Post RFP P515-26 Beverage Distribution & Services for Café Ristra Cafeteria, Happy Heart Bistro, Gift Shop & Caring Cup [PDF]

RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
THE UNIVERSITY OF NEW MEXICO HOSPITALS
PURCHASING DEPARTMENT
933 Bradbury Dr. SE, Suite 3165
ALBUQUERQUE, NM 87106
REQUEST FOR PROPOSAL (RFP)
RFP Number: P515-26 TITLE: Beverage Distribution
& Services for Cafe Ristra
Cafeteria, Happy Heart Bistro,
Gift Shop & Caring Cup
Offer Due Date/Time: ALL OFFEROR PROPOSALS MUST BE RECEIVED FOR REVIEW AND
EVALUATION BY THE PROCUREMENT SPECIALIST OR DESIGNEE NO LATER THAN 12:00 PM
MOUNTAIN STANDARD TIME/DAYLIGHT TIME ON June 24, 2026. Proposals received after this
deadline will not be accepted. The date and time of receipt will be recorded on each proposal.
The Regents of the University of New Mexico, for its public operation known as UNM Health Sciences
Center, specifically University of New Mexico Hospitals ("UNMH") and UNM Sandoval Regional Medical
Center, Inc. ("SRMC") (For the purposes of this RFP, UNMH and SRMC are collectively referred to as ("
UNMHSC") UNMHSC invites you ("Offeror") to submit an offer for material(s) and/or services set forth in
this Request for Proposal (RFP). Please read carefully the instructions, specifications, and Standard Terms
and Conditions, because failure to comply therewith may result in an offer being classified as unresponsive
and disqualified. New Mexico civil and criminal law prohibits bribes, gratuities and kickbacks. (13-1-191
NMSA 1978)
UNMHSC Procurement Specialist Contact Information: The UNMHSC has assigned a Procurement
Specialist who is responsible for the conduct of this procurement whose name, address, telephone number
and e-mail address is listed below:
Name: Heather A Walsh
Title: Procurement Specialist
Address: 933 Bradbury Dr. SE, Suite 3165
Albuquerque, NM 87106
Telephone: 505-489-7118
E-mail: hawalsh@salud.unm.edu
Electronic Format and Hard Copies:
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
1. Only hard copies will be accepted and must be submitted manually via hand delivery, carrier
or first-class mail and must submit:
One (1) Original, marked on the cover as "Original,"
and one (1) USB Drive
2. Hard copies must be printed in ink and corrections must be initialed. Proposals must be submitted in a
sealed envelope, box or package and must be clearly marked with the RFP Number, RFP Name and
Opening Date (see Offer Due By date above) in the lower left-hand corner. Failure to mark your sealed
proposal appropriately may result in your offer being opened early or your offer not being included in
the Request for Proposal opening.
3. Address of delivery of responses via express carrier, hand delivered or first-class mail must as follows:
The University of New Mexico Hospitals
Purchasing Department, Mario Benavidez
933 Bradbury Dr. SE, Suite 3165
Albuquerque, NM 87106
4. Table of Contents:
Section I Scope of Work
Section II Conditions Governing the Procurement
Section III Standard Terms and Conditions
Section IV Additional Instructions to Offerors
Section V Response Format
Section VI Evaluation Criteria
Section VII Organization of Proposal
Exhibit A: Authorized Signature Page
Exhibit B: Resident Veterans Preference Certification
Exhibit C: Small and Small Disadvantaged Business Certification
Exhibit D: The University of New Mexico Hospitals Supplier Conflict of Interest
and Debarment/Suspension Certification Form
Exhibit E: Certification and Disclosure regarding Payments to Influence certain
Federal Transactions (April 1991)
Exhibit F: Insurance Requirements
Exhibit G: Cost Proposal
OTHER INFORMATION:
Freight Terms: FOB Destination
Payment Terms: NET 30
CANCELLATION: UNMHSC reserves the right to cancel without penalty, this RFP, the resultant
contract/purchase order, or any portion thereof for convenience, unsatisfactory performance, or
unavailability of funds.
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
SECTION I
SCOPE OF WORK
1.1 The purpose of this RFP is to establish vendor responsibilities for the supply, delivery, and
stocking of Red Bull, Arizona Tea & Calypso Lemonade products within the Cafe Ristra Cafeteria
retail, Happy Heart Bistro, Gift Shop & Caring Cup operations. This partnership is intended to
enhance beverage offerings for customers while allowing staff to focus on daily operational
priorities and customer service. RFP responses shall include the entirety of the Scope of Work.
Partial responses to the Scope of Work may be rejected from the RFP process.
Scope of Services
The vendor will provide the following services:
1. Product Supply
Maintain a variety of Red Bull, Arizona Tea & Calypso lemonade, Yerba Madre, Cold Brew NM,
Black Rifle Coffees, Bubblr's (sparkling beverage), Jarritos Sodas, Mineral Agua's, Mela
(watermelon beverage) products for Cafe Ristra cafeteria & Gift Shop retail sales, including regular,
sugar-free (SF), flavored, and seasonal product options as available.
- RedBull
* Original
* Sugar free
* Zero Carb Monk Fruit
* Coconut
* Watermelon
* SF Watermelon
* Amber - Strawberry Apricot
* SF Amber- Strawberry Apricot
* White Peach
* SF White Peach
* Seablue-Juneberry
* SF Seablue Juneberry
* Iced - Vanilla Berry
* SF Iced - Vanilla Berry
Seasonal flavors available during the year for a limited time:
* Spring/SF Spring
* Summer/SF Summer
* Fall/SF Fall
* Winter/SF Winter
- Arizona Teas (Currently ordered - other flavors available on request)
* Green Tea
* Half and Half
* Watermelon
* Sweet
* Mango
* Whipped Pineapple
- Calypso Lemonades (Currently ordered - other flavors available on request)
* Lemonade
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
* Strawberry
* Blue Raspberry
* Ensure products are fresh, within expiration dates, and properly packaged for retail display.
2. Weekly Ordering Process
* Complete product orders on a weekly basis in coordination with Cafe Ristra Cafeteria, Happy Heart
Bistro, Gift Shop & Caring Cup management.
* Monitor inventory levels to ensure adequate stock is available to meet customer demand.
* Communicate any product shortages, substitutions, or anticipated delays in a timely manner.
3. Delivery and Stocking Responsibilities
* Deliver products directly to the Cafe Ristra Cafeteria, Happy Heart Bistro, Gift Shop (3 locations)
& Caring Cup (3 locations) once per week or as otherwise agreed upon.
* Stock and rotate all Red Bull, Arizona Tea & Calypso lemonade, Yerba Madre, Cold Brew NM,
Black Rifle Coffees, Bubblr's (sparkling beverage), Jarritos Sodas, Mineral Agua's, Mela
(watermelon beverage products within designated refrigeration and display areas.
* Maintain organized, clean, and visually appealing displays to support sales and customer
satisfaction.
* Remove outdated or damaged product as needed.
4. Operational Support
Provide consistent inventory support that minimizes the workload on staff. Allow employees to focus on
other operational responsibilities, customer service, food preparation, and departmental priorities.
Collaborate with Cafe Ristra Cafeteria, Happy Heart Bistro, Gift Shop & Caring Cup leadership regarding
product performance and recommendations for new offerings.
5.Vendor Expectations
* Maintain professional communication with cafeteria management.
* Adhere to all facility delivery guidelines, food safety standards, and operational policies.
* Ensure timely deliveries and dependable stocking practices.
* Support promotional opportunities and seasonal product offerings when appropriate.
* Acquire & Maintain Hospital Vendor Access.
6.Benefits to Cafe Ristra Cafeteria, Gift Shop & Caring Cup Operations
This service model provides the Cafe Ristra Cafeteria, Happy Heart Bistro, Gift Shop & Caring Cup with:
* Increased beverage variety for customers.
* Improved inventory management and product availability.
* Reduced labor demands on Cafe Ristra Cafeteria, Happy Heart Bistro, Gift Shop & Caring Cup staff.
* Enhanced operational efficiency by allowing staff to focus on core responsibilities.
* Improved presentation and merchandising of retail beverage products.
7. Term of Service The agreement will remain in effect based on mutual satisfaction and operational needs,
with periodic reviews conducted between Cafe Ristra Cafeteria, Happy Heart Bistro, Gift Shop, and Caring
Cup leadership and vendor representatives.
8. Approval
Prepared for review and discussion regarding beverage supply and stocking services for cafeteria operations.
Minimum Requirements:
* Awards will be given for a minimum 3-year duration contract.
* UNMH will not pay for any standard Shipping or Handling with regard to any awards.
* Vendor representatives shall be in full compliance with Vendor policy. See Vendor
Handbook.
* Service
Excellent customer service for University of New Mexico Health System
member's current and future needs will be expected as evidenced by:
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
* The vendor relationship shall support the need for timely and accurate information
as requested by UNMHSC.
* Vendor representative will continue to provide field support to physician
procedures as requested
* Vendor will service outlying clinics to include:
* University of New Mexico Hospital
* Sandoval Regional Medical Center
* Training shall be provided by the supplier company, including CEU's/or
equivalent professional equivalents, along with hours of training provided by
supplier.
* New Technology Pricing
As mandated by federal laws and regulations, Supplier does not promote products and/or
therapies that have not been approved by the U. S. Food and Drug Administration. New
technology brought to market during the term of the contract must be introduced and price
negotiated prior to patient use.
To the best of the knowledge of UNMHSC the information provided in this RFP is accurate.
Nonetheless, nothing in this RFP is intended to relieve Offerors from undertaking their own
investigations or inquiries or performing other due diligence or forming their own opinions and
conclusions with respect to the matters addressed in this RFP. The UNMHSC does not represent or
warrant that the information is comprehensive or exhaustive and assumes no responsibility for the
completeness or accuracy of the information. In particular, where information includes historical
data or information, the UNMHSC makes no representation or warranty that such data or information
represents an accurate forecast of volumes and/or needs.
1.2 Background
UNM Hospitals. UNMH is New Mexico's only academic medical center and the State's only Level
One Trauma Center, treating over 78,467 emergency patients and seeing more than 575,000
outpatient visits annually. UNMH is also the largest clinical component of the University of New
Mexico Health Sciences Center (UNMHSC). There are five hospitals included within the UNM
Hospital System: UNM Hospitals (UNMH), UNM Children's Hospital, Carrie Tingley Children's
Hospital (CTH), Children's Psychiatric Center (CPC), and UNM Psychiatric Center (UNMPC).
UNM Hospitals (UNMH, CTH, CPC, UNMPC) is located as part of the Main UNMH campus.
UNMH currently has 628 beds and is recognized for clinical excellence in many specialties including
Trauma and Emergency Medicine, Pediatrics, Orthopedics, Cancer Research and Treatment,
Transplantation and many others. The Hospital and its components provide primary, secondary,
tertiary and quaternary care and receive referrals from counties throughout New Mexico and the entire
Southwest. UNMH has 36 hospital-based clinics located at the main facility as well as various off-
site locations. There are approximately 575,060 outpatient visits/encounters per year. UNMH has
six retail pharmacy locations located within off-site clinic. UNMH qualifies for 340B drug pricing.
UNMH Statistics for the year ending June 30, 2017:
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
Emergency Room Visits 78,467
Outpatient Visits 575,060
Inpatient Days 175,698
Outpatient Operations 13,354
Inpatient Operations 7,533
Births 2,867
UNM Sandoval Regional Medical Center. The UNM Sandoval Regional Medical Center (SRMC)
is located in the Rio Rancho City Center. SRMC opened in July 2012, with final completion of 68
inpatient beds comprised of two 24 bed medical/surgical units, 12 intensive care beds and 8 behavioral
health beds. The facility will also include 13 emergency medicine beds, two of which will be equipped
for behavioral health crisis intervention. The facility will be served by hospital based, UNM Faculty
Physicians and community providers in the areas of Radiology, Pathology, Emergency Medicine,
Anesthesiology, Psychiatry and Hospitalists.
SECTION II
CONDITIONS GOVERNING THE PROCUREMENT
2.1 Forms and Exhibits.
The RFP Submission Forms and Exhibits and the other documents requiring execution by the
Offeror, shall be completed and signed by a duly authorized signing representative of the Offeror.
Proposals should be completed without delineations, alterations, or erasures. Should there be any
discrepancy between the original and any of the copies, the original shall prevail.
2.2 Requirements. For the purposes of the requirements stated in this RFP
2.1.1. "must" and "shall" indicate that the requirement is mandatory, subject to provisions of this
RFP; and
2.1.2 "should", "could" and "may" indicate that the requirement is discretionary.
2.3 Notice. The Offerors are put on notice that from the date of issue of the RFP through any
award notification of the Agreement:
2.3.1 Only the Procurement Specialist is authorized by UNMHSC to amend or waive the
requirements of the RFP pursuant to the terms of this RFP;
2.3.2 Offerors should not contact any of the staff at UNMHSC, (except for the Procurement
Specialist) in regards to this RFP, unless instructed to in writing by the Procurement
Specialist;
2.3.3 Under no circumstances shall the Offeror rely upon any information or instructions from
UNMHSC employees or their agents unless the information or instructions is provided in
writing by the Procurement Specialist in the form of an addendum; and
2.3.4 UNMHSC, their employees, nor their agents shall be responsible for any information or
instructions provided to the Offeror, with the exception of information or instructions
provided in an addendum by the Procurement Specialist.
2.4 Information
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
2.4.1 Offeror to Review. The Offeror must carefully review this RFP and ensure that the Offeror
has no reason to believe that there are any uncertainties, inconsistencies, errors, omissions,
or ambiguities in any part of this RFP. Each Offeror is responsible for conducting its own
investigations and due diligence necessary for the preparation of its Proposal.
2.4.2 Offeror to Notify. If the Offeror discovers any uncertainty, inconsistency, error, omission
or ambiguity in this RFP, the Offeror must notify the Procurement Specialist in writing prior
to submitting the Offeror's Proposal.
2.4.3 Offerors shall not:
2.4.3.1 Claim after submission of a Proposal that there was any misunderstanding or that
any of the conditions set out in Section 3.4.1 Offeror to Review were present with
respect to this RFP; or
2.4.3.2 Hold any staff of UNMHSC liable for any uncertainty, inconsistency, error, omission,
or ambiguity in any part of this RFP.
2.5 Clarification and Questions
2.5.1 Submission. Offerors may request clarification of this RFP by:
2.5.1.1 Submitting all requests for clarification by email to the Procurement Specialist at
hawalsh@salud.unm.edu or as otherwise directed by the Procurement Specialist;
Email
2.5.1.2 Including the Offeror's address, telephone number, facsimile number and email
address;
2.5.1.3 If the question pertains to a specific section of this RFP, reference should be made
to the specific section number and page; and
2.5.1.4 All requests for clarification are due no later than 12:00 PM MST/MDT, June 17,
2026.
2.5.2 Questions and Answers. The UNMHSC will provide Offerors with written responses in the
form of addenda to questions that are submitted in accordance with Section 3.5.1.1. All
addenda shall form part of this RFP. Questions and answers will be distributed in numbered
addenda. In answering the Offeror's questions, the Procurement Specialist will include in all
addenda the questions asked but will not attribute the questions to any Offeror.
Notwithstanding the foregoing, the Procurement Specialist may in its sole discretion answer
similar questions from various Offerors only once, edit the questions for clarity, and elect not
to respond to questions that are either inappropriate or not comprehensible.
2.6 Issued Addenda. Each Offeror shall be responsible for verifying before submitting its
Proposal that it has received all addenda that have been issued. All addenda will be posted on the
UNMHSC bidding website visit http://hospitals.unm.edu/about/proposals.shtml. Instructions,
clarifications or amendments which affect this RFP may only be made by addendum.
2.7 Amendments to the RFP. UNMHSC shall have the right to amend or supplement this RFP
in writing prior to the Closing Time. No other statement, whether written, oral or inferred, will amend
this RFP. The Offerors are responsible to ensure they received all addenda, if any. The addenda shall
be binding on each Offeror.
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
2.8 Clarification of Offeror's Proposal
2.8.1 The UNMHSC shall have the right at any time after Proposal submission, to seek clarification
from any Offeror in respect of such Offeror's Proposal, without contacting other Offerors. The
UNMHSC is not obliged to seek clarification of any aspect of a Proposal.
2.8.2 Any clarifications sought shall not be an opportunity to either correct errors or to change the
Offeror's Proposal in any substantive manner. In the clarification process, no change in the
substance of the Proposal shall be offered or permitted. Subject to the qualification in this
Section, any written information received by UNMHSC from an Offeror in response to a
request for clarification from UNMHSC shall be considered part of the Offeror's Proposal.
2.9 Verification of Information. The UNMHSC shall have the right to:
2.9.1 Verify any Offeror statement or claim by whatever means the UNMHSC deems appropriate,
including contacting persons in addition to those offered as references, and to reject any
Offeror statement or claim, if the statement or claim or its Proposal is patently unwarranted
or is questionable; or
2.9.2 Access the Offeror's premises where any part of the work is to be carried out to confirm
Proposal information, quality of processes, and to obtain assurances of viability; and
2.9.3 The Offeror shall cooperate in the verification of information and is deemed to consent to
UNMHSC verifying such information.
(Blank to next page)
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
SECTION III
STANDARD TERMS AND CONDITIONS
The following General Terms and Conditions are an equal and integral part of this Request for Proposal
(RFP). The terms, conditions and specifications contained in this RFP along with any attachments and the
Offerors response may be incorporated into any Agreement issued as a result of this RFP, including any
addenda. UNMHSC reserves the right to negotiate with a successful Offeror (Contractor) provision in
addition to those stipulated in this RFP. The contents of this RFP, as revised and/or supplemented, and the
successful Offerors proposal may be incorporated into the Contract. Should an Offeror object to any of the
UNMHSC Standard Terms and Conditions the Offeror must propose specific alternative language that would
be acceptable to UNMHSC. General references to the Offerors terms and conditions or attempts at complete
substitutions are not acceptable to UNMHSC and will result in disqualification of the Offerors "proposal.
Offerors' must provide a brief statement of the purpose and impact, if any, of each proposed change followed
by the specific proposed alternate wording.
Any proposed changes to the terms and conditions attached to this RFP must be stated in Offerors proposal in
a Section marked "TERMS AND CONDITIONS". Offerors are cautioned that any changes to the terms and
conditions that are NOT stated in the RFP response will not be entertained by UNMHSC at a later date. Any
provisions in any proposal, quotation, acknowledgment or other forms or contract documents applicable to the
services that are inconsistent, or in conflict, with any provisions of this RFP or the resultant contract will be
ineffective and inapplicable.
UNMHSC reserves the right to reject a proposal on the basis the compromising language cannot be accepted
by UNMHSC. Any additional terms and conditions which may be the subject of negotiation will be discussed
only between UNMHSC and the successful Offeror and shall not be deemed an opportunity to amend the
Offerors proposal.
3.1 Acceptance and Rejection. If prior to final acceptance, any goods or services are found to be defective
or not as specified, or if the UNMHSC is entitled to revoke acceptance of them the UNMHSC may
reject or revoke acceptance, require Offeror to correct without charge within a reasonable time, or
require delivery at an equitable reduction in price, at UNMHSC'S option. Offeror shall reimburse the
UNMHSC for all incidental and consequential costs related to unaccepted goods or services.
Notwithstanding final acceptance and payment, Offeror shall be liable for latent defects, fraud, or such
gross mistakes as amount to fraud. Acceptance of goods or services shall not waive the right to claim
damages for breach of contract.
3.2 Appropriation. The terms of the contract are contingent upon sufficient appropriations
and authorization being made by the Regents of the University of New Mexico. If sufficient
appropriations and authorization are not made by the Regents of the University of New Mexico, the
contract shall, notwithstanding any other provisions of the contract, terminate immediately upon the
Offerors receipt of written notice of termination from the UNMHSC.
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RFP P515-26 Beverage Distribution & Services for Cafe
Ristra Cafeteria, Happy Heart Bistro Gift Shop & Caring Cup
3.3 Assignment. Any resultant Agreement may be assignable by the UNMHSC. Except as to any payment
due hereunder, any resultant Agreement shall not be assignable by Offeror without written approval
from the UNMHSC.
3.4 Awards -The UNMHSC reserves the right to make a single award or multiple awards; whichever is
deemed to be in the best interest of the UNMHSC.
3.5 Brand Name or Equal. If a brand name is indicated, the brand name(s), part and/or catalog number(s)
are used to establish a level of quality and to describe the item(s) required. If offering a brand, part or
catalog number other than that listed, please indicate items offered and include literature and/or
technical specifications. Failure to do so may cause offer to be declared non-responsive.
3.6 New Technology. As mandated by federal laws and regulations, Offeror shall not promote products
and/or therapies that have not been approved by the U.S. Food and Drug Administration. New
Technology brought to market during the term of the agreement must be introduced, price negotiated
and incorporated by written amendment.
3.6 Cancellation. The UNMHSC reserves the right to cancel without penalty, this RFP, any resultant
Agreement, or any portion thereof for convenience, unsatisfactory performance, or unavailability of
funds.
3.7 Changes. The UNMHSC may make changes within the general scope of any resultant Agreement by
giving notice to Offeror and subsequently confirming such changes in writing. If such changes affect
the cost of, or the time required for performance of a resultant Agreement, an appropriate equitable
adjustment shall be made. No change by Offeror shall be recognized without written approval of the
UNMHSC. Any claim of Offeror for an adjustment under this Paragraph must be made in writing
within thirty (30) days from the date of receipt by Offeror of notification of such change. Nothing in
this Paragraph shall excuse Offeror from proceeding with the performance of the Agreement as
changed hereunder.
3.8 Cash Discounts. The UNMHSC will take advantage of cash discounts offered whenever possible;
however, cash discounts will not be used as a means to determine the lowest cost.
3.9 Conflict of Interest. Offeror shall disclose to the UNMHSC's Purchasing Department the name(s) of
any UNMHSC employee or member of the Board of Regents who has a direct or indirect financial
interest in the Offeror or in the proposed transaction. A UNMHSC employee (or Regent) has a direct
or indirect financial interest in the Offeror or in the proposed transaction if presently or in the preceding
twelve (12) months the employee/Regent or a close relative has an ownership interest in the Offeror
(other than as owner of less than 1% of the stock of a publicly traded corporation); works for the
Offeror, is a partner, officer, director, trustee or consultant to the Offeror, has received grant, travel,
honoraria or other similar support from the Offeror, or has a right to receive royalties from the Offeror.
Offeror shall file a Conflict-of-interest Disclosure form with the UNMHSC Purchasing Department.
3.10 Cooperation and Dispute Resolution. The parties agree that, to the extent compatible with the separate
and independent management of each, they will maintain effective liaison and close cooperation. If a
dispute arises related to the obligations or performance of either party under this Agreement,
representatives of the parties will meet in good faith to resolve the dispute
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