968 Main Street - Williams Dining



Williams CollegeREQUEST FOR PROPOSAL (RFP)CONFIDENTIAL DOCUMENT PRIME VENDOR FOOD PROGRAM AGREEMENTJanuary 31, 2020Proposal Due Date:March 23, 2020Issued By: Temesgen ArayaDirector of Dining ServicesFaculty House/Alumni Center 968 Main StreetWilliamstown, MA 01267Phone: 413-597-2051Fax: 413-597-4722This information is not to be shared or used in any other way other than the purpose of responding to the RFP for Williams College PART I: OVERVIEWWilliams CollegeMEAT, DAIRY, PRODUCE, GROCERY, BEVERAGE AND PAPER PRODUCTS PRIME VENDORWilliams College (hereinafter referred to as “Williams” or “the College”) is seeking proposals from experienced and qualified vendors to supply the College with USDA grade meats, dairy, produce, grocery, bakery, beverage, and paper products, on an as needed basis.In soliciting proposals, it is the College’s intent to establish a “Prime Vendor Food Program” agreement. The primary objectives of this endeavor are to provide quality food and services, expedite deliveries, streamline paperwork, reduce administrative costs, increase our commitment to sustainable food practices, provide reporting of sustainable food attributes, coordinate efforts for allergen awareness, reduce the carbon footprint, development on site and off site staff training and contain food costs. To achieve these goals it will also be necessary to maintain continuity of supply for its food service needs as changing brands could potentially introduce unnecessary hardships on our student customers, thereby jeopardizing the integrity of our programs. Therefore, the successful bidder must be both capable and willing to purchase the brands as specified and from a third party producer if requested by the College. Williams College is committed to the reduction of greenhouse gas emissions and to the principles of sustainability. The Prime Vendor should demonstrate how they will help support these goals. The College seeks a Vendor that will supply, where feasible, food that is, among other attributes, organically grown without synthetic pesticides and hormones, sustainably grown using practices that protect natural habitat, conserve energy and protect health of soils, water quality, support local economies, and fairly traded; meat and poultry products that are humanely raised; seafood products that are sustainably caught from responsibly managed wild fisheries and aquaculture facilities.In FY19 Williams purchased approximately 14% local food. It is our goal to increase these percentages while maintaining our costs. The Prime Vendor must demonstrate their ability to monitor and report monthly on sustainable food purchases and to seek suppliers with a commitment to enhancing food system sustainability.Williams College is also committed to food safety. It will be required for the vendor to help in our efforts to maintain correct food safety when it comes to recalls on products, delivery requirements and any HACCP issues that may arise. Allergen awareness is a high priority for Williams College. It will be the vendor’s responsibility to have a dedicated staff member who specializes in dietary restrictions and allergens to work directly with our Nutritionists along with the Executive Chef to make sure all the products are adhering to correct labeling and allergen coding. Vendors must provide nutritional data on all food items as well (i.e. Calorie and Nutrition labels to include total fat, saturated fat, trans fat, cholesterol, sodium, total carbohydrates, fiber, sugar, and protein). Williams College is committed to their staff. It will be required for the vendor to help train our staff on site and off site per the calendar that works best for Williams college staff members. Training is essential to staff encouragement and empowerment. This should be a year over year program. This request for proposal is part of a competitive procurement process, which is intended to serve the best interests of Williams. The award, if any, will be made to the Vendor whose proposal is determined to be the most advantageous to Williams, taking into consideration the evaluation factors set forth in the request for proposal.Williams Dining provides meals to approximately 2,100 resident students, seven (7) days a week. Facilities include Eleven (11) dining locations around the perimeter of the campus. During the school year, approximately 31,250 meals are served weekly for an annual total of approximately 1,000,000 meals.Locations:Whitman’s & Whitman’s Late Night (Paresky Center)Lee Snack Bar & Lee After Dark (Paresky Center)82 Grille (Paresky Center)Grab and Go (Paresky Center)Driscoll DiningMission Park DiningEco Café Faculty HouseCenter for Development Economics (CDE)Jewish Religious Center (JRC)Goodrich Coffee BarIt is anticipated (but not guaranteed) that the total products purchased from the Prime Vendor will be $1million+ per year. Deliveries are required Monday, Tuesday, Wednesday, Thursday, and Friday each week (Saturday upon request) when the College is in session and possibly less when summer school is in session and between terms.DEMOGRAPHICSWilliams is comprised of a residential campus located in Williamstown, Massachusetts. Total enrollment is approximately 2,100 students. There are approximately 1,052 full and part-time faculty and staff.DEFINITIONS“Campus” means the campus of Williams College.“Bidder”, “Proposer”, “Supplier”, “Vendor”, “Prime Vendor” and “Respondent” refer to a Company responding to this Proposal.PART II - INTRODUCTION2.0 Scope: Williams is seeking proposals from qualified suppliers to provide some or all of the College’s requirements for meats (fresh and frozen), dairy, produce (fresh and frozen), beverages (frozen concentrate), paper products and grocery (frozen and canned) items for the College. Excluded from the bid are milk products, spices, specialty bakery fillings, specialty chocolate, coffee, specialty syrups, and other limited specialty items.2.1 General:2.2 Value: During fiscal year 2018-2019 purchases for Prime and Secondary vendors for the following commodities meats, dairy, produce, grocery, bakery, beverage and paper products purchases were approximately $2.7million. This information is provided for informational purpose only and should not be construed as a commitment by the College to purchase any specified modity Breakdown:Meat- $836,000Produce - $503,000Grocery - $793,000 Dairy - $295,000Bakery - $122,000Beverages - $88,000Paper Products - $135,0002.3 Term of Contract: The College plans to award a contract from this RFP for an anticipated overall period of five (5) years. The initial term of the anticipated Contract will be for three (3) years, with an option for the College to extend the Contract for an additional two (2) years, for a total term of five (5) years. This is subject to the approval of the Director of Dining Services and the Williams Prime Vendor Food Program Search Committee at the expiration of the initial three (3) years.2.3.1 Secondary Vendor: The bidder is also encouraged to submit alternate information termed as a Secondary Food Program Vendor Agreement in the event the Prime Vendor Food Program Agreement is awarded to another Bidder. The volume of business for the Secondary Food Program Vendor will be $500,000+ annually. Delivery would be required three to five days per week, whatever is discussed that will be beneficial to The College. If awarded Secondary Vendor you agree to areas that are such stated in the following sections. 2.4 Service Commencement: The service commencement date will be July 1, 20202.5 Terms and Conditions: The successful bidder, if any, will be required to negotiate and enter into a Prime Vendor Food Program Agreement. Certain terms and conditions that the College anticipates incorporating in such Agreement are set forth in Part III. The submission of a proposal shall evidence the bidder’s willingness to agree to incorporate such terms and conditions into the Prime Vendor Food Program Agreement.2.6 Specifications: The specifications in Part IV must be responded to on a point by point basis so the College can evaluate how the proposer’s plans to meet these requirements. Proposers must use the RFP numbering scheme in their response to allow for efficient evaluation. See 2.9.2 for additional details.2.7 Estimated Timetable: The following schedule will apply to this RFP.Release of RFPJanuary 31, 2020Pre-proposal ConferenceFebruary 18, 2020Williams Vendor Site VisitationsMarch 2-6, 2020Closing Date for InquiriesMarch 9, 2020Submission of RFP due March 23, 2020Vendor Presentations (if invited)April 22 - 23, 2020Anticipated Award DateMay 22, 2020Functioning CBORD/EDI interfaceJuly 1, 2020 Service to Commence No Later Than July 1, 20202.8 Inquiries: Direct all inquiries relative to the conditions and specifications listed herein to:Sharon MarceauAssistant to the DirectorFaculty House/Alumni Center 968 Main StreetWilliamstown, Massachusetts 01267Phone: 413-597-2049Fax: 413-597-4722E-mail: Sharon.J.Marceau@williams.edu2.9 Submission Format: The following process so described is intended to ensure that all bidders have equal access to information relative to this RFP. No information communicated orally shall be effective unless confirmed by written communication from the Director of Dining Services.In all cases, no oral communication will override written communications and only written communications are binding.2.9.1 An original and seven (7) copies of the proposal must be submitted in a sealed envelope to:Williams CollegeFaculty House/Alumni CenterAttn: Sharon Marceau968 Main StreetWilliamstown, Massachusetts 01267Reference RFP 2020“Prime Vendor Food Program Agreement”On or before 2:00 p.m. on March 23, 2020Any RFP proposal received after that date and time will not be considered and will be returned to the sender unopened.Vendors are requested to submit their market baskets on a memory stick. A hard copy of Market Baskets A - O must be submitted stapled with signature, title and date on each sheet. These forms can be downloaded from the web site () and are also attached to this RFP. Faxed proposals will not be accepted. Proposals must be 3-hole punched and submitted in 3-ring, loose-leaf binders, printed on double sided paper containing 100% post-consumer recycled content.2.9.2 Each proposal must include a table of contents with page numbers for each of the required components of the proposal.2.9.3 Pricing will be indicated on Market Basket A - O. The College prefers that the forms be filled out from the on-line link () and submitted with the RFP in hard copy, as well as on memory stick, to the Assistant to the Director as referenced in section 2.9.1.2.9.4 Confidential Information: Proposals are treated as confidential by the College, although the College assumes no liability for any loss or damage which may result from the College’s disclosure of any information provided by the respondent in connection with its proposal.2.10 Pre-Proposal Conference/Site Visit: A pre-proposal conference and site visit will be held as stated below. The purpose of the conference is to provide an opportunity for questions and answers for clarifying terms, conditions or specifications of the Request for Proposal and a walking tour of a selected number of locations after the conference.Date/Time:February 18, 2020 – 8:30 a.m.Location:Williams College, Hopkins Hall 880 Main StreetWilliamstown, Massachusetts 01267Bidders must contact Sharon Marceau via email: smarceau@williams.edu, no later than February 14, 2020 to attend the conference and be included in the tour.2.11 Completed RFP’s: Each Bidder must respond to, and be capable of, supplying all services and equipment outlined in the RFP specification.PART IIITERMS AND CONDITIONSThe following terms and conditions will govern in the submission and evaluation of proposals and the award of a contract.3.0 Contract Status: The response to this RFP will be considered an offer to contract.3.1 Contract Format: The resulting contract will incorporate this RFP, the response thereto, all additional agreements and stipulations, and the results of any final negotiations. All of these documents signed by both parties will constitute the final contract.3.2 Contract Termination for Cause: The College may terminate any resulting contract for cause by providing a Notice to Cure to the Prime Vendor Food Program Supplier citing the instances of non-compliance with the contract. If awarded Secondary Vendor food program supplier, the same clause applies. 3.2.1 The Prime Vendor Food Program Supplier shall have ten (10) days to reply to the Notice to Cure and indicate why the contract should not be terminated and recommend remedies to be taken. If awarded Secondary Vendor food program supplier, the same clause applies. 3.2.2 If the Prime Vendor Food Program Supplier and the College reach an agreed upon solution, the Prime Vendor Food Program Supplier shall then have thirty (30) days after such agreement is reached to cure the non-compliance cited in the Notice to Cure. If awarded Secondary Vendor food program supplier, the same clause applies. 3.2.3 If a mutually agreed upon solution cannot be reached within ten (10) days after receipt of Notice to Cure by the Prime Vendor Food Program Supplier, the College reserves the right to terminate the agreement. If awarded Secondary Vendor food program supplier, the same clause applies. 3.2.4 If the mutually agreed upon solution is not implemented within thirty (30) days from the date of agreement, the College reserves the right to terminate the contract. If awarded Secondary Vendor food program supplier, the same clause applies. 3.3 Contract Modification: All changes to the contract must be agreed to in writing by both parties prior to executing any change. If awarded Secondary Vendor food program supplier, the same clause applies. 3.4 Contract Assignment or Subcontract: Neither Supplier may assign, delegate, or transfer the resulting contract or any of its rights or duties thereunder (whether voluntarily, by operation of law, or otherwise), in whole or in part without the prior written approval of the College. If the Prime vendor is involved in a merger, acquisition, or sale or acquisition of substantially all of entity’s assets in a transaction that involves, directly or indirectly, our secondary vendor or any new vendor, the successor in interest needs to accept and assume this current contract or propose a more favorable one for review and approval by the College in its sole discretion. 3.5 Notification of Selected Prime Vendor Food Program Supplier: It is the College’s intention to review proposals, complete contract negotiations, and execute a Prime Vendor Food Program Agreement on or before June 15, 2020. All proposers will receive written notification of this action after the Williams Prime Vendor Food Program Search Committee has approved the selection.3.6 Term of Contract: The contract will be an anticipated term of five (5) years. See section 2.3 above. The contract will commence no later than July 1, 2020. 3.7 Payment Terms: The College’s payment terms will be based on the Schedule as identified in 4.2.3.8 RFP Status and Submission Information: The College reserves the right to cancel this RFP, to reject any or all proposals received, to waive informalities, or irregularities, and to award a contract not based solely on the lowest cost, but based on an offer which, in the sole opinion of the College, best fulfills or exceeds the requirements of this RFP and is deemed in the best interest of the College. Firms whose proposals are not accepted shall be notified after a binding contractual agreement between the College and the selected bidder exists or after the College has rejected all proposals.The proposals submitted must remain in effect for a minimum period of ninety (90) days after the closing date to allow time for evaluation, approval and award of the contract.Modified proposals may be submitted up to the time designated for receipt of the proposals as noted in paragraph 2.9.1 provided they are then fully in conformance with these terms and conditions.3.9 Sales Tax Exemption: Williams is exempt from Federal and state income, sales, and use taxes. The successful bidder will ensure that the College receives the benefit of its tax exemption where applicable to the purchases of supplies.3.10 Indemnification Requirements: The bidder agrees to indemnify and hold the College and its Trustees, officers, employees, and agents harmless from and against all liability, loss, damage or expense including reasonable attorney’s fees, which Williams may incur or sustain by reason of the failure of the bidder to fully perform and comply with the terms and conditions of any contract resulting from this RFP. Further, the College assumes no liability for any damage to the property, or for personal injuries, illness, disabilities or deaths of the supplier, supplier’s employees or any other person subject to the supplier’s control, or any other person including members of the general public, caused in whole or in part, by a) supplier’s breach of any term or provision of the awarded contract; or b) any negligent or willful act or omission of the supplier, its employees or subcontractors in the performance of the awarded contract.The successful Prime Vendor Food Program Supplier shall keep the College free and clear from all liens asserted by any person or firm for any reason arising out of the furnishing of services or materials by or to the Prime Vendor Food Program Supplier.The actions of the successful Prime Vendor Food Program Supplier with third parties are not binding upon the College. The Prime Vendor Food Program Supplier is not a division of the College, partner or joint venture of/with the College.3.11 Pre-Award Presentations and Negotiations: As a part of the evaluation process, the College may require presentations from proposers. If a bidder is requested to make a presentation, the bidder will make the necessary arrangements and bear all costs associated with the presentation.Selection may be made without further discussion or negotiation; therefore, proposals should be submitted on the most favorable terms which can be submitted in response to this Request for Proposal. 3.12 Equal Employment Opportunity: Williams College is an Equal Opportunity Employer and complies with all Federal and state laws and regulations prohibiting discrimination in employment because of sex, sexual orientation, color, religion, national origin, ethnic origin, age, disability, or status as a disabled or Vietnam-era veteran.In entering into any contract resulting from this RFP, the proposer agrees to comply with all such laws and regulations.3.12.1 CORI Checks: In compliance with the College’s policies then in effect during the term of any contract, the Proposer shall conduct criminal offender background record information and sexual offender background record information (CORI/SORI) checks for each employee who provides any services on the property of The College pursuant to this contract. The proposer warrants that any employee who provides any service on the property of The College will have a clean CORI/SORI check, i.e. showing no prior criminal history. The College retains the right for any reason to exclude any employee of the proposer from providing any service on The College’s property. 3.13 Federal, State and Local Taxes, Licenses and Permits: The successful Prime Vendor Food Program Supplier will comply with all laws and regulations on taxes, licenses, and permits. If awarded Secondary Vendor food program supplier, the same clause applies. 3.14 Warranty: The proposer warrants that the goods and services supplied hereunder will be USDA Grade A and in compliance with all applicable federal and state laws and regulations, including, without limitation, Federal and state food codes and HACCP regulations. If awarded Secondary Vendor food program supplier, the same clause applies. 3.15Repairs to Property Damage: The successful bidder shall be responsible for the cost of repairs to College property or facilities damaged during delivery service by the Prime Vendor Food agents or employees. If awarded Secondary Vendor food program supplier, the same clause applies. 3.16Delivery Requirements: The following requirements pertain to both Prime Vendor and Secondary Vendor agreements. 3.16.1 Driving speeds on campus must be kept at a maximum of 19 mph to ensure maximum safety. Pedestrians have the right of way at all times.3.16.2 All traffic signs, lights or other indicators are to be obeyed.3.16.3 It is required that deliveries to any dining facility loading dock be made utilizing a maximum sized 28' truck. No trailers are allowed with the exception of a “pup-style” trailer not to exceed 32’ (not including the length of the tractor).3.16.4 Driving on sidewalks, unless otherwise posted, is forbidden. In those areas where sidewalk driving is permitted and required, drivers must employ adequate skills so as to avoid driving on adjacent green spaces.3.16.5 Drivers are required to shut off engines while making deliveries to loading zones.3.16.6 Pallets will be picked up on request.3.17 Insurance Requirements: The proposer shall maintain in full force and affect the following policies of insurance coverage. Williams shall be included as an additional insured on all liability policies. Each such policy shall be maintained in at least the limit fixed with respect thereto, shall cover all of the proposer’s operations hereunder, and shall be effective throughout the period of this contract or any extension thereof. 1) Worker’s Compensation Insurance: In accordance with the statutory requirements of the Commonwealth of Massachusetts and the bidder’s home state. 2) General Liability Insurance is $1,000,000 each occurrence, $3,000,000 General Aggregate3) Automobile liability insurance – bodily and property $1,000,000 combined single limit. 5) Excess or umbrella liability insurance $5,000,000 3.17.1 A certified copy of each of the policies or a certificate or certificates evidencing the existence thereof, or binders, shall be delivered to the College within fifteen (15) days after the tentative award of this agreement. In the event any binder is delivered, it shall be replaced within thirty (30) days by a certified copy of the policy or a certificate in lieu thereof. Each such copy or certificate shall contain a valid provision or endorsement that the policy may not be canceled, terminated, changed or modified without giving thirty (30) days written advance notice thereof to the College. A renewal policy or certificate shall be delivered to the College at least thirty (30) days prior to the expiration date of each expiring policy. If at any time any of the policies shall be or become unsatisfactory to the College as to form or substance, or if any of the carriers issuing such policies shall be or become unsatisfactory to the College, the Proposer shall promptly obtain a new and satisfactory policy in replacement upon such written notice from the College.3.18 RFP Evaluation: The contract, if any, will be made to the most responsive bidder offering the best value as determined by the College. All vendors submitting proposals concur with this method of award and will not, under any circumstances or in any manner, dispute any award made using this method.As part of its proposal review, the College may request and consider presentations, review of references, and supplier representatives, as previously noted.3.18.1 Presentations: The College reserves the right, but is not obligated, to request and require that each proposer provide a formal presentation of its proposal at a date and time to be determined. If required by the College, it is anticipated that such presentation will not exceed two (2) hours. No proposer will be entitled to be present during, or otherwise receive any information regarding, any other presentation of any other proposer.3.18.2 Review of References: Each proposer is required to provide a customer list showing any educational institutions with which it has a Prime Vendor Food Program Agreement. Please include name, title, and telephone number of a contact person at each institution. The College reserves the right, but is not obligated to contact and review the Prime Vendor Food Program of any institution that is listed by any proposer as a reference.3.18.3 Supplier Representatives: The Proposer must identify the people it anticipates representing the Prime Vendor Food Program Supplier in developing and implementing the Prime Vendor Food Program Agreement. The College may conduct interviews with identified supplier representatives as a part of its evaluation process.3.18.4 The award will be predicated upon the successful negotiation of the specific terms and conditions to be included in the Prime Vendor Food Program Agreement. The College will be the sole judge of the suitability of the proposed Prime Vendor Food Supplier’s services and Prime Vendor Food Program Agreement.3.18.5 Proposal Qualification Data: If necessary to evaluate proposer qualification, the proposer may be requested to furnish information on the following items:3.18.6.1 Financial resources.3.18.6.2 Personnel resources.3.18.6.3 Executives and key person resumes.3.18.6.4 Ability to meet delivery and service schedules.3.18.6.5 Ability to meet specifications quality requirements.3.18.7 Requests for Clarification by Proposers: Any proposer may request that the College clarify any information contained in this Request for Proposal to establish a Prime Vendor Food Program Agreement. All such requests must be made in writing to Sharon Marceau (see sec. 2.9.1, above).The College will endeavor to provide a written response to all written requests for clarification within five (5) business days after its receipt of such request. The College will not respond to any request for clarification received by the College after the close of business, ten (10) days prior to opening of this RFP. The College’s response to any request for clarification, together with a copy of the request for clarification, will be posted in the “Questions and Answers” site at or all parties receiving this RFP.Under no circumstances, may any proposer or its representative contact any employee or representative of the College regarding the RFP prior to the closing date, other than as provided in this section. Strict adherence to this important procedural safeguard is required and appreciated.Any violation of this condition may result in the proposer being considered non-compliant and ineligible for award.3.19 Requests for Clarification by the College: The College may request that any proposer clarify or supplement any information contained in any Prime Vendor Food Program Agreement Proposal. Proposers are required to provide a written response within five (5) business days of receipt of any request for clarification by the College.3.20 Additional Contract Requirements: The College anticipates that the Prime Vendor Food Program Agreement will include additional contract requirements including, but not limited to, the following:3.20.1 License: Prime Vendor Food Program Agreement will not grant the Prime Vendor Food Program Supplier a license or other right to duplicate or use any image or intellectual property of the College in any manner other than which may be expressly approved in writing in connection with the performance of the contract.3.20.2 Advertisements: Unless specifically authorized in writing by the Director of Dining Services on a case by case basis, the supplier shall have no right to use, and shall not use, the name of Williams, its officials or employees, or the Seal of the College a) in any advertising, publicity, promotion, or b) to express or imply any endorsement of contractor’s products or services.3.21 CBORD: (This will be explained at the pre-conference meeting) The Prime Vendor Food supplier shall pay all cost associated with the CBORD Food Service Suite that involves the electronic data interface (EDI) between the College and the Prime Vendor’s electronic purchasing module. Clarification of associated cost can be determined by contacting Mike Atkins, Account Manager; 1-607-330-7557 (mta@). PART IV - SPECIFICATIONS4.0. Product Specifications: All foods provided by the Prime Vendor Food Program Supplier will be made available to the College in packages and pursuant to specifications reasonably requested by the College. The proposal shall identify all foods sold or distributed by the Prime Vendor Food Program Supplier, including all specifications fully describing the portion size, packaging, nutritional information for use with the College’s Net Nutrition program, dispensing capability in concentration (if applicable) of each food item. Products must conform to the manufacturer’s use by date.When a general packer is specified, the package and or case must have the manufacturer label and product number. (i.e., Heinz/catsup product number/Flavor Pack/green beans product number.)The Vendor will endeavor to ensure that food packaging is kept minimal, and that low impact environmental options are selected where possible, while protecting the freshness and quality of food, the Vendor will endeavor to provide food packaging that is composed of recycled material and is recyclable.4.1 Food Safety: All items to be furnished hereunder shall meet all applicable State and Federal requirements of the Hazard Analysis & Critical Control Points Act (HACCP). Immediate response on all product recalls must be made to the Office of the Director as outlined in 2.9.1, within one hour of recall becoming public knowledge. Follow-up documentation must be submitted to the Director of Dining Services and Executive Chef within a 24-hour period.4.2 Allergen Awareness: The College is committed to the safety and quality of life for students and staff with food allergies. As a growing public health issue, it is critical for The College to have policies, practices and resources in place to help keep individuals with food allergies safe. To prevent life-threatening allergic reactions, individuals with food allergies rely on accurate ingredient information that is quickly and easily accessible. List of allergens identified by the College are as follows (10 listed):MilkEggsPeanutsTree NutsWheat (gluten)SoyFishShell FishSesame Coconut4.2.1 Allergen Expectations: The proposer should be prepared to provide the following information to The College. Both Prime and Secondary vendors should be prepared to have a dedicated staff member who is an expert in their field as a direct contact for our Nutritionists, Executive Chef and/or Director to contact at any time. Ingredient lists available on on-line for all products purchased from vendor.Allergy alerts for food recalls or mislabeled products that involve the FDA- defined top 10 food allergens issued by the FDA, the USDA or the manufacturer. Implement a no substitutions policy.Ingredient notices about upcoming changes in manufacturer products. Work to ensure quality/accuracy of “allergen friendly” itemsImplement a receiving policy (Vendor employees should be trained) on how to handle damaged items that contain one of the 10 main allergens identified above. (i.e. In transit a bag of flour opened and contaminated gluten free products)Segregate allergen-free foods (i.e. keep separate on the receiving truck). Have a procedure on how to unload separate from other products.Provide the College a list of food items manufactured on shared equipment or in a shared facility that produce items peanuts and/or tree nuts. 4.2.2 Allergen Protection Laws: The College follows the Food Allergen Labeling and Consumer Protection Act of 2004 (Public Law 108-282, Title II) Net Nutrition: The College uses NetNutrition to make ingredients and nutrition information available to all our guests. Sustainability: Williams seeks a Prime Vendor that strives to increase sustainable food options for the College. Williams prefers the Prime Vendor to make purchasing and operations choices that support local economies, especially purchasing from community-based farms within 150 miles of the College. Additionally, the Prime Vendor shall supply, where Dining Services deems fiscally feasible, food that has other sustainability attributes including: 1.) Ecologically sound (certified organically grown, using practices that protect natural habitat, conserve energy, and protect the health of the soils), 2.) Fair (safe and fair working conditions for individuals involved in food production), and 3.) Humane – animals that are humanely raised and seafood that is sustainably caught. The Prime Vendor shall also seek out plant-based protein products and present those to the College as possibilities. The College reports and tracks its sustainable food purchasing. Williams prefers the Prime Vendor to provide full traceability on food products from point of origin and throughout the processing/distribution chain. Monthly reporting (provided electronically to the Executive Chef) will indicate if products do or do not qualify as local and community based, fair, ecologically sound and humane. Local is defined as within 150 miles of the College. Currently the College uses the Real Food Guide 2.1 to track sustainability metrics for food purchasing. More details can be found under Attachment A. If the College changes its food standard, the College will notify the Prime Vendor and schedule a meeting to talk about any changes.Vendors must provide food sustainability related data on products, where applicable – indicated as organic, fair trade, local (produced within 150 miles of Williamstown), or other factors as required. An indication of whether the compliance is assessed/ verified by the first party (self-certification), a second party claim by industry association or a third party certification is required. This data shall be provided no less often than quarterly and reviewed with Executive Chef, in an electronic version, preferably Excel.4.3.1 Company environmental or sustainability policy: The Vendor must provide their written statement of environmental or sustainability policy and a description of their approach to evaluating and selecting food options4.3.2 Student Support: The Proposer should support an on-campus sustainable presentation for students. This will highlight sustainable and real food products. The College is requesting a presentation be done three times throughout the year (Beginning of Fall Semester to kick off the school year (September), National Food Day (October) and Earth Day (April). 4.3.3 Lean Path: The College uses pre consumer reporting and post-consumer reporting for waste. The Proposer would be responsible for providing equipment and any cost associated with installation for pre and post-consumer waste at Driscoll Dining Hall, Paresky Center and Mission Park. The Proposer would also be responsible for providing equipment and any cost associated with installation for pre consumer waste only at the Faculty House. The Proposer will also be responsible for any monthly costs associated with data support and reporting. Website: Path Contact:Lynn ZhangCustomer Success Manager971-361-2202Shin LeeAccount Manager877-620-6512Christy CookVice President Customer Success/LeanPath971-337-3612ccook@4.4 Training: The College employees are dedicated to preparing and serving healthy, nutritious, flavorful meals. We are committed to buying local, fresh food whenever possible. The Vendor should be prepared to provide the following to The College. 4.4.1 Customer Service: The Proposer should be able to offer new resources and opportunities to take the customer experience to an even higher level. Support an expanding role in helping Williams not only in the back of the house, as well as the front of the house to help energize their growth. 4.4.2 Cultural Cooking: The Proposer will be asked to help promote vegan and ethnic cooking by hosting operator workshops, providing expert menu analysis and consultation to The College. Also be inclusive of serving as a media resource, helping develop new products and launching new products to enhance our program. 4.4.3 Test Kitchen Training: The Vendor agrees to 3 test kitchen training sessions per year at vendor location as well as 4 on site Chef Demonstrations during the Fall and Spring Semesters (times are not limited to but could occur – before Thanksgiving recess, Mid-Term recess (Late January)). 4.4.4 Training Event: Host a two day Iron Chef Style event (during Training days in August or winter break in January). The Proposer will provide special branded materials, including apparel and other gear necessary for event. The College will nominate individuals from each dining location to compete. Finalists will complete a rigorous series of tests to assess their culinary knowledge kitchen skills and consulting abilities. If awarded Secondary Vendor food program supplier, this clause will pertain to providing training as well. 4.5 Quick Pay Incentives: The Quick Pay Incentive applies to the timing of payments made by Williams to the Prime /Secondary Vendor for which the appropriate discount is applied. Schedule: Payments made in 10 days,% discount20 days,% 4.6 Daily Drop Size Incentive: The Prime /Secondary Vendor agrees to pay a Daily Drop Size Incentive based on the aggregate purchases made on campus daily. The drop size incentive will be processed monthly in the form of a check payable to the President and Trustees of Williams College and sent to the Finance Manager’s attention, Jillian St. John Droppers House 15 Park Street Williamstown, Ma 01267. Over $10,000______%4.7 Volume Discount: The Prime Vendor agrees to pay a Sales Volume Incentive based on net purchases made from July 1 – June 30, in each year of the agreement. In lieu of receiving a yearly check for this Volume Discount, the Prime Vendor agrees to hold these funds in an auditable account to be used for programming and training at the College and Director’s discretion. If awarded Prime Vendor status, year one of this training fund will be prorated and projected to be used after 6 months of the partnership. 4.8 Prices: Quoted in response to this RFP will be based on your documented landed cost plus mark-up percentage (see section 4.10.3 below). Your documented landed cost should be based on the actual cost to you including any volume discounts, refunds, rebates or other pricing benefits you receive from your suppliers. Please indicate if any deviated pricing or incentive rebate programs are available. The college would also like to see your pricing structure with no rebates or National GPO pricing. This structure would still show your landed invoice price, plus freight and the markup but would be best price possible. During the term of the relationship, the College will expect any price increases to be your suppliers. During the term of the relationship, the College will expect any price increases to be consistent with those applied to other customers of comparable size and nature. Recommendations for a procedure to review requested increase in selling price should be addressed in your proposal. Please note this does not eliminate the quick pay discount and/or the volume discount. Paid on purchases between:Prime VendorSecondary Vendor$.25 million - $1.5 million______% discounts______% $1.5 million – $2.2 million______% ______%Exceeding $2.2 million ______%______%Prices quoted in response to this Request for Proposal may be adjusted up or down in an amount not to exceed the Consumer Price Index (CPI), appropriate for the commodity, as published by the United States Department of Labor. The College will expect any increases to be consistent with those applied to other customers of comparable size and nature. Recommendations for a procedure to review requested increase in selling price should be addressed in your proposal.4.8.1 The Director of Dining Services is notified of the increase a minimum of fourteen (14) days prior to the effective date and, the vendor provides the College any and all documentation it may require to support the proposed price increases.4.8.2 The College reserves the right to audit the awarded vendor’s books. Audits at the Vendor’s location shall take place with fourteen (14) business days in advance notice on 50-75 selected items sold to the College. The audit list is chosen by the college and can be from the past 9 months. The list of items to be audited will be provided at the time the announced audit is made to the Vendor in preparation for the on-site audit.4.8.3 The successful bidder will be expected to supply all items as specified on the attached Market Baskets A - O.4.9 Service Requirements:4.8.1 Deliveries: Deliveries will be on Monday, Tuesday, Wednesday, Thursday, and Friday (during the academic school year) and Monday, Wednesday, Friday (during the summer), or as required, beginning no earlier than 6:00 a.m. and ending no later than 11:59 a.m. The truck length shall not to exceed 28 feet or a pup-sized trailer not to exceed 32’ feet (excluding tractor). No minimum deliveries based on case count shall apply. The Vendor should state minimum aggregate invoice amount if applicable. The Vendor will comply with anti-idling regulations of the Commonwealth of Massachusetts. The Vendor will work with the College to manage delivery scheduling to minimize transportation related greenhouse gas emissions.The College’s recent experience as to the breakdown of food items is as follows:Percentage of Volume1. Meat (fresh and frozen)30 %2. Produce (fresh and frozen)18 %3. Grocery (frozen and canned)29 %4. Beverage (frozen concentrate) 3%5. Dairy (excluding milk)11 %6. Bakery 3 %7. Paper Products 5 %4.9.2 Usage Reports: Usage reports, in a mutually agreeable format, tracking all purchases applicable to all available coupon, rebate or discount programs, including but not limited to Real Rewards Café, Value Plus Program, Food Service Rewards, HPSI and all others as identified at the College4.9.3 Emergency Plan: The vendor must provide to the College a written emergency plan for shipping errors, shortages, weather-related emergencies and emergency deliveries. This plan should allow for same day deliveries if emergency orders are called in before noon. In the event of a prolonged emergency situation, the Vendor might be called on to provide the campus with a refrigerated truck for use during the emergency.4.9.4 Account Sales Executive: The successful bidder must provide an account executive representative, on an “as needed” basis, who will be responsible for the following services:Providing product information regarding new items for the end user;Assisting the Executive Chef in resolving customer service requirements, product specifications or problems; sustainable food reporting; as well as cuttings for products to ensure quality and price.Be available via cell phone.Visiting the campus/dining areas on a weekly, or as-required, basis to identify product or service concerns between the hours of 10 a.m. and 2 p.m., and available with a 24-hour notice;Coordinate new product introductions with brokers and manufacturers;Detailing new product to end users and integrating those into the agreement;Devoting as much time necessary to effectively meet the needs of the College 4.9.5 Inside Sales: An inside sales person must be assigned to handle the College account. This person must be readily accessible by telephone and text messaging available during normal business hours (8 a.m. to 5 p.m.). The inside sales contact must have the ability to handle late add-on orders (3:00 p.m. for next day delivery). This person must be well versed in allergen awareness and able to help facility questions and concerns. The name and telephone number of the inside sales person must be supplied with the RFP.4.9.6 Telephone Access: A toll-free telephone number must be available for order placement and customer service.4.9.7 On-line Capabilities: The successful bidder shall have on-line order placement through Electronic Data Interface (EDI) type capabilities using the College’s CBORD Food Service Suite as identified in 3.21. The EDI capability must be established with CBORD no later June 15, 2020. The Vendor is responsible for the CBORD, EDI set up and all associated fees and costs.4.9.8 Delivery Shortages: Delivery shortages must be held to a minimum of 3%, with substitutes having to be approved prior to delivery. Shortages also have to be approved and rerouted to the Culinary Supervisor team within one (1) business day to ensure proper allergens for coding if any substitutions are made. 4.9.9 Order Forms: Before the implementation of the EDI software, the supplier must provide four copies of the order forms. Once the EDI is in place, only one copy is necessary.4.9.10 Demonstrations: The supplier must provide food demonstrations as required as well as on site annual food shows.4.9.11 Value Added Services: The Prime Vendor will provide 15 Serve Safe workbooks at no cost to the college, along with providing a Serve Safe Trainer for the class and certification. Supplier to provide Serve-Safe training and certification, inclusive of instruction and workbooks at no cost to the college; also should be included or provided are video source library; data warehouse to include coupon reports; business review analysis and an Executive Chef consultant. If awarded secondary vendor status, the requirement will be to provide Serve safe support up to 10 workbooks at no cost and a secondary training day that an instructor is provided for certification. 4.9.12 Special Functions: Assistance for special functions will be required (e.g., provide a refrigerated truck) at least three times a year at no cost to the College. Also, assistance with our staff holiday party, providing raffle items. If awarded secondary vendor status this clause pertains as well. 4.10 Market Basket:4.10.1 The products listed on the attached Market Basket A - O are a representative sampling of the products purchased by the College for the period 12/1/18 - 12/31/19. This list is provided for informational purposes only and should not be construed as a commitment of future purchases. Please supply prices, effective March 2 – 6, 2020 for Market Basket A - O based on your landed cost plus the appropriate mark-up percentage as identified in 4.7.3. These prices will be weighted according to usage and used as the price component of the evaluation process. Please complete the attached Market Basket sheets and staple a corresponding landed invoice for the product indicated. Note: Vendors must supply a landed cost plus percentage mark-up figure for the entire product line available.4.10.2 Brands: When completing the market basket, respond to each category and bid on the brand names specified only.Vendors must identify the product items from Market Basket A -O that cannot be supplied.If more than one acceptable brand is being bid on, please specify the brand you are bidding.The College reserves the right to test and add product as required.4.10.3 Formula: The calculation of prices based on the documented supplier’s landed cost plus mark-up percentages will be consistent with the following formula:Example – cost to supplier on 3/2/2020$10.00Freight if any$ .70Landed cost$10.70Cost plus markup – 10%(example only)$ 1.07 _______Price to College$11.77As the Prime Vendor or Secondary, the following percentage times the Vendor’s landed price as indicated above are submitted to calculate the final cost to Williams College.Prime VendorSecondaryVendorDry Goods/Canned% %Frozen Foods%%Dairy%%Commodity Items%%Fresh Meats/Poultry/Seafood%%Fresh Produce%%Paper Supplies%%Cleaning Supplies*%%Specialty Items*%%(Non-stock and special order)*Cleaning Supplies and Specialty Items are not a part of this bid; however the bidder is encouraged to submit a mark-up %. 4.11 Special Orders: The proposer will provide a definition of a “special order”. Also, the supplier will provide a pre-list of special order items with the mark up percentages.4.11.1 Specialty Items: The proposer will provide a list of specialty items and define what “specialty items” means to their organization. 4.12 Product Testing: The College reserves the right to perform product testing and to change product brands during the contract period.4.13 Equipment: The Vendor shall provide, at their expense, equipment and service for the dispensing of products as requested by the College. This supply provision includes the servicing of equipment and, a replacement schedule as deemed necessary by the CollegePART VREFERENCESProposals should include three (3) institutions where your organization is currently providing meats, dairy, produce, beverage, and grocery products and the type of products you are proposing for Williams. Please include name, title, and telephone number of a contact person at each institution.References:Reference #1Company__________________________________________Contact __________________________________________Telephone Number____________________________________________________________________________________TitleReference #2 Company__________________________________________Contact __________________________________________Telephone Number____________________________________________________________________________________TitleReference #3Company__________________________________________Contact __________________________________________Telephone Number____________________________________________________________________________________Title Attachment AOnline version of the RFC Guide ................
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