Division of Nutrition Services August20, 2014
SHELBY COUNTY BOARD OF EDUCATION (SCBE)
PROCUREMENT SERVICES
3176 Jackson Avenue Memphis, Tennessee 38112-4892 Phone (901) 416-3508
(This proposalwill notbeacceptedelectronically or by facsimile.Allproposals must bemailedtothe above address.)
REQUESTFORINFORMATION
(NOTAN ORDER)
Pleasesubmitinformationonthe item(s)listedbelow. The right isreserved torejectanyor allinformation. Ifsubstitutionsareoffered,givefullparticulars.Therewill not beapublicopeningofinformation. Duenolater than 10thof September @ 11:00 A.M., 2014
TheShelby County Board of Educationreservestherighttoacceptorrejectanyorall proposals,oranypartthereof,andtowaiveanyinformalitiesand/ortechnicalitiesthataredeemedtobe in thebestinterestoftheShelby County Board of Education.Successfulvendorshallbepaidonlywhendeliveryiscomplete.*Fortheappropriatepurchases,allmaterialdatasafetydata sheets(MSDA)mustaccompanyallshipmentscoveredunderTennesseeHazardousChemicalRighttoKnowLaw-TennesseePublicChapter#417-HouseBill #731.
Information for
Vending Machines Integrated with
Horizon Software International’s OneSource Point of Service System
The Shelby County Board of Education (“SCBE”) invites the submission of Information for the provision of the services described above (“Information”) in accordance with the specifications enclosed herewith.
InformationMUSTbe received by SCBE by the due date and time set forth above. Questions regarding submission of Informationmay be directed to SCBE via telephone at (901) 416-3508 or via facsimile at
(901) 416-5393.
Issuedby:LaJuanna Jones-Sulton RFI# 091014
Weproposeto furnishtheitem(s)listedbelowat pricesquotedandguaranteesafe delivery F.O.B.deliveredandasspecified. Theseprices are submitted withadeclarationthatnoShelby County Board of EducationBoardofEducationCommissioneroremployeehasa financialorbeneficial interestin thistransaction.
INVOICESWILLBEPAIDACCORDINGTOTERMSBIDTIMEREQUIREDFORDELIVERYDAYS
NAMEOFFIRM
TERMS
ADDRESS
PHONEFAX#
CITYSTATEZIPCODE
E-MAILADDRESS
CHECKHEREIFYOUAREAMINORITYVENDOR
PRINTAUTHORIZEDREPRESENTATIVENAME
CHECKHEREIFYOUATTACHEDACOPYOFAVALID SHELBY COUNTY BUSINESS LICENSE.
“Shelby County Board of Educationdoesnotdiscriminateinitsprogramsoremploymentonthebasisofrace,color,religion,nationalorigin,handicap/disability,sexorage.”
Table of Contents
SECTION A ANNOUNCEMENT...... 4
SECTION B SCOPE OF SERVICES...... 7
SECTION C INSTRUCTIONS TO RESPONDENTS...... 11
SECTION D pricing schedule...... 13
SECTION E FORMS AND DOCUMENTS………………...... 16
VENDOR INFORMATION
SECOND TIER PURCHASING
DEBARMENT AND SUSPENSION STATEMENT
......
SECTIONA ANNOUNCEMENT
August20, 2014
Announcement
Request for Information for:
Vending Machines Integrated with Horizon Software International’s OneSource Point of Service System
WiththisrequestforInformation(this“RFI”),Shelby County Board of Education(“SCBE”)herebysolicitssubmissions ofwrittenInformation(“Information”),onacompetitivebasis,fromqualifiedcompanies(“Respondents”)to provideforSCBEtheservicesdescribedherein,allinaccordance withthetermsandconditions detailed herein.Inparticular,theservicessoughtbySCBEwill requiretheRespondent to:
ProvideSCBErefrigerated meal and beverage vending machines that will integrate with Horizon Software International’s OneSource Point of Service System.
Background of Request
Shelby County Board of Education currently serves breakfast and lunch meals, a la carte items and beverages in traditional cafeterias and, for breakfast meals only, breakfast in the classroom and attended grab-and-go stations. In order to expand the availability of meals to students, SCBE desires to expand its delivery methods to include vended products to include USDA-reimbursable meals and beverages.
General Information
This request is for a pilot test of vended meals and beverages in a few schools. If successful the program will be expanded to include an additional 40 to 80 schools.
Objective
These are to be cashless systems. Students will key in their Personal identification Numbers (PINs) to
obtain product. The vending machines will communicate with the OneSource POS over the district network
via wifi or network cable using OneSource’s protocols either (a) to verify that the combination of items
ordered comprises a USDA reimbursable meal and record sale of the meal at no charge to the specific
student or (b) in the case of standalone beverages or a la carte items, to verify the student has a sufficient
prepaid balance and debit the student’s account.
AboutSCBE
ShelbyCountyBoardofEducationincludesthemergedschooldistrictsofMemphisCityandShelby County Board of Education. Morethan150,000PreK-12studentsareservedin257schools.Theunifiedschool districthasapproximately24,000full-timeandpart-timeemployees. Theschoolsystemisoneofthe largestemployersinShelbyCounty.
Shelby County Board of Educationreservestherighttorejectoracceptanyoralldocumentssubmitted.
(Allofsuchservicesarereferredtohereinasthe“Services”). Moreinformation abouttherequirements pertainingtotheServicesissetforthinSectionBofthisRFP.
SubmissionofInformation
Proposalswillbeaccepteduntil11:00A.M. CST onSeptember10,2014. INFORMATIONRECEIVEDAFTER THISTIMEWILLNOTBEACCEPTED. One(1)original,one(1)CD/USB(withinformation formattedintoa singlepdffile),andseven(7)copiesofyourProposed Informationmustbe submitted.
Proposed Informationmustbesealedinacontainermarkedonthelowerleft-handcornerwiththenameandaddress oftheRespondent. SCBEwilldatestampthecontainerwiththesubmissiondateandthesubmissiontime. Inaddition,thesealedcontainerinwhichtheProposal issubmittedshouldbelabeled“Vending Machines Integrated with Horizon Software OneSource Point of Service System`”.FAXEDRESPONSESWILLNOTBEACCEPTED. FurtherinstructionsforsubmittingInformation maybeobtainedfrom:
DEPARTMENTOFPROCUREMENTSERVICES SHELBY COUNTY BOARD OF EDUCATION
DIVISION OF NUTRITION SERVICES
3176 JACKSON AVENUE
MEMPHIS,TENNESSEE38112
AllcompletedProposed Informationandaccessorydocumentsshouldbemailedordeliveredto:
LAJUANNA JONES-SULTON
DEPARTMENTOFPROCUREMENTSERVICES SHELBY COUNTY BOARD OF EDUCATION
DIVISION OF NUTRITION SERVICES
3176 JACKSON AVENUE
MEMPHIS,TENNESSEE38112
Inquiriesforinformationregardingprocurementprocedures,Proposed Informationsubmissionrequirementsorother administrativeconcernsmaybedirectedto myofficeat (901)416-3508.
Thankyouforyourparticipation.
LaJuanna Jones-Sulton
Buyer
SECTIONB
SCOPEOFSERVICES
SCOPEOFSERVICES
Request for Information for:
Vending Machines Integrated with Horizon Software International’s OneSource Point of Service System
1.0 THESERVICES.
1.1TheServices SCBEherebysolicitssubmissionsofwrittenInformation,onacompetitive basis,fromqualifiedRespondents toprovideforSCBEtheservicesdescribedherein,allin accordancewiththetermsandconditions detailedherein. Inparticular, theservicessoughtby SCBEwill requiretheRespondenttoprovide:
Vending Machines Integrated with Horizon Software International’s OneSource Point of Service System
These are to be cashless systems. Students will key in their Personal identification Numbers (PINs) to obtain product. The vending machines will communicate with the OneSource POS over the district network via wifi or network cable using OneSource’s protocols either (a) to verify that the combination of items ordered comprises a USDA reimbursable meal and record sale of the meal at no charge to the specific student or (b) in the case of standalone beverages or a la carte items, to verify the student has a sufficient prepaid balance and debit the student’s account.
The desired vending machines would come in 2 major configurations:
- A machine with about six (6) shelves to vend both packaged items (salads or grab-and-go breakfast meals, for example) in combination with diary and juice products.
- A drink machine with a capacity of approximately 500 12-ounce cans.
The machines would include a custom wrap using SCS-provided artwork. The procurement would include delivery, installation, configuration, and training on operation and maintenance.
2.0 DURATION OF THE AGREEMENT. The term of the Agreement shall commence on the date that the Agreement is executed by all parties thereto. The Agreement shall also contain a provision granting to SCBE the right to terminate the Agreement, with or without cause, upon thirty (30) days notice. (Hereinafter, the period from the time of commencement of the term of the Agreement until the time of expiration of the term of the Agreement shall be referred to as the “Agreement Term”).
3.0FORMAT OF RESPONSE. The response submitted by the Respondent must contain the following information, which information collectively constitutes the Response.
3.1Description of the Services. The Response must contain a thorough description of the Services being offered in response to this RFI. The Response should show that the Services being provided, at a minimum, meet the specifications set forth in this RFI. All requests included in this RFI for information regarding the Services should be included in this part of the Response, including but not necessarily limited to the following:
a.Cover Letter Referencing the RFI;
b.Table of Contents;
c.Respondent’s Background
d.Respondent’s Mission Statement and Customer Focus
e.A description of any additional services the Respondent believes are necessary to fully provide the Services or which the Respondent believes would be beneficial to SCBE within the context of the Services requested in this RFI; and
f.Any other relevant information about the proposed Services deemed to be material.
3.2Description of the Respondent. The Response must contain a thorough description of the background of the Respondent and sufficient evidence showing that the Respondent is capable of providing the Services. All requests included in this RFI describing the Respondent should be included in this part of the Response, including but not necessarily limited to the following:
a.A brief description of the history and mission of the Respondent, including the Respondent’s background and mission statement, the length of time the Respondent has been in business, a description of the Respondent’s organizational structure and a description of the Respondent’s customer make-up;
b.Disclosure of the Respondent’s Dunn and Bradstreet number;
c.References of the Respondent, including at least three (3) other clients for whom the Respondent has provided services similar to the Services (with preference given to clients comparable to SCBE) and, for each such reference, the business name, the identification of a contact person, the title of the contact person, a telephone number and email address;
d. Disclosure of the volume of sales the Respondent has had in each of its past two fiscal years;
e.A description of the number and qualifications of the Respondent’s employees who will participate in the performance of the Services, including the total number of employees at the Respondent’s Memphis location, if any, the names and titles of key employees who will be assigned to provide the Services, a description of the role to be filled by each such key employee and a resume of each such key employee;
f. A description of any other resources available to the Respondent that will be useful in providing the Services;
g.A description of the business design of the Respondent, including the number and locations of facilities and offices of the Respondent and specification of the location of the home office of the Respondent;
3.3Experience of the Respondent. A sufficient description of the experience and knowledge base of the Respondent to show the Respondent’s capabilities should be included in the Response. At a minimum, the description of the experience and knowledge base of the Respondent included in the Response should include, but not necessarily be limited to, the following:
a.A statement of how long the Respondent has provided services similar to the Services requested herein;
b.A general description of the Respondent’s experience and background in providing services similar to the Services requested herein;
c.A statement regarding previous experience, if any, in providing the Services to SCBE.
d.Any other relevant information about the experience and knowledge base of the Respondent which is deemed to be material.
3.4Pricing Schedule. See the pricing schedule contained in Section D of the RFI.
SECTIONC INSTRUCTIONSTORESPONDENTS
1. 0 QUESTIONS REGARDING THIS RFI. Questions or requests for clarification of technical issues and terms pertaining to this RFI must be submitted in writing via e-mail to , and must be received by SCBE no later than 11:00 a.m./cst on September10, 2014. Questions should include a return e-mail address and should specifically reference the section of the RFP to which the question pertains. All questions must be submitted in writing. IN ORDER TO PREVENT AN UNFAIR ADVANTAGE TO ANY RESPONDENT, VERBAL QUESTIONS WILL NOT BE ANSWERED. All questions and answers will be posted on Procurement’s website a minimum of at the end of the business day on August5, 2014. These guidelines for communication have been established to ensure a fair and equitable evaluation process for all Respondents. Any attempt to bypass the above lines of communication may be perceived as establishing an unfair or biased process and will lead to disqualification.
2.0PRICING GUIDE. Provide pricing in section D(Pricing Schedule) of the RFI.
2.1 Taxes. The successful contractor shall determine, be responsible for and pay any applicable taxes related to the Services or the Agreement, including but not limited to any property tax, sales tax, federal excise tax or federal highway use tax. SCBE is a tax-exempt organization and shall not be billed for, nor be expected to pay, any taxes applicable to the Services. A COPY OF DOCUMENTATION VERIFYING THE “TAX EXEMPT” STATUS OF SCBE IS AVAILABLE AND WILL BE FURNISHED TO THE SUCCESSFUL CONTRACTOR UPON REQUEST.
SECTIOND
PRICINGSCHEDULE
PRICING SCHEDULE
(Please provide cost breakdown of all components for proposed solution.)
Software $______
Hardware$ ______
Delivery and Installation $ ______
Training and Setup$ ______
Maintenance$ ______
(Annual)
Service Plan
1 year $ ______
2 years$ ______
Other Fees
$ ______
$ ______
$ ______
SECTIONE
FORMSANDDOCUMENTS
VENDORINFORMATION
(PleaseComplete Form)
TheSCBEreserves the right toacceptor reject any orallproposals,or anypart thereof, and towaive anyinformalities and/ortechnicalitiesthatare deemedtobe in thebest interestof theSCBE.Successful vendor shallbepaid onlywhen deliveryiscomplete. *Materialsafetydatasheets(MSDA)mustaccompanyall shipmentscovered under theTennesseeHazardousChemical RightToKnowLaw: TennesseePublicChapter #417–Housebill #731.
NameofFirm:
Address:
City: State: ZipCode:
Phone#:
Fax #:
E-Mail Address:
Time Required for Delivery: Days
PaymentTerms:
PrintAuthorizedRepresentative Name:
Weproposeto furnishtheitem(s)listedat pricesquotedandguaranteesafedelivery F.O.B.deliveredandasspecified. These pricesare submitted with adeclarationthatnoShelby County Board of Education Board ofEducationCommissionerorSCBE employeehasa financialorbeneficialinterestinthistransaction.
*ISYOURCOMPANYAMINORITY-OWNEDORDISADVANTAGEDBUSINESSASDEFINEDBELOW?YesNo
IfyourresponseisYES,checkthe categorythatproperlydefinesyourminoritystatus:
BlackAmericanIndianAlaskanNativeAsianAmericanHispanicWomen
Other(Please specify
HUBZoneSmallBusiness
“Aminoritybusinessis defined as a businessthatisboth ownedandcontrolledbyminorities and/or women,Minorities and/or womenmustown at least51%ofthe business and control itsmanagement anddailyoperations.Minoritiesinclude Black, Women,American Indians,Alaskan Natives, Asian American,Hispanicsand membersofothergroups determined tobeeconomicallyor sociallydisadvantaged bythe Small BusinessAdministrationunder Section Aofthe Small BusinessAct as amended (15USC637 a)” HUBZonebusinessas determinedbythe Small Business Administration is asmall business located within a HUBZone.
CHECKHEREIFYOUATTACHEDACOPYOF A VALID SHELBYCOUNTY BUSINESSLICENSE.(Pleaseattachcopyof licensetothefirst line itemof the bid/quote.)
“Shelby County Board of Educationdoesnotdiscriminate inits programs oremploymentonthebasisofrace,color, religion,national origin, handicap/disability, sexorage.Formoreinformation,pleasecontacttheOffice ofEquityCompliance at (901)416-6670.”
SECOND TIER PURCHASING
Shelby County Board of Educationutilizesaraceneutralprogramforallpurchasesandcontracts. InordertosetbenchmarksforallMWBE and LocalBusinessEnterprises, weaskthatourvendorsreviewandactivelyparticipate per Policy 2010 and 2011 in Section D of this RFP.
In order to track the purchases and contracts issued to MWBE's (Minority Women Business Enterprises), we ask our vendors to indicate their level of second tier purchasing commitment. Second tierpurchasing isdefined below:
Second-tierpurchasingistheprocessthroughwhichafirst-tier(orprime)supplier utilizes aminority supplier either directly orindirectly.
Pleaseindicatebelowthelevelofparticipation,inbothdollarsandpercentagethat would define the level of minoritybusiness enterprise participation forthisproject.
Second TierCommodity ______
(Example: Office supply vendors may purchase subsets from minority owned companies. Manufacturers may purchase a certain percentagefrom minority suppliers. This line asks for the commodity.)
M/WBEcategory forsecond tiersupplier - PLEASECHECKONE:
□Hispanic
□Black
□Asian American
□Native American Indian
□Woman Owned
Dollars expended forthis commodity,thisproject $ ______
Percentage of this project______%
Name of Business (Please Print)
Print Authorized Representative Name
Signature of Authorization Representative
Date
CERTIFICATIONREGARDINGDEBARMENT,SUSPENSION ANDOTHERRESPONSIBILITYMATTERS–
PRIMARYANDLOWERTIERCOVEREDTRANSACTIONS
1.Bysigningandsubmittingthisproposal,theprospectiveprimaryand/orlowertier participant (“participant”)isprovidingthecertificationsetout below. Theinabilityofapersontoprovidethe certification required below will not necessarily result in denial of participation in this covered transaction, however failureof theprospectiveparticipant to furnish a certification or explanation shall disqualify such person from participation in this transaction. Thecertification or explanation will be consideredinconnectionwiththedepartmentor agency’sdeterminationwhetherto enterintothis transaction.
2.Thecertificationinthisclauseisamaterialrepresentationoffactuponwhichreliancewasplaced whenthis transactionwas enteredinto.Ifit islater determinedthat theprospectiveparticipant knowingly renderedan erroneouscertification,inadditiontootherremediesavailabletotheFederalGovernmentthe departmentoragency withwhichthis transactionoriginatedmaypursueavailableremedies,including termination for causeor default, suspension and/or debarment.
3. Theprospectiveparticipant shall provideimmediatewritten noticeto the person to which this proposal issubmitted ifatanytimetheprospectiveparticipantlearnsthatitscertificationwas erroneouswhen submitted orhad become erroneous by reason of changed circumstances.
4.Thetermscoveredtransaction,debarred,suspended,ineligible,lower tiercovered transaction, participant, person, primary covered transaction, principal, proposal, and voluntarily excluded, as used in thisclause, havethemeaningsetout intheDefinitionsandCoveragesectionsofrules implementing ExecutiveOrder12549.Youmaycontacttheperson towhichthisproposalissubmittedfor assistancein obtaining a copy of thoseregulations.
5. Theprospectiveparticipant agrees by submitting this proposal that, should theproposed covered transactionbe enteredinto,itshallnotknowinglyenterintoany lowertiercoveredtransactionwitha personwhoisproposedfordebarment under48CFRpart9,subpart9.4,debarred,suspended,declared ineligible,or voluntarilyexcludedfromparticipationinthiscoveredtransaction,unlessauthorizedbythe department or agency withwhich this transaction originated.
6.Theprospectiveparticipantfurther agreesbysubmittingthisproposalthatitwillincludethisclause titled"CertificationRegardingDebarment,Suspension,IneligibilityandVoluntaryExclusion-LowerTier Covered Transaction," without modification, in all covered transactions and in allsolicitationsfor covered transactions.
7.Aparticipantinacoveredtransactionmayrely uponacertificationofaprospectiveparticipantin a lowertiercoveredtransactionthatitisnotproposed fordebarmentunder48 CFRpart9,subpart9.4, debarred,suspended,ineligible,orvoluntarily excludedfromcoveredtransactions,unlessit knowsthat thecertification is erroneous. A participant may decidethemethod and frequency by whichit determines the eligibility ofitsprincipals.Each participantmay,butisnotrequiredto, checktheListofParties Excluded from Federal Procurement and Nonprocurement Programs.
8.Nothingcontainedintheforegoingshallbeconstruedtorequireestablishmentofasystemofrecords in order to render in good faith thecertification required by this clause. Theknowledgeand information of aparticipantisnotrequiredto exceed thatwhichisnormallypossessedby aprudentpersoninthe ordinary courseof business dealings.
9.Exceptfortransactionsauthorizedunderparagraph5oftheseinstructions,ifaparticipantina covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded fromparticipationinthis transaction,inadditionto other remediesavailableto theFederal Government, the department or agency with which this transaction originated may pursue available remedies, including termination of this transaction for causeordefault, suspension and/or debarment.
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary
Exclusion—Primary and/or Lower Tier Covered Transactions
(1) Theprospectiveparticipant certifies tothebestof its knowledge,bysubmissionofthisproposal,that neitheritnoritsprincipalsispresentlydebarred,suspended,proposedfordebarment, declared ineligible,or voluntarily excludedfrom participationinthistransactionbyanyFederaldepartmentor agency.
(2) Theprospectiveparticipant anditsprincipalshavenot,withinathree(3)yearperiodprecedingthis proposal,beenconvictedoforhadaciviljudgmentrenderedagainstthemforcommissionoffraudor a criminal offensein connection with obtaining, attempting to obtain, or performing a public (Federal, Stateorlocal)transactionorcontractunderapublictransaction;violationofFederalorState antitruststatutesorcommissionofembezzlement,theft,forgery,bribery,falsificationordestruction of records, making falsestatements, orreceiving stolen property.
(3) Theprospectiveparticipant anditsprincipalsarenot presentlyindictedfororotherwisecriminallyor civillychargedbyagovernmentalentity(Federal,Stateorlocal)withcommissionofanyofthe offenses in Paragraph 2 of this certification.
(4) Theprospectiveparticipant anditsprincipalshavenot,withinathree(3)yearperiodprecedingthis application/proposal, hadone(1) or morepublic transactions (Federal, Stateor local) terminated for causeor default.
(5) Wheretheprospectiveparticipantisunabletocertifytoanyofthestatementsinthiscertification, such prospectiveparticipant shall attach an explanation to this proposal.
Agency:
Signature:
Date: