Food Services – Arkansas State Hospital (ASH)
| Agency: | State Government of Arkansas |
|---|---|
| State: | Arkansas |
| Type of Government: | State & Local |
| NAICS Category: |
|
| Posted Date: | Mar 17, 2025 |
| Due Date: | Apr 2, 2025 |
| Original Source: | Please Login to View Page |
| Contact information: | Please Login to View Page |
| Bid Documents: | Please Login to View Page |
Food Services – Arkansas State Hospital (ASH)
Announcement:-
Invitation for Bids
Number:-710-25-055
Closing-Date:-04/02/2025 10:00 am
Posting-Date:-03/17/2025 2:30 pm
Contact:-Ian Cunningham
Contact-Phone:-501-682-0120
Address:-700 Main Street. Little Rock, AR 72201
Solicitation Documents
710-25-055 Official Bid Price Sheet
710-25-055 Attachment A – Contract and Grant Disclosure Form
710-25-055 Attachment B – Combined Certifications Form
710-25-055 Attachment C – Performance Based Contracting
710-25-055 Attachment D – Terms and Conditions
710-25-055 Attachment E – Pro Forma Service Contract
710-25-055 Attachment F – Business Associate Agreement (BAA)
710-25-055 Attachment G – DHS Organizational or Personal Conflict of Interest Clause
710-25-055 Attachment H – Client History Form
710-25-055 Attachment I – Site Visit Verification Form
Bid Opening Link
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Meeting ID: 880 6767 8071
Passcode: 197630
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Attachment Preview
STATE OF ARKANSAS
Department of Human Services
Office of Procurement
700 Main Street
Little Rock, Arkansas 72201
INVITATION FOR BID
BID SOLICITATION DOCUMENT
Bid Number:
Description:
Agency:
SOLICITATION INFORMATION
710-25-055
Solicitation Issued: March 17, 2025
Food Services – Arkansas State Hospital (ASH)
Department of Human Services, Division of Aging, Adult, and Behavioral Health Services
SUBMISSION DEADLINE
Bid Submission Date/Time
April 2, 2025
10:00 a.m., Central Time
Bid Opening Date/Time:
April 2, 2025
11:00 a.m., Central Time
Bids shall not be accepted after the designated bid submission deadline. In accordance with Arkansas Procurement Law and Rules, it
is the Vendor’s responsibility to submit proposals at the designated location on or before the bid submission deadline. Bids received after
the designated bid submission deadline shall be considered late and shall be returned to the vendor without further review. It is not
necessary to return “no bids” to the Office of Procurement.
Delivery
Address:
United States
mail (USPS):
Commercial
Carrier (UPS,
FedEx or USPS
Exp):
Bid’s Outer
Packaging:
DELIVERY OF RESPONSE DOCUMENTS
Arkansas Department of Human Services
Attn: Office of Procurement
700 Main Street
Little Rock, AR 72201
Note: Hand delivered responses must be delivered directly to the security desk at 700 Main Street and
logged by the security desk prior to the bid submission deadline to be accepted otherwise these
deliveries will not be accepted and may be disqualified. Receipts for submissions will NOT be issued to
bidders.
Arkansas Department of Human Services
Attn: Office of Procurement
P.O. Box 1437 Slot W345
Little Rock, AR 72203-1437
Arkansas Department of Human Services
Attn: Office of Procurement
112 West 8th Street, Slot W345
Little Rock, AR 72201
Delivery providers, USPS, UPS, and FedEx deliver mail to OP’s street address on a schedule determined
by each individual provider. These providers will deliver to OP based solely on the street address.
Prospective Contractors assume all risk for timely, properly submitted deliveries.
If the bid packet is not sealed and properly marked with the below information, the package may be
opened for bid identification purposes.
• Bid number • Date and time of bid opening • Prospective Contractor's name and return address
OP Buyer:
Email Address:
DHS Website:
OSP Website:
OFFICE OF PROCUREMENT CONTACT INFORMATION
Ian Cunningham
Buyer’s Direct Phone Number:
DHS.OP.Solicitations@dhs.arkansas.gov
DHS Procurement Announcements
OSP Bid Opportunities
DHS Main Number:
501-682-0120
501-682-1001
Bid Solicitation Document
Bid No. 710-25-055
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
1.1 PURPOSE
This Invitation for Bid (IFB) is issued by the Office of Procurement (OP) for the Arkansas Department of Human
Services (DHS), Division of Aging, Adult, and Behavioral Health Services to obtain pricing and a contract for food
services, including both the patient food service program and the canteen food service program, at the Arkansas
State Hospital, 305 South Palm Street, Little Rock, AR 72205.
The hospital has nine (9) units and two hundred twenty-two (222) patient beds in three (3) service areas: General
Adult, Forensic, and Adolescent.
1.2 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT
According to Ark. Code Ann. § 19-11-249, this proposal and any resulting contract may be available to any State
Agency or Institution of Higher Education that wishes to utilize the services of the selected Contractor. Upon
agreement by the parties, they may enter into an agreement as provided in this solicitation.
1.3 TYPE OF CONTRACT
A. A Term contract will be awarded to a single Contractor.
B. Any resultant contract of this Bid Solicitation shall be subject to State approval processes which may include
Legislative review.
C. The term of this contract shall be for one (1) year. The anticipated starting date for the contract is July 1, 2025.
Upon agreement by the Contractor and agency, the contract may be renewed by the Office of Procurement (OP)
on a year-to-year basis, for up to six (6) additional one-year terms or a portion thereof not to exceed a total
aggregate contract term of seven (7) years.
1.4 ISSUING AGENCY
The OP, as the issuing office, is the sole point of contact throughout this solicitation process. Prospective Contractor
questions regarding this Bid Solicitation should be made through the State’s buyer as shown on page one (1) of this
document. The Prospective Contractor’s questions will be answered as a courtesy and at the Prospective Contractor’s
own risk.
1.5 BID OPENING LOCATION
Bids submitted by the opening date and time will be opened via video conference. DHS will publish a link to the live
bid opening on the DHS website for public access. Individuals will not be permitted to attend in-person. If the bid
opening cannot be held as scheduled due to technical or other issues, DHS will publish an updated schedule and
video conference link on the DHS website.
1.6 DEFINITION OF REQUIREMENT
A. The words “must” and “shall” signify a Requirement of this solicitation and that the Prospective Contractor’s
agreement to and compliance with that item is mandatory.
B. Exceptions taken to any Requirement in this Bid Solicitation, whether submitted in the Prospective Contractor’s
bid or in subsequent correspondence, shall cause the Prospective Contractor’s bid to be disqualified.
1.7 DEFINITION OF TERMS
A. The words “bidder,” “vendor,” and “contractor” are used synonymously in this document.
B. The terms “Invitation for Bid,” “IFB,” and “Bid Solicitation” are used synonymously in this document.
1.8 RESPONSE DOCUMENTS
A. Bid Response Packet
1. An official authorized to bind the Prospective Contractor(s) to a resultant contract must sign the Bid
Signature Page.
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Bid Solicitation Document
Bid No. 710-25-055
2. Prospective Contractor’s signature on this page shall signify the Prospective Contractor’s agreement that
either of the following shall cause the Prospective Contractor’s bid to be disqualified:
a. Additional terms or conditions submitted intentionally or inadvertently.
b. Any exception that conflicts with a Requirement of this Bid Solicitation.
3. The following items shall be submitted with the Bid Response Packet in a sealed envelope:
a. EO 98-04 Disclosure Form (Attachment A).
b. Copy of Prospective Contractor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
c. Signed addenda to this IFB, if applicable. (See Requirement of Addendum.)
d. Combined Certifications (Attachment B).
e. Documentation that Prospective Contractor meets the minimum qualifications outlined in this IFB. (See
Minimum Qualifications.)
4. DO NOT include any other documents or ancillary information, such as a cover letter, promotional, or
marketing information. Submit one (1) hard copy and electronic copy of the Bid Response Packet,
excluding the Official Bid Price Sheet. To the extent possible, all electronic files should be submitted
on a flash drive as a single document in PDF format.
B. Official Bid Price Sheet. (See Section 1.12 PRICING)
1. Prospective Contractor’s original Official Bid Price Sheet must be submitted in hard copy format.
2. Prospective Contractor should also submit one (1) electronic copy of the Official Bid Price Sheet, preferably
on a flash drive, in a single PDF file.
3. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately sealed from
the Bid Response Packet and should be clearly marked as “Pricing.” Prospective Contractor must not include
any pricing in the hard or electronic copies of the Bid Response Packet.
1.9 AGREEMENT AND COMPLIANCE PAGE
A. Prospective Contractor must sign the Agreement and Compliance Page relevant to each section of the Bid
Solicitation Document. The Agreement and Compliance Page is included in the Bid Response Packet.
B. Prospective Contractor’s signature on this page shall signify agreement to and compliance with all requirements
within the designated section.
1.10 SUBCONTRACTORS
Prospective Contractor must complete and submit the Proposed Subcontractors Form included in the Bid Response
Packet to indicate the Prospective Contractor’s intent to utilize, or to not utilize, subcontractors. Additional
subcontractor information may be required or requested in following sections of this Bid Solicitation. Do not attach
any additional information to the Proposed Subcontractors Form. The utilization of any proposed subcontractor is
subject to approval by the State agency.
1.11 PRICING
A. Prospective Contractor(s) must include all pricing on the Official Bid Price Sheet(s) only. Any cost not identified
by the successful Contractor but subsequently incurred in order to achieve successful operation shall be borne
by the Contractor. The Official Bid Price Sheet is provided in the Bid Response Packet.
B. A justification of prices quoted should be attached to the Official Bid Price Sheet.
C. To allow time to evaluate bids, prices must be valid for one hundred twenty (120) days following the bid opening.
D. Failure to complete and submit the Official Bid Price Sheet shall result in disqualification.
E. All bid pricing must be in United States dollars and cents.
F. The Official Bid Price Sheet may be reproduced as needed.
Page 3 of 18
Bid Solicitation Document
Bid No. 710-25-055
1.12 PRIME CONTRACTOR RESPONSIBILITY
A joint bid submitted by two (2) or more Prospective Contractors is acceptable. However, a single Prospective
Contractor must be identified as the prime contractor. The prime contractor shall be held responsible for the contract
and shall be the sole point of contact.
1.13 INDEPENDENT PRICE DETERMINATION
A. By submission of this bid, the Prospective Contractor certifies, and in the case of a joint response, each party
thereto certifies as to its own organization, that in connection with this bid:
1. The prices in the bid have been arrived at independently, without collusion.
2. No prior information concerning these prices has been received from, or given to, a competitive company.
B. Evidence of collusion shall warrant consideration of this bid by the Office of the Attorney General. All Prospective
Contractors shall understand that this paragraph may be used as a basis for litigation.
1.14 PROPRIETARY INFORMATION
A. Documents submitted pertaining to this Bid Solicitation become property of the State and are subject to the
Arkansas Freedom of Information Act (FOIA) (see Ark. Code Ann. § 25-19-101, et seq.). In accordance with
FOIA, all public records shall be open to inspection unless specifically exempted from disclosure. In the interest
of promoting maximum competition in the State competitive bidding process, the State may maintain the
confidentiality of certain types of information described in FOIA.
B. Bidders may designate appropriate portions of their response as confidential, consistent with and to the extent
permitted under the FOIA and any other applicable law, by submitting a redacted copy of the Bid Response
Packet. By redacting any information contained in the Bid Response Packet, Bidder warrants that it has formed
a good faith opinion having received such necessary or proper review by counsel and other knowledgeable
advisors that the portions redacted are exempt from disclosure pursuant to Ark. Code Ann. § 25-19-105(b).
Evidence demonstrating that the bidder meets the minimum qualifications of this Bid Solicitation must be
minimally redacted. For each redaction, bidder must provide a detailed justification as to how disclosure of the
redacted information would give advantage to competitors or bidders. As the custodian of the records, the State
has the legal authority to review redactions to determine whether each are specifically and sufficiently justified to
retain prior to release. Under no circumstances will pricing information be designated as confidential.
C. One (1) complete electronic copy of the redacted submission documents from which any proprietary information
has been redacted should be submitted on a flash drive in the Bid Response Packet. Do not submit documents
via email or fax. Except for the redacted information, the redacted copy must be identical to the original hard
copy, reflecting the same pagination as the original and showing the space from which information was redacted.
Bidder is responsible for identifying all proprietary information and for ensuring the electronic copy is protected
against restoration of redacted data.
D. The redacted copy will be open to public inspection under FOIA without further notice to the Bidder. If a redacted
copy is not provided with the Bid Response Packet, a copy of the non-redacted documents, with the exception
of financial data (other than pricing), will be released in response to any request made under FOIA. If the State
deems redacted information to be subject to FOIA, the Bidder will be contacted prior to release of the documents.
The State has no liability to a Bidder with respect to the disclosure of confidential information ordered by a court
of competent jurisdiction pursuant to FOIA or other applicable law.
1.15 CAUTION TO PROSPECTIVE CONTRACTORS
A. Prior to any contract award, all communication concerning this Bid Solicitation must be addressed through OP.
B. Prospective Contractor must not alter any language in any solicitation document provided by the State, including
the Official Bid Price Sheet.
C. All official documents and correspondence related to this solicitation shall be included as part of the resultant
contract.
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Bid Solicitation Document
Bid No. 710-25-055
D. Bids must be submitted in the English language.
E. The State shall have the right to award or not award a contract, if it is in the best interest of the State to do so.
F. Prospective Contractor must provide clarification of any information in their response documents as requested
by OP.
G. Bids must meet or exceed all defined specifications as set forth in this Bid Solicitation.
H. Bids must meet all terms and conditions of this Invitation for Bid and the laws of the State of Arkansas.
I. Prospective Contractors may submit multiple bids.
1.16 REQUIREMENT OF ADDENDUM
This Bid Solicitation shall be modified only by an addendum written and authorized by OP. An addendum posted
within three (3) calendar days prior to the bid opening shall extend the bid opening and may or may not include
changes to the Bid Solicitation. The Prospective Contractor shall be responsible for checking the following websites
for any and all addenda up to bid opening:
https://humanservices.arkansas.gov/do-business-with-dhs
https://www.arkansas.gov/dfa/procurement/bids/index.php
1.17 AWARD PROCESS
A. Contractor Selection
1. Award will be made to lowest responsible, responsive bidder on annual grand total basis. Consideration will
only be given to those that bid all line items. Bidders must meet minimum qualifications. Bids must meet or
exceed all defined specifications. Bids must meet all terms and conditions of this Invitation for Bid and the
laws of the State of Arkansas.
2. Contract award, extension, or renewal is contingent upon approval by DHS officials, subsequent approval by
the OP, review by the Legislative Council, and the availability of State funds. Changes to any non-financial
portion of this agreement may be made with the agreement of both DHS and the Contractor.
B. Negotiations
1. If the State so chooses, negotiations may be conducted with the lowest responsive bidder. Negotiations are
conducted at the sole discretion of the State.
2. If negotiations fail to result in a contract, the State may begin the negotiation process with the next lowest
responsive bidder. The negotiation process may be repeated until the lowest responsive Prospective
Contractor has been determined, or until such time the State decides not to move forward with an award.
C. Anticipation to Award
1. Once an anticipated successful Prospective Contractor has been determined, the anticipated award will be
posted on the following websites:
https://humanservices.arkansas.gov/do-business-with-dhs
https://www.arkansas.gov/dfa/procurement/bids/index.php
2. The anticipated award will be posted for a period of fourteen (14) days prior to the issuance of a contract.
Prospective Contractors and agencies are cautioned that these are preliminary results only, and a contract
will not be issued prior to the end of the fourteen (14) day posting period.
3. OP shall have the right to waive the policy of Anticipation to Award when it is in the State’s best interest.
4. It is the Prospective Contractor’s responsibility to check the above referenced websites for the posting of an
anticipated award.
D. Issuance of Contract
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This page summarizes the opportunity, including an overview and a preview of the attached documents.
* Disclaimer: This website provides information about bids, requests for proposals (RFPs), or requests for qualifications (RFQs) for convenience only and does not serve as an official public notice. Individuals who wish to respond to or inquire about bids, RFPs, or RFQs should contact the relevant government department directly.
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