STATE OF WASHINGTON



State of Washington

DEPARTMENT OF GENERAL ADMINISTRATION

Office of State Procurement

Rm. 201 General Administration Building, P.O. Box 41017 ( Olympia, Washington 98504-1017 ( (360) 902-7400



INVITATION FOR BID (IFB)

Food Catering Services For Washington State Patrol

|Contract Number |Proposal Opening Date & Time |

|14604 |December 22nd ,2004 - 2:00 PM. |

bids must be received& Stamped on or before the opening date & time at this location:

210 11th AVe SW, Rm. 201, General Administration Building Olympia WA 98504-1017

Keith Farley

State Procurement Officer

Phone (360) 902-7433

Fax (360) 586-2426

E-mail: kfarley@ga.

For a site map to the Capitol Campus, click .

Driving directions and parking information

Table of Contents

1 ANNOUNCEMENT AND SPECIAL INFORMATION 3

1.1 PUBLIC DISCLOSURE 3

1.2 SCOPE 3

2 CHECK LIST 4

3 Bid Submittals: 5

3.1 OFFER AND AWARD 5

3.2 BID INFORMATION 6

3.3 SPECIFICATIONS 7

3.4 PRICE SHEETS 12

4 BID EVALUATION 13

4.1 EVALUATION / AWARD 13

4.2 EVALUATION CONFERENCE 13

5 CONTRACT REQUIREMENTS 13

5.1 RETENTION OF RECORDS 13

5.2 REPORTS 13

6 SPECIAL TERMS AND CONDITIONS 14

6.1 PRICING AND ADJUSTMENTS 14

6.2 CONTRACTOR PERFORMANCE 14

6.3 PURCHASING CARD ACCEPTANCE 14

6.4 BIDDER COMPLIANCE 15

6.5 SAMPLES, DEMONSTRATIONS, LITERATURE 15

6.6 MATERIALS AND WORKMANSHIP 15

6.7 INSPECTION OF FACILITY 15

6.8 CONTRACTOR PERFORMANCE 15

6.9 SPECIFICATION CONSIDERATION 15

ANNOUNCEMENT AND SPECIAL INFORMATION

Bidders are required to read and understand all information contained within this entire bid package. The Competitive Procurement Standards, which are referred to in this bid package are not automatically printed or sent out with this IFB. By responding to this IFB the bidder agrees to read and understand these documents. These documents are available on our website at .

In support of the State’s economic and environmental goals, we encourage you to consider the following elements in responding to our bids. These are not a factor of award (unless otherwise specified in this document):

• Using environmentally preferable products and products that exceed EPA guidelines

• Supporting a diverse supplier pool, including small, minority, and women-owned firms

• Featuring products made or grown in Washington

1 PUBLIC DISCLOSURE

Bid information, including price sheets, will not be available for public disclosure until after award of the contract. At the time of bid opening, only the name of the bidder and time of bid receipt will be read aloud.

2 SCOPE

The purpose of this IFB is to establish a mandatory contract for the as needed purchase of Food Services (Breakfast, Lunch, Dinner, Weekdays, Evenings, and Weekends) Catered to the Washington State Patrol Fire Training Academy in North Bend.

Estimated Usage: We estimate that purchases over the one (1) year initial term of this contract will approximate $65,000.00 Estimates are based on past usage. The State does not guarantee any minimum purchase. Orders will be place by the Washington State Patrol Fire Training Academy on an as needed basis.

Term: From date of award with an initial one-year term, with the option to extend for additional terms or portions. Extensions will be subject to mutual agreement. The total contract term may not exceed six (6) years.

Bid evaluation and award criteria can be found in the section entitled BID EVALUATION

CHECK LIST

This checklist is provided for bidder's convenience only and identifies the bid documents that must be submitted with each package. Any bid packages received without these documents may be deemed non-responsive and may not be considered for award.

|Bid submittal entitled: Offer and Award | |

|Bid submittal entitled: Bid Information | |

|Bid submittal entitled: Specifications | |

|Bid submittal entitled: Price Sheets | |

|Bid submittal entitled: King County Food Handlers Permit | |

|Bid submittal entitled: Business License | |

|Bid submittal entitled: Ten (10) Week Menu Cycle(Meals) | |

|Bid submittal entitled: Facility Inspection | |

Bid Submittals:

1 OFFER AND AWARD

Bidders are required to read and understand all information contained within this entire bid package. There are some standard documents, which are referred to in this bid package that are not automatically printed or sent out with this bid. For example, Competitive Procurement Standards (Standard Terms and Conditions, Instructions to Bidders, Definitions), Sales/Service & Subcontractor Report are binding terms of this contract. It is important that you read and understand these documents. These documents are available on our website at .

STANDARD DEFINITIONS revised 06/02/03

STANDARD INSTRUCTIONS FOR BIDDERS revised 06/02/03

STANDARD TERMS AND CONDITIONS revised 06/02/03

Bidder further offers to furnish materials, equipment or services in compliance with all terms, conditions, and specifications herein including all amendments. Submitting this document with an authorized signature constitutes complete understanding and compliance with the terms and conditions and certifies that all-necessary facilities or personnel are available and established at the time of bid submittal.

|(Company Name) | |(Typed or Printed Name) |

| | | |

|(Address) | |(Title) |

| | | |

|(City) (State) (Zip) | |(Phone No.) |

| | | |

|(Federal Tax Identification Number) | |(Bidder’s Signature) (Date) |

| | | |

|Email | | |

CONTRACT AWARD

(For State of Washington Use Only)

A contract is hereby awarded between the above company and the State of Washington, Office of State Procurement, Purchasing and Contract Administration, to be effective , Year . This is a Partial/Total award for Food, Catering Services for the Washington State Patrol Academy.

Authorized Signatures

|Keith M Farley | | | |Alyce Benge | | |

|(State Procurement Officer) | |(Date) | |(Unit Manager) | |(Date) |

2 BID INFORMATION

Bidder shall complete the following:

1. Prompt Payment Discount % Days. Note: Prompt payment discount periods equal to (or greater than) 30 calendar days will receive consideration and bid pricing will be reduced (for evaluation purposes only) by the amount of that discount(s).

1. Purchasing (Credit) Cards accepted Yes ______________ No ______________

2. Authorized Representative:

|Primary Contact-Contract Administration |Alternate Contact - Contract Administration |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

|Customer Service/Order Placement Usage Report Contact |

|Name: | |Name: | |

|Telephone: | |Telephone: | |

|Fax: | |Fax: | |

|Email: | |Email: | |

3. Addresses:

|Orders to be sent to: |Billing will be from: |Payment to be sent to: |

| | | | | |

| | | | | |

| | | | | |

| | | | | |

Maximum increase of _________% guaranteed for any price adjustments during the initial term of this contract. (Refer to Special Terms and Conditions: 6.1 Pricing and Adjustments)

3 SPECIFICATIONS

|Description |Check If As Specified |Describe Fully If Not As Specified |

| | |See Standard Terms & Conditions III.26 Quality |

| | |Standards |

|Contractors to provide meals to firefighters attending recruit training at the Washington State | | |

|Patrol Fire Protection Bureau’s Fire Training Academy. The Fire Training Academy holds three or| | |

|four, eight Ten week long recruit classes per year. Recruits need to be furnished the required | | |

|nutritional meals during each day of training. | | |

|Additionally, firefighters receive training on weekends (Saturday-Sunday) and Evenings; | | |

|therefore, the selected contractor must be able to provide meals to firefighter sessions with a | | |

|minimum one-week notice. There may be other times throughout the year that additional meals are| | |

|required and the vendor must be able to provide those meals with a minimum one-week notice. | | |

|Recruit classes consist of 12-30 persons. Each class is eight Ten weeks long and is held | | |

|Tuesday through Friday (10 hours per day). Meals will be served during the following times | | |

|unless otherwise specified within 72 hours advance notice by the Fire Training Academy. For | | |

|Evenings, the academy may request a lunch or dinner type evening meal depending on the training | | |

|schedule. | | |

|Breakfast 6:00 – 7:00 7:00-8:00 AM | | |

|Lunch 12:00 – 1:00 PM | | |

| | | |

|Dinner 6:00 – 7:00 PM | | |

| | | |

|Evening Lunch 8:00 - 10:00 PM | | |

|Evening Dinner 8:00-10:00 PM | | |

|Meals must be prepared off site. No cooking facilities are located on site. Electricity, | | |

|water, two refrigerators, one residential range, garbage service, and clean up of the service | | |

|area (clean up provided by the recruit class while in session) is provided at the Fire Training | | |

|Academy. Clean up on weekend and other special meal times will be the responsibility of the | | |

|contractor. | | |

|The Contractor shall be responsible for the purchase of and payment for all food products | | |

|required under this contract. Purchasing activity shall be conducted under the name of the | | |

|Contractor. Contractor will not have access to state contracts for food purchases. | | |

|The Contractor shall purchase all expendable products required for the safe, sanitary and | | |

|efficient operation of this food service operation. All recruit classes will be served on | | |

|Academy provided dinnerware and utensils which will be cleaned in an Academy provided dishwasher| | |

|by the recruits. Dishwashing detergent and towels will be provided by the academy. | | |

|The contractor shall assure that food is procured from sources approved or considered | | |

|satisfactory by federal, state or local authorities, and stored, prepared, distributed and | | |

|served under sanitary conditions. | | |

|Contractors are responsible for cleaning at the Academy’s Facility, their work area, upon | | |

|termination of the contract. | | |

|Contractor will ensure a sufficient quantity of food is prepared and delivered to meet all | | |

|required needs. | | |

|Bidder will submit pre-planned cycle menus for a span of ten(10) weeks outlining meals to be | | |

|served during eight Ten week recruit classes and pre-planned cycle menus outlining meals to be | | |

|served during weekend volunteer firefighter training. The pre-planned cycle menus shall be | | |

|certified in writing by a Registered Dietitian to meet the nutritional requirements for the | | |

|active adult population, in accordance with the Food and Nutritional Board of the National | | |

|Research Council, Recommended Dietary Allowance. The cycle menus submitted will be a guideline | | |

|to be used throughout the contract term. The contractor will submit weekly cycle menus to the | | |

|academy one-week in advance for the food to be served the following week. Any changes in cycle | | |

|menus must be pre-approved by the academy. Upon request the State reserves the right to request | | |

|a food tasting of any meals proposed on the ten (10) week cycle menu. | | |

|Meals should represent and supply the necessary nutritional value to maintain essential | | |

|performance and reflect the activity requirements of the Academy. There shall be 3000 to 4000 | | |

|calories allotted per person per day, so as to allow individuals to adjust for actively levels. | | |

|12-14 percent of calories will be from protein and 30 percent of calories from fat (following | | |

|the recommended Dietary Guidelines). | | |

|The contractor shall incorporate seasonal variations in the cycle menus, in order to assure | | |

|inclusion of Washington grown (when applicable) fresh fruits and vegetables in season. The | | |

|contractor shall incorporate a variation of meals (including hot meals) to be served in the | | |

|cycle menu. There shall be unlimited milk and juice, per person per day, and a minimum of five | | |

|fruits and vegetables available during all meals served. | | |

|In the event medical diet/special diet substitutions are needed for any particular attendee in | | |

|the training program, such will be made available, pursuant to a written request from the | | |

|administrator of the program. | | |

|Before any bid is accepted the Fire Training Academy and the Office of State Procurement will | | |

|review the proposed food cycle menus to assure variations in the cycle menu. | | |

|In the sole discretion of the State, the proposed menus which do not meet nutritional guidelines| | |

|as specified or do not represent a satisfactory variety of meals may be rejected. | | |

|To be considered responsive, bidder will be required to submit a copy of current King County | | |

|Food Handler Permits with bid submittals. Contractor and employees will be required to have in | | |

|effect at the time of bid and during the contract term King County Food Handler Permits. | | |

|To be considered responsive, bidder will be required to submit a copy of their current business | | |

|license with bid submittals. | | |

|To be considered responsive, bidder must, at the time of bid opening, be an established business| | |

|firm with all required licenses, bonding, facilities, equipment, and trained personnel necessary| | |

|to perform the work as specified in the bid solicitation. Failure to comply with the | | |

|requirement may be cause for rejection of your bid. | | |

|By submission of this bid, the bidder certifies that all items delivered against this contract | | |

|are in compliance with our Terms, Conditions and specifications. | | |

4 PRICE SHEETS

|Req. |Comm. Code |Description |Estimated Annual Qty |Unit |Unit Price |Total Price |

|Item | | | | | | |

| |9759 |Breakfast |850 |Each |$ |$ |

| |9759 |Lunch |850 |Each |$ |$ |

| |9759 |Dinner |850 |Each |$ |$ |

| |9759 |Weekend Breakfast |775 |Each |$ |$ |

| |9759 |Weekend Lunch |775 |Each |$ |$ |

| |9759 |Weekend Dinner |775 |Each |$ |$ |

| |9759 |Evening Lunch |425 |Each |$ |$ |

| |9759 |Evening Dinner |425 |Each |$ |$ |

| | |LOW FAT MEALS | | | | |

| |9759 |Breakfast | |Each |$ |$ |

| |9759 |Lunch | |Each |$ |$ |

| |9759 |Evening Lunch | |Each |$ |$ |

| |9759 |Evening Dinner | |Each |$ |$ |

|Total |$ |

Price Sheet Instructions: The following formula is what will be used in the evaluation (Estimated Annual Qty x $Unit Price) = $Total Price$. In the case of a mathematical error the unit price will be the set price in the evaluation total.

BID EVALUATION

1 EVALUATION / AWARD

Award will be made to the lowest responsible and responsive bidder. Award will be based upon lowest cost to Washington State. Award of this contract will be made on an “All or None” basis therefore partial bids will be rejected for being non-responsive.

2 EVALUATION CONFERENCE

To aid in the evaluation process, after bid opening, the state may require individual bidders to appear at a date, time and place determined by the state for the purpose of conducting discussions to determine whether both parties have a full and complete understanding of the nature and scope of contractual requirements. In no manner shall such action be construed as negotiations or an indication of the state’s intention to award.

CONTRACT REQUIREMENTS

1 RETENTION OF RECORDS

The contractor shall maintain, for at least three years after completion of this contract, all relevant records pertaining to this contract. This shall include, but not be limited to, all records pertaining to actual contract performance from the date of contract award. It shall also include information necessary to document the level of utilization of MWBE’s and other businesses as subcontractors and suppliers in this contract as well as any efforts the contractor makes to increase the participation of MWBE’s. The contractor shall also maintain, for at least three years after completion of this contract, a record of all quotes, bids, estimates, or proposals submitted to the Contractor by all businesses seeking to participate as subcontractors or suppliers in this contract. The State shall have the right to inspect and copy such records. If this contract involves federal funds, Contractor shall comply with all record keeping requirements set forth in any federal rules, regulations, or statutes included or referenced in the contract documents.

2 REPORTS

The contractor(s) must provide the following report(s) to Office of State Procurement.

Sales and Subcontractor Report

A quarterly Sales and Subcontractor Report (attached) shall be submitted in the format provided by the Office of State Procurement. You can get the report electronically at . Total purchases for each State Agency, University, Community and Technical Colleges must be shown separately. Total purchases for all political subdivisions and non-profit organizations may be summarized as one customer. Additionally, all purchases by the State of Oregon or other purchasers must be reported as an aggregate total.

The report shall include sales information (Section A) and amounts paid to each subcontractor during the reporting period (Section B).

Reports should be rounded to nearest dollar. Contractors will be provided with all necessary sample forms, instructions, and lists. Reports are due thirty (30) days after the end of the calendar quarter, i.e., April 30th, July 31st, October 31st and January 31st.

SPECIAL TERMS AND CONDITIONS

1 PRICING AND ADJUSTMENTS

Unless otherwise stipulated all bids must include unit prices and extensions where applicable and be otherwise in the format requested.

All bid pricing is to be FOB Destination, freight prepaid and included, for any destination within the State of Washington.

All pricing shall include the costs of bid preparation, servicing of accounts, and all contractual requirements.

Pricing shall remain firm and fixed for the initial twelve (12) month period of the term of contract indicated in Scope and bidder shall state in bid a guaranteed maximum increase for remaining months in the term of contract. Failure to state a maximum increase in the bid submission shall result in denial of all subsequently proposed increases.

Adjustments in pricing will be considered after firm fixed price period on a pass through basis only. A minimum of 60 calendar days advance written notice of price increase is required which is to be accompanied by sufficient documentation to justify the requested increase. Documentation must be based on United States published indices such as the Producer Price Index. Acceptance will be at the discretion of the State Procurement Officer and shall not produce a higher profit margin than that established on the original contract pricing. Approved price adjustments shall remain unchanged for at least 180 calendar days thereafter.

During the term of this contract, should the contractor enter into pricing agreements with other customers providing greater benefits or lower pricing, contractor shall immediately amend the state contract to provide similar pricing to the state if the contract with other customers offers similar usage quantities, and similar conditions impacting pricing. Contractor shall immediately notify the state of any such contracts entered into by contractor.

2 CONTRACTOR PERFORMANCE

General Requirements: The state, in conjunction with purchasers, monitors and maintains records of Contractor performance. Said performance shall be a factor in evaluation and award of this and all future contracts. Purchasers will be provided with product/service performance report forms to forward reports of superior or poor performance to the State Procurement Officer.

3 PURCHASING CARD ACCEPTANCE

In an effort to streamline the purchasing and payment process, the State is encouraging agencies to use the state contracted purchasing card to facilitate small dollar purchases. While at the present time, it is not mandatory that contractors accept credit card purchases, we encourage all state contractors to consider this alternate payment process. The current card available for state agency use is a VISA product.

4 BIDDER COMPLIANCE

The State reserves the right to consider the actual level of bidder’s compliance with the requirements specified in this IFB, and to consider a bid responsive if it substantially complies with the state’s intent relative to overall bid requirements and specifications.

5 SAMPLES, DEMONSTRATIONS, LITERATURE

Request for Samples/Tasting: The Office of State Procurement reserves the right to ask for Samples/Tasting, at bidder’s expense.

Samples/Tasting may be requested at any time after bid opening and prior to bid award. Failure to provide requested Samples/Tasting within 5 days after request will result in bid rejection.

6 MATERIALS AND WORKMANSHIP

The Contractor shall be required to furnish all food materials, equipment and/or services necessary to perform contractual requirements.

7 INSPECTION OF FACILITY

The bidder’s signature affixed to this bid certifies that bidder has inspected the facility where services are to be performed, is familiar with all the requirements of the bid document, and is thoroughly conversant with all conditions affecting performance and the level of quality required by site personnel. Failure to achieve the facility inspection at the Washington State Patrol Academy, North Bend or turn in the Inspection Facility form below, will have their bid rejected.

To set up an appointment call: (425) 453-3000.

| | |(425) 453- 3000 |

|Site Coordinator | |Telephone number |

| | | |

| | | |

|Site Coordinator’s Signature | | |

8 CONTRACTOR PERFORMANCE

Cost of Remedying Defects: All defects, indirect and consequential costs of correcting, removing or replacing any or all of the defective materials or equipment will be charged against the Contractor.

9 SPECIFICATION CONSIDERATION

Only bids meeting specifications may be considered for the award of this bid. All products delivered against resulting order shall meet specifications in its entirety.

• Note to bidders: Failure to complete the specification sheet and return it with the bid may be cause to find your bid/quote non-responsive.

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