Q19002083 Warewashing, Laundry, Food Service Chemicals and Service.
General Information
Solicitation Number
Q19002083
Status
Awarded
Department
Health
Division
Adult Mental Health Division
Islands (where the work/delivery is to be performed)
Oahu
Category
Goods and Services
Release Date
06/03/2019
Offer Due Date & Time
06/17/2019 02:00 PM
Description
To provide the Hawaii State Hospital Dietary with warewashing compounds, laundry soap, dishwashing detergents, rinse aid, degreasers, grill cleaners and related food service cleaning and food safety rellated products. This includes dispensers for Dish machines and manual Pot washing. This is to include service of dispensing systems and monthly reports.
Contact Person
Harrington, Nena
Email
nena.harrington@doh.hawaii.gov Phone
808-236-8284
General Comments
Chemicals, Soaps, Warewash Servicing and Maintenance. Responding vendors will be responsible for the monthly monitoring of HSH, Dietary dish/warewash machine, 3 pot sink, and overall chemical & soap requirements. This will include keeping an adequate inventory of chemicals & soaps on hand via regular intervals of inventory evaluation, order processing, and delivery. All service related to repair issues must be communicated to HSH Dietary management as soon as reasonably possible to schedule repairs. Chemicals & Soap requirements are based on past usage data.
Procurement Officer
Anthony J. Fraiola
Attachments
ChemicalProgram2019.doc chemical quote2019.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: Harrington, Nena.
Q19002083 Warewashing, Laundry, Food Service Chemicals and Service.
Line Items
Code Table
General
Quantity
1
Unit of Measure
LOT
Title
Dish Washing Chemical and service
Description
Chemicals, soaps, warewash servicing and maintenance. Responding vendors will be responsible for the monthly monitoring of HSH, Dietary dish/warewash machine, 3 pot sink, and overall chemical & soap requirements. This will included keeping an adequate inventory of chemicals & soaps on hand via regular intervals of inventory evaluation, order processing, and delivery. All service related to repair issues must be communicated to HSH Dietary Management as soon as reasonably possible to schedule repairs. Chemicals & soap requirements are based on past usage data. 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 or reference data, he will be required to furnish brand names, models, etc as specified. Vendor must provide SDS sheets when providing new chemicals.
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: Harrington, Nena.
Q19002083 Warewashing, Laundry, Food Service Chemicals and Service.
Instructions
QUESTIONS ABOUT THIS SOLICITATION : Enter questions about this solicitation in the Question & Answer tab in HIePRO.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 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 islands of Oahu and Kauai, 4.4386% for the island of Hawaii and 4.1666% for the island of Maui. Warewashing product criteria : The compounds shall not be contaminated with toxic amounts of ingredients such
as arsenic, lead, mercury, antimony, or other compounds having deleterious effects.
Packaging : 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.
Cancellation : The Hawaii State Hospital 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.Testing : All samples are subject to tests in the manner and place designated by the Food Service Manager, either priorto 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.Training : Contractor will provide hands on training for each of dish/pots personnel. The training will be reinforced by some of the following aids: point of use instructional signage (bi-lingual), MSDS books and stations, instructional videos and cds and ongoing hands on training.Default : In case of default of the contractor, the Hawaii State Hospital may procure the materials or supplies from other sources and hold the contractor responsible for any excess cost occasioned thereby, provided, that if public necessity requires the use of materials or supplies not conforming to the specifications they may be accepted and payment therefore shall be made at a proper reduction in price. 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.
Installation of all equipment : Contractor must ensure a smooth transition at both the start and end of contract period. 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.Quantity : The annual value and quantities are estimated only based on prior usage; actual purchases may be higher or lower depending on the hospital’s needs.Scope of Service and Work : To provide warewashing compounds, laundry soap, dishwashing detergents, washing, rinse aid and related food service cleaning and food safety chemical products to include dispensers for Dish machines and manual dishwashing. This is to include service of machine dispensers.Terms : This contract will be subject to review throughout its term. The Hawaii State Hospital will consider
Cancellation upon discovery that a vendor is in violation of any portion of the agreement, including an inability by the vendor to provide the products, support, and/or service offered in their response.
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.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.
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. Quality : All products provided under these agreements will be new and unused, unless otherwise stated. factory seconds or remanufactured 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 quality and safety requirements. products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the state. Method of ordering: Pcard credit cards must accepted as the primary form of payment. Invoices are not to exceed $2,500.00.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.Equipment : Contractor must furnish and install at no additional cost current product models of any automatic dispensing equipment needed for the dispensing of products offered. Any equipment shall remain the property of the contractor and it shall remain the responsibility of the contractor to remain and service all dispensing equipment. Contractor will see that the person in charge of each user location will be instructed on operation of equipment and minor adjustments. Dispensing equipment shall meet requirement that will provide minimum exposure to concentrated compounds for the safety and health of users. 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.
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 State Hospital dietary chemical storeroom during normal operating hours 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.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.Labeling : Each container must be labeled substantially in English language and so that information is clear and remains legible. Each label must contain product name and name and address of manufacturer; generic definition of use; instruction on use; appropriate precautions necessary for safe use and handling and antidote information; brand name, lot number, batch number and date of manufacture; list of ingredients and percentages thereof. A material safety data sheet (MSDS) must be furnished to each user. 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.Performace Criteria : Contractor is responsible for setting up initial meeting with the Food Service Manager for installation and training of use of automatic dispensing equipment and product use. Contractor will regularly visit site at a frequency of one-time per month, minimum, with product inventory checks, proactive trouble shooting, written service reports provided, and periodic review with management. Service reports will be required for each visit to a facility. Service will consists of customary warewashing inspections conducted in the industry to include but, not limited to: Booster, Heater, Conveyors, Curtains, Door, Drains, Fill Valve, Final Rinse, Gauges, Jets, Motor, Overflow, Pre-Scrap Hose and valve Pre-wash, Tank Pumps, Rinse Arms, Rinse Valve Switches, Timers ,Titration Levels, Wash Arms, Water Level and Temperatures. A copy will be given to the food supervisor at the facility or a copy sent Via Email to both nena.harrington@doh.hawaii.gov and ronald.nimcheski2@doh.hawaii.gov. Contractor shall have a technical field representative available to assist user with any problem connected with product(s) and/or equipment provided under this contract. A knowledgeable technician within 24-hours of request for service, including weekends, must provide emergency service. Contractor is to provide proper instructional signage around dishwasher, dish sinks and hand sinks where needed. Contractors are to provide quaternary testing strips and chlorine test strips at no additional charge
QUESTIONS ABOUT THIS SOLICITATION : Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.Pricing : All equipment pricing is to include F.O.B. delivery to the Hawaii State Hospital. no request for extra delivery cost will be honored. All equipment shall be delivered assembled, serviced, oiled, and ready for immediate use, unless otherwise requested by the Hawaii State Hospital.RESPONSE TO THIS SOLICITATION : Only responses submitted through HIePRO shall be considered for award.
