbe instructed of the due date for.the submission of a new,
'icompleted Final -Proposal to the State.
.This submission must conform to all, of the requirements. of the original Final Proposal. as
. amended. by any.subsequent addenda. During the evaluation of the new Final Proposal,
the.StateEvaluation Teammay request the, bidder,to clarify any area of the Proposal that
the State,Evaluation Team determines to be unclear. However,this request for
'clarification will not be an'opporturiity for the bidder to change its proposal. The proposal
-.must demonstrate the required financial soundness with financial statements as outlined
'.. in Section,--4.2:1,3.
2.5 Evaluation and Selection of Final Proposal
2.5.1 General
The Final Proposal will be evaluate.daccording to the evaluation methodologyand
procedures contained in thisRFP, Section 7; Evaluation and Selection. Negotiations
may be conducted: pursuant to Section 3.3.
2.5.2 Evaluation.Questions
-
Durmg the evaluation and selection of the Final Proposal, the State may.require
`additional,written clarification of the bidder's proposal. -
2 7.. _
RFP 58069
Section 2 — Rules Governing Competition .
2.5.3 Demonstration -
The State may require a demonstration of the bidder's proposal to specific requirements
(including benchmark requirements) before final selection in order to verify the claims -
made in the proposal, corroborate the evaluation of the proposal, and confirm that the
products and services are actually in operation; in which case prior notice will be given.
The bidder must make all arrangements for demonstration facilities at no cost to the
State. The bidder will determine the location of the demonstration, however,.its
performance within Sacramento is preferred and will be attended by members of the
State's evaluation team at the State's expense. Demonstration outside of Sacramento
will be subject to approval by the State and will be attended only if the bidder agrees to . .
reimburse the State for travel and per diem expenses. Demonstration outside of -
California will not be allowed. The State reserves the right todeterminewhether or not a
demonstration has been successfully passed.
2.5.4 Errors in the Final Proposal -
An error in the Final Proposal may cause the rejection of that proposal, however, the
State may at its sole discretionretain the proposal and make certain corrections as
described below. - -
.Note, In determining if a correction will.bel made; the State will consider the
conformance of the proposal io the format'and content required by the
solicitation document, and any unusual complexity of the format and content
required by the solicitation document.
1. If the bidder's intent is clearly established based on review of the complete Final
Proposal submittal, the State may at. its sole discretion correct an error based on that
established intent. I -
2. The State may, at its sole discretion, correct obvious clerical errors.
3. TheStatemay at its sole discretion correct discrepancy and arithmetic errors on the
basis that if intent is not clearly. established by the complete proposal submittal the
Master Copy shall have priontyover additional copies, the proposal narrative shall
have priority over the contract; tfie contract shall have priority over the cost sheets,
and within each of these, the lowestlevel-ofdetail will prevail. If necessary, the
extensions and summary will be recomputed accordingly, evenif the lowest level of
detail is obviously misstated. The total price of unit -price items will be the product of
the unit price and the quantity of the item. If the unit price is ambiguous, unintelligible,
uncertain for any cause, or is omitted, R shall be the amount obtained by dividing the
total price by the quantity of the item. - -
_ 4. The State may at its sole discretion correct errors of omission, and in the following
four .(4) situations, the State will take the indicated actions -if the bidder's intent is not
clearly established by the complete Final Proposal submittal`
a. If a good is described in the Final :Proposal and omitted from the contract and
cost data provided in the Final Proposal, it will be interpreted to mean that the
good will be provided by the bidder at: no cost.
b. If a nori-material good is not mentioned at all in the Final Proposal and is
essential to satisfactory performance, it will be interpreted to mean that the good
will be provided.at no cost.
c'. If a material good is not mentioned at all in the Final Proposal, it will. be
'interpreted to mean: that the bidder does not intend tosupplythat good and the
` proposal will be rejected. ,
2-8
RFP 58009
Section 2 — Rules Governing Competition -
d. If a material good is omitted from the Final Proposal, the omission is not
discovered until after contract award and is essential to satisfactory performance
the bidder shall be required to supply that item at no cost. -
5. If a bidder does not follow the instructions for computing costs not related to the
- contract (e.g., State personnel costs), the State may reject the proposal, or at its sole
discretion, re -compute such costs based on instructions contained in the solicitation.
6. If the re -computations or interpretations, as applied in accordance with this section,
result in significant changes in the amount of money to be paid to the bidder (if
awarded the contract), or in a requirement of the bidder to supply a major item at no
cost, the, bidder will be given the opportunity to promptly establish the grounds legally
justifying relief from its' proposal.
2.6 State's Rights
The. State reserves the right to:
• Modify or cancel in whole or in part its solicitation at any time prior to contract award;
Reject any or all bids if the State determines that a bidder's proposal was non -responsive to
this. RFP's requirements and to waive informalities and minorirregularities in bids received;
• Reject any or all bids if the State determines that a bidder is nota responsible supplier.
-2.7 Award of Contract
Award of contract, W made, will be in accordance with the RFP evaluation methodology detailed
in Section 7, Evaluation and Selection to responsive and responsible bidder whose Final
Proposal complies with all the requirements of the RFP documents and any addenda thereto,
except for such immaterial deviations as may be waived by the State. -
2.8 Contract Information -
2.8.1 Specific Terms and Conditions
The State's Contract Language contains specific terms and conditions for this
procurement. Therefore, this language will be used to develop the resulting contract. By
submitting a proposal the contractor agrees to accept the terms of the State's Contract.
The following describes the formation of the contract resulting from RFP — 58009.
No modification or substitutions to the State's Contract will be accepted. It is
imperative that intended awardee carefully review the listed attachments to fully
understand the contract.
Standard. Agreement (Std. 213) is located in Exhibit 8.09. The Standard Agreement
(Std. 213) shall have the following areas completed by the awardee: Section 1 --
Contractor's Name and Section 4 - Contractor's Information only. Note: Do not
complete term of the agreement (Section 2) and contract amount (Section 3).
The signature of authorized. representative. shall be included on the front page of the
Standard Agreement (Std. 213). Signature shall be original on all required copies. The _
State requires four (4)copies of the Standard. Agreement withoriginal signatures. The
State encourages that all copies be printed on paper that is recycled with a. minimum
post -consumer content of 30% and/or tree free paper. The contract shall consist of the
-listed items as identified in Standard Agreement (Std 213).
2-9.:
RFP 58009
Section 2 — Rules Governing Competition
2.8.2 Contract Development The appropriate contract forms and exhibits or the specific requirements of this RFP are
included in Section 8. Any alteration by a bidder to the provisions of these contracts
without the express permission of the State will result in rejection of the bidder's
proposal.
2.8.3 Alternative Protest Process
This solicitation/acquisition is being conducted under the provisions of the Alternative
Protest Process (Public Contract Code Section 12125, et seq.). By submitting a bid or
proposal to this solicitation, the bidder consents to participation in the Alternative Protest
Process, and agrees that all protests of the proposed award shall be resolved by binding
arbitration pursuant to the California Code of Regulations, Title 1, Division 2, Chapter 5.
The link. to the regulations is:
httoY/www dos ca eov/oah/GeneralJurisdiction/BidProtestReas asox
During the protest period, any participating bidder may protest the proposed award on
the following grounds: - -
1. For major information technology acquisitions —that there was a.violation of the
solicitation procedure(s) andthat the protesting bidder's bid should have been
selected; or
2. For any other acquisition —that the protesting bidder's bid or proposal should have
been selected in accordance with the selection criteria in the solicitation document.
-
3. A Notice of Intent to Award for this solicitation will be publicly posted in the
Procurement Division reception area and sent via facsimile to any bidder who made a
written request for notice and provided a facsimile number. -
Submit Notices of Intent to Protest to the Coordinator at
Alternative Protest Process Coordinator
Department of General Services
Procurement Division
707 Third Street, 2nd Floor -
West Sacramento, CA 95605 -
Fax (916)375.4611 -
Within seven (7) working days after the last day to submit a Notice of Intent to Protest, a
protesting, bidder must submit a signed, written detailed statement of protest, filing fee
and deposit, as applicable, to the Coordinator. Untimely submission of the written
detailed statement of protest waives bidders right to protest.
A written Notice of Intent to Protest the proposed award of this solicitation must be
received (facsimile acceptable) by the Coordinator before the close of business 5 p.m.
PST/PDT on the 3" working day following, public posting of the Notice of Intent to Award.
Failure to submita timely, written Notice of Intent to Protest waives bidder's right to file a
protest. Within seven (7) working days after the last day to submit a Notice of Intent to
Protest, the Coordinator must receive from the protesting bidder, the complete protest
2-10
RFP 58009
Section 2 — Rules Governing Competition
filing to include the detailed written statement of protest, filing fee and deposit or small
business certification as applicable. Untimely submission of the complete protest filing. _
waives the bidder's right to protest.
Protest bond requirement: bond amount for this Alternative Protest Process shall be 10
percent of the estimated $16,000,000.00 contract value. See California Code of
Regulations, Title 1, Section 1418. -
2.8.4 Non -Responsive Proposals
Many of the causes for rejection arise from either an incomplete understanding of the
competitive bidding process or administrative oversight on the partofthe bidders. The
following examples are illustrative of more commoncauses for rejection of Bids: _
1. A proposal stated, "The prices stated within are for your information only and
are subject to change. _
2. A proposal stated, "This proposal shall expire 90 days from this date unless.
extended in writing by the bidder." (In this instance award was scheduled to be
approximately 90 days after proposal submittal date:) -
3.,A proposal stated, "This proposal is not intended to be of a contractual nature."
4. A proposal contained the notation "prices are subject to change without notice."
5. A proposal was received for the purchase with unacceptable modifications to the
purchase contract.
6. A proposal was delivered tothe wrong office.
7. A proposal; was delivered. after the date and time specified in the RFP.
A bidder submitted their own terms and conditions.
- 2-11.
RFP 58009.
Section 3— Instructions to Bidders
3. Instructions to Bidders - - - - -
3.1 Overview of the RFP Process
The objective.of the RFP is to select one ormore qualified biddersto be the miscellaneous food
vendorto the State of California. "DGS-PD will conduct this. RFP process and will gather cost,
technical, business and administrative information from participating.bidders'to assess their
responsiveness and responsibility. Only responsive and responsible bidder(s) will be eligible for
award. Following evaluation of RFP responses by the State Evaluation Teain,.the"State may:
• Award the business to bidder(s) in accordance with Section 7, Evaluation and Selection; or
• Conduct further negotiations with selected bidder(s) in accordance,with Section 3.3.if
conditions exist as articulated in Public Contract Code §6611 (a):
Since the State intends to, award the contract on'the basis of the RFP response, the State
strongly encourages each bidderto provide'atsbest response.to this RFP to maximize,its
chances of. success in this' procurement.
Listed below is a high-level overview, which is fully explained in Section 3.2 below, of the
steps that compnsethe RFP submittal process. Detailed information about each step is
provided in this section:
• Biddersobtain access to the RFP. :
• Bidders submit;lntent to Bid, Confidentiality Statement, and Letter of Acceptance.
• Bidders submit aDraft Proposal (optional). Bidders must submit the completed, signed
mandatory and optional forms whether submitting a,draffproposal or not:
• The State reviews the1Draft Proposals and will provide feedback via email.,
• Bidders submit a Final Proposal. Bidders submit four (4). copies of theirpricing proposal,
on CD-ROMs and place in sealedenvelope; clearly marked "Pricing Proposal",
separate from the envelope for mandatory, and optional documents. "Pricing. Proposal"
submitted under improperly marked -covers and/or not sealed envelope may be rejected.
• The State evaluates bidder's Final' Proposal.
3.2 RFP Submittal Instructions
Listed below are the important instructionsfor the key ,action items related to this RFP.
RFP Released via the CaliforniaStatecontracts Register http:Ifwww.eprocure.das.ca.00v
Bidders' Conference California SBINS Business Partnership Workshop The bidder's
conference will be held'at the offices of the Department of General Services (707 3rd Street,
West Sacramento, CA) on 4117113 at 11:00 A.M., inthe Executive Dining Room, and will last
approximately 2:5 hours. Although it is not;mandato„ry,. bidders are strongly recommended to
attend this conference - -
Intent to Bid: The Letter of Intent to Bid is attached as Exhibit 8.01. Please complete the
exhibit and submit it with any necessary attachments included in this RFP, per Section 1.4 Key
Action Dates. -
3-1
RFP 58009
Sect RFP
to Bidders
Bidder Questions: For questions regarding the scope and content of the RFP, bidders must.
submit questions via Bid Sync to the Procurement Official identified in Section 1.5, and the
responses to the questions will be disseminated electronically through BidSync.
Draft Proposal Instructions
1. Complete and submit responses to the Administrative Requirements in Section 4 and the
Technical and Business Requirements in Section 5 per Section I, Key Action Dates.
2. Complete all mandatory and optional documents, (Please refer to the tables below for a
comprehensive list of mandatory and optional documents to be submitted)
Any bidder that submitsbid pricing in a draft proposal is precluded from submitting a
Final Proposal and from being awarded the contract.
3. Make one (1) CD ROM copy of each requested exhibit and place them along with the
original copy in an envelope as described in Section 3.2.3. The State encourages all bidders
to use recycled paper with aminimum post -consumer content of 30 percent and/or tree free
paper, to use recyclable report covers or binders, and to avoid the use of plastic covers or
dividers. Address the, envelope as follows:
Bid Room
Miscellaneous Food RFP 58009
(Bidder's Company. Name), Draft. Proposal -
Attention: Dave Henning
707 3rd Street, 2nd Floor -
West Sacramento, CA95605
4. Deliver the envelope(s) to the Bid Room on the 2ndfloor. A time stamp will be placed on the
envelope to verify timely submittal:
The main purpose of tFje Draft Proposahis.to provide the State,with a complete proposal in
order for the.State to identify any faulty aspects'andlormateriajdeviation's that, 9 not
corrected, could cause the final proposal'to be deemed non -responsive on a technicality and
rejected. This Draft Proposal shall be responsive to all technical and administrative
requirements andinclude the required exhibfts.' Draft proposals will be reviewed in an
attempt to detect administrative or clerical errors and inconsistencies that, if contained in the
final proposal, may cause the proposal to be rejected. It is not the intent of the State to
review the draft proposal at this time for total responsiveness to all the RFP requirements.
- The State makes no warranty that errors will be identified during the review of the Draft
Proposal or that such errors remaining in the final proposal will not cause the final proposal_
to be rejected. Customer references may be contacted at this time or the State may waft
until the submission of the final proposals.
Cursory Review: The State will review Draft Proposals and provide feedback to bidders via
e-mail as deemed appropriate. The State will inform bidders via e-mail that their RFP Draft
Proposal has been reviewed and will request they submit their Final Proposal by the final
date shown in Section 1.4, Key Action Dates, with any necessary changes.
3-2
The Fiscal Year 2022-2023 Proposed Budget included $155,000 for meals, as follows: $95,000 in
146.61.5186.6158 - Los Angeles County Area Agency on Aging (AAA) and $60,000 in
225.61.5121.6120 - Community Development Block Grant - COVID (CDBG-CV). A total of $30,000
from each fund (AAA and CDBG-CV) is proposed to be allocated to cover the costs of raw food from US
Foods. There are no General Funds used for the purchase of frozen food for the Senior Center.
FUNDING
ACCOUNT
FY2022-23
AMOUNT
SOURCE
PROPOSED
BUDGET
AAA COUNTY
146.61.5186.6158
$95,000
$30,000
GRANT
CDBG-CV 11225.61.5121.612011
$765,44011
$30,000
TOTAL
$860,440
$60,000
Attachments
Attachment No. 1 - State of California's RFP for Raw Food & Miscellaneous Food Supplies
Attachment No. 2 - US Foods 1-17-89-15B Supplement 7
CITY COUNCIL GOALS & OBJECTIVES: Enhance City Image and Effectiveness
RFP 68009
Section 3- Instructions to Bidders
Final Proposal Instructions:
1. Complete and submit your responses to the Administrative, Section 4 and Technical and
Business Requirements per Section 5 of the RFP. The State will not accept late proposals
or approve extensions. -
2. Complete all mandatory and optional documents (Please refer to the tables below for a
comprehensive list of mandatory and optional documents to be submitted as part of the
RFP response). Do Not Include. Exhibit 8.11 Pricing Cost Tables (Mandatory) with
pricing/percentages..
3.. Make four (4) copies of each document as described in Section 3.2.3 and place them ..
along with the original copy in an envelope. The State encourages all bidders to use
recycled paper with a minimum post -consumer content of 30 percent and/or tree free
paper, to use recyclable report covers or binders, and to avoid the use of plastic covers or
dividers. Do not include any pricing information in this envelope. Address the .
envelope as follows:
Bid Room
Miscellaneous Food RFP 58009 (Bidder's Com
pajny Name'), Final Proposal Administrative & Technical
Attention Dave Henning
707 3rd Street, 2nd Floor, Bid Room
West Sacramento, CA 95605
4. Complete the pricing information as specked in Section 6, Pricing. Make four (4) copies of
your pricing proposal onto 4 CD-ROMs (excel format), and. write "(Your company name) -
Pricing Proposal" on each CD-ROM. -
5. Place CD-ROMs in a sealed envelope, separate from the envelope for mandatory and
optional documents as described in Section- 3.2.3. Clearly type the name of your company
on the envelope. Type "Pricing Proposal" and the RFP number on the envelope. Address
the envelope to: -
-Bid Room. - -
Miscellaneous food RFP 58009
(Bidder's Company Name), Pricing Proposal
Attention: Dave Henning
707 3rd Street, 2nd Floor, Bid Room
- West Sacramento, CA 95605
6. Deliver both envelopes to the BidRoomon-the 2nd floor. A time stamp will be placed on
the envelopes to verify a timely submittal. The State will not accept late proposals or
approve extensions: - - -
'.: 3._3 -
RFP 58009
Section 3— Instructions to Bidders
PROPOSAL CONTENT The following items constitute the presentation of a complete proposal and the key action events
related to this RFP. Event dates and times are specified in Section 1.4.
. 3.2.1 MANDATORY DOCUMENTS THAT MUST BE SUBMITTED WITH RFP RESPONSE:
No.
- Description:
Where to find:
How to Submit
1:
Letter of Intent to Bid
Exhibit 8.01
Deliver to Bid Room — time
-
stamp on 2nd Floor.
-
4 copies required.
2.
Letter of Acceptance
Supplier to provide on
Deliver to Bid Room — time
their own letter head
stamp on 2nd Floor.
- -
4 copies required.
3.
Confidentiality Statement
Exhibit 8.02
Deliver to Bid Room — time
stamp on 2nd Floor.
4 copies ruired.
-4.'
Bidder Declaration Form
Exhibit 8.03
Deliver to Bid -Room— time
GSPD-05-105
stamp on 2nd Floor.
-
4 copies required.
5.
Payee Data Record -
Exhibit 8.04 -
Deliver to Bid Room — time
Form Std 204
stamp on 2nd Floor.
--
-
4 copies required.
6.
Corporate Qualification to do
Download from Section
Deliver to Bid Room — time
Business
4.2.8 -
stamp on 2nd Floor.
4 copies required.
7.
Responses to Administrative
Exhibit 8.06
Deliver to Bid Room — time
Requirements
stamp on 2nd Floor.
- -
4 copies required.
8.
Responses to Technical and
Exhibit8.07
Deliver to Bid Room —time
Business Requirements
stamp on 2nd Floor.
- -
4 copies required.
9. -
Hazardous Chemical
Exhibit 8.07
Deliver to Bid Room —time
stamp on 2nd Floor.
4 Copies re uired.
10.
Recycled Content
Bidder(s) to Provide
Deliver to Bid Room — time
Certification
Section 4.2.6
stamp on 2nd Floor. -
-
4 copies required.
11..
Draft Implementation Plan -
Section 5.12.1
Deliver to Bid Room —time
stamp on 2nd Floor.
4 co ies re uired.
12.
Draft Training Plan
Section 5.13a
Deliver within 5 days of
contract award to the Contract
Manager.
13.
Completed Customer
Exhibit 8.08 -
Deliver to Bid Room — time
- Reference Forms
stamp on 2nd Floor.
- -1
4 copies required.
- RFP 58009
- Section 3- Instructions to Bidders
No.
Description: -
Where to find:
How to'Submit -.
14.
Completed Pricing Cost - .'
Exhibit 8.11
Four copies & (4) CD-ROMs in
Tables
-
separately sealed envelope
_
delivered to Bid Room -time
stanip on 2nd Floor..
15.
Standard Agreement (Std.'
Exhibit,8:09
Deliver to-Bid`Room-time.
213) - -
stamp;on 2nd,Floor..
�4 co ies uired.
16.
Invoice -
Section 5:7
Deliver within 10 days of
contract award to the Contract
�Mana q er.
17.
Non -Collusion Affidavit
Section8.9
DelivertoBidRoom-:time
_
-
stamp on 2ndFloor.
'4 copies required. -.
18.
Small Business Preference
Section 4:2 13 1 !
Deliver'to Bid Room -time
- -
•'stamp
on 2nd Floor. 4 copies
required
3.2.3 Proposal Format and Content
This section prescribes themandaiory proposal forma[, content, and submission.
sequence. Format instructions must be adhered to; all requirements and. questions in
the RFP must be responded to; and all requested data must besuppliedi The Bidder
must examine the RFP with care and be satisfied as to the`(1)'concitions with which the
Biddermust.comply prior to submitting proposal and (2)' the conditions. affecting. the
award of contract.
Submissions are in stages and include, the Draft: Proposal; and's Final Proposal. `
The Final Proposal must be completely sealed and one complete set of all required
documents clearly marked "MASTER COPY: The Final Proposal submission must be
clearly labeled "RFP 58009" "Miscellaneous Food Proposal", identified as the. "FINAL
PROPOSAL,' and include the Bidder's name clearly displayed on the outside of the
package. It is the responsibility of the Bidder to ensure that the proposal is
received by DGS by the date and time identified in Section 1.4,KEY ACTION
DATES at the following. location: - -
BID ROOM "RFP 58009"
Department of General Services
Attention: Dave Henning -
Procurement Division
`•'707.3rd Street, 2nd Floor, Bid Room
West Sacramento; CA 95605
.If a proposed Bidder identifies apparent omissions, discrepancies, or errors in the
specifications in the RFP documentprior to the date of final submission, the Bidder
should request clarification. Clarification will be provided as an addendum to all Bidders.
3-5
RFP 58009.
Section 3— Instructions to :Bidders
The withdrawal of any proposal must be made in writing prior to the final submission date
and time and must ,besigned byan authorized person representing the Bidder
organization. An oral or telephone request to withdraw a proposafis not
acceptable.
3.2.4 Draft Proposal Format and Content
The Draft Proposal must contain all material required for Final Proposal submission
organized as stated in Section, 3.2.1 following with the exception of cost information.
NOTE: Cost information may not appear in any proposal submissions except the
Final Proposal. The inclusionof cost. information in the Draft Proposal
may be a basis for rejecting the proposal and notifying the Bidder that
further participation in the procurement is prohibited.
,3.2.5 Final Proposal Format and Content
The. Final Proposal must be page numbered with tabs for each volume and section and
- - - - submitted in the number of copies indicated, and include the following. items:
Volume I: - Response to. Requirements - 4 copies total, one of the copies shall be
labeled "Master"- Each Bidder is responsible for including the following sections in its
- .response to this RFP. The organization and structure of this volume must
be-asfollows: -
Section 1: Letter of Acceptance
The letter must be prepared and signed in accordance with Section 2.2.9.
Include the letter as the first page of Volume I. The letter of acceptance
must state that the Bidder commits to fulfilling all requirements of the RFP.
Section 2: Response tothe Administrative Requirements-(RFP -
Section 4)
The Proposal must include sufficient documentation to assure the State of
the Bidder's responsiveness. All required documentation, forms and
exhibits, and narrative responses to requirements in Section 4 must be
completed and included in this section of the RFP response volume.
Each requirement is identified as a Proposal Item within Section 4 and
is summarized in — Exhibit 8.06 - -
NO COST INFORMATION CAN BE CONTAINED IN THIS VOLUME OF
THE FINAL RESPONSE. -
Each sub sections must be tabbed sequentially as listed in Section 3.2.1 of
this section.
Section 3: Response to the BUSINESS AND TECHNICAL
REQUIREMENTS (RFP Section 5) (limited to an average of one page per
business requirement)..
3 6
RFP 58009
Section 3—Instructions to Bidders
The requirements in Section 5-of the RFParenot to be retyped by the
Bidder. Section 5 of the RFP must be included in its entiretyin this section
of the proposal, along with the cross references to the mandatory, non -
mandatory narrative questions and any supporting materials. All required
documentation, forms and exhibits, and narrative responses to
requirements in Section 5 must be completed and included in this section of
the RFP response volume. -
This section should contain all technical and other reference literature
necessary to support the responses to the requirements of this RFP. The -
literature should be tabbed, page numbered, indexed and properly
annotated so the State can readily verify compliance. If the documentation
is inadequate or supporting information is difficult to find, the Bidder may
required to demonstrate compliance with the requirements. All pages must
be sequentially numbered for this section.
. Each requirement is identified as a Proposal Item within Section 5 and
is summarized in — Exhibif 8.07
Volume II:.Cost Data 4 hard cooles�total, one of the copies shall be labeled "Master"
and four (4) CD ROMs (in excel format).
This volume MUST be sealed separately and. contain only the completed
cost tables — COST,. -- - -
The organization and structure of this volume is to be as follows
Non -Core worksheet with percentage over cost;
• -Any other discounts offered.
3.3 Negotiations -
3.3.1. Overview of Negotiations < .
The State's intention is to award a contract to multiple qualified bidders. The awarded
bidders must be able to provide the entire portfolio of products and ancillary services.
- Award of this RFP will be made to the contractor pursuant to Section 7, Evaluation and
Selection. Negotiations may be conducted if one or more of the conditions as provided
in Public Contract Code &6611(a) and Administrative Order 05-01 are present.
Negotiations would be conducted prior to award of the contract, if necessary. -
The objective of negotiations is to obtain best terms from participating bidders who are
identified by the State's negotiation team as being in the competitive range as defined in
Section 3.3.3 and pursuant to Section 7,. Evaluation and Selection. The State's
negotiation team may consist of the Evaluation Team or may be composed of a different
team. However, evaluation of Proposals, or Revised Proposals shall be completed only
by the State's Evaluation Team.
Negotiations may be conducted after the determination of responsive responsible
bidders, if it is in the best interest ofthe State to conduct negotiations. The State may call
for negotiations pursuant to P:C.C: §6611(a): and Administrative Order 05-01 that may
lead to Proposal Revisions with those biddersthe Negotiation and/or Evaluation Team
3 7
RFP 58009
Section 3— Instructions to Bidders
identifies in accordance with Section 3.3.3, The State, at its discretion, may conduct
multiple rounds of negotiations process for this procurement with identified bidders. If
such action occurs, the process will be documented in the State's Evaluation and
Selection Report for this RFP.
Bidders may be asked to submit revisions to their RFP proposal submittal and/or
negotiations for the purpose of obtaining a Proposal Revision based on the outcome of
the negotiations conducted with the identified bidders. After each round of negotiations,
Proposals may be re -scored and evaluated based on the criteria outlined in Section 7,
Evaluation and Selection or any additional criteria set forth in Addenda. Bidders may be
removed from further participation in the negotiation process based on competitive range
as defined in Section 3.3.3.
Those bidders who participate in negotiations must e-mail their Proposal Revision and if
the bidders are in the last round of negotiations must e-mail their Proposal Revision and
a cover letter to the DGS official identified in Section 1.5, Procurement Official by the
date identified during the negotiations.
Proposal Revisions may be required to determine the award of the contract resulting -
fromthis solicitation, however, the State reserves the right to award contracts without
further discussions after receipt of proposals, in which case, negotiations and Proposal
Revisions will not be required. Award will be made to the bidder(s) who provides the
best value solution and highest score pursuant to Section 7 (Evaluation and Selection).
3.3.2 Negotiations Instructions -
Negotiation Invitation: Those bidders identified by the State's negotiation team as being
inthe competitive range will be notified and invited to attend negotiations. Bidders will be
notified in writing: (i) thatthe State is initiating negotiations pursuant to .P.C.C. Code
§6611(a); (ii) the general purpose and scope of the negotiations; (iii) the members of
the State's negotiation team; (iv) the anticipated schedule for the negotiations; and (v)
the procedures to be followed for negotiations.
Confirmation of Attendance: Bidders who have been invited to participate in negotiations .
must confirm attendance.
Negotiations Round(s):.Multiple negotiation rounds will be conducted with those bidders
identified by the Evaluation Team. - -
Proposal Submittal: Bidders are required to e-mail the Procurement Official identified.in _
Section 1.5 of this RFP their Proposal Revisions basedonthe outcome of the
negotiations and a cover letter. Pricing must be consistent with Bidder's round of
negotiations submitted during negotiations. Proposal Revisions may re -scored and
evaluated based on the objective criteria outlined in Section 7, Evaluation and. Selection
or any additionalcriteriaset forth in Addenda by the evaluation team.
Communication of Results: Upon posting of the intent to award, the State will make
available a summary of the evaluation results from the Negotiations Phase as part of the
Evaluation and Selection Report. Notice to Intent to Award will be posted, and will be
-sent to all participating bidder(s).
• 10
RFP 58009
Section 3— Instructions to Bidders
3.3.3 Determine the Competitive Range - - - -
If the State chooses to negotiate, the State will identify bidders to be included in the
competitive range by evaluating each offer against the evaluation criteria enumerated in
the RFP. The State will:
• If the State's negotiation team determines that the number of most highly rated
proposals included in the competitive range exceeds the number at which efficient
negotiations can be conducted, and then the State's negotiation team may limit the
number of proposals in the competitive range to, the top 5 highest ranked bidders.
3.3.4 Steps for Determining the Competitive Range
The following steps will be utilized by the State to determine the competitive range: .
Evaluate All Proposals. Evaluate all proposals considering all award criteria (price and
technical) established in Section 7, Evaluation and Selection found in the solicitation.
• Identify Evaluation Score. Identify the grouping of bidders based on
evaluation/scores pursuant to Section 7 of bidders who bid on all products and
services. This grouping may be done by arranging the proposals from highest to
lowest score and then looking for breaks in the scores such that natural groupings of
similar scores may be identified.. - -
• Identify the Most Highly Rated Proposals. Identify breaks in the evaluation ratings
that separate the most highly rated proposals from the others. Identify the most highly
rated proposals for possible inclusion in the competitive range. Up to five (5) bidders -
will be included in the competitive range based on proposals received. Proposals
that are not highly rated within the defined product categories will be excluded from
participating in negotiations.
• Notify Bidders. After posting of the Intent to Award, the State will make available a
summary of the evaluation results from the entire RFP process as part of the
Evaluation and Selection Report. -
3.4 Evaluation Methodology
3.4.1 Overview of Evaluation
Proposals must be submitted at the date and time specified in Section 1.4, Key Action
Dates. The evaluation of the proposals is described below. The RFP has a two-step
submittal process, a Draft Proposal and Final Proposal. The Draft Proposal is optional
but recommended, and the Final Proposal is mandatory. The evaluation of the Draft
Proposal is described in Section 2.3.2. The evaluation of the Final Proposal is a'
described in Section 2.5. -
The State, at its discretion, may conduct multiple rounds of negotiations for this
procurement. The State will conduct this RFP in accordance with the process outlined in
this document. During each round, proposals will be re -scored and evaluated based on
the objective criteria outlined in this section, or any additional criteria set forth in
Addenda. At the end of each round, bidders may be removed from further participation
in the process based on a determination of a "Competitive Range".
The administrative and technical factors will be scored based on bidder ability to meet
the business and qualitative requirements as set forth in Section 4 and 5. The cost factor
f1111W
RFP 58009
Section 4 — Administrative Requirements
4. Administrative Requirements
4.1 General Requirements "
This section contains the non -technical mandatory and non -mandatory requirements covering
the bidder's responsibility. In responding to these requirements, the bidder will respond to the
appropriate selection as described in this RFP.
Bidder Responsibility
Prior to the award- of the contract, the State musfbe assured that the biddershaveall of the
resources to successfully perform under the contract.. This includes, but is not limited to,
adequate number of personnel with required skills, availability of appropriate equipment in
sufficient quantity to meet the on -going needs of the -State, financial resources sufficient to
complete performance under the contract, and experience in similar endeavors. Bidder
responses submitted as part of this RFP will be used as part of the evaluation process to
determine bidder responsibility. During the evaluation process, the State has the option of
requesting any information it deems necessary to determine that a bidder is responsible. If such
information is required, bidderswill, be notified and will be given five.(5) working.days to submit
the requested information. - -
Mandatory Requirements - - -
All items labeled "Mandatory" are not negotiable. A Pass/Fail evaluation will beutilized for all
mandatory requirements in;this RFP. To be considered responsive, responsible and eligible to
participate in the RFP, all questions identified as� mandatory must be marked "Yes" to pass. As
specified with each requirement listed below, bidders must indicate whether their proposal
meets the individual requirement by marking either a, "Yes" or "No" and initialing next to the
corresponding question in Exhibit 8.06.
Non -Mandatory Items
The States evaluation team will also review responses to non -mandatory items. These optional
items should be answered in the response box. Non -mandatory items will not be considered
when identifying bidders who are responsive and responsible. Additionally, non -mandatory
items will not be considered when identifying which bidders will be included in negotiations
should the State elect to enter into negotiations. - -
4.2 Mandatory and Non -Mandatory Requirements
4.2.1 Bidder Declaration Form (Mandatory)
All bidders must complete theBidderDeclaration GSPD-05-105, Exhibit 8.03, and
include it with the bid response. When completing the declaration, bidders must identify
- subcontractors proposed for participation in the contract. If the bidder's proposal
involves the use of subcontractors for a portion of the contract, the subcontractor must
also comply fully with the Administrative Requirements that are applicable with the
portion of the work being delegated to the subcontractor. Bidders awarded a contract
are contractually obligated to use the subcontractors for the corresponding work
identified unless the State agrees to a substitution and it is incorporated by amendment
to the contract.
4-1
RFP 58009
Section 4—..:Administrative Requirements
4.2.2 Retailer's Seller's Permit(Non-Mandatory) -
Bidders are required to complete and sign the Retailer's Seller's Permit in Exhibit 8.05.
Bidders should deliver the Retailer's Seller's, Permit to the Bid Room as part of their
response to this RFP. - -
4.2.3 Noncollusion Affidavit (Mandatory) -
Bidders are requiredto complete and sign the.Non-collusion-Affidavit in Exhibit 8.9.
Bidders must deliver the Non -collusion Affidavit form to the Bid Room as. partof their
response to this RFP. -
4.2.4 Non -Discrimination Toward WTO GPA Signatories (Mandatory).
_ - This RFP is subject to the requirements of the World Trade Organization (WTO)
Government Procurement Agreement (GPA). All bidders offering products or services of
countries that are signatories to the WTO GPA and that have agreed to cover reciprocal
sub -central coverage under the WTO GPA will be accorded non-discriminatory treatment in the award of contracts under this solicitation. These countries currently.include the
member States of the European. Union (Austria, Belgium, Denmark, Finland, France,
Germany, Greece, Ireland, Italy, Luxembourg, Netherlands, Portugal, Spain,. Sweden,
- - and the United Kingdom), Israel, Japan, Korea, Norway, and Switzerland. -
4.2.5 Hazardous Chemicals (Mandatory) -
Products, that contain hazardous chemicals, as defined by California Code of
Regulations, Title 8, §339, shall comply with the requirements of Title 8 of the California
Code of Regulations including §340, Material Safety Data Sheets (MSDS). All
hazardous chemical products shall be labeled, tagged or marked with the following
information: - - - -
1. Identity of -the hazardous chemical(sj.
2. Appropriate hazard warning. - -
3. Name and address of the chemical manufacturer, importer or other responsible
pad"
The contractor shall provide a'Material Safety Data Sheet (MSDS), as required by the
above -mentioned codes, for any item included in this contract that contains hazardous
chemicals, upon request of any State agency. This information shall be provided to the
requesting agency by facsimile, e-mail or accessible through contractor's website within -
24 hours of request. Address questions about the administrative rules referenced in this
requirement to the Department of Industrial Relations, California Division of Occupational
Safety & Health, San Francisco, CA, 415/703-5100.
4.2.6 Recycling Certification (Mandatory) The Contractor shall certify in writing under penalty of perjury, the minimum, if not exact,
percentage of post consumer material as defined in the Public Contract Code Section
12200, in products, materials, goods, or supplies offered or sold to the State regardless
of whether the product meets the requirements of Public Contract Code Section 12209.
Download the manufacturer certification at:
http-1/www.calrecycle.ca.gov/buvrecycled/trashbags/ComplyList/ -
4.2
ATTACHMENT NO. 1
REQUEST FOR PROPOSAL
FOR
STATEWIDE
MISCELLANEOUS FOOD CONTRACT
RFP 58009
April 9, 2013
ISSUED BY
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
707 3rd Street, 2nd Floor
WEST SACRAMENTO, CA 95605
RFP 58009
Section 4 — Administrative Requirements
4.2.7 Supplier Name Change (Mandatory)
An amendment is required to change the supplier's name as listed on this Agreement.
Upon receipt of legal documentation' of the name change the State will process the
amendment. Payment of invoices presented with a new name cannot be paid prior to
approval of said amendment.
4.2.8 Corporate Qualifications to Do BusinessinCalifornia (Mandatory)
When agreements are to be performed in the State by bidders, the contracting agencies
will verify that bidders are currently qualified to do business in California, to ensure that
all obligations due to the. State are fulfilled.
"Doing business" is defined in Revenue and Taxation Code §23101as actively engaging
in any transaction for the purpose of financial or pecuniary gain or profit. The State
understands that there are some statutory exceptions to taxation, but rarely will bidders -
performing within the State not be subject to the franchise tax. -
Both domestic and foreign corporations (those incorporated outside of California) must
be in good standing with the State of California, in order to be qualified to do business in
California. -
Bidders must provide evidence of good standing with the Office of the Secretary of State. - -
httoa/keolecsos.ca.00v - -
4.2.9 Payee Data Record (Mandatory) .
Bidders to be awarded this contract will be required to sign the attached Payee Data -
Record (Std.204) before contract award. Exhibit 8.04 must be completed and returned
- with the RFP. - - -
4.2.10 General Provision for Non -IT Commodities (Mandatory)
The General Provision for NON -IT Commodities are hereby incorporated by reference.
htto'//www documents dos ca cov/od/modellanc/GPnonIT060810 odf -
4.2.11 Small Business Preference (Mandatory)
Small Business Regulations: - -
The Small Business regulations, located in the California Code of. Regulations (Title 2,
Division 2, Chapter 3, Subchapter 8, Section 1896 at seq.), concerning the application
and calculation of the small business preference, small business certification,
responsibilities of small business, department certification, appeals are revised, effective
9/09104. The new regulations can be viewed at (www.pd.dgs.ca.gov/smbus):. Access
the regulations by clicking on the "Small Business Regulations' in the right sidebar. For
those without Internet access a copy of the regulations can be obtained by calling the
Office of Small Business and DVBE Services. (OSDS) at (916) 3754940.
4.2.12 Non -Small business Subcontractor Preference (Non -Mandatory): - All non -small businesses are strongly encouraged to use California Certified Small
Business in an amount of at least 25% of the total contract value, which entitles them to
receive a 5% bid preference:. -
4-3
RFP 58009
Section 4 —Administrative Requirements
4.2.13 Attachment with Bid Required for Claiming the Small Business Preference
(Mandatory for Non -Small Business Claiming Small Business Preference):
- All bidders must complete and include the Bidder Declaration form GSPD-05-105
(Exhibit 8.3) with their bid response. the declaration form must list all of the California -
certified small businesses withwhich you commit, if awarded, to subcontract to in an
amount of at least twenty-five percent (25%) of the total estimated $16,000,000.00
contract value. You may include additional copies, if needed, to provide a complete
listingof subcontractors. All certified small businesses must perform a "commercially -
useful function" in the performance of the contract as defined in Government Code
- Section 14837(d)(4).:
Bidders awarded a contract are contractually obligated to use the subcontractors for the
corresponding work identified unless the State agrees to asubstitution -and it is
incorporated by amendment to the contract.
The small business preferenceisapplied to the total points scored during the evaluation
and shall be computed as follows: if a non -small business has earned the highest point
count, a preference equal to 5% of that total point score shall be computed and shall -
constitute the small business preference points. The preference points shall be added to
the total points of all responsive and responsible California -certified small business _
bidder(s). -
FOR THE PURPOSES OF THIS RFP, THE SMALL BUSINESS PREFERENCE WILL
BE APPLIED.AS REFERENCED IN SECTION 7, EVALUATION AND SELECTION.
4.2.14 .Small Business Certification:
Bidders claiming the small business preference must be certified by California as a small
business or must commit to subcontract at least 25% of the estimated contract value with
one or more California certified small businesses. Completed certification applications
and required support documents must be submitted to the Office of Small, Business and.
DVBE Services (OSDS) no later than 5:00 p.m. on the bid due date, and the OSDS must
be able to approve the application as submitted.
4:2.14A EZA, LAMBRA, TACPA Preference (Non -Mandatory)
ENTERPRISE ZONE ACT (EZA), LOCAL AGENCY MILITARY BASE RECOVERY
PREFERENCE REQUEST (LAMBRA), and. TARGET AREA CONTRACT
'PREFERENCE ACT (TACPA) - - - - -
This bid contains new and revised procedures for Bidders who wish to apply for
EZA, LAMBRA, and TACPA preferences. Bidders are encouraged to review the
_preferenceprogram materials carefully to ensure.that their submittals conform to the
programs' requirements. - - -
'Enterprise Zone Act (EZA), Government Code Section 7070, et. seq.; Local Agency
Military Base Recovery Act. (LAMBRA), Government Code Section 7118, et seq.; and
Target Area Contract Preference Act (TACPA), Government Code Section 4530 et seq..
Contract preference will be granted to California -based Bidders in accordance with
whenever contracts fougodds or services are in excess of $100,000 and the Bidders
meet certain, requirements as defined in the California Code of Regulations (Title 2,
Section 1806.30 at seq.-regarding labor needed to provide the goods being procured.
4-4
RFP.58009 -.
Section 4— Administrative Requirements
The requirement to the EZAILAMBRA/TACPA Monthly Performance
Report of Labor Hoursis mandatory contract requirement that
demonstrates your company is being a responsible supplier to the.State,of
California. The.required reports shall be submitted to the Dispute Resolution
Unit (DRU) no later than the 15th dayof each, proceeding month during the -
contract period. If theState does not receive the required reports by the
required due date, it may impact futurecontract awards to.your company.
Bidders are alerted that Workforce Preferences for EZAILAMBRA/TACPA,.
MUST be met regardless of•need to win a contract award. The State will hold
the awardee.to meeting the workforce preference requested in the
solicitation.Failure;to meet the obligation could result in Default by Supplier
and be subject to sanctions as set forth in law.
Bidders desiring to claim EZA, LAMBRA, or TACPApreferences must submit a fully
executed copyof the Standard Form'830 831, 832,'.respectively, with. their bid. These
forms .can be found at: htti) /IA w dos ca gov/pd/Protirams/DisouteResolution asoz
under "Resource Information". The State, reserves.the right to verify, validate, and
clarify all information contained in. the bid. This includes, but is. not limited to,
information from bidders .manufacturers, subcontractors, and. -any other sources
available at time of bid evaluation. Bidder's refusal, to;agree or comply with these.
terms; or failure to.provide additional supporting. information at the State's request
mayresultin denial bf the requested. preference. -
NOTE: Biddersarenot required to apply for EZA,. LAMBRA or'TACPA preferences.
Denial of EZA, LAMBRA or,TACPA preference requests is not a basis for rejection of the
bid.. Contracts awarded with. applied preferences will be monitored throughout the life of
the Contract for compliance tostatutory, regulatory and contractual requirements. The
State will take appropriate corrective action to apply sanctions as necessary to enforce
performance programs:
4.2.15 Contract Audits
Bidders agree that the State or its delegate will have the right to review, obtain, and copy
all records pertainingto the performance of this contract. Bidder agrees to provide the
State or. its delegate with any relevant information requested and shall permit the State or
its delegate access to its premises, upon reasonable notice, during normal business
hours for the purpose.of interviewing employees and inspecting and copying such books,
records; accounts and other material that may be relevant to a matter under investigation
for the purpose of determining compliance with this requirement. Bidder further agrees
to maintain such records for a.. period of three years after final payment under this
contract.
4-5
RFP 58009
Section 5—Technical and Business Requirements
S. Technical and Business Requirements
5.1 Introduction
This section contains the detailed.technical andbusinessrequirements of the Miscellaneous
Food Contract RFP. The State has determined that it is best to define its own needs, desired
operating objectives, and desired operating. environment. The State will not tailor these -needs to
fit particular solution bidders mayhave available; rather, bidders shall propose to meet the
State's needs as defined in this RFP. All claims will be subject to verification.
5.2 General Requirements
All of the items described in this section are service levels and/or terms and conditions that the
State expects to be satisfied by the bidders. Bidders must indicate their willingness and ability to
satisfy these requirements. _
Review of Mandatory:
All items labeled "Mandatory" are not, negotiable. The State's evaluation team will review
responses to Mandatory questions in this section. Additionally, responses to Mandatory
questions will be considered when identifying which bidders will be included in negotiations should
the State elect to enter into negotiations and whichbidders will be awarded the contract.
All items labeled "Mandatory" must be responded to. Failure to respond to any mandatory
requirements shall result in disqualification of the proposal. The responses will be evaluated
with the section that they are in. -
Review of Mandatory Requirements:
All items labeled "Mandatory" are not negotiable. A Pass/Fail evaluation will be utilized for all
mandatory requirements in this RFP. To be considered' responsive, responsible and eligible to
-participate in the RFP, all questions identified asmandatorymust be marked "Yes" to pass. As
specified with each requirement listed below, bidders must indicate whether their proposal
meets the individual requirement by marking either a "Yes" or"No" and initialing next to the
corresponding question inSection 8, Exhibit '8:07 - -
Review of Non -Mandatory Requirements:
All items labeled "Non -Mandatory" are items that are desirable to the State. Bidders must
indicate whether their proposal meets the individual non -mandatory requirement. If applicable,
bidders must also provide a thorough narrative description. If applicable, these questions will be
evaluated and awarded points in accordance with this Section and Section 7, Evaluation and
Selection.
5.3 Electronic Order Entry System/Catalog (Mandatory) The awarded Contractor is required to support secure electronic order entry system/catalog
capabilities. The on-line ordering system catalog shall be operational prior to final
implementation. The State will work with the successfulbidder to. obtain any necessary access
to. State equipment or present State contractors to facilitate development of an electronic order -
entry system. -
- .The Bidder(s) must maintain, at minimum, 50 various items per category as needed by individual
institutions.: - -
5 1
RFP 58009
Section 5 — Technical and Business Requirements
A. The following represent the State's expectations for the use of a Contractor's -
electronic order entry/catalog (Mandatory)
.1. The Vendor must cover all costs of access and deployment to the State agencies.
2. The Vendor must provide access to an electronic catalog that represents the content
and pricing agreed upon in the contract.
3. Vendor must not remove any State -contracted product from its ordering system(s)
without prior written notification and approval of the Contract Manager.
4. The Vendor's. system shall be. available 24 hours a day, seven (7) days a week for -
ordering products. Contract Manager shall be notified of maintenance windows prior to -
system outage. System outages shall not exceed Yz % per annum (99.5% reliability)
5, The Vendor's system shall be able to serve multiple users at any given time.
B. Contract Home Page (Mandatory) - -
Vendor shall develop and maintain a State Contract Homepage to enable ordering and
related functions. This Homepage must comply with the following requirements:.
1. State -specific current contract pricing for category items. The price shown will be the net
price (after all discounts) the State willbe charged.
2. Detailed lineitem descriptions, including but not limited to name, color, size, standard
package quantity and pictures when. possible:. -
3:—Recycled product content may be indicated usingthe recycle codes as outlined in
Section 8 Ezhibit'8.16 titled "Recycle codes' and used in the Recycled Products Report.
4. Additional links or information may be placed on the screen to access additional product
literature, the Contractor's home page, the history of the company, etc.
5. "Shopping -cart" ordering capability.
6. Universal Resource Locator (URL) for the.IntemetNVeb Based Home Page must be
supplied to DGS-PD prior to. the implementation of electronic ordering.
7. Indicators of goods that are provided by Small Business, PIA item(s), recycle emblem
and Environmental Preferable Products:(EPP), where applicable.
8 Contractors system shall have the:ability'for ordering agencies to enter: .
• Their own unique agency Billing code number; department name;
• Their own purchaseorder number; - - - -
•Awarded contract number-
• Bill to and ship to address;
• Their own unique: purchasing authoritynumber.
* Note: The only way a State agency maypurchase an item that is designated as PIA
.product is to get, from PIA, a contract item waives
C. User Accounts (Mandatory).. - -
Vendor must be able to provide on-line & off-line (hard copy, fax, e-mail) process for
ordering agencies to request account set -up -from Contractor.
Vendor must create various State and local government user accounts and assist all
customers in the understanding of their computer network of information services. User's
accounts include: -
1.. Usemame and password;
`2. Default set of permissions; -
3. Awarded.contractnumber;', _
. RFP 58009
Section 5 — Technical and Business Requirements
4. Their own unique agency billing code number;
5. Their own unique purchase order number;
6. Their own unique purchasing authority number;
7. Bill to address, department name, contact name, phone/fax number;
8. Ship to address, department name, contact name, phonelfax number.
5.3.1a User Account Set -Up (Mandatory)
Please describe the process that ordering agencies need to follow for establishing and
setting up accounts. - -
5.3.1 b E-Services/Electronic Order Entry System (Mandatory)
Briefly, describe your experience, within the last 24 months before proposal submission, in
E-services you have provided to customers. E-Services are an umbrella term for services
utilizing the Internet. E-Services include e-commerce transaction services for handling online
orders, application hosting by application service providers (ASPS) and any processing
capability that is obtainable on the Web.
Include details on your systems flexibility to be modified to accommodate the States
requirements for electronic ordering.
5.4 Ordering Methods (Mandatory) -
An order will be initiated by a purchase order (PO) via mail, facsimile, or the Contractor's
Order entry system by ordering agency. Contractor must not refuse to accept orders from
any State facility or local governmental agency without written authorization from the
Contract Manager. Contractor shall not accept any orders that do not include the ordering
agencies billing code. ..
5.4.1 Telephone/Fax/Mail/Ordering System (Mandatory)
Vendor shall have in place before the commencement of this contract: .
1. A toll -free telephone number to be used by State and local agencies for placing
telephone orders.
2. Telephoned orders shall be accepted between the hours of 7:00 AM and 4:00 (PM PT),
Monday through Friday.
3. A toll -free fax number for use by State and local agencies for placing facsimile orders.
Fax orders must be accepted between the hours of 7:00 AM and 7:00 (PM PT),
Monday through Saturday. - -
4.- Contractor must have in place at contract award the capability of receiving orders by -
mail. Prior to contract implementation, contractor shall provide a mailing address to be
used by the State for placing mail orders.
5.4.2 Emergency Orders (Mandatory).
Vendor must provide toll -free, after hours, telephone number(s) and contact name(s) for
placing emergency orders, and the ability to accept such orders 24 hours a day, seven (7)
days a week
5.4.2A Emergency Response and Delivery System, Mandatory, Scored)
Bidder must be able to certify that they have the ability and capacity to provide the following
.emergency delivery services for food and supply orders. Orders that occur duringan
emergency such as (i.e. floods, fires, earthquakes, or other State or national disasters) shall
5-3
u
RFP 58009
Section 5—Technical and Business Requirements
be delivered to the designated site within an eight (8) hour time frame. Bidders shall be able
to provide the following elements below for emergency food, service and supply provisions.
(See Cost Table -1. Category 7, "Emergency ResponseandDelivery System' that allows
State and Local Governments to. purchase any item that is offered in the. contractors catalog
and/ E-services system.)
Vendor shall provide as requested:
• A customer service representative as needed to the emergency site for ordering and
business correspondence
• A minimum of one refrigerated truck for food storage to designated site location for
duration of emergency situation
• Delivered ordered food and supplies to any designated location within the State
• Maintain an inventory of food products available for a minimum of two (2) complete
meals for 500 people at any given time
• Flexible food distribution system that can allow for any increase/decrease in the amount
of food or supplies to be delivered daily
5.4.3 Order Acknowledgement (Mandatory)
Vendor must provide the ordering agencies with an order receipt acknowledgment via e-
mail, facsimile or generated by the contactor's ordering system within twenty-four (24) hours
after receipt of an order. The acknowledgement will include; _
1. Ordering agencies name;
2. Description of goods and/or related products purchased;
3. Purchase Order number;
4. Total cost;
5. Contactor shall work with the State to provide any other future requirements the State
may deem necessary.
5.5, Delivery/Shipping (Mandatory)
Deliveries are to be made (statewide) to the location specified on the order, which may
include, but not limited to inside buildings, high-rise office buildings, and receiving docks.
Exhibit 8.20, lists.zip codes of State agencies using the current contract. Use this list as a
reference when answering the questions in this section and pricing purposes.
State Holidays - -
Alternate delivery schedules will be required for the State holidays listed below. Each
ordering agency is responsible for negotiating with the contractor alternate delivery dates.
New Year's Day
Martin Luther King Jr. Day
Presidents' Day
Cesar Chavez Day
Memorial Day
Independence Day
Labor Day
Veterans' Day
Thanksgiving Day
January 1
3W Monday in January
30 Monday in February
March 31
Last Monday in May
July 4
1•` Monday in September
November 11
4P Thursday in November
5-4
RFP 58009
Section S-Technical and Business Requirements
Friday after Thanksgiving. - Friday following Thanksgiving -
Christmas Day December 25
When one of the holidays falls on a Sunday, the following Monday will be observed as a
legal holiday. When a holiday falls on Saturday, the preceding Friday is observed as -a _
legal holiday by State agencies. - -
Vendor is requested to make. deliveries in: Los Angeles County, Orange County, San
Bernardino Metropolitan Area and San Diego Metropolian area during -off-peak hours. Off-
peak hours are 10:00 a.m. to 4:00 p.m.
5.5.1 Refrigeration,. Frozen Products and DryStorage Requirements (Mandatory)
Items. requiring "Protection from Heat" shall be shipped and stored at a temperature below
50 degrees Fahrenheit.
Carrier equipment for straight loads of "Chilled products will be required to be pre -cooled to
a minimum temperature of 35 degrees Fahrenheit and .a maximum temperature of 45
degrees Fahrenheit, .and shall. be capable of maintaining temperature within that .range to
destination. - -
Carrier equipmenbfor straight loads of "Frozen" products will be pre -cooled to 10 degrees
Fahrenheit, ,or tower before loading and capable of maintaining 0 degrees or lower to
destination. Products should_ be loaded in carrier's. equipment as promptly as possible to
minimize product.temperature rise. At' destination, the product shall be hard frozen.with no
signs of defrosting and temperature of the produetshall not be above 0 degrees Fahrenheit.
Frozen productswill be wrapped in polyurethane wrapping. - -
Cerrier equipment for mixeddiloads of "Frozen & Chilled" products will be required to be pre- -
' cooled or pre -heated to a minimum of 35degrees Fahrenheit and a maximum of 45 degrees _
Fahrenheit -and'shall bee -capable ^of maintaining that chiliad portion of the load temperature
within that range to destination:
The :frozen products in the, load shall be,completely segregated by effective measures which
will' -prevent damage to the other products in the;Joad by installing effective insulating
barriers) at the time of loading
5:5 2 Frozen Process Food, Products (Mandatory) '<
All'frozen processed food products procured which contain meat, poultry, or significant
. proportiol eggs, Will be processed or prepared in, plants operated under the supervision of
the. USDA�(U.S.: Department of Agriculture) (refer. to www.usaa.goy ). The product will be _
inspected and_ approvedin accordance with the regulations of the USDA governing meat,
;poultry; or egg inspection.' • A label or seal, affixed to, the container, indicating compliance
witnthese regulations will be accepted as evidence of compliance. The product must bear a
Mabel complying with the -Federal Food, Drug and Cosmetic Act which requires that all
ingredients be listed according to theorder of their. predominance.
5-5
RFP 58009 -
Section 5 — Technical and Business Requirements
All frozen food products procured which contain fish or fish products will be processed- or
prepared in plants under the supervision of the USDC (U.S. Department of Commerce). The -
products listed in USDC publication titled, "USDC Participants List for Firms, Facilities &
Products" are processed in plant under Federal Inspection of the National Marine Fisheries
Service, National Oceanic and Atmospheric Administration, USDC (refer to
htto-//seafood nmfs noaa gov/At)provedFacilities.htm ). The inspected products packed
under various labels bearing the specifications, packed under various labels bearing the
brand names are produced in accordance with. current US .Grade Standards or official
product. specifications, packed under optimum hygienic conditions, and must meet Federal,
State and city sanitation and health regulations. Such brand label or USDC seal, affixed to a
container, indicating compliance with USDC regulations will be accepted as evidence of -
compliance. In lieu thereof, the shipment may be lot inspectedby the USDC and containers
stamped to indicate acceptance or a Certification of Inspection issued to accompany the
shipment. The product must bear alabel complying. with the Federal Food, Drug and
Cosmetic Act whichrequires that all ingredients be listed- according to the order of their
predominance. -
Producers'offrozen.bakery product which are shipped in interstate commerce are required
to. comply with the Federal -'Food Drug and ,Cosmetic Act (refer to
http'/Iwwwfda goV/ol)acomliaws/f.ddadifdcto6.htm). Therefore; it must be verified that the
product,"in fact was shipped' interstate 'or "that '.the' producer ships products to other
purchasers interstate. In additions, the product must bear alabel complying with the Act
which requires that all ingredients be listed according to the order of their predominance.
5.5.3 Delivery Schedules (Mandatory)
Delivery of ordered product shall be within three (3) working days after receipt of an order,
unless otherwise agreed to by the ordering facility. Since receiving hours for each facility will
vary by facility, it will be the Contractor's responsibility to check. with each facility before
delivery for their specific delivery hours.
Vendor must notify the ordering agency within 12 hours if delivery cannot be made within the
time specified in the contract -
5.5.3A Delivery Order Limitations (Mandatory)
Minimum order. When the State requires supplies or services covered by this contract in
an amount of less than. $1000.00, the State is not obligated to purchase, .nor is the
Contractor obligated to furnish, those supplies or services under the contract.
Maximum order. The vendor is not obligated to, but may,honor over maximum orders.
(1) Any order for.a single item in excess of $10,000'
(2) Any order for a combination of items'in excess of $75,000; or
(3) A series of orders,. received from the same ordering office within the same day, that
together'call for quantities exceeding the limitation in subparagraph (1) or (2) above.
5 6
RFP 58009
Section 5 — Technical and Business Requirements
5.5.4 Security Requirements for Institutions (Mandatory)
Deliveries may be made to locations inside secure institutional grounds that require prior
clearances to be made for all. delivery drivers.
Vendor will be responsible for contacting the secure location (suchasCalifornia Department
of Corrections and Rehabilitation) for security clearance (number of days required for
clearance varies), hours of operation for deliveries and service, dress code, and other rules
of delivery. Deliveries that are delayed due to drivers not being cleared to enter institutional
grounds may cause your firm to be declared in default of contract proceedings. See Exhibit
8,17, California Department of Correction and Rehabilitation, Special Provisions.
5.5.5 Freight on Board (F.O.B.) Destination (Mandatory)
All prices offered shall be F.O.B. destination; freight prepaid by the contractor, to the
ordering organization's receiving point. Responsibility and liability for loss or damage for all
orders shall remain with the contractor until final inspection and acceptance, when all
responsibility shall pass to the ordering organization, except the responsibility for latent
defects, fraud, and the warranty obligations;
If the,contractor fails to make prompt delivery of any item, the State has the right to purchase
goods in the open market and the contractor will reimburse,the difference to the State.
6.6.6 On -Time Delivery (Mandatory)
Vendor shall have no more than twenty (20) late deliveries of all items ordered. Late
deliveries shall be identified by each institution based on the original order date and be held
to volume discount eligibility where applicable. -
If the Vendor has twenty (20) late deliveries for any two (2) consecutive months, the
contractor's percentage over cost for all categories as bid to the State, will be decreased by
one percent (1 %) for ninety days. At the end of the ninety days, if the on -time delivery has
improved to less than twenty (20) deliveries for at least the most recent thirty days, the
discount will revert back to the original discountiprice. If the on -time delivery has not -
improved to less than twenty (20) late deliveries or better, the State will decrease the
discount by (2%) and will remain in place until the on -time delivery improves to the required
level for at least thirty consecutive days.
5.5.7 Shipped Orders (Mandatory) - -
A packing slip will be included with each shipment, which will include at least the following -
information in no particular order:
1. Line item description;
2. Quantity ordered; -
3. Quantity included in shipment;
4. Any back order items, out of stock, and availability date of unfilled and partial shipment;
5. Unit price; - - -
6. Number of parcels;
7. Purchase order Number;
8. Agency name and department; - -
9. Destination; -
-10. All information contained on the packing label.
5-7
RFP 58009
TABLE OF CONTENTS
SECTION 1
— INTRODUCTION
1.1
PURPOSE OF THISREQUEST FOR PROPOSAL (RFP). -
1-1
- 1.2
OVERVIEW OF THE RFP -
1-3 -
1.3
CURRENT OPERATION
1-3
1.4
KEY ACTION DATES.
1-4
1.5
PROCUREMENT OFFICIAL - -
1-5
1.6-
INTENT TO BID
1.7
BIDDER ADMONISHMENT -
1-6
1.8
AMERICANS WITH DISABILITIES ACT _ -
1-6
SECTION 2
— RULES GOVERNING COMPETITION -
2.1
IDENTIFICATION AND CLASSIFICATION OF RFP REQUIREMENTS
2-1
2.1.1 REQUIREMENTS- - -
2-1
2.1.2,. DESIRABLE ITEMS
2'1
2.2
PROPOSAL REQUIREMENTS AND CONDITIONS
2-1
2:2.1 GENERAL
2-1
2.2.2 NEWS RELEASES AND/OR PUBLICATIONS
2-2
2.2.3-. CONFIDENTIALITY
2-2
2.2.4 RFP DOCUMENTS - -
2-2
2.2.5 DISPOSITONOF,PROPOSALS- -. -
2-2
-
2.2.6 EXAMINATION OF THE WORK :
2-2
2.2.7 - QUESTIONS,. CLARIFICATIONS, OR REQUESTS
2-2
11 TO CHANGE THE RFP REQUIREMENTS
-
2.2.8 BIDDERS' CONFERENCE
2-3
2.2.9 - LETTER OF ACCEPTANCE
2-4 _
2.2.10 -
2-4
.ADDENDA
2.2.11 CASH DISCOUNTS -
2-4
2.2.12 -PRICES
2-4
2.2.13 -CONFLICT OF INTEREST _
2-5.
2.2.14 ,JOINT PROPOSALS c ."4,.
'
2-5
2-5t
2.2.15 - INDEPENDENCE OF PROPOSAL '� ',
2.2.16-BIDDER'S COST: '- -
2-5
2.2.17 PREPARATION " . - -
2-5
2.2.18 FALSE OR MISLEADING STATEMENTS
2-5
2.2.19 VIOLATION OF AIR OR WATER POLLUTION LAWS.
2-6
2.2.20 CONFIDENTIALITY STATEMENT
2-6
2.3
PROPOSAL SUBMISSION PROCEDURE
2-6
2.3.1 OVERVIEW OF PROCEDURES
2-6
2:3.2 : EVALUATION OF DRAFT PROPOSAL(S) AND
2-6
DISCUSSION AGENDA -
2:3.3 REJECTION OF BIDDER'S PROPOSAL
2-6
-
2.3.4 WITHDRAWAL AND RESUBMISSION/MODIFICATION ':
2-7
OF PROPOSALS
- 2.4
SUBMISSION, EVALUATION AND SELECTION OF PROPOSAL
2-7
2.4.1 SUBMISSION OF FINAL PROPOSAL
2-7
2.5
EVALUATION AND SELECTION OFFINALPROPOSAL
2-7
2.5.1 .GENERAL
2-7
2.5.2 EVALUATION QUESTIONS
2-7
- 2.5.3 DEMONSTRATION
2-8
2 of 6
• •
RFP 58009
Section 5—Technical and Business Requirements
A packing label will also be included with each order shipped and include the
following Items, visible on the outside of the box:
1. Authorized Purchaser;
2. Address;
3. Department and floor;
4. Authorized Purchaser Contact Name;
5. Authorized Purchaser Telephone number.
6.5.8 Out -of -Stock Notification and Remedy (Mandatory)
Upon receipt of order, the contractor shall notify the ordering organization if an item is out of
stock. The ordering organization shall have the option of requesting a back -order,
substituting an available product at contract price or less, or canceling the Rem from the
order. Under no circumstance is this contractor permitted to make unauthorized -
substitutions, without the authorization of the ordering agency.
5.5.9 Restocking/Credit Policy (Mandatory)
Bidder must agree to accept all products and supplies for return at no cost to the State within
7 days of delivery, and credit the customer in full. Products returned forcredit should be in
the packaging as delivered and include all documentation.- All returns shall be picked up
within seven (7) days of notification. Notification is defined as notice given verbally, in
writing, by fax or e-mail or direct computer entry into vendor's order entry system.
Vendor will not impose a restocking fee on the ordering organization for the following -
reasons:
1. Item(s) returned that were damaged upon receipt
2. Incorrect product shipped -
4. Contractors customer service order entry error
5. Inventory that is returned within 7 days of delivery -
6. Inventory that is returned, but exchanged for other inventory
7. Re -stocking fees for all other reasons can be no greater than 10 percent of the value
of the items needing re -stocking..
-5.5.10 Recurring Deliveries (Mandatory)
Vendor's system must have the ability to generate scheduled recurring orders and
shipments.
5.5.11 Credit and/or Replacement (Mandatory) -
Vendor shall provide credit for overstocked items and items ordered in error or shipped in
error. Contractor shall provide credit or replacement for defective or freight -damaged items.
Contractor will be responsible for the credit or replacement of all products, including those
covered by manufacturer warranties. The contractor cannot require the ordering
organization to deal directly with the manufacturer. In all cases, the ordering organization
shall have the option of taking anexchange. or receiving a credit.
W1
RFP 58009
Section 5 — Technical and Business Requirements
5.5.12 Product Recall Procedures (Mandatory)
In the event of a product recall, contractor shall have written procedures with the following:
1. At the earliest stages of a potential recall, immediately notify the Contract Manager.
2. Notify the purchasing agency when the recall goes into effect:
3. Recalled products will be picked up, tested, destroyed or returned to the
manufacturer at no expense to the State.
5.5.13 Volume Level Discounts (Non -Mandatory) - -
Bidders can receive a maximum of 50 optional points for offering a discount off their
proposed distribution cost. Orders shall be eligible for the following discounts based on each
delivery:
• One truck load or greater will receive a percentage discount off the overall cost listed - by the bidder per category. One truck load is defined by 20 pallets or greater.
• One-half truckload to 19pallets will receive a percentage discount off the overall cost
listed by the bidder per category. One-half truckload is defined by greater than 10 _
pallets.
This section will be evaluated in accordance with. Section 7.
5.5.14 Carton Weight (Mandatory)
Maximum weight per carton shall not exceed 50 pounds.
5.5.15 - Wooden Pallet (Mandatory) - If pallets are to be used for a delivery, the contractor shall use an industry standard 42 inch
by 48inch wooden pallet, unless the ordering organization species Size 2, Type 2 (42 inch
by 42 inch) palletas described in Exhibit 8.1, Specification No. 3990-01A-01 for Wooden -
5.5.17 Documentation (Mandatory)
- Vendor must provide all legally required special handling/packaging documentation for
hazardous materials to the using State facility.
9.6 Food Safety Program (Mandatory)
(Note: If bidder is a Certified Small Business, bidder must also be compliant to the
Legislative Requirements section of this.bid.),
For. this RFP.and the resulting contract, the Food Safety Program (FSP) utilizing Hazard
Analysis and Criticality Control Points (HACCP) is a requirement.
The FSP is required �for all companies that touch the food products, from manufacturer forward,
excluding transportation companies. Therefore; the bidder must. submit FSP supporting -
. documents for their facilities,. statewide.. The State reserves the right to audit an awarded bidder
- to insure atany given time; withinthe,duration of the contract, that any company listed in the -
distribution plan meets the FSP: requirements. For example, if the distribution plan identifies a
manufacturer,'packer; co -packers, warehousing, company, or others that touches the food
_product, supporting documents must be submitted for.each entity. The document must clearly
'show that each entity participates in a FSP thafis inspected or audited by a third party and -
assessed/certified to be "acceptable". The assessrrient1certification must be dated prior to the
opening day of this bid but noearlierthan.calendar year from opening day of this bid. (i.e.
February 23,. 2010 to Febr6ary.22, 2011 effective.- February 23, 2014'would not be part of the
calendar yearr and will not be compliant.)
'.5-9.-
_..... . _._- • AIB Amencanlnstitute of Baking)
•. ASI (American Sanitation 'institution)
.•. NFBA. (National Food Processors Association)
• Silliker
• Cook & Thurber
Food Safety Solutions
FPA-SAFE-
• Food Audits International -
EFSIS Limited - -
Mandatory or voluntary food safety inspections/audits conducted by the FDA, USDA, or
USDC are acceptable in lieu of the above listed acceptable companies. Similarly for
California based companies, registration with the California Department of Health Services,
Processed Food Certificate is acceptable. (This registration is mandatory for any company
doing business in California.) - - -
Please refer to htti)�/lwww.dhs.ca.govtfdbiHTMUFood/procfdrq.htm for information.) For
RFP58009
Section 5 --Technical and Business Requirements
12. Prompt payment discounts/Cash discounts, if applicable, shall be clearly indicated
on each invoice -as a written statement.(Samples; "Prompt Payment Discount:
1% 20.Days" or "Cash Discount 1% 20 Days");
13 Totals for each order. Each invoice shall have a total for all orders, a total for all
credits, and amount due from each agency; - -
14. All other discounts shall be applied at the subtotal level:as applicable. This would
include volume discount, onlineordering, etc;
16. Any other mutually agreed upon requirements the Statemay later deem necessary.
Within ten (10) days of contract award,:the contractor must submit a preliminary copy
of their invoice which shall contain all the elements that have been specified above. in
the Invoice Requirements. The. authorized copy shall become the.standard for this
contract. The State will review and determine acceptability of.theinvoice.
5.8 Payment Options (Mandatory)
The. State and local government agencies may pay by check electronic funds transfer, or
with the State's CAL -Card -credit, card. Payments are to be made in accordance with the
State's General Provisions; paragraph' 30: -
5.8.1 CAL-Card/Credit Card (Mandatory) _
State agencies may use the States credit, card program (CAL -Card) to pay for orders. Cal
Card invoices are to be processed separately from other, payment, methods.
For additional information. regarding Procurement Divisions CAL -Card program, see the
following website: www dos ca�gov/pd/Programs/daicard asox -
5.8.2 CAL -Card Invoicing (Mandatory)
Vendor shall submit invoices for CAL -Card purchases as specified in Section 5.7 of this
RFP. For the purposes of CAL -Card, orders, Item 13 of section 5.7 is replaced with the -
following paragraph,13: The Total invoice amount for each CAL -Card order must reflect a
zero balance due or credit, if applicable, and state "paid by CAL -Card".. _
5.8.3 Electronic Invoicing (Non -Mandatory) .
- Future guidelines may require that contractors supply electronic invoices in lieu of paper -
based invoices. Describe your capabilities for supporting electronic.invoicing such as;
downloading standard invoices electronically andelectronic funds transfer (business to -
business). -
5.9 Reports (Mandatory) -
Contractor shall provide various monthly,, quarterly, or annual reports as specified below for
each report. -Reports shall_be.available'on-line and submitted in excel format on a CD-
ROM.
5.9.1 Monthly Detailed Usage Report (Mandatory)
Contractor shall submit a monthly Detailed Usage Report. by line item to the Contract
Manager. Report shall be submitted by the fifteenth calendar day for the previous month's
activity. Report shall include the following elements: - -
5 - 11
RFP 58009
Section 5—Technical and Business Requirements
• Customer-
• -Customer or institution Name `.
• Agency.Billcode -
• Agency Department Code (CDCR, LOCALS etc.) -
• Purchase Order # - -
• Order Source (Catalog, Phone, etc.)
Order Date
• Invoice #
• Invoice Date - -
• Small Business Indicator
• Small/Large Business (Y/N)-
• Product Status. -
• Product Category # - -
• Contractor Product Number - -
• Product. Description
• .online Order (Yes/No) -
• Manufacture Label
• Pack Size
• Manufacture Item Code
• Quantity Shipped-
- . • Contractor Product Cost
• Contract Price Charged -
• Volume Discount (ff applicable)
• Sales Dollars -
• Extended contract priceincludingall discounts(s) applied
Within ten (10)'days of contract award, the contractor must submit preliminary copy
of their Monthly Detailed Usage Report, which shall contain all the elements that have
been.specified above. The State will review and determine acceptability of the, report.
5.9.2 Monthly Line Item Spend Report (Mandatory) -
Contractor shall submit a monthly Spend Report by product number to the Contract
Manager. Report shall be submitted by the fifteenth calendar day for the previous month's
activity. Report shall rank line items by high volume for statewide sales. Separate reports for
State and Local governmental agencies are required. Also, a detailed Report for 25% Small
Business participation shall be required with the Monthly Spend Report. Reports shall
include the following elements:
• Date
• Rank (high to low) - -
• Product Basket Classification or an agreed upon classification
• Manufacturer Part Number
Item Description -
• - Total Items Shipped for Each Rank
• Unit of Measure - -
• UPC Code.
• - List Price -
• Actual Contract Price (per UOM)
• Extended Contract Price including all discount(s) applied
5-12
RFP 58009
Section 5 — Technical and Business Requirements
• Manufacturer
5.9.3 Semi -Annual Updates of Contractor's Account Manager List (Mandatory)
The Contractor shall provide updated list of Contractor's Account Manager by State agency
name and location to the Contract Manager on a semi-annual basis.
5.9.4 Fill Rate Report (Mandatory)
Contractor shall submit a monthly Fill Rate Report to the Contract Manager. Report shall be
submitted by the fifteenth calendar day of the previous month's activity. Summary, with a
year-to-date total, including the information specified below. -
Order Line Fill Rate
• Average Days to Ship Orders
• Average Days to Ship Backorders
• Number of Orders -
• Number of Lines per Order
Number of Lines Filled -
.. Number of Backorders
• Average Number of Lines per Order
AverageOrder Size in Dollar Values
• Number of Returns -
• Number of Damaged and Defective Products
• Year -to -Date Total Returns/Dollars -
• Total Purchases (Dollar Value) - Monthly and Year -to -Date
5.9.5 Ad Hoc Reporting Requirement (Mandatory)
The Contractor shall have the ability to provide ad hoc reporting capabilities against all data
elements in the ordering system at no cost to the State. The Contractor shall permit and
provide access to all data that pertains to any procurement action taken by an agency or the
State as a whole:. The State or agency may make copies of procurement data in any form
and the use of such data shall not restricted. Dependent on future reporting
requirements, the State may ask that certain reports become standard and delivered to the
State on a monthly or quarterly basis.
5.9.6 Detail Small Business Log (Mandatory).. - -
Contractor will submit to the Contract Manager, on a quarterly basis, a detailed log of the
California -certified Small Businesses Enterprises that have inquired with them to partnership
on this contract. This log shall contain contact information for the inquiring Small Business
Enterprise, products discussed, and outcome of discussions. "
5.4.7 Reporting Compliance (Mandatory)
Contractor shall comply with each of the reporting requirements as specified. -
If Contractor fails to meet delivery times as specified for any one of the required reports, the
contractor's discounts as bid to the State will be increased by one percent (1%) on all future -
orders for 30 days or until the delinquent report(s) are delivered, whichever is greater. At the
end of the thirty days or the time of delivery, the discount will revert to the original
discount."
5 �`13
UP 58009
Section 5 — Technical and Business Requirements -
Reporting compliance penalty will commence 3 months after contract award.-
5.10 .Contract Management (Mandatory)
5.10.1 Contract Manager (Mandatory)
The State will assign a Contract Manager as a contact person. The contractor will also
assign a single point of contact person for contract management purposes. Any exception to
the requirements contained in the contract may only be authorized by the State's Contract
Manager or his/her designee through an amendment.
5.10.2 Customer ServicelResponse Time (Mandatory)
Vendor will have customerservice unit that is dedicated to this contract with individuals
that are trained in the requirements of this contract and have the authority to take
administrative action to correct problems that may occur. Contractor shall respond to
customer inquiries within one (1) business day of initial contact. Contractor shall provide,
assign dedicated representatives to the ordering agencies to provide training and general
customer service follow-up.
6.10.3 Customer Service Team Structure (Mandatory)
Describe how your customer service team is/will be structured to manage and resolve issues
related to this contract. Include such details as the proposed team size, team members' -
positions, phone numbers of each responsible member, location of the customer service
unit(s), areas of assignment and the number of representatives that will be dedicated to this
contract for agencies assistance.
5.10.4 Problem Resolution (Mandatory)
-
The Vendor shall promptly notify the State's Contract Manager in writing of any unresolved
issues or problems that have been outstanding for more than five (5) working days. The
State's Contract Manager shall notify the contractor of the same.
5.10.5 Established Problem Resolution Forum (Mandatory)
The State may request contractor to host, in coordination with the State's Contract manager,
quarterly forums made up of State and local agencies. The meetings are to be hosted by a
northern and southern facility for the State's northern and: southern departments. The State
prefers the northern location to be in the Sacramento areas while the southern location to be
in the Los Angeles area. The purpose of the forum is to discuss performance problems
within the scope of the contract and to promote better contract compliance for both
contractor and client. When hosting such meetings the contractor will not be responsible for.
the travel or lodging of any State or Local agency representative. -
6.10.6 Joint Outreach (Mandatory)- - The Vendor, in coordination with the State's Contract Manager, shall perform broad outreach
to State departments to market the contract terms and conditions and to train users at the
State department, at the State's request. - -
5.10.7- Performance -Service Level (Mandatory) - - -
The State-, as part of an on -going quality management effort, will measure the using
customers' satisfaction during the term of the contract. Measurement will identify areas
where service levels can be improved. Bidders must agree to work with the State in -
resolving any issues resulting from measurement of our using customers' satisfaction.
5714
- RFP58009
Section 5—Technical and Business Requirements
Bidder and the State's Contract Manager will work: together to continually monitor the
success levels. of the contract:
5.10.8 Average Fill Rate by Location (Mandatory) '
Vendor shall maintain a monthly overall average Ime item fill rate of at least 96% percent on
time and complete deliveries for each shipped location. Fillrate is computed by dividing the
lines filled by the lines ordered. That is, for orders reported, as filled by the order entry
system; the shipments shall be received within the times specified in this document at least
96% of the time. - -
The service level calculation is based on completely Iflled lines. A completely filled line is one _
where all the units forthat particular line are filled Exclusions from the. Fill Rate calculation
include contract items backordered or otherwise unavailable from the manufacturer provided
that proof of orders.on behalf of the State are made. .
5.11 Environmental Criteria
The State encourages the purchase of environmentally.preferable products and desires to
make purchases from contractors with exemplary environmental practices. In addition;
Vendors are encouraged to -use -packaging that has minimal impact to the environment.
5.11.1 Additional Environmental Specifications(Mandatory)
Throughout the contract duration, the State reserves the right to amend the,environmental
specifications for any contract resulting. from this:RFP with the concurrence of contractor(s).
5.11.2 Packing andlor Shipping (Non -Mandatory)
Describe any packaging and/or shipping containers that representa-significant source _
reduction measure. _
5.11.3 Other Environmental Issues (Mandatory)
Bidder(s) shall demonstrate thatthey and/or manufacturers are actively pursuingadditional
ways of minimizing their environmental impacts at manufacturing, assembly, warehouse,
distribution and/or otherfacilities, including, but not limited to: ,
. Toxic use reduction and/or waste prevention efforts; .
Recycling and/or reuse; _
• Energy efficiency;
Natural resource conservation; -
- Bidder(s) may be asked to work with the State during the contract terms.fo examine
the feasibility of implementing such environmental. initiatives.
5.11.4 Environmental -Impacts (Non -Mandatory)
Provide details about"your activities to minimize theenvironmental impacts of product
manufacturing, assembly, warehousing, distribution and/or other activities.
5.12 Implementation (Mandatory)
Immediately upon contract award, bidder shall begin implementation of the contract and
detailed implementation plan. consisting of the elements described below. The State will
assist the successful bidder by providing forecasting patterns based on historical usage. The
State agency structures such as agency billing code files, and any other materials will be
5-15
RFP 58009
Section 5 — Technical and Business Requirements
reasonably available from the State. The. implementation plan shall address and provide
timelines for all contract and RFP requirements. It shall provide_a full description of:
a. Contractors quality assurance program which will affect service and delivery.
b. A tentative schedule for modifying the bidder's system to add each agency to the
contract. - - -
c. The method proposed and escalationprocess to ensure bidder's ability to
.effectively handle implementation problems (e.g., adding extra staff during the
implementation period; bidder staff training,.State staff.training).
d. Bidder's ordering telephone, facsimile numbers, Internet address, the names of
ordering contact persons, and telephone numbers and names of sales
representatives.
e: The Training Plan for both the pilot and statewide roll -out phases of contract
implementation shall be defined.
f. The timeline of the actual implementation plan will be as follows:
Timeline within:. - Tasks: -
3 Days, Escalation Process with Names and Contact Information
10 Days - Implementation Plan Due -
15 Days. - Pilot Implementation Begins
25 Days Pilot Implementation Ends - -
30 Days Pilot Implementation Evaluation Ends.
31 Days Statewide Implementation Begins -
45 Days Statewide Implementation Ends -
5.12.1 Draft Implementation,Plan (Mandatory). -
bidder shall provide vdth their proposal a draft implementation plan approach for this project
using the timeline above. Include relevant details pertaining to training, communication,
contract adoption issues, contract requirements and timelines.
5.13 - Training Plan (Mandatory):
The Vendor shall provide training, free of charge, to each facility users. It shall be scheduled
and completed as required with a rapid and smooth transition. A training plan shall be
requested of the awarded Contractor(s) to describe the nature and schedule of such training.
The use of such techniques as tutorials, video tapes and automated help systems are
encouraged by the State. The training plan shall identify the Contractor's resources that will
be used for the training effort. The training plan shall be mutually agreed to and have the
approval of the State's Contract Manager prior to commencement of that training.
Within five (5) days of contract award, the contractor must submit a preliminary copy
of their draft training plan.
5.13a .Draft Training Plan (Mandatory)
5-16
5.14
5.15
RFP 58009
Section 5 — Technical and Business Requirements
Provide details on the training plan that your Company will provide to the State of.California
as part of this contract. Provide details on the training plan, including:
1) The type; - -
2) Number of resources;
3) Frequency;
4) Format of the training courses;
5) Timelines. -
Transition Plan at End of Contract (Mandatory)
The Vendor must agree that at the end of this contract, should the State conduct another
procurement and award a new contract, the contractor will work with the State's Contract
Manager to ensure that an efficient and effective transition takes place.
The Vendor shall complete any requested order, within the delivery time frames specified,
for the period of this contract. The established contract shall govern the'Vendor's and
State's rights ordering obligations, with respect to any order completed during the contract's
effective.period; provided, that the Vendor shall not be required to make any deliveries under
this contract after 15 days, after expiration of ,the contract, .
Customer References (Non -Mandatory Scored)
Customer references are intended to gather information related -to the bidder's experience
successfully servicing accounts similar to the State. The bidders shall submit three (3)
customer references. If furnishing references to Statewide Food Contracts, bidders are to
provide a signed and scored reference from the user facility. For any reference, use the
attached Customer Reference Form Exhibit 8.08. -
Customers must fully complete the Customer Reference Form and return directly to the
bidder. The bidders must then submit the completed Customer Reference Forms with RFP
submittal. Failure to submit all three (3) customer references will result in the bidder's point
total, for this item, to be deemed as zero (0)f
The work shall have been performed within the last three (3) years, and the scope of work
must be similar to that requested in this RFP: Scoring on these Customer Reference Forms
will be an average of the three formtotals divided by 3 which will equal a point total. This
total (max = 50 points) will be added to the bidders total score.
NOTE: CUSTOMER REFERENCE FORMS FROM ANY OTHER-RFP WILL NOT BE
ACCEPTED FOR THIS RFP.
0 0
RFP 58009
Section 6 - Pricing
Pricin
6.1. Introduction
Cost is the primary evaluation criterion for the award of this RFP. Evaluation in this area will
be based on the lowest estimated net total cost to the State, as calculated according to the
methodology outlined in Section 7, Evaluation and Selection. All proposed costs for all line
items and any proposed discounts must include the cost of any services required in the -
Administrative and Technical Sections of this RFP. -
Final pricing will be submitted in a CD-ROM format in a sealed envelope as partasyour final
proposal, refer to Section 3.2.3 and 3.2.5, Format and Contact. Please ensure that you are
entering two decimal places for percentages as indicated in the instructions and examples for
the pricing Cost Tables. The number that appears in the yellow input column, which is
submitted on -your pricing CD as part of your final proposal will be used for evaluation
purposes.
The State's intention is to structure the pricing format in order to facilitate a straightforward
comparison among all bidders. Consequently, the State requires that each bidder's quote be in
the format outlined below. Alternative pricing structures will not be considered. Bidders are
advised that failure to comply with the instructions stated below, or if they submit
incomplete offers or offers in a different format other than the one requested, may
- - result in the rejection of their proposals as non -responsive.
The Delivered Price of all items purchased under the resultant contract shall consist of two
separate price components: Product Price and Distribution Price. See the following.
The item prices are also to. include.
1. Product Price, The product price shall be the manufacturers/supplier's-actual product
cost delivered to the contractor.
2. Distribution Price, The distribution price shall be a maximumallowablepercentage
markup over cost and shall be added to the product price for the final delivered cost.
The distribution price includes but is not limited to the distributors projected general
and administrative overhead, packaging cost, fuel cost, transportation cost from the
distributors warehouse to the ordering activity; any other projected expenses
associated with the contractors function. The distribution price shall be a result of
bidder Product Price times 1.00 + (% markup as bid) for all items within a product
category (see following example). Margin pricing is not allowed. During the course
of the contract, pricing may be below the maximum. allowable markup, but may
not exceed the maximum allowable markup, as bid.
Example: Product Price = $10.00
Distribution Price: 5%=.05
Delivered Price = $10.00 X 1.05 = $10.50
6.2 Price Structure - -
The pricing information is categorized under six (6) food categories:
All items provided shall be First Quality, (Le. Grade A, U.S. No. 1, Select etc.) equivalent _
or better.
6-1
RFP 58009
TABLE OF CONTENTS - - -
2.5.4 ERRORS IN THE FINAL PROPOSAL -. - _
2-8
2.6
STATES' RIGHT - -
2-9
2.7
AWARD OF CONTRACT - -
2-9
2.8
CONTRACT INFORMATION' -
2`9 -
2.8.1 SPECIFIC TERMS AND CONDITIONS
2-9
-
2.8.2 CONTRACT DEVELOPMENT
2-10
2.8.3 ALTERNATIVE PROTEST PROCESS
2-10
2.8.4 NON -RESPONSIVE PROPOSALS -
2-11
SECTION 3 — INSTRUCTIONS TO BIDDERS
3.1
OVERVIEW OF THE RFP PROCESS
3-1
3.2
RFP SUBMITTAL INSTRUCTIONS
3-1
3.2.1 MANDATORY DOCUMENTS THAT MUST BE SUBMITTED
3-4 -
WITH RFP RESPONSE
3.2.3 PROPOSAL FORMAT AND CONTENT
3-5
-
3.2.4 DRAFT PROPOSAL FORMAT AND CONTENT
3-6
3.2.5 FINAL PROPOSAL FORMAT AND CONTENT
3-6 - -
3.3
NEGOTIATIONS
3-7
3.3.1 OVERVIEWOFNEGOTIATIONS
3-7 -
3`3.2 "NEGOTIATIONS INSTRUCTIONS
'3-8
-
3.3.3 DETERMINE THE COMPETITIVE RANGE -
3-9
3.3.4 STEPS FOR DETERMINING THE COMPETITIVE RANGE
3-9
3.4
EVALUATION METHODOLOGY _
3-9
3.4.1- OVERVIEW OF EVALUATION
3-9
SECTION 4 — ADMINISTRATIVE REQUIREMENTS
4.1
GENERAL REQUIREMENTS -.
4-1
4.2
MANDATORY AND NON -MANDATORY. REQUIREMENTS
4-1
4.2.1 BIDDER DECLARATION FORM - - - -
4-1
4.2.2 RETAILER'S SELLER'S�PERMIT - -
4.2
4.2.3 - . NONCOLLUSION AFFIDAVIT
4-2
4.2.4 NON-DISCRIMINATION TOWARD WTO GPA -
4-2
SIGNATORIES
4.2.5 HAZARDOUS CHEMICALS.
4-2
4.2.6 RECYCLING CERTIFICATION.
4-2
4.2.7 SUPPLIER NAME CHANGE
4-3
4.2.8 CORPORATE QUALIFICATIONS TO DO BUSINESS
4-3
IN CALIFORNIA
4.2.9 PAYEE DATA RECORD
4-3
4.2,10 :GENERAL PROVISION FOR .NON -IT -COMMODITIES
4-3 .
-
4.2.11 SMALL BUSINESS PREFERENCE -
4-3
4.2.12 NONSMALL BUSINESS SUBCONTRACTOR PREFERENCE
4-3
4.2.13 ATTACHMENT IF CLAIMING SB PREFERENCE
4-4
4.2.14 SMALL BUSINESS CERTIFICATION
4-4 -
4.2.14A. EZA, LAMBRA, TACPA PREFERENCE
4-4
4.2.15. CONTRACT AUDITS
4-4
3of6'
RFP 68009
Section - Pricing
Cost Table 1 -
The items list represents the spend in The Miscellaneous Food Contract by the State, based
on recent historical data. These categories shall be broken down into 6 Food Product
Category Descriptions. The pricing proposal for this list must be provided for each category
and will only be considered compliant if the bidder provides Maximum Allowable Percent
.Markup for each food category. All pricing shall be as stated in Cost Table 1 and remain in
effect for the term of the contract. A blank cell or a zero (0.00%) value in a product category
will be interpreted as an incomplete pricing proposal and the bidder deemed non responsive.
Volume Discounts: Cost Table 2 - -
Additional Volume Discounts for deliveries from Half Truck Loads to Full Truck Loads are
represented as a percentage discount off maximum allowable percentage over cost as listed in
Cost Table 1:
6.3 Pricing Instructions
Exhibit 8.11, Price Cost Tables, contain the different bid sheets that the bidders shall use to
enter pricing. Please follow these instructions to submit your pricing proposal to the State:
Download the price Cost Tables, Exhibit 8.11 from the California State's Contractors Register
to your hard drive. Rename the file as "(Enter your company name) Miscellaneous Food
Vendor Pricing Cost Tables. xls" on your hard drive. Once you have finalized your pricing,
save the file onto a CD-ROM(s) and submit four copies as identified in Section 3.
6.4 Pricing Cost Tables
Please enter data into Yellow cells only. Modifying any other cell in any of the Cost Tables
may disqualify the bidder from the entire RFP.
Two cost tables are included in the pricing exhibits.
1. Cost Table 1 - Category Baskets item list;
2. Cost Table 2 — Volume Discounts (per delivery)
6.4.1 Cost Table 1
A. Category Baskets:
For Product Categories 1-6 contained in this cost table, please input the following for each
subcategories: -
• The maximum allowable percentage markup over cost that you are offering for all items
in the Product Category (in %); -
B. Completion of Category Basket Items:
All percentages over cost for the category baskets will remain as the maximum allowable.
percentage markup for the entire term of the contract and any extension offered.
6.4.2 Volume Discount—. Cost Table
A. Represented as apercentage discount off percentage over cost as listed in Cost Table 1.
6.4.3 1. A sample line item is shown on each cost table to indicate, how to complete the information -
(example line item is color -coded in orange).
6-2
RFP 58009 .
Section 6 - Pricing
RFP 58009
Section 7 -- Evaluation and Selection
7 EVALUATION AND SELECTION -
7.1 State Evaluation Team
The State has established an evaluation team that will be responsible for the review and
evaluation of bidder proposals inaccordancewith the process described in the RFP. The State
may engage additional qualified individuals during the. process to assist the State Evaluation
Team in understanding technical, financial, legal'„contractual, or program matters.
7.2 Overview of Evaluation- -
Evaluation will be a two (2) step process. The fast step into evaluate each proposal to
determine if a bidder is responsive and responsible through mandatory pass/fail requirements
. in Section 4, Administrative Requirements and Section 5, Technical and Business
Requirements. If a bidder is deemed non -compliant to the requirement(s) the proposal
evaluation will not.proceed to the. next step. The second, step is to determine the Total Score
by evaluating the Cost Score based on the competitiveness of bidder's pricing.
The. State will take the highest bid score, (lowest bidder) and award to all bidders) that fall
within 10% of that score. - -
7.3 Final Proposal Scoring The totalscore includes the Administrative &"Technical Business Score and. Cost Score. The
State Evaluation Team will evaluate and score ,the bidder's response in the Final Proposal to
calculate a total cost score. The maximum points available are 1;000.
7.4 Scoring Criteria The Cost Score represents 85% (850 points) of the total points. The Total Score is comprised
of the following elements:
Areas
Criteria
Maximum Points
Administrative &
- Mandatory
Pass/Fail
Technical Business
Requirements-
100
Requirements
-
Cost (Categories)
'.-Maximum Allowable '
Markup Percentage over
800
Distribution • Cost (per -
-
-
. Category)
Cost: Additional
- Half Truckload
25
Volume Discounts
Full Truckload
25
Customer Reference
- Three.(3) Completed
50
Forms -
Forms -t--
- Total:
1000
7.5 Cost Score All bidders' final pricing worksheets will be checked for accuracy of mathematical calculations.
The cost score consists of two components; the cost score (maximum of800) and Additional
Volume Discounts (maximum of 50). The total possible cost points awarded are850.
:7-1 -
RFP. 58009
Section 7 — Evaluation and Selection
The Cost Score takes into account' input from the final pricingcost table basket pricing. The
following' table summarizes the components that will he used byithe State to calculate the cost
score for all bidders: -
10o :t.+k��,.4'+'.�AProiiucts
`+ ,Cat" oUalue.Pomts -
1
- GROCERY DRY
150
2 -
GROCERY REFRIGERATED & FROZEN
150
3
Produce
- 150
4. _
Meat.
100
.5
Dairy
150
8 -
- Emer enc
- 100
Total
8 W
The Cost Score will then be calculated using the following method for each category:
Step One: -
For all bidders, the lowest cost for the category will be identified. .
ExampleCategory4i;.
Bidder 1 10.00% .
Bidder 2-
Bidder 3 7.00% F Lowest Cost
Bidder 4 8.50%
Step Two:
For each bidder, use the lowest % markup as the NUMERATOR and the respective bidders
Jota!;9/o markup,as the DENOMINATOR.; The result 'is..referred.,to as the, Cost Factor. -
Bidder 1 Lgn oJ000 F Bidder:"1's Cost Factor-
.10.00%
Bidder 2 7.00% _ 0.9333 E Bidder 2's Cost Factor
7.50%
Bidder 3 - 7.00% _ 1.0000 E--Bidder 3's Cost Factor
7.00%
Bidder 4 7.00% = 0.8235 E Bidder 4's Cost Factor
8.50%
7-2
RFP 58009
Section 7 — Evaluation and Selection
Step three:
Multiply each bidder's Cost Factor by (max points. in basket) to obtain the bidder's Cost Score.
Bidder
Cost
Factor
(a)
Maximum Cost
Points
(b) -
-
Cost Score
(a x b)
Biddert
0.7000
X
100 -
=
70
Bidder 2 -
0.9333
X
100
=
93.33
Bidder
1.0000
X
100
=.
100
Bidder
0,8235
X
100
=
82.35
The above steps will be repeated to total each category and then added to obtain the total cost
score.
7.5.1 Additional Volume Discount Points
The Evaluation and Selection Team will calculate the additional volume discounts score for
each bidder by adding the scores summarized in the table below (Section 5.5.13). The
maximum possible additional volume cost component is 50. The bidder who provides the best
+discount for each tier will receive the maximum points for that tier.
Component
Discount. breakdown
- Maximum Points
Volume. Discount
10-19Pallets - -
25. -
20+ Pallets. -
25
Total
50
The additional volume cost components will be scored based upon the same methodology as
described in steps one, two and three. Best discount(s) offered for each tier will be used as
the denominator.
Bidder
' Volume. Discount.
Additional Volume
Discount Score
Total
Points
Bidder 15
%, load .4% ;1 load .9%
46.66
46.66
Bidder 2
- % load .2% ;1 load 1.0%
40
40
Bidder 3
% load .3% ;1 load 1.0%
43.33
43.33
Bidder 4
Y: load .5% ; 1 load 1.0%
50
1 50
7 3
RFP 58009
Section 7 — Evaluation and Selection
For each bidder, use the lowest% markup as the NUMERATOR and the respective bidder's
Total % volume discount as the DENOMINATOR.. The result is referred to as the Cost Factor.
Bidder 1 1.4% = 0.9300 E Bidder 1's Cost Factor x 50 points = 46.66 -
1.5%
Bidder.2 1.2% = 0.8000 E Bidder 2's Cast Factor x 50 points = 40
Bidder 3 1.3% _ 0.8666 E Bidder Ts Cost Factor x 50 points = 43.33.
1:5%
Bidder 4 1.50/6 = 1.0000 F.Bidder 4's Cost Factor x 50. points = 50
1.5%
7.5.2 Total Score-
- The Evaluation and Selection Team will calculate the total score for each bidderby adding the
technical and business score, cost score andthe additional volume discounts components
score for each bidder to determine the Total score for each bidder.
"Bidder
f. _, Cost score s-`Addrt
..
onal Volume
a`�"'Discount Score
(b)
Total Score
- +� a(
(a*b)
Bidder 1
- 670
�46.66
716.66
Bidder 2 - `'
: '537.25
40
577.25.
Bidder,3
693.5
43.33
736.83
Bidder 4-
- 665
.. 50
715
7.6 "Customer Reference Forms Participation Points: (NON -MANDATORY SCORED)
50 points (max) will be available to all bidders. All required Customer Reference Forms
must be submitted with the Proposal. Failure to submit all three (3) customer
references will result in the bidder's point total; for this item, to be deemed as zero (0).
The total of the points for the, 3 reference forms will be averaged and point total will be
applied to the overall total..
7.6.1 Calculation of Customer Reference Forms.(CRF) Participation Points
50maxim6in optional points for. Customer Reference
Bidder 1: (50-50-50/3)=50:0:points
Bidder 2:,(43-48-46/3)=45.66 - -
Bidder 3: (44-43-41/3)'=42.66
Bidder 4: (48-50-NA/3)= 0.0 7-4
RFP 580.09
Section 7 - Evaluation and Selection
In this example, Bidder 1, Bidder 2, and: Bidder 3 willreceiveoptional points: ;Bidder 4 will not
receive any optional, points (only (2) CRFs returned). - -
These optional points will be awarded on direct point basis. -
Final Breakdown of CRF points:
Bidder 1:- 50,0 points - -
Bidder 2: 45.66 points
Bidder 3:: 42.66 points -
. Bidder 4: 0 points -
These Customer Refere.nceForm points will be added to the Total Score from 7.6 above:
,Bidder
Score
'. CRF -
'Final Score
(a)
Participation
(a+b)
points
b)
Bidder 1
71666
50.00
766;66
Bidder 2 :
577.25
45.66
622.91
Bidder 3
736.83
42,66
779.49,
Bidder
715.0.
715.00
7.7 Small Business Preference Example: _
If the small business preference is to be applied to a California -certified small business'
total score, the following formula will be utilized: Example, highest Non -Small Business
Total Score 905.00 x .05 = 45.25 small business preference points.. The 45.25 points will
be added to all California -certified small businesses' total scores. Non -Small Businesses
committing to 25% of the contract to Small Business participation, will also receive the 5%
preference.
7.8 Final Calculation within 10% Range. .
The State will take thehighest bid score and award to all bidder(s).that fall within 10% of that
-score. - —
Example. - - -
779.49 (Highest Score) - 10.% = 701.54.points
All bidders that scored above 701.54 would be awarded this contract.
In this example Bidders 1, 3, and 4 would be awarded the. contract.
7 5
RFR 58009
section - Exhibits.and, Forms
EXHIBITS & FORMS
Exhibit 8.01:
- Letter of Intent to Bid'.-
1Page
Exhibit 8.02: -
- Confidentiality Statement
1Page
Exhibit8.03:
Bidder Declaration Form (GSPD-05-105)
-2 Pages
Exhibit 8.04:
Payee Data Record (Form STD 204)
2. Pages
Exhibit 8.05: -
Retailers Seller's Permit.
1'Page
Exhibit 8.06:
Section 4 - Responses to Administrative -
2 Pages
Requirements
Exhibit 8.07: -
Section 5 - Responses to Technical
4 Pages
and Business Requirements
Exhibit 8.08:
Completed Customer Reference. Forms -
2 Pages
Exhibit 8.09:
Standard Agreement (STD-213)
1 Page
Exhibit 8.10:
Wooden Pallet Specification No. 3990-01A-01
3 Pages
Exhibit 8.11:
Completed Pricing Cost Tables. -.
Cost Table 1-Category Baskets
1 Page
Cost Table.2 - Volume Discount
1 Page -
Exhibit 8.16:.
Recycle Code
3 Pages
Exhibit 8.17:_
California Department of Corrections and
2 Pages
Rehabilitation Special Provisions.
Exhibit 8.19:
Glossary .. _ _
5 Pages
Exhibit 8.20:
- Delivery/Shipping Zip Code
5 Pages
Exhibit 8.9:
Non -Collusion Affidavit
1 Page
8-1
A... A..
.Department of General Services
Procurement Division -
"� 707 Third Street, -2"" Floor
West Sacramento, CA 95605-2811
State of California
CONTRACT NOTIFICATION
""NON -MANDATORY""
CONTRACT NUMBER:
05-13-89-15-P & -U Supplement 1
DESCRIPTION:
Miscellaneous Food Contract
CONTRACTOR(S):
-Performance Foodservice Northern &
Southern CA
- US Foods Inc.
CONTRACT TERM:
'November 25, 2613 through November 24,
2015 ;
DISTRIBUTION LIST:
'Statewide Institutions
STATE CONTRACT
Dave Henning
ADMINISTRATOR:
916-375-4544
dave.henningCc)das.ca-gov
orioinal signed Effective Date: November 25, 2013
Robert Wirey, Food Acquisitions Manager
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
.PROCUREMENT DIVISION
Contract (Mandlaltory)1-13=89-15 Supipi mart 1
Contract Notification and User Guide
Effective November 13, 2013 subject contract for Miscellaneous Food has been modified to reflect the following
change:
• The contact information for some Performance FoodseMce of Northern and Southern California
managers have been changed.
• Revised User Guide is attached
All other terms and conditions remain the same.
Page 2 of 19
RFP 58009
TABLE OF CONTENTS
SECTION 5—TECHNICAL AND BUSINESS REQUIREMENTS
5.1
INTRODUCTION
5.2
.GENERAL REQUIREMENTS -
5.3
ELECTRONIC ORDER ENTRY SYSTEM/CATALOG
- 5.3A
CONTRACTOR'S ELECTRONIC ORDER. ENTRY/CATALOG
5.3B
CONTRACT HOME PAGE
5.3C
USER ACCOUNTS
5.3ja
USER ACCOUNT SET-UP.
5.3.1b
E-SERVICES/ELECTRONIC ORDER
ENTRY SYSTEM
- 5.4
ORDERING METHODS
-
5.4.1
TELEPHONE/FAX/MAIUORDERING SYSTEM
5.4.2
EMERGENCY ORDERS
5.4.3
ORDER ACKNOWLEGEMENT
5.5
DELIVERY/SHIPPING
5.5.1
REFRIGERATION, FROZEN AND DRY STORAGE
5:5.2
FROZEN PROCESSED FOOD PRODUCTS _ -
`�5.5.3-
DELIVERY SCHEDULES
5.5.4
SECURITY REQUIREMENTS FOR INSTITUTIONS-
5.5.5
FREIGHT ON BOARD (FOB) DESTINATION
-
5.5.6
ON -TIME DELIVERY
5.5.7
SHIPPED ORDERS -
5.5.8
OUT -OF STOCK NOTIFICATION AND REMEDY
5.5.9
-RESTOCKING/CREDIT POILCY
5.5.10
- RECURRING DELIVERIES
5.5,11
CREDIT AND/OR REPLACEMENT
5.5.12
PRODUCT RECALL PROCEDURES
.
,5.5.13.
WARRANTY _
.5.5.14
CARTON WEIGHT
5.5.15
WOODEN PALLET
5.5,16
CONTAINER, CORRUGATED FILING/ARCHIVE BOX
5.5.17
DOCUMENTATION
5.6
FOOD
SAFETY PROGRAM
-
5.6.1
APPROVE INSPECTION/AUDIT COMPANIES
5.7
INVOICING
5.8
PAYMENT OPTIONS
5.8.1 .
CAL-CARD/CREDIT CARD
5.8.2
CAL -CARD INVOICING
5.8.3
ELECTRONIC INVOICING
5.9 REPORTS
5.9.1 MONTHLY DETAILED USAGE REPORT
5.9.2 MONTHLY LINE ITEM SPEND REPORT
5.9.3 SEMI-ANNUAL UPDATES OF CONTRACTOR'S
ACCOUNT MANAGER LIST
5.9.4. FILL RATE REPORT
5.9.5 AD HOC REPORTING REQUIREMENT _
5.9.6. - DETAIL SMALL BUSINESS LOG
4of6
5-1
5-1
5-1
5-2
5-2
5-3
5-3
5-3
5-3
5-3
5-4
5-4
5-4
5-4
5-5
5-5
5-6
5-6 .
5-6
5-6
5-7
5-7
5-7
5-7
5-8
5-8
5-8
5-8
5-8
5-8
5-8
5-9
5-9 .
5-10
5-10
5-10
5-10
5-10
5-1 L
5-12
5-12
5-12
5-13
5-13
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-13-89-1 a Supplement 1
Contract Notification and User Guide
SECTION 1 User Instructions
1. OVERVIEW
This Statewide Non -Mandatory Miscellaneous Food contract (5-13-89-15 P & U) is awarded for two
years with (3) 1 year, or portions thereof, available extensions, at the State's sole option. The State
makes no guarantee to quantities or dollar volume for this contract.
The awarded suppliers are as follows: _
- ,',; ;Contractt#
.� �Prodact Cate ,ones,
,,,;Vendor;',�;„,1;<"t;
05-13-89-15-P
All Product Categories
Performance
-
Foodservice Northern &
Southern CA
05-13-89-15-U
All Product Categories
US Foods
2. SCOPE
Performance Foodservice of Northern & Southern CA or US Foods Inc., within 24 hrs after receipt of
purchase order, will confirm receipt of orders to .agency (institution) and fill those orders within 3
days. The intent of this contract is to provide for a wide variety of agency needs, for non -mandatory
contract food products. Multiple contractors insure that best value and service, in a competitive -
arena, is afforded theStateof California users. These user instructions apply to this two-year
contract, including any extensions to the contract,: and the requirements for the State of California
and participating local agencies for Miscellaneous Food. _
Delivery locations are statewide, from border to border. These locations include, but are not limited
to: California Department of Corrections and Rehabilitation, Department of Developmental Services,
California Highway Patrol, Veteran's Homes, Department of State Hospitals, Emergency Medical
Services, Department of Forestry, and Department of Education, as well as, all other state entities
and 2,000 local governmental agencies that have the option of utilizing this contract,
A local agency is a city, county, city and county, district, or other local governmental body or
corporation empowered to expend public funds (Public Contract Code 10298), including the
California State University (CSU) and University of California (UC) systems, K-12 schools, and -
community colleges.
Purchase orders placed against this contract will be for consumable food products only
(including category 6, Emergency). Non-food products may not be purchased using this
contract.
3. CONTRACT USAGEIRULES -
A. State Agency Users:
Use of these contracts is non -mandatory for all State departments
Page 3 of 19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DMSION
Cannel (Maindxi ary)1-13-89-15 Sauppicanent 1
Contract Notification and User Guide
Ordering State departments must adhere to all applicable state laws, regulations, policies,
bestpractices, and purchasing authority requirements, e.g. California Codes, Code of
Regulations, StateAdministrative Manual, Management Memos, and Purchasing Authority
Manual.
B. Local Government Agency Users: -
• Local. governmental agency use of these contracts is optional. While the State makes these
contracts available to local governmental agencies, each local governmental agency should
determine whether the contracts are consistent with its procurement policies and regulations.
The above requirements and restrictions are not applicable to local government entities.
C. USER ACCOUNT. - -
`Contractors' customer service'representatives must create various State and local
government user accounts and assist allcustomersin the understanding of their computer
network or information services. User accounts will include a user name, password, and
default set of permissions. Each contractor will designate a Single Point of Contact, for -
- problem resolution and related contract issues, occurring during the course of the entire
. contract... -
4. ORDERING PROCEDURE -
A. ORDER NUMBER
,Contractors shall issue unique business location order.numbers to the users of these contracts.
B. ORDERING PROCEDURE METHODS
Thereare four ordering methodsavailableon this contract: State departments. must submit a
Put.chasing.Authority.Purchase Order (Form STD 65) directly to the contractor, except when
:-ordering electronically through -the cohtractoPs website or when placing orders by telephone, in
which case the duly executed STD.65:must be forwarded to the contractor. Phone or
electronic orders, must include an authorized PO #.at the time of placement. Orders must
provide the specific delivery address;and the on -site agency contact and telephone number, as
well as, ,-all .itemslisted for purchase. .Local agencies must submit their own standard purchase
order form directly to the contractor, except when ordering electronically through the
contractor+s website or when placing orders by telephone. Orders must provide the specific
delivery address and. the on -site agency contact and telephone number, as well as, all items'
listed, for purchase. Purchase order'and billing code numbers are required for placement of all
orders,' including those paid by CAL -Card. Blanket P.O.s will not be authorized on this
contract, without. prior DGS'approval.
Contractor shall provide the following to each customerUtilizingthiscontract:
1. A toll -free telephone number for State and local agencies to place telephone orders.
- Page 4 of 19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandlatory)1-13-®9-15 Supplement 9
Contract Notification and User Guide
2. Telephoned orders shall be accepted between the hours of 7:00 AM and 4:00 P.M. (PST/PDT),
Monday through Friday.
3. A toll -free fax number for State and local agencies to place facsimile orders. Fax orders
must be accepted between the hours of 7:00 AM and 7:00 P.M. (PST/PDT), Monday through
Friday.
4. Contractor must be able to receive orders by mail. See pages 14 thru 20 for local contractor
contact to obtain mailing address for placing mail orders.
5. Contractor's Website: State departments and local agencies may place electronic orders
through the contractors' websites (homepages). The contractors' systems shall be available
twenty-fourhours a day, seven days a week, for ordering products, except for regularly
scheduled maintenance times. Homepages must comply with the following -requirements:
a. State -specific current contract pricing for category items. The price shown will be the
net price the State,will- be charged.
b. Detailed line item descriptions, including but not limited to name, color, size, standard
package quantity and pictures when possible.
c. Recycled product content must be indicated using the recycle codes as outlined in
Section 8, Exhibit 8.16 titled "Recycle Codes" and used in the Recycled Products
Report.
d. "Shopping -cart" ordering capability.
e. Contractor's system should'indicate and/or preclude the ordering of selected items
where the. ordering of those selected items conflicts with State policy. These items
may include *Prison Industry Authority (PIA). items anditemsavailable on other
DGS/PD mandatory Statewide. contracts. - -
f. Contractor's system shalltrack unique: institution purchase order numbers. _
g. Contractor's system shall have the ability for ordering agencies to enter
• .Their own unique agency billing code number, department name, institution
name
• Their own purchase order number
• Awarded contract number
• Bill to and ship to address
• Their own unique purchasing authority number
C. ORDER PLACEMENT
Universal Resource. Locator (URL) for the'Internet/Web Based Home Page must be supplied to
DGS- PD prior to the implementation of electronic ordering. -
To access: specific ordering information, click onthe'links below.
- • Contract 05-13-89-15-P; www.i)fac.com Performance Foodservice Northern &
Southern CA Miscellaneous Food Contract Ordering system
• Contract 05-13-89 15-U, W)ww.usfood com US. Foods Miscellaneous Food Contract
Ordering system
Page S'of19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENFDIVISION
Contract (Mandatory) 1-93-39-15 Suppternartt 9
Contract Notification and User Guide
D. ORDER RECEIPT ACKNOWLEDGEMENT/CONFIRMATION
Contractor must provide the ordering agencies with an order receipt acknowledgment via e-
mail, facsimile or generated by the contactor's ordering system within twenty-four (24) hours
after receiptof an order. The acknowledgement will. include:
1. Ordering agencies name
2. Description of goods and/or related. products purchased
3. Purchase Order number
4. Total cost
Contactor(s) shall work with the State to provide any other future requirements the State may
deem necessary for the smooth operation of the contract.
E. EMERGENCY ORDER PROCEDURES
-
Contractors) "Emergency Response and Delivery System" allows State and Local Governments
to purchase any item that is offered in the contractors catalog or E-services system.
Contractor must provide toll -free, after hours, telephone number(s) and contact name(s) for
placing emergency orders, and the ability to accept such orders 24 hours a day, seven (7) days
a week.
Contractor(s) must provide food products, have the ability, capacity, and equipment to deliver
emergency services for food. Orders that occur during an emergency such as (i.e. floods, fires,
earthquakes, or other Agency, State, or National disasters) shall be delivered to the designated
site(s) within an eight (8) hour time frame or timeframe defined by agency.
Contractors shall provide as requested:
• A customer service representative, as needed, to the emergency site for ordering and
business correspondence, if required
• A minimum of one refrigerated truck for food storage to designated site location for
duration of emergency situation, if required
• Deliver ordered food and supplies to any designated location within the State
• Maintain an inventory of food products available for a minimum of two (2) complete meals
for 500.people at any given time
• Flexible food distribution system that can allow for any increase/decrease in the amount of
food or supplies to bedelivered daily or as requested
F. CAL-CARD/CREDIT CARD
State agencies may use the State's VISA credit card program (CAL -Card) to pay for orders.
Using the CAL -Card for an LPA order does not relieve the department from executing a STD 65.
Purchases executed on a STD 65 have a designated block to check to identify that payment will
be made with the CAL -Card. Agencies must provide contractor(s) with their agency billing code.
and a purchase order number when using CAL -Card. Contractors shall supply State agencies
with itemized receipts at the time of purchase or delivery for all purchases made with CAL -Cards.
Page 6 of 19 _
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-13-89-1 a Supplement 1
Contract Notification and User Guide
G. CONTRACT COST FORMULAThis contract is non -mandatory and has 6categories of items. The cost plus maximum allowable
percentage markup (see example) will stay in effect for the duration of the contract. All
contractors, named in this'guide, have been awarded this contract and it is in your best interest to
determine product availability, delivery, pricing to satisfy your specific needs.
(Example: (Product Cost) ($1.00) X 10% (Maximum Allowable Percentage Markup) _
$1.10 (Delivered Cost to User and listed in catalog). During the course of the contract,
pricing may be below the Delivered Cost to User, but may not exceed the maximum
allowable markup, as bid and listed on Monthly Reports.
• The minimum order delivery on this contract is $1000 per delivery (including all categories).
• If an item is available from Prison Industry Authority (PIA), you must purchase the item from PIA or get a waiver from PIA to allow purchase from these contracts.
• - If an item is available on a DGS/PD Mandatory Statewide contract, you must use that
contract. Violators of this requirement. may lose their Department Delegated Purchasing
Authority.
5. CONTRACT MANAGEMENT
Both the State and the contractors have assigned contract managers as the single points of contact
for problem resolution and related contract issues.
State Contract Administrator: Dave Henning
DGS/Procurement Division - - -
Telephone: (916) 375-4544 - -
Facsimile: (916) 375-4439
E-Mail: dave.henninaftdgs.ca.Dov
6. GENERAL ADMINISTRATION
INVOICING
Ordering Agencies may require separate invoicing, as specified byeach -ordering organization,
The invoices must use the contractor's invoice that includes at a minimum their name, address
and telephone number. The contractor will also issue invoices identifying, at a minimum, the
components listed below:.
1. State's contract number -
2. Agency purchase order number
3. Agency billing code
4. Purchasing agency - delivery address of the order
5.. Product(s) description - - -
Page 7 of 19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES.
PROCUREMENT DMSION
Contract (Mandatory) 7=13-111g-95 Supplement 9
Contract Notification and User Guide
6. Manufacturer's product(s) number(s) -
7. Product Price(s) per unit(s) and extended price
8. Quantities of merchandise issued
9. Date ordered -
10. Date delivered
11. Listing of returns or back ordered items-
12. Prompt payment discounts/Cash discounts, if applicable, shall be clearly indicated on each
invoice as written statement: (Samples: "Prompt Payment Discount: 1%20 Days" or ..
"Cash Discount 1%20 Days")
13. Totals for each order.. Each invoice shall have a total for all orders, a total for all credits,
and amount due from each agency
14. All other discounts shall be applied at the subtotal level as applicable. This would include
volume discount, online ordering, etc
15. Any other mutually agreed upon requirements the State may later deem necessary
CUSTOMER INQUIRIES. -
Contractors' assigned customer service representatives shall respond to customer inquiries
Monday thru Friday within one.(1) business day of initialtontact. These inquiries may include
requests for product,information; billing disputes; delivery disputes or problems; product returns;
pricing -information! adding or deleting account names, addresses and numbers; and requests
for training
ADMINISTRATIVE FEES;
DGS directly bills each State department an administrative fee for use of statewide contracts.
-(You may click on "DGS Price Book" at htt67/ w Av dos ca aov/ofs/Resources/Pricebook asox
for current" fees).. This fee -is not includedin the purchaseorder, nor invoiced by the contractor,
and is not to be remitted by the department. or local agency before. in are received. A
copy of all State department, purchase orders must besent to: -
DGS— Procurement Division -
Attention: Data Entry
P. O. Box-989052
West Sacramento, CA 95798-9052 -
It is very important thatagenciespromptly forward copies of any purchase order amendments to
the,above addresseo allow for adjustments to the administrative fees.
For inquiries:regarding billing codes,;local agencies should contact Marilyn Ebert at (916) 375-
4400 (marilvn`ebertCcDdas.ca.eov
PRODUCT RECALL PROCEDURES
In the event of a product recall,.contractor shall provide with the following:
- Page 8 of 19 -
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contmet (PmAs ndatooy)1A3419=95 Supple, 9
Contract.Notification and User Guide. ?
a. Notify every purchasing agency when the recall goesinto effect. - - -
b. At the earliest stages of a, potential recall, immediately notify the DGS/PD Contract
Manager.
c. Recalled,products will be picked Up, tested, destroyedor'returned to the manufacturer at no
expense to the State.
DELIVERY COST
All pricing is Freight on Board.(F.O.B) destination (freight prepaid by the contractors), to the.
ordering organization's receiving point. Responsibility and liability for,loss'.Or damage for all
orders shall remain with the contractors until final inspection sand acceptance, when all.
responsibility shall pass to the ordering organization except the responsibility for latent defects,
fraud, and the warranty obligations...,
DELIVERY TIME
• Delivery items must occur by the close of business on the third calendar day following receipt
of the order, or later if requested by the customer. When the third day falls on -a Saturday,
Sunday, or State holiday,the delivery shall take place on the next business day. All orders
received by 2:00 p.m. (PST/PDT)'will be considered as having been received on that date for
delivery purposes. If a contractor fails tomake'prompt delivery, of any item, the State has the
right to.purchase goods.inahe open.marketandthe'contractor will reimburse the difference_
to the State. . - -
• Contractor(s) is requested to make deliveries in Los Angeles County, Orange County, San
Bernardino Metropolitan Area and San Diego Metropolitan area during off-peak hours. Off-
peak hours are 10:00 a.m. to 4:00 p.m::
DELIVERY LOCATIONS - -
• General: Deliveries are to be made to loading docks or receiving areas.
• Institutions: Deliveries may be made to loading docks or receiving areas inside secure
institutional grounds that require prior clearances be made for all delivery drivers. Prior to
making deliveries, contractors will be responsible for contacting secure locations (such as
California Department of Corrections: institutions) to obtain individual driver security clearance
- (number of daysrequired for clearance varies) hours of. operation for deliveries and service,
dress code, and other rules of delivery, Deliveriesthat are delayed because drivers -were not
cleared to enter institutional grounds may cause a contractor loss of revenue and may be
declared in default for non -delivery.
G. RECURRING DELIVERIES .
An order may be placed requesting scheduled or recurring deliveries for any items.
Page 9 of 19
STATE OF CALIFORNIA -
DEPARTMENT OFGENERAL SERVICES - - PROCUREMENT DIVISION
Contract (Mandatory)1-13-89-15 S upplarnentA
Contract Notification and;User Guide
H.SHIPPED ORDERS - -
Packages containing multiple products shall be clearly labeled as such. If the packing list is inside
a box, that box must be identified. All shipped orders shall include:
• Packing list with. pricing - - - -
• Quantity of items
• - Indicate backordered items, unless the contractor has utilized a different method for
backorder/out-of-stock notification -
• Ordering organization's name
• Section or unit name -
• Location (street address, building, floor, room number and zip code)
• Name of ordering person -
• Purchase order number
• Number of cartons. - -
I. PROMOTIONS
Promotionalpricesshall be. available under these contracts. Contractors must notify the State's
Contract Manager ofallsales promotions involving price reductions. This notification shall
include: -
• Starting and ending dates of the promotion; - -
• Products involved; and
• A comparison of promotional and previously authorized prices.
J. Monthly Detailed Usage Report (Mandatory) -
Contractor shall submit a monthly Detailed Usage Report by line item to the Contract Manager.
Report shall be submitted by the fifteenth calendar day for the previous month's activity. Report
shall include the following elements: -
• Customer #
• Customer or institution Name -
• Agency Billcode
• Agency Department Code (CDCR, DDS,. LOCAL etc.)
• Purchase Order# -
• Order Source (Catalog, Phone, Fax, etc.)
_ • Order Date -
• Invoice# - - Invoice Date
Date - -
• Small Business Indicator
Page 10 of 19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Conalrace (Mandatory) 1-13-89-15 Supplement 1
Contract Notification and User Guide
• Small/Large Business (Y/N)
• Product Status
• Category # (1-6)
• Product#
• Product Description
• Core/ Non -Core (as applicable)
• Manufacture Label
• Pack Size
• Manufacturer Item Code
• Quantity Shipped
• Contractor Product Cost
• Contract Price Charged
• Volume Discount (if applicable)
Sales Dollars
• Extended contract price: including all discounts(s) applied
Within ten (10)days of contract award, the contractor must submit a preliminary copy of
their Monthly Detailed Usage Report, which shall contain all the elements that have
been specified above. The State will review and determine acceptability of the report.
_ Page I I of 19 -
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
.PROCUREMENT DMSION
Contract (Mandatory) 1-13-89-15 SuppWrnsnq 1
Contract Notification and User Guide
SECTION 2 Cost Tables
7. COST TABLES
CATEGORY BASKETS
05-13-89-15-P Performance Foodservice Northern 8r Southern CA
Category
Product Basket
Maximum Allowable Markup Percentage Allowed to
- Product Cost"
1
GROCERY DRY
5.96 %
2
GROCERY Refrigerated or Frozen "
- - 5.9 5%
3' _
.PRODUCE •
- 6.50%
4
MEAT,..
5.95%
5 -
DAIRY*
5.96 %
6
EMERGENCY • -
- 6.50 %
MUM - r.tuaury or rroaucm snail oe rlrst Quality (Grade A, US No. 1, Select, etc)
Note ** During the course of the contract, pricing may be below the maximum allowable markup,
but may not exceed the maximum allowable markup, as bid.
CATEGORY BASKETS
05-13-89-15-U US Foods Inc.
Category
Product Basket
Maximum Markup Percentage Allowed to Product Cost
-1
GROCERY DRY*
7.75%
2
GROCERY Refri aerated or Frozen *
5.95
3
PRODUCE •
6.00 %
4
MEAT' -
6.95 %
5
DAIRY • -
6.75 %
6
EMERGENCY" -
18.00%
rvure rummy or rroaucm snau oe rust uuallty (urape A, Us No. 1, select, etc)
Note ** During the course of the contract, pricing may be below the maximum allowable markup,
but may not exceed the maximum allowable markup, as bid.
Page 12 of 19l..
0,
RFP 68009
-
- TABLE OF CONTENTS
5.9.7 REPORTING COMPLIANCE -.
5-13
5.10
CONTRACT MANAGEMENT
5-13
5:10.1 CONTRACT MANAGER,-
..
5.10.2- CUSTOMER SERVICE/RESPONSE TIME
513.'
5.10.3 CUSTOMER SERVICE TEAM STRUCTURE --
5=13
5.10.4 PROBLEM RESOLUTION ..
5-14..
5 1V5 ESTABLISHED PROBLEM, -RESOLUTION FORUM
5-:14
-
5.10:6 JOINT OUTREACH
5714'
5.10.7 PERFORMANCE -SERVICE. LEVEL-
- ..
5.10.8 AVERAGE FILL RATE' -
5-14
5.11
ENVIRONMENTAL CRITERIA
5-.14
-
5.11.1 ADDITIONAL ENVIRONMENTAL SPECIFICATIONS
5-114
5.11.2 PACKING AND/OR SHIPING -
5-15 -
_
5.11.3 OTHER ENVIR,ONMENTAL�ISSUES -
. 5-15
5.11.4 ENVIRONMENTAL IMPACTS
5-15
5.12IMPLEMENATION
-
5-15
5.12.1 DRAFT IMPLEMENATION-
-.5-16
- 5.13-.
TRAINING PLAN -
5-16.
5.13a DRAFT TRAINING PLAN
5-1.6
5-14.
TRANSITION PLAN AT END OF CONTRACT -
5-16.
- 5-15
CUSTOMER REFERENCES, -
5-16
SECTION 6
— PRICING
6.1
INTRODUCTION
6-1
6.2
PRICE STRUCTURE
6-1
6.3
PRICING INSTRUCTIONS ;
6-1
6.4
PRICING WORKSHEETS
6-2
-
6.4.2 CATEGORY. BASKETS
6-2
6.4.3 OTHER DISCOUNTS' -
6-2
6.4.4 IMPORTANT WORKSHEET DETAILS
6-2
SECTION 7
— EVALUATION AND SELECTION
7.1
STATE EVALUATION TEAM
7-1
7.2
OVERVIEW OF EVALUATION
7-1
7.3
FINAL PROPOSAL SCORING-,
7-1
ZA
' SCORING CRITERIA..7
1
- 7.5
COST SCORE - -
7-1
7.5.1 ADDITIONAL VOLUME, DISCOUNT POINTS -
7-3
7.5.2 TOTAL -SCORE
7-3
-
7.5.3 - CUSTOMER REFERENCE FORMS
7-4
- 7.6 -
CALCULATION CUSTOMER REFERENCE PARTICIPATION POINTS
7-4
7.7
FINAL CALCULATION WITHIN 20%RANGE -
7-5
5of6
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contract (Mandatory) 1-13.49-1 . Supolarnent'1
Contrabt.Notification and User Guide'
nn •u�.,o..E o..,.d r•,..,i.ea r�,e,...d, ne�..a�.:.:...
• Beverages (excluding Dairy Liquids),including, but not limited to, fruit & Vegetable Juice, Soda,
Tea, Flavored: Waters, Coffees,,packaged in Cans, -Boxes, Glass, Plastic, Pouches, etc.
• Fruit or Vegetable Produce that is NOT in its Raw Produce state This includes,_ buf is not limited
to, Canned, Pouched, and Dehydrated. -
• Meat & Poultryincluding, but not limited to, Beef,: Pork;Lamb, Chicken;Turkey, Duck,'Goose,.etc.
These products can:be, but are not limited to, Canned, Pouched,. Dehydrated.
• Fish/Seafood including,- but not limited to, Fish (all Species), Shrimp, Scallops; Clams, -etc. These
products can be, but are not limited, to, Canned, Pouched, Dehydrated.
Category 2 Grocery. Beverage. Fruits & Vegetables Eggs (Refrigerated or Frozen)
• Beverages (Frozen or needing Refrigeration),
• Fruit or Vegetable Produce that is NOT in itsRawProduce state, This includes, but is riot limited
to, IQF, Frozen, Refrigerated
• All Eggs in any form (Raw, Hardboiled, Peeled, Diced Liquid, etc) Egg substitutes maybe
included in this category.
Category 3 Fresh Produces. -
• All Fruit or Vegetable Produce in its Raw Produce state It can be Sliced; Chopped,: Diced, Coined,
Mixed, etc. It CANNOT include any processing that altersitsraw state. (i.e. IQF, Frozen,
Mashed, Canned, Parboiled, Blanched, etc.).
Category 4 Meat, Chicken. Seafood (Refrigerated or Frozen)?
• All Meats including, but not limited to, Beef, Pork Lamb, Theseproducts can be Raw, Precooked,
Processed; Frozen',Breaded, Flavored, etc. -
• All Poultry including, but not limited to, Chicken, Turkey, Duck; Goose, etc. These products can be
Raw,. Precooked, Frozen, Flavored, etc.
• All Fish/Seafood including, but not limited to, -Fish (all Species), Shrimp, Scallops, Clams, etc. It
may be Raw, Precooked, Frozen, Bieaded,:Packagedfor Individual'orin. Bulk.
Category 5 Dairy: -
• All Dairy products including, out not limited to, Milk, Cheese, Butter, Ice Cream, etc.
Cateriory6 Ememencv7
• All Products ordered from the above Categories: in support,of State of.California agency -
emergencies. These include, but are not limited to, Earthquake, Fire, Flood, etc.
Delivery locations will be Statewide, from border to border. These locations will include, but are
not limited to, California Department of Corrections and Rehabilitation, Department of
Developmental Services, California Highway Patrol, Veteran's Homes, Mental Health Services,
Department of Forestry, and Department of Education, as well as, possible 2,000 local
governmental agencies that have the option of utilizing this contract.
Page 13of 19.
Volume Discount Cost Table 6
Supplier: 05-1349-15-12 Performance Foodservice Northern & Southern CA
Volume Discount Per Delivery)
Quarterly Volume _
Units of Measure
Discount off Percentage Over
Distributed Cost N
400.- 800 Cases Half Truck Load
Case
- - 0.00%
801+Cases Full Truck Load) -
Case
1 0.00%
Note: Agencies are encouraged to consolidate items to meet the minimum order amount and take
advantage of volume discounts. Case quantities in the ranges described above can further reduce
cost to your agency. -
t F
Volume Discount'Cost Table 6
Supplier: 05-13-89-15-U .US Foods Inc.
Volume Discount Per Delivery)
Quarterly Volume
Units or Measure -
Discount off Percentage Over
Distributed Cost - %
400 - 800 Cases Half Truck Load
Case
0.60%
801+Cases Full Truck Load)-
Case
- 1.00%
Note: Agencies are encouraged to consolidate items to meet the minimum order amount andtake
advantage. of volume discounts. Case quantities in the ranges described above can further reduce
cost to your agency. - -
Page 14 of 19 -
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Conto•=t QMandatary)1-13-d9-15, Supp mentl 9
Contract Notification and User Guide
SECTION 3 Contractor Contacts -
The contract managers for PFG Northern California & PFG Southern California are specified below
Performance Foodservice Northern CA Contacts: (Institutions North of Fresnol
Contract:
05-13-89-15-P Miscellaneous Food Contract Single Point of Contact -
Contractor:
Performance Foodservice Northern California
Contract Manager: Paul Andrzejczyk
Telephone:
(925) 456-8618 ext. 68618
Facsimile:
(925) 449-8927
E-Mail:
Dandrzelczyk(rDafac.Com
General Website: www.l)fac.com :
Contract:.
- 05 13-89 15 P Miscellaneous Food Contract Point of Contact
Contractor.
Performance Foodservice Northern California "
Contract Manager:
Laurel Negrete
Telephone:
(408) 921-9906
Facsimile:.
(303) 662-7662
E-Mail:
Ineareteftfac. com
General Website: www.Dfac.com
Contract:
05-13-89-15-P Miscellaneous Food Contract Point of Contact
- Contractor:
Performance Foodservice Northern California
- Contract Manager:
rDanelle Ybarra .. -
Telephone:
-(925) 456-8601
Facsimile:
(303) 784-5634-
E-Mail:
dvbarraO.Dfac.com.
General Website: wwwbfae.com
Contract:
05-13-89-15-P Miscellaneous Food Contract Point of Contact
Contractor:
Performance Foodservice Northern California -
Contract Manager: Chris Jinx _
Telephone:
- (925) 456-8618-`.
Cell:
(760) 920-3790.
Facsimile:
(707) 471-4110 -
E-Mail:
ciinx(a.)ofac.com -
General Website: www.ofac.com - -
Page 15 of 19
•
STATE OF CALIFORNIA -
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contact (Mandallory) 1-13-89-15 S upp0ouvmLnt 1
Contract Notification and User Guide
Performance Foodservice Southern. CA Contacts: (Institutions South of Fresno)
Contract:
05-13-89-15-P Miscellaneous Food Contract Point of Contact
Contractor:
Performance Foociservice of Southern California
Contract Manager: Patrick Clark
Telephone:
(909) 994-8707
Facsimile:
(800) 929-5558
E-Mail:
patrickclarkGDDfac.com -
General Website: www.ofdc.com
Contract:
05-13-89-15-P Miscellaneous Food Contract Point of Contact
Contractor:
Performance Foodservice of Southern California
Contract Manager: Lisa Hoffman
Telephone:
(909) 767-9432
Facsimile:
(800) 929-5558
E-Mail:
LHoffman(&Dfoc.com -
General Website: www.r)fac.com
Remit To Addresses for Performance Foodservice California Distribution Centers:
PFG Livermore
6211 Las Positas Road
Livermore, CA 94550
PFG City of Industry
16639 Gale Avenue -
City of Industry, CA 91745
Page 16 of 19
0 9
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Coriftol (Mandatory) tAMS-15 Sapplemant 1
Contract Notification and User Guide
US Foodservice Contacts:
Contract: 05-13-89-15-U Miscellaneous Food Contract Single Point of Contact
Contractor:
- U.S. Foodservice
Contract Manager: Beth Zirzow
Telephone:
(800) 682-1228 Ext 510
Facsimile:
(925) 606-3591
E-Mail:
beth.zirzowO.usfood.com
Contract: 05-13-89-15-U Miscellaneous Food Contract
Contractor: I
US Foods (Livermore)
ASP, CMF, CSP Corcoran, CSATF,
Contract Manager:
Eric Browner
CSP Sac, CSP Sol, CHIP, CCWF, Coalinga, CTF,
Telephone:
(800)682-1228 ext 648
KVSP, MCSP,NKSP, NCYCC, NCW,
Facsimile:
(925) 264-1280
PBSP, PVSP, Preston, RA McGee, SVSP,
E-Mail: eric.brownerfalusfoods.com
SQSP, SCC, VSPW, WSP, Camps, DVI
Mailing Address:
300 Lawrence Drive
Livermore, CA 94551
Contract: 05-13-89-15-U Miscellaneous Food Contract
Contractor:
US Foods (Livermore)- Napa State, Veterans Home
Contract Manager. Rebecca Rowe
Telephone:
(800) 682-1228 ext 589
Facsimile:
(925) 606-3514 - - -.
E-Mail: -
rebecca.rowe0usfoods.conn
Mailing Address:
300 Lawrence Drive
Livermore, CA 94551
Contract: `
05-13-89-15-U Miscellaneous Food Contract - - -
Contractor:
US Foods (Livermore) - Sonoma Dev Ctr, Dept of Rehab OCB
Contract Manager: Julie Bernard
Telephone:
(800) 682-1228 ext 416
Facsimile:
(707) 644-1133
E-Mail:
Julie.bernardeusfoods.com
Mailing Address:
300 Lawrence Drive
Livermore, CA 94551
Contract:
06-13-89-15-U Miscellaneous Food Contract
Contractor:
US Foods (Livermore) Deaf Fremont
Contract Manager: Mike Garcia - - -
Telephone:
(800) 682-1228 ext 455 -
Facsimile:
(925) 606-3514
E-Mail: -
mike.aarcia0usf000ds com
Mailing Address:
300 Lawrence Drive
Livermore, CA 94551
Page 17 of 19
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DIVISION
Contend (Mandatcry) 9-IMS-15 SuppOemont 9
Contract Notification and User Guide
Contract: 05-13-89-15-U Miscellaneous Food Contract
Contractor:
US Foods (Livermore) Porterville Dev Ctr
Contract Manager:_
Steve Hohkamp
Telephone: ,.(800)682'128ext
442
Facsimile:
(559) 271-8055 -
E-Mail: steve.holtkamokDusfoods.com - -
Mailing Address:
300 Lawrence Drive
Livermore, CA94551
Contract:.
05-13-89-15-U Miscellaneous Food Contract
Contractor:.
.. US Foods (Corona) - CCI,CIM,. CIW, CRC, CSP LAC, Calapatria,
Contract Manager: Karen Antonio Centinela, HG Stark, ISP, RJ Donovan, SCW,
Telephone:
(800) 88&3147 ext 8727 SYCRCC, Julius Klein. Oak Glen, OC
Facsimile:
'(951)582-8963 - OC Sherlff, Orangewood -
E-Mail:
Karen.antoniofrausfoods.com
Mailing Address:.
1283 Sherborn. St. Ste 102 - -
Corona, CA 92879 -
Contract:
05-13-89-15-U Miscellaneous Food Contract -
Contractor:
'.US Foods (Corona).. Deaf RVSD, Canyon Springs, Metro State
Contract Manager: .'Nam Truong Patton: State, Lanterman Dev Ctr,
Telephone:
(800) 888-3147_ext, 8456
Facsimile:-
-.1(951)582-8963 - -
E-Mail: .. .;
nam.truonc(rDusfoodsrcom
Mailing Address:;
1283 Sherbom St.. Ste:102 -
- Corona, CA'92879 - -
Contract:
05-13-89-15-U Miscellaneous Food: Contract
Contractor:
US Foods (Corona) ,', . ,Atascddero
Contract Manager, Colleen Nix - -
Telephone:
.�"(805)407-97.64'. -
Facsimile:
c(951.)582=8963 -
E-Mail:
Colleeh:nix(aZusfoods.com.- -
Mailing Address:
i1283 Sherborn St. Ste 102 y
°'..Corona; CA.92879
Contract:
05-13-89-15=U Miscellaneous Food: Contract
- Contractor:
'US Foods (Corona) '.. Fairview
ContFactManager: ` :Julie -Moyer. - - - -
Telephone:
;(800) 888-3147 ext 8746 -
Facsimile: '
(951) 582-89"
E-Mail: -
Julie. movaousfoods.com -
Mailing.Address.
1283 Sherborn St. Ste 102 - -.
Corona, CA 92879 -
-�. Page 18 of 19 -
STATE OF CALIFORNIA
DEPARTMENT OF GENERAL SERVICES
PROCUREMENT DMSION
Contract (Mandatory) 9:-9340_15'supo ®rnent 1
Contract Notification and User Guide
Contract:
05-13-89-15-1J Miscellaneous Food Contract
Contractor:
US Foods (Los Angeles). - Ventura School
Contract Manager: Jay Coons
Telephone:
(805) 450-8770 -
Facsimile:
(805)445-7536,
E-Mail:
iaV.'coons(cDusfoods.com
Mailing Address:
15155 Northam StreetLa
Mirada, CA 90638,
Contract: ,t15-13-89-15-U
Miscellaneous Food Contract'
Contractor:
US Foods (Los'Angeles) ': IN Kern, Wasco, CMC
Contract Manager: -:Seamus Burns
Telephone:
'(865) 720-0626"
_ Facsimile:
(805) 473-2327
E-Mail:
seamus.bums(&usfoods.com
Mailing Address:
15155Northam Street
-
-. La Mirada, CA,90638
Page 19 of 19
Miscellaneous Food Contract
ATTACHMENT NO. 2
USER MANUAL
10/4/2021
Department of General Services
Procurement Division
707 Third Street, 2nd Floor
West Sacramento, CA 95605-2811
State of California
CONTRACT NOTIFICATION
****NON - MANDATORY****
CONTRACT NUMBER:
1-17-89-15B Supplement 7
DESCRIPTION:
Miscellaneous Food Contract
CONTRACTOR(S):
B - US Foods Inc.
CONTRACT TERM:
November 25, 2017 thru November 24,
2022
DISTRIBUTION LIST:
Statewide Institutions
STATE CONTRACT
ADMINISTRATOR:
Dave Henning
916-375-4544
dave.henning&a,dgs.ca.gov
1I—
Ii Effective Date: October 4, 2021
Traci Fonseca, Food Acquisitions Manager
Miscellaneous Food Contract USER MANUAL
10/4/2021
Contract Notification and User Guide
Effective October 4, 2021 subject contract for Miscellaneous Food has been
modified to reflect the following change:
• This contract is hereby extended to November 24, 2022.
Please replace existing Contact list with the attached US Foods Contact List
All other terms and conditions remain the same.
DocuSign Envelope ID: C9DD828A4F72-447C-A891 SBC11 F3FB616
STATE OF CALIFORNIA
STANDARD AGREEMENT AMENDMENT
STD. 213 A (Rev &03)
❑CHECK HERE IF ADDITIONAL PAGES ARE ATTACHED Pages AGREEMENT NUMBER AMENDMENTNUMBER
1-17-89-15B 7
I REGISTRATION NUMBER I
1. This Aareement is entered into between the State Aaencv and Contractor named below:
STATE AGENCY'S NAME
Department of General Services
CONTRACTOR'S NAME
U S Foods Inc.
2. The term of this November 25, 2017 through November 24, 2022 (1) No extensions remaining
Agreement is
3. The maximum amount of this $0.00 (No guarantee of contract expenditure) Agreement after
this amendment is:
4. The parties mutually agree to this amendment as follows. All actions noted below are by this reference made a
part of the Agreement and incorporated herein:
This amendment includes all Terms and Conditions of IFB FAU17-89-15 & 6611 negotiation Revised Tables and
all addenda and exhibits, as well as, all Technical and Business Requirements as signed by Representatives of
US Foods Inc. and Department of General Services on 9/19/17 and 10/9/17, respectively. The Revised User
Guide, dated 11/25/2017, and all supplements to the User Guide, are incorporated into the Agreement.
The main purpose of this amendment is to extend the expiration date of the Miscellaneous Food Contract (1-1789-
15B) for the above named contractor to November24, 2022.
All other terms and conditions shall remain the same.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
CONTRACTOR CALIFORNIA
Department of General Services
CONTRACTOR'S NAME (/(other than an individual, state whether a corporation, partnership, etc.) Use Only
U S Foods Inc. (Representing All US Foods Inc. California Dist. Ctrs.
BY ( - ""tum) DATE SIGNED (Do not type)
,@!5 1 'rim �,I.vli 9/15/2021
PRINTD°P3`FTITLE OF PERSON SIGNING
Tim Lewis Region President - West
ADDRESS
2204 701h Ave East, Ste 100, Fife, WA 98424
STATE OF CALIFORNIA
AGENCY NAME
Department of General Services Procurement Division
BY (Auth eTl St ) DATE SIGNED IGNED (Do not type)
r- e5 .ES (7dIZ ❑ Exempt per:
PRINTE15 NAME AND TITLE OF PERSON SIGNING
Traci Fonseca, Food Acquisition Manager
ADDRESS
707 Third Street, 2"1 Floor, West Sacramento, CA 95605-2811
-
RFP 58009- -
-
TABLE OF CONTENTS-
SECTION 8 — EXHIBITS
AND FORMS
8
EXHIBIT 8.01
LETTER CF INTENT TO BID
1 Page
EXHIBIT-8.02--
CONFIDENTIALITY STATEMENT"
1Page
EXHIBIT 8.03
BIDDER DECLARATION FORM (GSPD-05-105)
2 Pages
EXHIBIT 8.04
PAYEE DATA RECORD (Form STD204)
2 Pages
EXHIBIT 8.05 -
RETAILER'S SELLER'S. PERMIT
1.Page
'EXHIBIT 8.06
SECTION 4— RESPONSES TO,ADMINISTRATIVE
2Pages
REQUIREMENTS-
EXHIBIT 8.07
.SECTION 5 - RESPONES TO TECHNICAL
- 4 Pages
AND BUSINESS REQUIREMENTS
EXHIBIT 8.08
COMPLETED CUSTOMER REFERENCE FORMS
2 Pages _
EXHIBIT 8.09
STANDARD AGREEMENT (STD 213) -
1 Page
EXHIBIT 8.11
COMPLETE PRICING WORKSHEETS
COST TABLE 1 - NON -CORE CATEGORY BASKET
1 Pages
COSTTABLE 2—VOLUME DISCOUNT -
1 Page
EXHIBIT8.10 -
WOODEN PALLET SPECIFICATIQN NO. 3990-01A-01
3Pages -
EXHIBIT 8.16
RECYCLE CODES
2 Pages
EXHIBIT 8.17
CALIFORNIA DEPARTMENT OF CORRECTIONS - -
2 Pages.
- AND REHABILITATION SPECIAL PROVISIONS
-
EXHIBIT 8.19
-STATE OF CALIFORNIA GLOSSARY -
5 Pages
EXHIBIT 8.20
DELIVERY/SHIPPING ZIP CODES -
5 Pages
EXHIBIT 8.9.
NONCOLLUSION AFFIDAVIT '.
1 Page
6of6
Miscellaneous Food Contract
US Foodservice Contacts Livermore:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
USER MANUAL
10/4/2021
05-13-89-15B Miscellaneous Food Contract Single Point of Contact
US Foods
Beth Zirzow
(800) 682-1228 Ext 510
(925) 606-3591
beth.zirzow@usfoods.com
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore) ASP, CMF, CSP Corcoran, CSATF, CHCF,
Bill Cox CCWF, Coalinga, CTF, CSP Sacramento
510-332-1669 NCW, CCC, HDSP
PBSP, PVSP, Preston, SVSP,
bill.cox@usfoods.com SQSP, SCC, VSP, Camps, DVI, CSP Sol
300 Lawrence Drive
Livermore. CA 94551
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore) Deaf Fremont, Dept of Rehab OCB
Jack Tom
(415) 609-0780
jack.tom@usfoods.com
300 Lawrence Drive
Livermore. CA 94551
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore)
Joe Johnson
559-681-7114
joe.johnson@usfoods.com
300 Lawrence Drive
Livermore, CA 94551
Porterville Dev Ctr
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore)
Dana Hooper
916-343-9732
dana.hooper@usfoods.com
300 Lawrence Drive
Livermore, CA 94551
CHP Academy, Napa State Hosp,
RA McGee
Miscellaneous Food Contract
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
USER MANUAL
10/4/2021
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore) MCSP, Pinegrove Youth
Billy Haze
(916)690-7082
billy.haze@usfoods.com
300 Lawrence Drive
Livermore, CA 94551
05-13-89-15B Miscellaneous Food Contract
US Foods (Livermore) NCYCC
Alex Beltran
408-391-3728
alex.beltran@usfoods.com
300 Lawrence Drive
Livermore, CA 94551
US Foodservice Contacts Corona, La Mirada:
Contract:
05-13-89-15B Miscellaneous Food Contract
Contractor:
US Foods (Corona) CCI, CIM, CIW, CRC, CSP LAC, Calapatria,
Contract Manager:
Emily Hess Centinela, RJ Donovan, SCW,
Telephone:
(800) 888-3147 ext 8740 Oak Glen
Facsimile:
(951) 582-8963
E-Mail:
Emily. Hess(a)usfoods.com
Mailing Address:
1283 Sherborn St. Ste 102
Corona, CA 92879
Contract:
05-13-89-15B Miscellaneous Food Contract
Contractor:
US Foods (Corona) Deaf RVSD
Contract Manager:
Danielle Thomas
Telephone:
Facsimile:
(951) 582-8963
E-Mail:
Danielle.thomas@usfoods.com
Mailing Address:
1283 Sherborn St. Ste 102
Corona, CA 92879
Contract:
05-13-89-15B Miscellaneous Food Contract
Contractor:
US Foods (Corona) Patton State
Contract Manager:
Alex Garcia
Telephone:
Office: 951.582.8783 1 Mobile: 909.292.8326
Facsimile:
(951) 582-8963
E-Mail:
Alex. Garcia(cDusfoods.com
Mailing Address:
1283 Sherborn St. Ste 102
Corona, CA 92879
Miscellaneous Food Contract
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
05-13-89-15B Miscellaneous Food Contract
US Foods (Los Angeles)
Sheila Lozano
(714)670-3504
(480) 629-6620
Sheila.lozano@usfoods.com
15155 Northam Street
La Mirada, CA 90638
USER MANUAL
10/4/2021
Atascadero, CMC, Kern Valley, Wasco
Contract:
05-13-89-15B Miscellaneous Food Contract
Contractor:
US Foods (Corona) Fairview, Metro, Orangewood
Contract Manager:
Anne Sands
Telephone:
Office: 951.582.8777 1 Mobile: 949.322.5197
Facsimile:
(951) 582-8963
E-Mail:
anne.sands(@usfoods.com
Mailing Address:
1283 Sherborn St. Ste 102
Corona, CA 92879
Contract:
05-13-89-15B Miscellaneous Food Contract
Contractor:
US Foods (Corona) Canyon Springs
Contract Manager:
Yolanda Martinez
Telephone:
(951) 205-0876
Facsimile:
(951) 582-8963
E-Mail:
Yolanda.martinez@usfoods.com
Mailing Address:
1283 Sherborn St. Ste 102
Corona, CA 92879
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
Contract:
Contractor:
Contract Manager:
Telephone:
Facsimile:
E-Mail:
Mailing Address:
05-13-89-15B Miscellaneous Food Contract
US Foods (Los Angeles)
Robert Howlett
(805) 907-2802
robert.howlettO usfoods.com
15155 Northam Street
La Mirada, CA 90638
Ventura Youth
05-13-89-15B Miscellaneous Food Contract
US Foods (Los Angeles) Julius Klein
Alan Meyer
(562)631-8831
alan. mever<cilusfoods.com
15155 Northam Street
La Mirada, CA 90638