REQUEST FOR PROPOSAL #EB 09-05
The Board of Public Education for the City of Savannah and the County of Chatham (hereinafter referred to as "the Board") is soliciting sealed proposals for Emergency Bid - National Brand Prepared Pizza as specified in this Request for Proposal (RFP). The successful bidder(s) (hereinafter referred to as "the offeror") shall meet the terms and conditions set forth in this document and all attachments.
I. Standard Terms and Conditions of Proposal
A. Definition
Competitive sealed proposals are being solicited in response to this RFP. The competitive sealed proposal process differs from competitive sealed bidding in two important ways:
1. It permits discussions with competing offerors and changes in their proposal including price; and
2. It allows comparative judgmental evaluations to be made on various criteria ( in addition to cost) for award of the contract.
B. Pricing
No charge will be allowed for those federal, state or local sales and excise taxes where the Board is exempt by state and Federal law. A tax exemption certificate will be furnished by the Board to the successful offeror upon request.
The Board will factor any rebates offered for total dollar volume or quantities ordered over the performance period of this contract in the award of this proposal.
In the event the offeror wishes to provide additional services above and beyond the stated requirements of this proposal at no cost to the Board, these services should be identified and included in the proposal response.
C. Shipping, Delivery, Terms of Payment & Invoicing
All orders shall be shipped F.O.B. Destination to the designated site after receipt of the purchase order. Since the successful offeror(s) will be responsible for all freight expenses, the selection of carrier shall be determined by the offeror.
The successful offeror agrees to reference the following on all shipping documents and invoices:
1.) Purchase Order Number
2.) Serial Number (as applicable)
3.) Part Number/Description/Nomenclature
4.) Quantity Ordered
5.) Quantity Shipped
6.) Site Destination
Failure to ship order in its entirety will prevent payment of your invoices. Per Board policy, backorders will not be accepted. Accordingly, successful offeror(s) should not invoice until one shipment has been made for all items on order.
Offerors shall guarantee delivery of supplies and services in accordance with such delivery schedule as may be provided in the specifications.
The Boards Purchasing Director reserves the right to charge the vendor for each day the supplies or services are not delivered in accordance with the delivery schedule. The per diem charge may be invoked at the discretion of the Boards Purchasing Director and said sum to be taken as liquidated damages and deducted from the final payment, or charged back to the vendor.
All invoices should be mailed to:
Savannah-Chatham Co. Board of Public Education
Attn.: ACCOUNTS PAYABLE
208 Bull Street, Room 119
Savannah, GA 31401
Terms of payment will be 2% 10th Net 40 Days.
D. General Specifications/Scope of Work
Specifications/Scope of Work for items/services to be purchased are detailed in the attached Specifications Sheet "Attachment A" following Section III.
When reference is made in the specifications to manufacturer or brand name, such references are made solely to designate minimum acceptable levels of quality and do not indicate a preference.
In the event an offeror is proposing another manufacturer and/or model number other than stated in the specification, the offeror must provide complete technical information, specifications, manufacturer's name, model number and a complete list of deviations from stated specifications. The burden of proof for documenting equality rests with the offeror. All determinations of the acceptability of an equal or alternate material or equipment shall rest with the Board staff and their decision shall be final.
Proposals on equipment must be on standard, new equipment of the latest model and in current production, unless otherwise specified. Used, reconditioned or refurbished equipment is not acceptable unless otherwise specified.
All regularly manufactured stock electrical items must bear the label of the Underwriters Laboratories, Inc.
Any obvious error or omission in specifications shall not inure to the benefit of the offeror but shall put the offeror on notice to inquire of or identify the same from the Board.
E. Discontinuation of Equipment
In the event items requested are discontinued by the manufacturer, offeror shall substitute an equivalent replacement item from the same manufacturer at equal or lower pricing. Offeror shall advise of any anticipated discontinuations. Proposed replacement equipment must be submitted for review and approval prior to completion of any substitution.
F Submittal of Objections
Objections from offerors to this Request for Proposal and/or these specifications should be brought to the attention of the Board, Director of Purchasing. The offeror should submit any objections in writing not less than (5) days prior to the opening of the proposal. The objections contemplated may pertain to form and/or substance of the RFP documents and specifications. Failure to object in accordance with this procedure will constitute a waiver on the part of the offeror to protest this Request for Proposal.
G. RFP Interpretations/Addenda
If any questions should arise pertaining to the RFP documents, the offeror may mail or fax a written request for interpretation to:
Savannah-Chatham Board of Public Education
Attn.: Carole Richard
Buyer
208 Bull Street, Room 213
Savannah, GA 31401
Fax No.: (912)201-7648
Any interpretation of documents shall be made by addendum to the RFP. Copy of such addenda will mailed or faxed to each offeror receiving a set of documents. All requests for interpretation must be submitted on or before the close of business, 04:30:00 PM on August 6, 2008. The Board shall not be responsible for any other explanation of questions submitted after this date. The Board shall mail, fax, or contact offeror for pickup of any addenda prior to the close of business on August 8, 2008.
Any addenda issued during the time of the RFP shall be covered in submitted proposals, and in closing the contract shall become a part thereof.
H. Failure to Respond
If a proposal is not to be submitted but the offeror wishes to remain on the Board's list of offerors, the offeror should complete and return the Certification /M/FBD Program Information document found in this packet marked No Response.
I. Receipt & Registration of Proposals
Proposals and modifications shall be time-stamped upon receipt. Proposals shall not be opened publicly but shall be opened in the presence of two or more Purchasing officials. Proposals and modifications shall be shown only to Board personnel having a legitimate interest. Only after award of the contract shall proposals be open to public inspection.
J. Errors in Proposals
Offerors or their authorized representatives are expected to fully inform themselves as to conditions, requirements, and specifications before submitting proposals. Failure to do so will be at the offeror's own risk. The offeror may withdraw a proposal prior to the proposal opening date and time by requesting to do so in writing.
K. Standards of Acceptance of Proposal for Contract Award
The Board reserves the right to reject any and all proposals and to waive any irregularities or technicalities in proposals received whenever such rejection or waiver is in the best interest of the Board. The Board has the right to disqualify a proposal of any offeror as being unresponsive when such offeror cannot document its ability to deliver requested services or when investigation show it is not in a position to perform the contract.
L. Compliance With Laws
The offeror shall obtain and maintain all licenses, permits, liability insurance, workman's compensation insurance and comply with any and all other standards or regulations required by Federal, State, or County statutes, ordinances and rules during the performance of any contract between the Board and the offeror. Any such requirement specifically set forth in any contract document between the offeror and the Board shall be supplementary to this section and not in substitution thereof.
M. Indemnity Provisions
Where offeror is required to enter or go onto property to provide services or gather information, the offeror shall be liable for any injury (including death), damage or loss occasioned by negligence of the offeror, his agent, or any person the offeror has designated to visit Board property and shall indemnify and hold harmless the Board, its officers, employees, agents and volunteers from any liability arising therefrom.
N. Cancellation/Default of Contract
In the event the successful offeror, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor. The cancellation shall become effective on the date as specified in the notice of cancellation sent to the contractor. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.
O. Certification of Independent Price Determination
By submission of this proposal, the offeror certifies, and in the case of a joint proposal each party thereto certifies as to its own organization, that in connection with this Request for Proposal:
1. The pricing structure in this proposal has been arrived at independently, without consultation, communication, or agreement, for the purpose of restricting competition, as to any matter relating to such prices with any other offeror or with any competitor;
2. The pricing structure which has been quoted in this proposal has not been knowingly disclosed by the offeror and will not knowingly be disclosed by the offeror prior to opening, directly or indirectly to any other offeror or to any competitor; and
3. No attempt has been made or will be made by the offeror to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.
P. Minority/Female Business Development Program
It is Board policy to improve opportunities for minority/ female business enterprises (M/FBD) to participate competitively in proposals for materials and supplies, and professional services. Participation goals are established each fiscal year and are currently at 10% for African American and 5% for Female business enterprises.
All bidders must read and complete all documents included in Attachment C with all pertinent Exhibits.
Q. Responsive Offeror Criteria
* Availability of Products/ Services
* Warranties/Guarantees
* Ability to Meet Equipment Specifications/Proposal Conditions
* Documented Quality of Product and Manufacturer
* Service and Support Capability
R. Qualification of Offeror
A responsible offeror is defined as one who meets, or by the date of the proposal acceptance can meet, all requirements for licensing, insurance, and service contained within this Request for Proposal. The Board has the right to require any or all offerors to submit documentation of the ability to perform, provide, or carry out the service requested.
S. Proposal Discussion with Individual Offerors
Discussion may be held with offerors submitting proposals acceptable or potentially acceptable. The purpose of the discussions are:
1. Promote understanding of the Boards requirements and the offerors proposals; and
2. Facilitate arriving at a contract most advantageous to the Board taking into consideration price and other evaluation factors set forth in the RFP.
T. Compliance with Specification/Terms and Conditions
The Request for Proposal, Legal Advertisement, General Terms and Conditions, Proposal Submittal Instructions, Special Terms and Conditions, Specifications, Attachments, Vendor's Response, any addenda, and/or any other pertinent documents form a part of the offeror's proposal and by reference are made a part hereof.
U. Award of Contract
The contract, if awarded, will be awarded by means of a two- step process as described in Attachment A Specifications for National Brand Prepared Pizza ..
Product quality, service issues and other factors stipulated above in Condition O must be met to the satisfaction of the Board for a proposal to be considered responsive. Moreover, the Board will award the contract to the next most qualified offeror if the selected offeror is unable to execute a contract and provide delivery within the time parameters specified in this RFP.
In the case of a tie of more than three offerors at the conclusion of the first step, the top three offerors will be determined by the following criteria:
1. Savannah-Chatham County Minority/Female Business Enterprise
2. Savannah-Chatham County Vendor
3. Metropolitan Statistical Area Vendor
4. Georgia Vendor
If proposals remained tied, then award will be made by means of a public coin flip performed by the buyer and witnessed by one other Board employee and all interested parties.
Any contract resulting from the acceptance of a proposal shall contain, at a minimum, all applicable provisions of this Request for Proposal.
At its option, the Board may take either of the following actions in order to form an agreement between the Board and the selected offeror:
1. Accept a proposal by issuing a written Notice of Award to the selected offeror, which incorporates the proposal documents by reference and accepts all or selected portions of the offerors proposal. This Notice of Award will represent a contractual obligation, and will be executed by both the Board and the selected offeror.
2. Enter into negotiations in an effort to reach a mutually satisfactory agreement entitled Memorandum of Agreement for Office Supplies, which represents a contractual obligation and will be executed by both the Board and the selected offeror. This agreement will be based on proposal documents, the submitted proposal and the associated negotiations.
V. Vendor Performance
The successful offeror(s) will be evaluated by the Board over the duration of the contract period. Performance will be documented. Poor performance may result in the vendor being disqualified on future proposals.
W. Signed Proposal Considered Offer
The signed proposal shall be considered an offer on the part of the offeror, and shall be deemed accepted upon approval by the Board. In case of a default on the part of the offeror after such acceptance, the Board may take such action as it deems appropriate, including legal action for damages or lack of required performance.
X. Public Information
It is the policy of the Board that at the conclusion of the selection process, the contents of all proposals will be placed in the public domain and be open to inspection by interested parties. Trade secrets or proprietary information that are recognized as such and are protected by law may be withheld, if clearly identified as such in the proposal. Failure to list all proprietary sections of the submitted proposal shall relieve the Board from any responsibility should such information be viewed by the public, a competitor, or be in any way accidentally released.
II. Proposal Submittal Instructions
All proposals must be prepared in the standard format described below in order to facilitate comparison and evaluation. Failure to follow the format or to address an area adequately may cause the proposal to be deemed unresponsive and therefore, be excluded from consideration. Any proposed deviation from the requested item must be noted and fully explained.
A. Completion of Certification Form & M/FBD Program Information Form
1. Complete the attached Certification Form. Include a contact person for this proposal with a phone number where that person may be reached. Include this form as the first page of the submittal.
The offeror is required to provide references, including phone number and contact person, of at least three firms for whom similar items or services have been supplied.
2. Complete the M/FBD Information Form with pertinent information for minority/female/majority designation.
3. Complete the Where Did You Hear About This Proposal section. This information is for statistical use only.
4. Complete all pertinent documents within Attachment C.
B. Completion of Proposal Submittal Form
For each item listed on the Proposal Submittal Form, complete with the requested information.
C. Proposal Preparation and Submittal
All proposals shall be:
* Typewritten or legibly printed in ink and signed by an authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. ALL SIGNATURE SPACES MUST BE SIGNED. Facsimile, printed, copied or typewritten signatures are not acceptable.
* Submitted in the provided manila envelope, which is plainly marked with the proposal number and title, and date and time of proposal opening. If proposal materials require additional envelopes, then the proposal package must be combined together with the special envelope on top.
* Submitted on proposal forms as included in this RFP and in accordance with instructions stated above.
* Mailed or delivered in sufficient time to ensure receipt by the Purchasing Director prior to the Public Proposal Opening date and time. Whether sent by mail or by means of personal delivery, the offeror assumes the risk for having the proposal deposited on time and at the place specified on the first page of this RFP. Late proposals will be returned unopened to the offeror.
* Proposals submitted by facsimile transmission will not be accepted.
* Considered an irrevocable offer for a period of sixty (60) days from the date of public proposal opening.
Offerors are encouraged to review carefully all provisions and attachments of this document prior to submission. Each proposal constitutes an offer and may not be withdrawn except as provided herein.
Offerors shall provide two (2) copy(s) of submitted proposal proposals containing all pertinent documentation. The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the proposal.
III. Special Terms and Conditions
The offeror agrees that the Board shall have the right to place purchase orders referencing EB 09-05 for quantities of listed items as the Board may require. The projected requirements are subject to increase or decrease contingent upon the availability of state and federal grants and local funding. The Board will award this contract on an "all or nothing" basis or an item by item basis based on the best interest of the Board.
A. Pricing
The offerors shall provide a unit price for each item on this RFP which will remain valid throughout the stipulated performance period or until delivery is completed. Price shall include the items as specified. If so stated in the bid specifications, the Board may request an option to renew the contract at the bid prices for a specified time period.
OR
The bidder shall provide a lump sum price totaling all items on this RFP.
B. Samples/Demonstrations
The Board reserves the right to request samples after proposals are opened and before the award is made. Samples, when requested must be submitted in accordance with instructions. Samples must be furnished free of charge and if not destroyed during testing will, upon request be returned at the offerors expense. A call tag must be furnished and all shipping costs shall be at the offeror's expense. Each individual sample must be labeled with the offerors name and manufacturers brand name and part/model number.
C. Warranty
The offeror shall guarantee the products to be free of defects of material and/or workmanship for a period of at least one (1) year from the date of delivery. Any additional warranty offered by the offeror should be so stipulated in the proposal documents. If, during the warranty period, such faults develop, the successful offeror agrees to replace the unit or part affected without cost to the Board.
Year 2000 Compliant (and Enablement) Warranty
The vendor warrants that all software, firmware and hardware product(s) delivered to The Savannah-Chatham County Board of Public Education under this agreement, and which is used in accordance with the product documentation provided by the vendor, shall be 4-digit, year 2000 Compliant (or approved enabled). All products shall accurately process all date-change data from start to finish, including, but not limited to, twentieth, twenty-first centuries and leap year calculations.
Any product provided under this agreement discovered not to be compliant after acceptance shall be corrected by the vendor at NO COST to The Savannah-Chatham County Board of Public Education. Failure to correct the deficiency shall subject the vendor to default action.
The vendor shall be responsible for correcting any product (s) (e.g. hardware, software, or firmware) which were not provided under this agreement or for correcting any previously owned Savannah-Chatham County Board of Public Education products that are used in combination with the vendor's product(s); however, if this solicitation identifies any product or sources of data to be used in combination with the product(s) delivered under the resulting agreement, the contractor shall be responsible for providing all necessary interface(s) or other appropriate means for assuring that date data output from such other product(s) or source(s) is automatically corrected before being processed by the product(s) or system provided under this agreement.
CERTIFICATION FORM
BOARD OF PUBLIC EDUCATION
FOR THE CITY OF SAVANNAH AND THE COUNTY OF CHATHAM
RFP #EB 09-05
The undersigned offeror certifies that he/she has carefully read the preceding list of instructions to offerors and all other data applicable hereto and made a part of this Request for Proposal; and further certifies that the proposal submitted is in accordance with all documents contained in this request for Proposal package, and that any exception taken thereto may disqualify his/her proposal.
This is to certify that I, the undersigned bidder, have read the instructions to bidder and agree to be bound by the provisions of the same.
This __________ day of _________, 20 ______. By ____________________________________
Name (printed)
____________________________________ ________________________________________
Title Signature
______________________________________________________________________________
Company
______________________________________________________________________________
Address (Street. City, State , Zip)
____________________________________ ________________________________________
Phone No. Fax No.
____________________________________
Federal Taxpayer I.D. No.
____________________________________ ________________________________________
Contact Person for This Bid Phone Number
REFERENCES OF AT LEAST THREE ORGANIZATIONS SUPPLIED WITH SIMILAR ITEMS:
1. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
2. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
3. Company Name:___________________________________________________________
Contact Person: ___________________________________________________________
Phone Number: ________________________ Fax Number: _______________________
Acknowledge Receipt of Addendum(s) #______ #______#______
MINORITY/FEMALE BUSINESS DEVELOPMENT PROGRAM
The Savannah-Chatham County Board of Education has established goals to increase participation of minority and female owned businesses. In order to accurately document participation, businesses submitting bids or proposals are encouraged to report ownership status. A minority or female business is defined as a business with 51% or greater minority or female ownership. Please check ownership status as applicable:
__ African-American
__ Asian American
__ Hispanic
__ Native American or Alaskan Indian
__ Female
__ Majority
HOW DID YOU HEAR ABOUT THIS PROPOSAL?
(This information is for statistical use only)
__ Savannah News Press Legal Ad
__ Received Proposal Request By Mail
__ Visiting the Purchasing Office
__ The Herald Legal Ad
__ M/FBD Office Notification
__ Other _____________________
DISCLOSURE OF RESPONSIBILITY STATEMENT
- List any convictions of any person, subsidiary, or affiliate of the company, arising out of obtaining, or atttempting to obtain a public or private contract of subcontract, or in the performance of such contract or subcontract.
- List any convictions of any person, subsidiary, or affiliate of this company for offenses such as embezzlement, theft, fraudulent schemes, etc. or any other offenses indicating a lack of business integrity or business honesty which affect the responsibility of the contractor. List any convictions or civil judgments under state or federal antitrust statutes.
- List any violations of contract provisions such as knowingly (without good cause) to perform, or unsatisfactory performance, in accordance with the specifications of a contract.
- List any prior suspensions or debarments by any government agency.
- List any contracts not completed on time.
- List any penalties imposed for time delays and/or quality of material and workmanship.
- List any documented violations of federal or state labor laws, regulations, or standards, occupational safety and health rules.
I, ______________________________________________________,
Name of Individual Title & Authority
Of _____________________________________________________
Company Name
declare under oath that the above statements, including any supplemental responses attached hereto, are true.
_______________________________________________
Signature
State of _________________________________________
County of ________________________________________
Subscribed and sworn to before me on this _____ day of _____ 20_____ by representing him/herself to be of the company named herein.
CONTRACTING AFFIDAVIT AND AGREEMENT
By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13-10-91, stating affirmatively that the individual, firm, or corporation which is contracting with Savannah-Chatham County Public Schools has registered with and is participating in a federal work authorization program (any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration reform and Control Act of 1986 (IRCA), P.L. 99-603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10-91.
By initialing in the appropriate space below, the contractor indicates the applicable deadline as established in O.C.G.A. 13-10-91:
| On or after July 1, 2007, to public employers, contractors, or subcontractors of 500 or more employees; |
| On or after July 1, 2008, to public employers, contractors, or subcontractors of 100 or more employees; |
| On or after July 1, 2009 to all other public employers, their contractors, or subcontractors. |
The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with Savannah-Chatham County Public Schools, contract will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the Savannah-Chatham County Public Schools at the time the subcontractor(s) is retained to perform such service.
_______________________________________________
BY: Authorized Officer or Agent
(Contractor Name) | __________________
Date |
_______________________________________________
Title of Authorized Officer or Agent of Contractor | |
_______________________________________________
Printed Name of Authorized Officer or Agent | |
SUBSCRIBED AND SWORN
BEFORE ME ON THIS THE
_____DAY OF_______________________, 200__
_________________________________________
Notary Public
My Commission Expires:___________________
PROPOSER SUBMITTAL FORM
RFP #EB 09-05
Savannah Chatham County Board of Education
School Nutrition Program
PROPOSAL SIGNATURE AND CERTIFICATION
(Bidder must sign and return with bid)
I certify that this bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting a bid for the same materials, supplies or equipment, and is in all respects fair and without collusion or fraud. I understand collusive bidding is a violation of State and Federal Law and can result in fines, prison sentences and civil damage awards. I agree to abide by all conditions of this and certify that I am authorized to sign this bid for the bidder. I further certify that the provisions of the Official Code of Georgia Annotated Sections 45-10-20 through 45-10-25 have not been violated and will not be violated any respect.
_____________________________________________
Sworn to and subscribed before me
This _________day of ____________________, _____________.
NOTARY PUBLIC
My Commission Expires:
Supplemental Terms and Conditions
Compliance with Federal Safety Acts:
Contractor warrants and guarantees to the State that the goods provided under the Contract are in compliance with Sections 5 and 12 of the Federal Trade Commission Act; the Fair Packaging and Labeling Act; the Federal Food ,Drug and Cosmetic Act; the Consumer Product Safety Act; the Federal Environmental Pesticide Control Act; the Federal Hazardous Substances Act; the Fair Labor Standards Act; the Wool Products Labeling Act; the Flammable Fabrics Acts; the Occupational Safety and Health Act; the Office of Management and Budget Act-110 Appendix A; and the Anti-Kickback Act of 1986.
Non-Exclusive Rights
The contract is not exclusive. The District reserves the right to select other vendors to provide goods and services similar to goods and services described herein.
Delay of payment due to Contractors failure:
If the Board in good faith determines that the Contractor has failed to perform or deliver any service or product as required by the Contract, the Contractor shall not be entitled to any compensation under the Contract until such service or product is performed or delivered. In this event, the Board may withhold that portion of the Contractors compensation which represents payment for services or products that were not performed or delivered.
Samples/Demonstrations
The Board reserves the right to request samples after proposals are opened and before the award is made. Samples, when requested must be submitted in accordance with instructions. Samples must be furnished free of charge and if not destroyed during testing will, upon request be returned at the offerors expense. A call tag must be furnished and all shipping costs shall be at the offeror's expense. Each individual sample must be labeled with the offerors name and manufacturers brand name and part/model number.
Ambiguity, Conflict, or other errors in bid:
If an Offeror discovers any ambiguity, conflict, discrepancy, omission or other error in the ITB, it shall immediately notify the Purchasing Director of such error in writing and request modification of the document. Modifications shall be made by issuing an amendment and shall be given by written notice to all parties who have received this ITB from the Savannah-Chatham County Public School System's Purchasing Department.
The Offeror is responsible for clarifying any ambiguity, conflict, discrepancy, omission or other error in the ITB prior to submitting the proposal or is shall be deemed waived. The Board of Education will not be responsible for any oral instructions. All addenda shall be acknowledged by the offeror(s).
Cancellation/Default of Contract
In the event the successful offeror, through any cause, should fail to fulfill the agreed upon obligations in an effective and timely manner, the Board shall have the right to terminate its contract by specifying the date of termination in a written notice to the selected vendor. The cancellation shall become effective on the date as specified in the notice of cancellation sent to the contractor. The Board also reserves the right to procure the articles or services from other sources and hold the defaulting vendor responsible for any excess cost incurred.
Termination for cause/default:
In case of failure to deliver the material or services in accordance with the contract terms and conditions, the Board, after due oral or written notice, may procure them from other sources and hold the Offeror(s) responsible for any resulting additional purchase and administrative costs. This remedy shall be in addition to any other remedies which the Board may have.
Specifically, if, through any cause, the Offeror(s) shall fail to fulfill in a timely and proper manner their obligations under this contract, or if the Offeror violate any of the covenants, agreements, or stipulations of this contract, the Board shall thereupon have the right to terminate, specifying the effective date thereof, at least five (5) days before the effective date of such termination.
Notwithstanding the above, the Offeror shall not be relieved of liability to the Board for damages sustained by the Board by virtue of any breach of contract by the Offeror. The Board may withhold any payments to the Offeror for the purpose of set off until such time as the exact amount of damages due to the Board from the vendor is determined.
Termination for convenience:
The Board reserves the right to cancel and terminate any resulting contract, in part or in whole, without penalty, whenever the Director of Purchasing determines that such a termination is in the best interest of the Board. Any such termination shall be effected by delivery to the vendor, at least ten (10) working days prior to the termination date, a Notice of Termination specifying to the extent to which performance shall be terminated and date upon which such termination becomes effective.
After receipt of a notice of termination, the vendor must stop all work or deliveries under the purchase order/contract on the date and to the extent specified; however, any contract termination notice shall not relieve the vendor obligation to deliver and/or perform on all outstanding orders issued prior to the effective date of termination. All equitable adjustment in the contract price shall be made for complete service, but no amount shall be allowed for anticipated profit on unperformed services.
Drug-Free Workplace
A. If Contractor is an individual, he or she hereby certifies that he or she will not engage in the unlawful manufacture, sale, distribution, dispensation, possession, or use of a controlled substance or marijuana during the performance of this Contract.
B. If Contractor is an entity other than an individual, it hereby certifies that:
(1) A drug-free workplace will be provided for the Contractor's employees during the performance of this Contract; and
(2) It will secure from any subcontractor hired to work in a drug-free workplace the following written certification: "As part of the subcontracting agreement with (Contractor's Name), (Subcontractor's Name), certifies to the Contractor that a drug-free workplace will be provided for the subcontractor's employees during the performance of this Contract pursuant to paragraph 7 of subsection B of Code Section 50-24-3."
C. Contractor may be suspended, terminated, or debarred if it is determined that:
ATTACHMENT "A"
SPECIFICATIONS
RFP #EB 09-05
Emergency Bid - National Brand Prepared Pizza
All bid postings on this web site are not intended to be official. This information is provided as a public service. Any information presented here is subject to revisions at any time and is reproduced from official documents of the Purchasing Department. In case of errors and/or omissions you are advised to contact the Purchasing Department for the current status of any bid posting. All bids and RFP's submitted to the Purchasing Department must be clearly marked with the Bid/Proposal name and number on the outside of the document.
SAVANNAH CHATHAM COUNTY PUBLIC SCHOOL SYSTEM (SCCPSS) - SCHOOL NUTRITION PROGRAM (SNP)
REQUEST FOR PROPOSAL (RFP)
FOR 2008-2009 SCHOOL YEAR
The School Nutrition Program seeks a National Brand Pizza to be delivered ready to serve to designated schools in Savannah-Chatham County for the 2008-2009 school year. Students have requested a pizza that is recognized nationally. The definition for national brand pizza is: A pizza featured in television commercials nationwide has chain stores throughout the U.S., and one that the majority of Savannah-Chatham County student customers recognize as popular.
Pizza will be sold at the eight area high schools and one alternative school site in the district. The successful bidder is required to contact each site by August 28, 2008 to discuss deliveries and totals. Predicting pizza sales during the first month of school is a difficult challenge. The successful bidder will not charge the School Nutrition Program for pizzas not consumed by student customers until Monday, September 26, 2008.
The successful bidder is required to provide incentives for the School Nutrition Program. The successful bidder incentives is required to delivered to the School Nutrition Program office located at 208 Bull Street, Room 308, Savannah, Georgia 31401.
The following incentives are requested and shall be delivered to the SNP office no later than January 16, 2009:
- 350 - $10 gift certificates for Barnes and Noble or Books-A--Million
- 600 movie passes per year
- Develop an annual 2 for 1 promotion February 2009
- 8- $800.00 scholarships per year (1 per high school need by 4-17-09)
The School Nutrition Program designees are required to be on site at every high school during the scholarship delivery process. This is a part of the programs marketing strategy.
The School Nutrition Program Director/Coordinators will determine the distribution of the incentives to each area high school.The School Nutrition Program has the discretion to request additional sites for pizza delivery. A two-week notice will be provided to the successful bidder for additional pizza delivery sites.
The successful bidder is required to a nutritional analysis of each variety of pizza delivered. The program has the option to obtain an independent nutritional analysis on the pizzas. The bidder will be responsible to pay for the second set of analyses if the nutritional information is not accurate.
The School Nutrition Program has the right to conduct random inspections of the preparation sites and/or vehicles transporting pizzas to the school district. Unacceptable conditions may result in termination of the RFP.
The following list represents the average number of pizza purchased per day and the SY 2008-2009 delivery times to each High School.
High School Pizza per Day *Delivery Times
1. Johnson 47 Pepperoni 10:40 am , am, 12:15 pm
2. +Savannah Arts Academy 10 Pepperoni 11:00 am
3. Windsor High 1 Cheese
40.5 Pepperoni 10:40 am, 11:30 am
1 Vegetarian
4. Savannah High 25-30 Pepperoni 10:15 am, 11:15 am
5. Groves High 30 Pepperoni 10:30 am
6. Jenkins High 40 Pepperoni 10:25 am, 11:00 am, 11:30 am
7. Beach High 65 Pepperoni 9:30 am, 10:30 am, 12:00 pm
8. * Scott Alternative Site 10 Pepperoni 10:30 am, 11:30 am
9. Woodville/Tompkins 20 Pepperoni 10:30 am, 11:30 am
*Delivery times may vary for the 2008-2009 SY
+Savannah Arts Academy invoices will be submitted to Woodville/Tompkins High School but the pizzas will be delivered to Savannah Arts Academy.
*Scott Alternative School Site invoices will be submitted to Woodville/Tompkins High School but the pizzas will be delivered to Scott Alternative Site
HIGH SCHOOL NUMBERS:
1. Beach High School (912) 201-5332
2. Groves High School (912) 965-2558
3. Jenkins High School (912) 303-6305
4. Johnson High School (912) 303-6403
5. Savannah Arts Academy (912) 201-4155
6. Savannah High School (912) 201-5052
7. Windsor Forest High School (912) 961-3405
8. Scott Alternative School (912) 965-6866
9. Woodville/Tompkins (912) 965-6767
PRODUCT SPECIFICATIONS:
Dough (increase the fiber in the dough):
must contain enriched high protein whole grain flour/whole wheat crust, water, sugar, salt, polyunsaturated oil, and yeast. Weight of the dough should not exceed 29 ounces per pie, or no more than 4.8 ounces per slice.
Sauce:
must contain California tomatoes. The pie should not contain more than 10 ounces of sauce per pie, or no more than 1.6 ounces per slice.
Skim Milk Cheese:
100% no fillers, imitation or blends. Weight of the cheese should not exceed 12 ounces per pie, or no more than 2 ounces per slice (cut by 6 pieces).
Meat:
use reduced fat pepperoni or turkey based pepperoni, or extra leanground beef or lean cooked chicken breast strips. Fat content of cooked extra lean ground meat should not exceed 10%. Weight of the cooked meat should not exceed more than 7 ounces of cooked meat, or no more than 1.1 ounce cooked meat per slice.
Vegetables:
use mushrooms, onions (red, white and/or yellow), bell peppers (green, yellow and/or red); black olives, broccoli and spinach.
The seasoning MSG will not be accepted in any form in the pizza and (documentation is required).
Each slice of pizza must contain 2oz bread/grains and 2oz meat-meat alternate and 1/8 cup vegetable on the vegetarian pizza.
CUT PIZZA INTO 6 SLICES PER PIE.
PRODUCT VARIETY:
Whole Pie
16 Cheese Pizza Pie
16 Pepperoni Pizza Pie
16 Ground Beef Pizza Pie
16 Vegetarian Pizza Pie
16 Chicken Pizza Pie
INDIVIDUAL SLICE
1/6 Cheese Pizza Slice
1/6 Pepperoni Pizza Slice
1/6 Ground Beef Pizza Slice
1/6 Vegetarian Pizza Slice
1/6 Chicken Pizza Slice
PRODUCT DELIVERY SCHEDULE:
The successful bidder is required to contact each School Nutrition Manager to establish a pizza delivery schedules based on the number and time of each schools lunch period(s). Additional pizzas shall not be delivered for use by School Nutrition Program staff without the consent of the School Nutrition Director or Coordinators.
PRODUCT DELIVERY TEMPERATURE:
Pizzas must be delivered at each site in clean containers that will maintain the delivery temperature of 160 degrees or above.
TASTE TESTING REQUIREMENTS:
A taste test will be part of the RFP decision making process. All bidders must be prepared to provide samples of the exact specified pizza within two days of notification that samples are necessary.The School Nutrition Director or Coordinators has the right to request samples during the length of the RFP.
PERFORMANCE PERIOD:
This RFP will establish a contract period for the 2008-2009 school year; September 2, 2008 through August 31, 2009.
The Board reserves the right to renew the proposed contract for up to two additional one year school years periods provided that all price, terms and conditions remain unchanged and all parties agree to the contract extension.
EVALUATION CRITERIA:
The Districts decision will be based on the evaluation of several factors including but not limited to the following:
1. Mandatory requirements
2. Rated requirements
2. Competitive Pricing
Evaluation of RFP Proposals
Proposals will be reviewed by the District and evaluated in the manner set forth herein.
A. Mandatory requirements:
1) Forms/Certifications:
The Offeror must complete and sign all forms and certifications of this RFP.
2) Health Inspection Score:
The Offeror must provide, at the time of submittal of his proposal, a copy of the most recent health department inspection report for each preparation site. The minimum score required on this report should be 100% or A.
A copy of a recent report may be requested at anytime time during the school year.
3) Corporate Identity of Offeror: Offeror shall provide the following information:
- Offerors headquarters;
- Nearest office;
- Applicable telephone and facsimile numbers; and
- Any other pertinent information relative to the size and organizational structure of the company.
Please provide the hours of operation for both weekdays and weekends. State the number of years the firm has been in business.
Only those meeting all mandatory requirements will be deemed as responsive and will move to the next stage, the evaluation of the service qualifications in a form of rated requirements.
B. Rated Requirements (Service specifications):
Offerors will be evaluated on the following rated requirements on a score of 100 points..
1. Ability to provide product per specifications 25%
The Offeror is to provide a complete list of the brands/manufacturers of the ingredients that will be used in the making of pizza.
The Offeror is also required to provide the following information:
The Offeror will identify if he is already providing the requested dough to the general public or other clients?
If yes, please give details as to who you provide this dough to and if not, how will the offeror guarantee this dough to SCCPSS?
2.. Taste and Appearance 25%
The pizza will be tasted by employees of SCCPSS and kids.
Points will be allocated for:
- sauce
- freshness of ingredients and pizza
- texture of the pizza
- appearance (i.e. greasy)
3. Ability to offer incentives 20%
The bidder will be awarded full points if he meets all incentives.
The bidder will be awarded half the points if they do not meet all incentives
The bidder will be awarded no points if they offer less than 1/2 the incentives.
4. Delivery Capabilities 25%
Please describe in detail how you propose to deliver all pizzas and how you will manage this delivery schedule.
5. References/experience 5%
Please complete form that requested you provide 3 references to demonstrate your experience for similar requests.
Selection of successful Offeror:
Proposals are evaluated on the basis of:
1- Meeting all mandatory requirement
2- Score on the rated criteria's (Service specifications); and
3- Financial proposal (to be sent under separate cover)
Proposals from responsible offerors that are deemed responsive as meeting all mandatory requirements and rated requirements will then proceed to the final stage of the evaluation. These will be evaluated on the combination of rated requirements identified above and price.
The total score of the rated criteria will be divided by the total of the price proposal which will determine the cost per point criteria.. The rank each proposal received in both categories, Rated requirements (Service Specifications) and Financial Proposal, will be compiled with the lowest cost per point result earning the highest ranking and will be considered for award.
PROPOSAL SUBMITTAL INSTRUCTIONS:
One (1) original unbound copy and two (2) copies of the proposal shall be submitted to the Board . Proposals must be submitted on 8 1/2" x 11" paper, and prepared simply and concisely.
Elaborate artwork, expensive paper, bindings, visual, and other presentation aids are not required. Proposals should be as thorough and detailed as possible so that the Board may properly evaluate the Offeror's capabilities to provide the required services. The Board assumes no responsibility or obligation to respondents and will make no payment for any costs associated with the preparation or submission of the proposal.
All proposals shall be:
1) Typewritten or legibly printed in ink and signed by an authorized representative, with all erasures or corrections initialed and dated by the official signing the proposal. ALL SIGNATURE SPACES MUST BE SIGNED. Facsimile, printed, copied or typewritten signatures are not acceptable.
2) Submitted in the provided manila envelope, which is plainly marked with the proposal number and title, and date and time of proposal opening. If proposal materials require additional envelopes, then the proposal package must be combined together with the special envelope on top.
3) Submitted on proposal forms as included in this RFP and in accordance with instructions stated above.
4) Mailed or delivered in sufficient time to ensure receipt by the Purchasing Director prior to the Public Proposal Opening date and time. Whether sent by mail or by means of personal delivery, the offeror assumes the risk for having the proposal deposited on time and at the place specified on the first page of this RFP. Late proposals will be returned unopened to the offeror.
5) Proposals submitted by facsimile transmission will not be accepted.
6) Considered an irrevocable offer for a period of sixty (60) days from the date of public proposal opening.
Offerors are encouraged to review carefully all provisions and attachments of this document prior to submission.
Each proposal constitutes an offer and may not be withdrawn except as provided herein.
The financial proposal shall be submitted in a separate envelope MARKED "FEE PROPOSAL RFP.
No other distribution of the proposal shall be made by the Offeror. Proposal may be rejected if it shows any omissions, alterations of the form, additions not called for in the Proposal, or irregularities of any kind.
Any proposed deviation from the requested item must be noted and fully explained.
FEE PROPOSAL (TO BE SUBMITTED UNDER SEPARATE COVER)
The bidder is requested to provide the following prices:
16" Cheese Pizza | 16" Pepperoni | 16" Vegetarian | |
| $______________/each | $_______________/each | $_______________/each | Total $___________ (all 3 pizzas) |
| | | |
Terms of Invoicing:
The proposed contractor shall submit a monthly invoice for the work performed in accordance with the specifications herein in accordance with the invoicing procedures identified in the RFP.
Optional pricing:
16" Ground Beef | 16" Chicken |
| $_______________/each | $_________________/each |
U.S. DEPARTMENT OF AGRICULTURE
_____ _______________________________________________________________________________
Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion - Lower Tier Covered Transactions
____ _______________________________________________________________________________
This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 7 CFR Part
3017, Section 3017.510. Participants responsibilities The regulations were published Part IV of the January 30, 1989, Federal Register ( pages 4722-4733). Copies of the requisitions may be obtained by contacting the Department of Agriculture agency with which this transaction originated.
(BEFORE COMPLETING CERTIFICATION, READ INSTRUCTIONS ON REVERSE)
(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.
(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such
prospective participants shall attach an explanation to this.
_______________________________________________________________________________
Organization Name PR/Award Number or Project Name
_______________________________________________________________________________
Name (s) and Title (s) of Authorized Representative (s)
_______________________________________________________________________________
Signature(s) Date
Instructions for Certification
1. By signing and submitting this form, the prospective lower tier participant is providing the certification set out on the reverse side in accordance with these instructions.
2. The certification in this clause is material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to whom this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms "covered transaction, " debarred," suspended, " ineligible "lower tier covered transaction", "participant" , "person, " "primary covered transaction, " principal," "proposal," ; and "voluntarily excluded," as used in this clause, have the meaning set out in the Definitions and Coverage sections of rules implementing Executive order 12549. You may contact the person which this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this form that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this form that it will include this clause titled "Certificate Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion-Lower Tier Covered Transactions" without modification, in lower tier covered transactions and in all solicitations for lower tier covered transactions.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that is not debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant may decide the method and frequency by which it determines the eligibility of its principals. Each participant may, but is not required to, check the Non-procurement list.
8. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension and/or debarment.
Form AD-10-18 (1/92)
ATTACHMENT "B"
INSURANCE REQUIREMENTS
Before performing any work on the awarded contract, the successful bidder shall procure and maintain, during the life of said contract, insurance coverage as listed below. The policies of insurance shall be primary and written on forms acceptable to the Board and placed with insurance carriers approved and licensed by the Insurance Department in the State of Georgia and meet minimum financial A.M. Best & Company rating of no less than A:8. Further the contractor will provide copies of all insurance policies required thereunder. No changes are to be made to these specifications without prior written specific approval by the Board.
1. Worker's Compensation Insurance. Statutory in accordance with OGGA 34-9.
2. Commercial General Liability. Including but not limited to bodily injury, property damage, contractual and personal injury with limits of not less than $100,000 combined single limit per occurrence, $500,000 per project aggregate covering all work performed under this contract.
3. Automobile liability. Bodily injury and property damage including all vehicles owned, leased, hired and non-owned with limits of not less than $1,000,000 combined single limit covering all work performed under the contract. (Limits may be satisfied by combining an Umbrella form and Automobile Liability form for a combined total limit of $1,000,000). Each bidder shall submit a certificate of insurance and liability/collision coverage for drivers who will transport vehicles to and from Board property. The successful bidder shall be required to list the Board as additionally insured.
4. Umbrella Liability. With limits of not less than $1,000,000 per occurrence covering all work performed under this contract.
5. The Board, its officers and/or officials, employees and volunteers shall be named as insured sunder awarded bidder's insurance policy for the duration of this contract.
ATTACHMENT C
MINORITY /FEMALE BUSINESS PARTICIPATION PROGRAM
It is the policy of the Board of Public Education (owner) that minority and female business enterprises shall have the maximum opportunity to participate in school board projects. Consequently, Savannah-Chatham County Board of Public Education has established a goal of 10% for African American and 5% for Females. This shall in no way be considered as a fixed quota. The bidder who may receive contract award shall take all necessary and reasonable steps in accordance with this solicitation to insure that MFBEs have that maximum opportunity to participate in the resulting contract. The bidder shall not discriminate on the basis of race, color, national origin or sex in the award or performance of any subcontracts or purchase orders resulting from or relating to this solicitation. Moreover, the bidder shall take affirmative action and otherwise make good faith efforts as described in the section below entitled Good Faith Efforts to select contractors, vendors, and suppliers from certified MFBEs.
10% African American and 5% female - for a total of 15% of the total dollar amount. This goal may be met through joint ventures, subcontracts, materials and supplies purchases, or a combination of these methods.
If the bidder is unable to meet the goal, he must demonstrate his good faith efforts and document these efforts by completing the checklist for good faith efforts included herein. The bidder should also request, complete
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an equal opportunity employer
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208 Bull Street, Savannah, Georgia, 31401 912/201-5600
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