REQUEST FOR PROPOSALS
PRIME SUPPLY – FRESH PRODUCE
Related To
THEBROCKPORT AUXILIARY SERVICE CORPORATION
THE COLLEGE AT BROCKPORT
STATE UNIVERSITY OF NEW YORK
Required Campus Visit:
March 28,2013 between 9:00 AM and 4:00PM
Deadline for Submissions:
April 25, 2013 at 4:00 PM
Authorized Contact:
Richard Reynolds, Executive Chef
Brockway Hall
The College at Brockport
Brockport, NY 14420
Tel 585-395-5269 / Fax 585-395-5777
E-mail:
Request For Proposals - Prime Supply Fresh ProduceBrockport Auxiliary Service Corporation
T A B L E O F C O N T E N T S
INSTRUCTIONS TO PROPOSERS
1.INTRODUCTION
2.IMPORTANT DATES, ADDRESSES AND CONTACT INFORMATION
3.GENERAL PROPOSAL REQUIREMENTS
4.CONTENTS OF TECHNICAL AND FINANCIAL PROPOSAL
5.MODIFYING YOUR PROPOSAL
6.WITHDRAWING YOUR PROPOSAL
7.PROPOSAL EVALUATION
8.RESERVATION OF RIGHTS
9.GENERAL PROPOSAL CONDITIONS
EXHIBIT A COLLEGE AND CORPORATION DESCRIPTIONS
EXHIBIT B FOOD SERVICE LOCATIONS
EXHIBIT C SCHEDULE OF OPERATIONS
EXHIBIT D COLLEGE CALENDAR
EXHIBIT E ACCOUNTING PROCEDURES
EXHIBIT F DELIVERY PROCEDURES
FORM 1 – PROPOSER QUESTIONNAIRE
Form 2 – Item | Stock Unit | SPECIFICATIONs
FORM 3 – SUMMARY OF FINANCIAL PROPOSAL
FORM 4 – CONTRACT TEMPLATE
Section 1 – DEFINITIONS
Section 2 – TERM
Section 3 – SCOPE OF SERVICES - GENERAL
Section 4 – INSURANCE
Section 5 – ASSUMPTION OF RISK AND INDEMNIFICATION; WAIVER
Section 6 – CONTRACTOR’S INDEPENDENT STATUS
Section 7 – SUBCONTRACTORS
Section 8 – USE OF NAME; ADVERTISING, DISPLAYS
Section 9 – TERMINATION
Section 10 – COMPLIANCE WITH LAW
Section 11 – PERIOD OF LIMITATION
Section 12 – SUNY RELATED ENTITY REQUIREMENTS
Section 13 – CONTRACT DOCUMENTS
Section 14 – REPRESENTATIONS AND WARRANTIES
Section 15 – MISCELLANEOUS
APPENDIX I STANDARD CONTRACT CLAUSES
Request For Proposals - Prime Supply Fresh ProduceBrockport Auxiliary Service Corporation
INSTRUCTIONS TO PROPOSERS
1.INTRODUCTION
1.1.General. This Request for Proposals (“RFP”)is issued by the Brockport Auxiliary Service Corporation, a New York not-for-profit corporation with office located at 350 New Campus Drive, Brockport, New York 14420(“Corporation” or “BASC”)). In this RFP references to “we”, “us” or “our” mean the Corporation, and references to “you” or “your” mean each and every respondent to this RFP.
1.2.Objective. Our objective is to select a Prime Supplierof Fresh Produce for the Corporation. Our goal is to partner with a firm that will help BASC form a more strategic approach to supply chain management.
1.2.1.It is expected that the winning vendor will enter into a written agreement with the Corporation setting forth the terms and conditions of the services to be provided (the “Contract”).
1.2.2.We are looking for a relationship that will distinguish itself by providing high value and satisfaction and be viewed as successful by both parties as well as the College at Brockport, State University of New York, (the “College”) community. We will favorably consider proposals that reflect the characteristics of the College and consider its particular needs.
1.3.Term of Contract. We anticipate that the term of the Supply Contract will be three (3)years with two (2) renewal options each of one (1) year.
1.4.Exhibits. The following Exhibits are attached and are hereby incorporated into this RFP:
Exhibit A – Description of College and Corporation
Exhibit B – Food Service Locations
Exhibit C –Schedule of Operations for College Cafeteria
Exhibit D – College Calendar
Exhibit E – Accounting Procedures
Exhibit F – Delivery Procedures
You must meet all of the requirements of Sections 2 through 4 below (“Requirements”) on or before the Proposal Due Date and Time listed in Section 2.1.
We reserve the right to determine that you have substantially met the Requirements and/or to ask for additional information.
2.IMPORTANT DATES, ADDRESSES AND CONTACT INFORMATION
2.1.Important Dates
Event / DateRelease of RFP / March 4, 2013
Mandatory Campus Visit / March 28, 2013
Question Submission Deadline / April 5, 2013
Projected Date of Response to Questions / April 15, 2013
Proposal Due Date and Time / April 25, 2013 – 4:00 PM
Projected Date of Contractor Selection / May 17, 2013
Desired Start of Contract / June 1, 2013
2.2.Campus and Proposer Site Visit.
2.2.1.There will be a MANDATORY conference of proposers on March 28at 9:00AM and 4:00PM.
2.2.2.Interested Proposers should meet at Brockway Hall located on Residence Drive on the College Campus no later than 3:00 PM ET. Proposers must attend this conference to be considered in this proposal.
2.2.3.Please arrange your firm’s Campus Visit by contacting Ms. Betty Drennen at (585)3952497; . Your attendance should also be confirmed at least 24 hours in advance of the meeting.
2.2.4.All vehicles parking on campus must have a parking pass. These passes may be picked up at the Raye H. Conrad Welcome Center located at the corner of New Campus and Commencement Drives. Please plan accordingly.
2.2.5.One purpose of the Campus Visit is for you to see the campus and ask questions about the scope of the supply contract and the conditions under which it is to be performed. Your investigation of the existing conditions and the scope of the supply contractis crucial. Your proposed performance of the supply contract represents a binding obligation andyou will be responsible for any obligations you may have with respect to this RFP or to the supplyContract, if awarded to you.
2.2.6.Proposers will be expected to arrange a visit to their site by members of the BASC evaluation team.
2.3.Contact with Corporation and Questions.
2.3.1.You must direct all your communications regarding this RFP to the following authorized contact (the “Authorized Contact”), unless this RFP specifically provides otherwise. Do not contact anyone else at the Corporation, the College or SUNY.
2.3.2.The Authorized Contact is:
Richard Reynolds, Executive Chef
BASC - Brockway Hall
The College at Brockport
Brockport, NY 14420
Tel 585-395-5269Fax 585-395-5777
Cell585-410-0760
2.3.3.If you have any questions about this RFP, including requests for interpretation or correction, send them to us before submitting your proposal. Send all questions, in writing, and by the Question Submission Deadline listed in Section 2.1, to the Authorized Contact.
2.3.4.Any questions or requests for clarification should be by email communication prior to the Proposal Due Date and Time listed in Section 2.1 and will be shared with all respondents to this RFP. We will respond to your questions and issue any clarifications and amendments to the RFP,as we may deem necessary, in the form of written Addenda to this RFP. We will send each such Addendum to all respondents to this RFP by mail, e-mail, facsimile or courier. We are not responsible if you fail to receive an Addendum.
2.3.5.All Addenda are a part of this RFP, and are binding on you whether or not you receive them. We encourage you to verify with the Authorized Contact that you have received all Addenda before submitting your proposal. Only answers, clarifications and amendments we give in a written Addendum are binding on us. We are not responsible for the accuracy of information given orally.
2.4.Submission of Proposal.
2.4.1.Proposals are to be prepared according to the instructions in Sections36 and submitted in both electronic format (Word, Excel, PDF) and in hardcopy, preferably bound.
2.4.2.We must receive your proposal on or before the Proposal Due Date and Time listed in Section 2.1 at the following address:
Brockport Auxiliary Service Corporation
The College at Brockport
350 New Campus Drive (mailed)
Brockway Hall (delivered)
Brockport, New York 14420
Attn: Betty Drennen, Executive Administrative Assistant
2.4.3.You are solely responsible for ensuring that your proposal arrives on time at the proper location.
2.4.4.We will not accept faxed proposals.
2.4.5.There will be no public meeting for the opening of proposal documents.
3.GENERAL PROPOSAL REQUIREMENTS
3.1.Prepare and submit one original and two (2) complete copies of your proposal. Include in your submission the following materials, completed, and with all required signatures and attachments:
Technical and Financial Proposal with the information listed in Section 4
Form 1 – Proposer Questionnaire and Certification of Proposal
Form 2 – Item | Stock Unit | Specifications
Form 3 – Summary of Financial Proposal
This RFP document
Any Addenda
Do not sign Form 4 (Contract Template) at this time.
3.2.Mark clearly all information submitted in your proposal with the Section andSubsection number to which it is responsive.
3.3.Make sure that the information in your proposal is consistent throughout.
3.4.If you think that any of the information in your proposal is a trade secret or is proprietary, or if you are required to keep certain information confidential because of a prior contract, you must submit this information in a separate sealed envelope marked “CONFIDENTIAL PORTIONS OF PROPOSAL.” We will not consider any request that an entire proposal be kept confidential. Similarly, pricing information, discounts, makes, model and catalog numbers of goods offered, terms of delivery and terms of payment are not considered proprietary and you must not designate them as such. To the extent permitted by law, we will deny public access to information submitted as described in this paragraph. If you fail to follow these instructions, we will not be responsible for the confidentiality of the information.
3.5.Indicate on Form 1, Item 22 any deviations from this RFP. Do not makechangesto the RFP documents themselves.
3.5.1.Unless you indicateotherwise on Form 1, Item 22, we will assume that you agree to theproposed terms and conditions setforth in this RFP. We reserve the right to accept or reject any changes you suggest.
3.6.Include all discounts, incentives or other financial considerations in your financialproposal, even if not specifically mentioned in this RFP.
3.7.All pricing is to be done on a “COST PLUS” vendor mark-up for each item. Vendor markup defined for this request for proposal means, a single fixed percentage to remain in effect for the length of the Contract.
3.8.We define “base cost” as: your F.O.B. cost, plus freight on any given items from its point of origin to your dock.
3.9.Payment will be made by BASC to your company within thirty (30) days of BASC’s receipt of the proper invoice therefor. Invoices must contain the ordering unit number, list each fee item separately, and include sufficient detail for each line item to enable BASC to verify the calculation thereof. Payment will be refused on unsigned invoices. BASC will consider shorter terms of payment of invoices or direct payment electronically where there are discounts or incentives for such payments.
3.10.The Corporation is exempt from the payment of any federal, state and local sales and use taxes. Do not include these taxes when proposing prices for goods or services to be purchased by the Corporation.
3.11.Sign your proposal. Your proposal must be completed in the legal name of your company and must be signed by an authorized person.
3.12.Your proposal should offer your best and final terms. We reserve the right to award a contract on the basis of your submitted proposal without further discussion. Do not include ideas or concepts in your proposal that you are not prepared to implement should you be awarded the Contract.
3.13.Seal your proposal. The sealed envelope must clearly state: (i) your company’s name and address, (ii) the title of this RFP, and (iii) the date and time the proposal is due.
3.14.By signing and submitting your proposal, you affirm that you have read this RFP, including but not limited to the Contract (Form 4), accept its terms, and are able and willing to sign the Contract if your proposal is selected, subject only to any changes negotiated and agreed to by both of us. The issuance of a letter of intent to award or similar document does not require or commit us to enter into the Contract with you until all terms and conditions are negotiated and acceptable to us. In the event of any inconsistencies between your proposal and the RFP, the language of the RFP will control unless we have specifically agreed in writing to accept the terms from the proposal.
3.15.There will be no public meeting for the opening of proposal documents.
4.CONTENTS OF TECHNICAL AND FINANCIAL PROPOSAL
All Proposers must respond to Section 4.1. Additional information is required depending on what services are included in your proposal(s). You must also fill out the portion of Form 3 applicable to your proposal(s).
4.1.Your proposal must include the following information:
4.1.1.Company Profile. Provide the following:
4.1.1.1.A brief history of your company’s presence in the industry, especially as it relates to the higher education market, including revenue levels, number of current accounts, years in business, and number and make-up of staff.
4.1.1.2.Evidence that your company has a minimum of three (3) years of successful business experience performing comparable services to those under this RFP. Provide a list of your company’s current corporate and educational clients. For those clients in the Monroe county area, include the following information:
Name and address of the company
Name and title of client contact
Telephone number of client contact
Period of service
Revenue level for each account
4.1.1.3.Former clients: Provide a list of companies where your company’s services have been terminated (either by your company or by the client) within the past three years. For those companies in the Monroe county area, include the following information:
Name and address of the company
Name and title of client contact
Telephone number of client contact
Date and reason for termination
4.1.1.4.Evidence of your company’s financial viability. We would prefer to receive copies of your company’s audited financial statements for the past two (2) fiscal years. If audited statements are not available, provide copies of your company’s two most recent tax returns or compiled financial statements by an independent certified public accountant.
4.1.1.5.A description of any citations or other legal or regulatory actions against your company by a local or state health department or other agency regarding food safety, workplace safety or related issues in the past three years.
4.1.1.6.Indemnification: Enclosed in Form 4 (Contract) Section 4 you will find the Corporation Indemnification and Insurance Specifications. It is very important that you understand that the successful proposer will be required to comply with these requirements and submit a Certificate of Liability Insurance as proof of having the required coverage and indemnification.You will also be required to name each of BASC, the College and the State of New York as additional insuredson theCertificate of Liability Insurance.
4.1.2.Quality Assurance. Include a plan to provide quality assurance with respect to all aspects of the Produce supply operations with descriptions of:
4.1.2.1.The process by which food quality would be addressed for all food provided by your company;
4.1.2.2.Your company’s internal quality assurance program, including samples of any inspection/quality audit forms used as part of any district, regional, or corporate visitations;
4.1.2.3.Follow up procedures for customer complaints;
4.1.2.4.Seller warrants that all food items furnished shall be free from defects and that all food items shall be wholesome and sufficient for the purposes intended.
4.1.2.5.HACCP Program: Include a brief description of your HACCP program. Include information pertaining to your employees training in food safety and the measures you take to ensure that proper temperatures are maintained during the complete delivery process of all food products. The Corporation reserves the right to inspect all incoming products. Products and services not meeting our specifications may be rejected in part or in whole. In the case of rejection it will remain the vendor’s responsibility to provide us with the specified products by 9:00AM the following morning.
4.1.2.6.Product Recalls: Provide a description of your company’s plan in terms of communication to the Corporationand removal of recalled products.
4.1.2.7.Disaster Plan: Provide a description of your company’s disaster plan in terms of maintaining normally scheduled delivery to the Corporation.
4.1.2.8.A plan for ongoing as well as periodic customer service monitoring;
4.1.2.9.Audits: BASC will be performing a minimum of one (1) audit per year. We will audit selected purchases which will include ten to twenty high volume items. These audits will take place at your facility and should last no longer than two (2) hours each. We will confirm specific dates and times two (2) weeks prior to each audit.
4.1.3.Sustainability Program: Include a brief description of your Sustainability Program. The BASC Sustainability program is included with the packet.
4.1.4.Purchase Summary: If your proposal will contain volume-based discounts, we will require a periodic aggregate purchasing summary to include total purchases and dollar volume broken down by commodity category made during BASC’s fiscal year (June 1st to May 31st).
4.1.5.Rebates: BASC relies on rebates from manufacturers to keep the cost of products as low as possible. We require the distributor, on a quarterly basis, to provide a system of identifying any and all forms of income offered from manufacturers for the purpose of lowering the cost of products to BASC Dining Services. This reduction in product cost would then be paid to BASC Dining Services in the form of a rebate check, on a quarterly basis, along with a complete listing of all manufacturers involved. Failure to comply with this requirement may terminate this Prime Supplier agreement.
4.1.6.On-line Capabilities: BASC requires information regarding the availability of on-line ordering and on-line price updates to our CBORD FSS system. If other on-line capabilities are available, include information about them.
4.1.7.Special Orders: Provide your company’s definition of a “Special Order”, as it pertains to orders from BASC including any change in the mark-up percentage, if applicable.
4.1.8.Substitution: Provide your company’s policy in regards to substitution of products when original orders cannot be filled.
4.1.9.Support Services. Describe your company’s resources, systems and plans in each of the following areas:
- Marketing, merchandising and promotions
- Nutrition
- Customer satisfaction
- Other resources, systems and plans you believe will be of value
4.1.10.Value Added Services: Please list and describe any unique programs or services that you feel will enhance your company’s over-all proposal. This may include any topic not already required in our request for proposal.
4.1.11.Additional Information. Provide any other information you believe will be helpful to the Selection Committee in evaluating your proposal
5.MODIFYING YOUR PROPOSAL
You may submit a modified proposal to replace a submitted proposal up until the Proposal Due Date and Time. It is your responsibility to ensure that any modified proposal is clearly marked as such on the outer envelope. Submit your entire proposal again, as modified. We will open only the latest timely submitted proposal.