Q19000883 Dairy & Juice Products such as Milk, Orange Juice, POG
General Information
Solicitation Number
Q19000883
Status
Awarded
Department
Human Services
Division
Office of Youth Services
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
12/28/2018
Offer Due Date & Time
01/04/2019 02:00 PM
Description
This solicitation is for service and delivery of chilled dairy and juice products for the Hawaii Youth Correctional Facility, Food Services All responding vendors will provide delivery service of milk, other dairy products, and juice a minimum of 2 times per week to the Food Service Refrigeration system. All deliveries will be made no later than 11:30 a.m. All responding vendors should view "Download Instructions for Attachments", under Solicitation Instructions.
Contact Person
Nimcheski, Ronald
Email
rnimcheski@dhs.hawaii.gov Phone
808-266-9528 x.808
General Comments
Procurement Officer
Suzy Kawamoto
Attachments
Milk and dairy bidMilk2019.xls 103D General Conditions.pdf
Download All
Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Nimcheski, Ronald.
Q19000883 Dairy & Juice Products such as Milk, Orange Juice, POG
Line Items
Code Table
General
Quantity
1
Unit of Measure
LOT
Title
Dairy bid
Description
One lot Dairy, Juices, Drinks, Cheese, ice cream and yogurt
Attachments
Print
Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Nimcheski, Ronald.
Q19000883 Dairy & Juice Products such as Milk, Orange Juice, POG
Instructions
Promotional items deeply discounted : Promotional items shall be recently “pulled” items are still wholesome for consumption.
Vendors shall provide HYCF Food service Manager IV weekly/monthly pricing of Promotional Items and quantities
available. Examples would be: Deeply discounted half gallons of flavored Ice cream that are being discontinued at $2.00 per half gallon. Such obvious savings on discounted items may be purchased via this contract with no pre-set prices.TRANS FATS RESTRICTIONS - ALL PRODUCTS : Nutrition labels or manufacturer’s specs must specify zero grams of trans fat per serving (less than 0.5 gram per serving)
except Naturally-occurring trans fat excludes .g., beef, lamb, dairy products
Cancellation : The Hawaii Youth Correctional facility specifically reserves the right to cancel the contract, or any portion thereof, if, in the opinion of its food service Manager, the services or materials supplied by the contractor are not satisfactory or are not consistent with the terms of the contract.Packaging Re-cycle : Consideration may include efforts for reduced packaging, recycled content, and recycle containers. It is desirable that contractor provide service to collect and return packaging and containers to manufacturer for reuse or recycle. Indicate if bottles, jugs, pails, other packaging contains post/pre-consumer recycled content; that labels are printed using vegetables-basked inks or are printed on removable sleeves; that cartons be made from pre/post-consumer recycled product cardboard. It is desirable that contractor include information on recycled content, efforts to reduce packaging, etc.ADDITIONAL FEES AND CHARGES : Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.Hawaii Product selection : When a solicitation contains both HP and non-HP, then for the purpose of selecting the lowest bid or purchase price only, the price offered for a HP item shall be decreased by subtracting ten percent (10%) for the class I or fifteen percent (15%) for the class II HP items offered, respectively. The lowest total offer, taking the preference into consideration, shall be awarded the contract unless the offer provides for additional award criteria. The contract amount of any contract awarded, however, shall be the amount of the price offered, exclusive of the preferences. Should the bid comparison, after taking into consideration the above preferences, result in identical total prices, award shall be made to the bidder offering registered Hawaii products in preference to non-Hawaii products. For evaluation purposes, no preference shall be considered between registered Hawaii products. Change in Availability of Hawaii product. In the event of any change that materially alters the awarded Contractor’s ability to supply Hawaii products, the Contractor shall immediately notify the procurement officer in writing and the parties shall enter into discussions for the purposes of revising the contract or terminating the contract for convenience. Price Adjustments Price of Milk : Contractor shall be responsible for notifying the Food Service Manager IV within five (5) calendar days of any increase or decrease in the price of the Northern California or other U.S.
State Raw Milk Market pricing.
Milk Price Adjustment Formula will be based on the Northern California or other U.S. State
Raw Milk Market:
A = Old Price for Northern California or other U.S. State Raw Milk Market Price Per
Hundred-Weight
B = New Price for Northern California or other U.S. State Raw Milk Market Price Per
Hundred-Weight
C = (B - A) Price Difference Per Hundred-Weight [+/-]
D = C/100 [Price difference in pounds (+/-)]
E = D x 8.6 lbs. [Price difference per gallon (+/-)]
A = $32.43 B = $34.69 C = +$2.26 D = + $0.0226 E = +$0.1944
Unit Cost Increase:
Gallon = E
6 Gallons = 6 x E
Half Gallon = E x 0.5
Quart = E x 0.25
Pint = E x 0.1250
Half Pint = E x 0.0625
Hundred Weight = 100 lbs.
1 Gallon = 8.6 lbs.
Bidder supplied samples : The Food Service Manager reserves the right to request from the bidder/contractor a representative sample(s) of the product offered at any time prior to or after award of a contract. Unless otherwise instructed, samples shall be furnished within the time specified in the request. Untimely submission of a sample may constitute grounds for rejection of bid or cancellation of the contract. Samples must be submitted free of charge and be accompanied by the bidder's name and address, any descriptive literature relating to the product and a statement indicating how and where the sample is to be returned. Where applicable, samples must be properly labeled with the appropriate bid or contract reference. A sample may be held by the Food Service Manager during the entire term of the contract and for a reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period the sample, where feasible, will be returned as instructed by the bidder, at the bidder's expense and risk. Where the bidder has failed to fully instruct the Food Service Manager as to the return of the sample (i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall become the sole property of the receiving entity at the conclusion of the holding period.Quality and Food Safety : All products provided under this RFQ will be new and unused, unless otherwise stated. Factory seconds, distressed, Use by or freeze by dates expired, for export only products, products not in original manufacturer’s container, products re-packaged or re-manufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for food quality and food safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the state regardless of if they were accepted and received by designated receiving personnel.Product Specifications Quality : The following specifications shall be strictly adhered to:
Milk shall be Grade A, homogenized, and pasteurized
Milk shall contain no less than 8.25% non-fat solids, shall have no visible cream
separation, and shall be free from objectionable odor and flavor.
There shall be no added preservatives, neutralizers, or other foreign substances except
Vitamins A & D.
The bacterial count for Grade A milk shall be less than 10,000/ml./gram after
pasteurization.
Milk shall be packed in ½ or 1 gallon plastic containers, or ½ pint cartons, 44-50
cartons per case. The cartons shall be wax-coated or plastic-coated with a top corner
pull out drinking spout. Strings, tapes, or straws are acceptable.
Contractor shall ensure that the temperature of milk is maintained at 45o degrees or
lower at all times.
Grade A Milk for items in listed on Spreadsheet shall have a minimum shelf life of ten (10) days
when delivered to HYCF.
Other dairy products delivered shall have a “shelf life” reasonable to that type of
commodity and whenever possible, the expiration date should be noted on each item. In
the event any products furnished by the Contractor should fail to conform to the
specifications, or if products delivered are received spoiled, stale, damaged or in a
condition not fit for consumption or usage, the State reserves the right to reject such
products. It shall then become the duty of the Contractor to replace such rejected
products immediately and at no expense to the State.
Product substitutions : Product substitutions shall meet the original product specification such as weight, volume, CN Label requirements, country of origin and quality.Delivery : Liability for product delivery remains with the contractor until the product is properly delivered and signed for in accordance with the office of purchasing & contracting terms and conditions. Shipments shall be securely and properly packed, according to accepted commercial practices, without extra charge for packing cases or other containers. Such containers will remain the property of the state unless otherwise stated. Delivered goods that do not conform to the specifications or are not in good condition upon receipt shall be replaced promptly by the contractor. Delivery and unloading of goods will be directly to the Hawaii Youth Correctional facility dietary storeroom during aforementioned "Delivery times" or at other mutually agreed upon times is required .Drivers shall have the product checked in and signed on the invoice by the designated receiver.ADDITIONAL FEES AND CHARGES : Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, fuel surcharge, or any other charges associated with this solicitation in the price submitted.Whole Lot Bid : The Awarded vendor will be awarded the entire lot and must be able to deliver 20% of the products within 3 weeks of award.Price Adjustments on Freight to coincide with milk Price adjustment : 1. Ocean freight price adjustments for Raw milk from California shall be calculated as
follows:
A = Previous $ cost to ship one(1) tanker of milk from mainland D = (C/6250) Increase per gallon
Gallon = D
6 gallons = D x 6
Half Gallon = D x .5
Quart = D x .25
Pint = D x .125
Half Pint = D x .0625
Notes: 1 6250 is the standard amount of gallons that are shipped in one (1)
tanker.
2 Current ocean freight carriers are Matson and Horizon.
3. Price increase/decrease shall be effective at approximately the 15th of the month.
Delivery Instructions : his is a One Lot solicitation. Responding vendors should be aware that they will be required to have all items listed on the attachment milk2018.xlsx, in stock and available for delivery a minimum of 2 times per week. All products are specified. - There will be no substitutions unless agreed to by solicitor. Quantities for the RFQ period are listed on the spreadsheet milk2018.xlsx and the spreadsheet must be completed in its entirety and attached to bid. Any items not taken during the RFQ period will not be the responsibility of the Hawaii Youth Correctional Facility as these are estimated quantities based on fluctuating Ward counts during the RFQ period. Should the awarded vendor run out or be out-of-stock on an item, it is the responsibility of the vendor to substitute an item of equal or higher quality at the quoted price. Responding awarded vendor shall not arbitrarily substitute items "Specified" on the Spreadsheet. A delivery "Window" between 8:00 a.m. to 11:30 a.m. is a requirement for this RFQ. Failure to deliver in the specified "Window" will most certainly be cause for cancellation of the awarded RFQ. Also, See Attachments for required Delivery Instructions and specifications, product specifications and due dates needed Remove Samples : All samples are subject to tests in the manner and place designated by the Food Service Manager, either prior to or after contract award. Unless otherwise stated in the bid specifications, bidder samples consumed or rendered useless by testing will not be returned to the bidder. Testing costs for samples that fails to meet contract requirements may be at the expense of the contractor.Price Adjustments Price Yogurt, flavored yogurt, cottage cheese, grape drink, POG, ice cream : Price Adjustments Price Yogurt, flavored yogurt, cottage cheese, grape drink, Orange Juice, POG, ice cream and Sour cream. Price increase and decrease shall coincide with the cyclic 30 day milk and freight price increase/decreases. HYCF has the right to Cancel line items if the prices are not justified.XLS Spreadsheet : Do not change the file structure or pre-entered cell protected data. Use the notes sections for pack sizes, brands, notes, etc.Invoicing : All invoices are to be certified original using a signature in Blue ink by Contractor. The invoice must be certified prior to receipt of product with the language “I hereby certify that this is an original invoice.” All invoices are to be rendered by the contractor on the vendor's standard billhead and forwarded directly to the institution or agency ordering materials or services and shall specify the address to which payments will be sent.CATALOG BRAND NAME OR MANUFACTURERS REFERENCE OR SPECIFICATION : Any catalog, brand name or manufacturer’s reference or specifications used in the bid request is descriptive not restrictive. It is intended to indicate type and quality desired. Bids on brands of like nature and quality will be considered. If bidding on other than reference specifications, bids must show manufacturer, brand, model, etc. of article offered. If other than brand(s) specified is offered, complete descriptive information of each article being bid should be included with the bid. If bidder takes no exception to specifications of reference data, the bidder will be required to furnish brand names, models, etc. as specified. RESPONSE TO THIS SOLICITATION : Only responses submitted through HIePRO shall be considered for award.Food Quality Temperature As per Chapter 50 HRS : Milk and Dairy Products must be received mat or below 41 degrees Fahrenheit as compliant with Chapter 50 of The Hawaii Health and sanitation requirements.
Minimum Delivery requirements : Minimum Delivery requirements The Hawaii Youth Correctional facility will award this contract one Bidder for entire Lot, therefore, please include your minimum order dollar amount for delivery. The Hawaii Youth Correctional facility may coincide deliveries with other contracts to meet minimum delivery amounts.COMPLIANCE AND DOCUMENTATION : Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER : Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions.
The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.TRANSACTION FEES : The Awarded Vendor shall pay a Transaction Fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount or estimated amount, and Contractor shall be responsible for payment of the fee to Hawaii Information Consortium, LLC (HIC), the vendor administering the HIePRO. Payment must be made to Hawaii Information Consortium, LLC (HIC) within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.QUESTIONS ABOUT THIS SOLICITATION : Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.Enhanced samples : When an approved sample exceeds the minimum specifications, all products delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event of a contractor's default, the Food Service Manager may procure a product substantially equal to the enhanced sample from other sources, charging the contractor for any additional costs incurred. Conformance with sample(s): submission of a sample (whether or not such sample is tested by, or for, the Food Service Manager) and approval thereof shall not relieve the contractor from full compliance with all terms and conditions, performance related and otherwise, specified in the bid specifications. If in the judgment of the Food Service Manager the sample or product submitted is not in accordance with the specifications or testing requirements prescribed in the bid specifications, the Food Service Manager may reject the bid. If an award has been made, the Food Service Manager may cancel the contract at the expense of the contractor.HAWAII GENERAL EXCISE TAX (GET) : Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the island of Oahu and 4.166% for the islands of Maui, Kauai, and Hawaii.Hawaii Products Preferences : In accordance with ACT 175, SLH 2009, the Hawaii products preference is applicable to this solicitation. Hawaii Products [are / may be] available for those items noted in the Bid Proposal Form included in the Solicitation documents. The Hawaii products list is available on the State Procurement Office (SPO) webpage at http://hawaii.gov/spo, click on ‘Procurement of Goods, Services, and Construction-Chapter 103D, HRS’; under ‘Procurement’ click on ‘Preferences’, ‘Hawaii Products’ and select ‘Hawaii Products List’ to view. A bidder offering a Hawaii Product (HP) shall identify the HP on the HP Proposal page(s). Any person desiring a Hawaii product preference shall have the product(s) certified and qualified if not currently on the Hawaii products list, prior to the deadline for receipt of bids specified in the procurement notice and solicitation. The responsibility for certification and qualification shall rest upon the person requesting the preference. Persons desiring to qualify their product(s) not currently on the Hawaii product list shall complete form SPO-38, Certification for Hawaii Product Preference and submit to the Procurement Officer, and provide all additional information required by the Procurement Officer. For each product, one form shall be completed and submitted (i.e. 3 products should have 3 separate forms completed). Form SPO-38 is available on the SPO webpage at http://hawaii.gov/spo under the ‘Quicklinks’ menu; click on ‘Forms for Vendors, Contractors, and Service Providers’. VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.QUANTITIES : Quantities listed herein are estimates for the 6-month period specified. No guarantee to purchase
the exact amount is intended or implied. The State reserves the right to purchase larger or smaller
quantities at the prices quoted in this solicitation. For this reason, vendors are cautioned that
inventory hardships could arise from stocking materials for the State use only. In the event the
estimated requirements do not materialize in the exact quantities listed herein, such failure shall not
constitute grounds for equitable adjustment under this contract.
The Contractor may at his option, request approval from the Procurement officer to terminate
any line item of the contract when accumulated purchases for the line item exceed 125% of the
estimated quantity stated in the bid.
The request to terminate must be in writing to the Procurement Officer and shall include a copy of
the Contractor’s running record of purchases for the line item,transaction date,
and quantity sold. The Food Service manager IV will determine the termination date within ten (10) days
from date of receipt of the request. The Contractor shall honor all orders placed prior to the
effective termination date.VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency. VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
