Food Warehouse and Distribution Services RFP-20-038

Agency: State Government of Indiana
State: Indiana
Type of Government: State & Local
NAICS Category:
  • 493110 - General Warehousing and Storage
  • 722310 - Food Service Contractors
Posted Date: Nov 14, 2019
Due Date: Nov 21, 2019
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RFP 20-038 INDIANA DEPARTMENT OF ADMINISTRATION On Behalf Of

Indiana Department of Education Solicitation for Food Warehouse and Distribution Services

Due Date: January 03, 2020 by 3:00PM EST

This is an electronic version of a request for proposals. Any alteration to the text or any file associated with this bid in any way that could be construed to change the intent of the original document is forbidden. Any changes made to the original document may result in your proposal being considered nonresponsive.

The original signed document is on file with the Indiana Department of Administration, Procurement Division.

Thank you for your interest in doing business with the State of Indiana.

CONTENTS OF RFP 20-038 This solicitation consists of the following documents, which may be downloaded from this web site:

  • RFP document
  • Attachment A- Minority and Women Business Commitment Form
  • Attachment A1- Indiana Veteran Owned Small Business Commitment Form
  • Attachment B- Sample Contract
  • Attachment C- Indiana Economic Impact Form
  • Attachment D- Cost Proposal Template
  • Attachment E- Business Proposal Template
  • Attachment F- Technical Proposal Template
  • Attachment G- Question and Answer Template
  • Attachment H- Reference Check Form
  • Attachment I- Scope of Work
  • Attachment J- Exhibits
  • Attachment K- Regional Map
  • Attachment L- Delivery Sites
  • Attachment Preview

    STATE OF INDIANA
    Request for Proposal 20-038
    INDIANA DEPARTMENT OF ADMINISTRATION
    On Behalf Of
    Indiana Department of Education
    Solicitation For:
    Food Warehouse and Distribution Services
    Response Due Date: January 03, 2020 by 03:00 PM EST
    Austin Jones, Senior Strategic Sourcing Analyst
    AuJones@idoa.in.gov
    Indiana Department of Administration
    Procurement Division
    402 W. Washington St., Room W468
    Indianapolis, Indiana 46204
    Table of Contents
    SECTION ONE GENERAL INFORMATION AND REQUESTED
    PRODUCTS/SERVICES ............................................................................................................................4
    1.1
    INTRODUCTION ................................................................................................................ 4
    1.2
    DEFINITIONS AND ABBREVIATIONS .....................................................................4
    1.3
    PURPOSE OF THE RFP ....................................................................................................5
    1.4
    SUMMARY SCOPE OF WORK........................................................................................5
    1.5
    RFP OUTLINE......................................................................................................................6
    1.6
    PRE-PROPOSAL CONFERENCE ..................................................................................7
    1.7
    QUESTION/INQUIRY PROCESS..................................................................................7
    1.8
    DUE DATE FOR PROPOSALS .......................................................................................8
    1.9
    MODIFICATION OR WITHDRAWAL OF OFFERS ................................................9
    1.10
    PRICING ................................................................................................................................9
    1.11
    PROPOSAL CLARIFICATIONS AND DISCUSSIONS, AND CONTRACT
    DISCUSSIONS ......................................................................................................................9
    1.12
    BEST AND FINAL OFFER.............................................................................................10
    1.13
    REFERENCE SITE VISITS .............................................................................................10
    1.14
    TYPE AND TERM OF CONTRACT ............................................................................10
    1.15
    CONFIDENTIAL INFORMATION .............................................................................10
    1.16
    TAXES ................................................................................................................................... 10
    1.17
    PROCUREMENT DIVISION REGISTRATION.......................................................11
    1.18
    SECRETARY OF STATE REGISTRATION...............................................................11
    1.19
    COMPLIANCE CERTIFICATION................................................................................11
    1.20
    EQUAL OPPORTUNITY COMMITMENT................................................................11
    1.21
    MINORITY & WOMEN'S BUSINESS ENTERPRISES RFP
    SUBCONTRACTOR COMMITMENT (MWBE) ........................................................12
    1.22
    INDIANA VETERAN OWNED SMALL BUSINESS SUBCONTRACTOR
    COMMITMENT (IVOSB) ................................................................................................13
    1.23
    AMERICANS WITH DISABILITIES ACT ..................................................................15
    1.24
    SUMMARY OF MILESTONES.......................................................................................15
    1.25
    EVIDENCE OF FINANCIAL RESPONSIBILITY (25 IAC 1.1-1-5) .....................15
    1.26
    CONFLICT OF INTEREST.............................................................................................15
    1.27
    PROCUREMENT PROTEST POLICY.........................................................................16
    SECTION TWO PROPOSAL PREPARATION INSTRUCTIONS...........................................17
    2.1
    2.2
    2.2.1
    2.2.2
    2.2.3
    2.2.4
    2.2.5
    2.2.6
    2.3
    2.3.1
    2.3.2
    2.3.3
    GENERAL ...........................................................................................................................17
    TRANSMITTAL LETTER................................................................................................17
    Agreement with Requirement listed in Section 1.............................................................17
    Summary of Ability and Desire to Supply the Required Products or Services ...........17
    Signature of Authorized Representative............................................................................17
    Respondent Notification .....................................................................................................18
    Confidential Information ....................................................................................................18
    Other Information................................................................................................................18
    BUSINESS PROPOSAL ....................................................................................................18
    General (optional).................................................................................................................18
    Respondent’s Company Structure......................................................................................18
    Company Financial Information ........................................................................................19
    Request for Proposal, Page 2 of 31
    2.3.4 Integrity of Company Structure and Financial Reporting ..............................................19
    2.3.5 Contract Terms/Clauses......................................................................................................19
    2.3.6 References..............................................................................................................................20
    2.3.7 Registration to do Business.................................................................................................20
    2.3.8 Authorizing Document........................................................................................................21
    2.3.9 Subcontractors ......................................................................................................................21
    2.3.10 Evidence of Financial Responsibility.................................................................................22
    2.3.11 General Information ............................................................................................................22
    2.3.12 Experience Serving State Governments............................................................................22
    2.3.13 Experience Serving Similar Clients ....................................................................................22
    2.3.14 Indiana Preferences ..............................................................................................................23
    2.3.15 Payment .................................................................................................................................23
    2.4
    TECHNICAL PROPOSAL ...............................................................................................23
    2.5
    COST PROPOSAL..............................................................................................................24
    2.6
    INDIANA ECONOMIC IMPACT .................................................................................25
    2.7
    BUY INDIANA INITIATIVE/INDIANA COMPANY ...........................................25
    SECTION THREE PROPOSAL EVALUATION ............................................................................27
    3.1
    3.2
    3.2.1
    3.2.2
    3.2.3
    3.2.4
    3.2.5
    points)
    3.2.6
    3.2.7
    PROPOSAL EVALUATION PROCEDURE...............................................................27
    EVALUATION CRITERIA..............................................................................................27
    Adherence to Requirements Pass/Fail...........................................................................29
    Management Assessment/Quality .....................................................................................29
    Price ........................................................................................................................................29
    Buy Indiana Initiative 5 points ........................................................................................29
    Minority (5 points) & Women's Business (5 points) Subcontractor Commitment - (10
    ................................................................................................................................................. 29
    Indiana Veteran Owned Small Business Subcontractor Commitment - (5 points)....30
    Qualified State Agency Preference Scoring ......................................................................31
    Request for Proposal, Page 3 of 31
    SECTION ONE
    GENERAL INFORMATION AND REQUESTED PRODUCTS/SERVICES
    1.1 INTRODUCTION
    In accordance with Indiana statute, including IC 5-22-9, the Indiana Department of Administration
    (IDOA), acting on behalf of the Indiana Department of Education, requires Food Warehousing and
    Distribution Services for the National School Lunch Program (NSLP), Summer Food Service
    Program (SFSP) and Food Distribution Program (FDP). It is the intent of IDOA to solicit
    responses to this Request for Proposals (RFP) in accordance with the statement of work, proposal
    preparation section, and specifications contained in this document. This RFP is being posted to the
    IDOA website (http://www.IN.gov/idoa/2354.htm) for downloading. A nominal fee will be
    charged for providing hard copies. Neither this RFP nor any response (proposal) submitted hereto
    are to be construed as a legal offer.
    1.2 DEFINITIONS AND ABBREVIATIONS
    Following are explanations of terms and abbreviations appearing throughout this RFP. Other special
    terms may be used in the RFP, but they are more localized and defined where they appear, rather
    than in the following list.
    Award
    Recommendation
    IDOA’s summary to the agency being supported, typically in letter
    format, of the solicitation and suggestion on respondent selection for the
    purposes of beginning contract negotiations.
    IAC
    Indiana Administrative Code
    IC
    Contract Award
    Indiana Code
    The acceptance of IDOA’s Award Recommendation by the agency being
    supported in conjunction with the public posting of the Award
    Recommendation.
    VSC
    Valuable Scope Contribution A business function that supports the
    scope of this solicitation
    Full Time
    Equivalent (FTE)
    The State defines FTE as a measurement of an employee's productivity
    when executing the scope of work in this RFP for a specific project or
    contract. An FTE of 1 would mean that there is one worker fully
    engaged on a project. If there are two employees each spending 1/2 of
    their working time on a project that would also equal 1 FTE
    Implementation
    The successful implementation of Food Warehousing and Distribution as
    specified in the contract resulting from this RFP
    Installation
    The delivery and physical setup of products or services requested in this
    RFP
    Request for Proposal, Page 4 of 31
    Other
    Governmental
    Body
    Products
    Proposal
    Respondent
    Services
    State
    State Agency
    Total Bid Amount
    An agency, a board, a branch, a bureau, a commission, a council, a
    department, an institution, an office, or another establishment of any of
    the following:
    1) The judicial branch
    2) The legislative branch
    3) A political subdivision (includes towns, cities, local governments, etc.)
    4) A State educational institution
    Tangible goods or manufactured items as specified in this RFP
    An offer as defined in IC 5-22-2-17
    An offeror as defined in IC 5-22-2-18. The State will not consider a
    proposal responsive if two or more offerors submit a joint or combined
    proposal. One entity or individual must be clearly identified as the
    respondent who will be ultimately responsible for performance of the
    contract
    Work to be performed as specified in this RFP
    The State of Indiana
    As defined in IC 4-13-1, “State Agency” means an authority, board,
    branch, commission, committee, department, division, or other
    instrumentality of the executive, including the administrative, department
    of State government
    The amount that the respondent proposes on Attachment D that
    represents their total, all-inclusive price.
    Vendor
    Any entity or person who does business with the State and is registered as
    same.
    1.3 PURPOSE OF THE RFP
    The purpose of this RFP is to select a respondent that can satisfy the State’s need for Food
    Warehouse and Distribution services. It is the intent of IDOE to contract with a respondent that
    provides quality Food Warehouse and Distribution services for National School Lunch, Summer
    Food Service, and Food Distribution Programs.
    1.4 SUMMARY SCOPE OF WORK
    Foods allocated to Indiana are shipped FOB destination to specified contract warehouses by USDA.
    Received foods are stored until delivery by contractor to Indiana public and private schools and
    Request for Proposal, Page 5 of 31

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