Williams College
REQUEST FOR PROPOSAL (RFP)
No. 1
PRIME VENDOR FOOD PROGRAM AGREEMENT
February 7, 2013
Proposal Due Date:
March 15, 2013
Issued By: Robert P. Volpi
Director of Dining Services
Droppers House
15 Park Street
Williamstown, MA 01267
Phone: 413-597-2121
Fax: 413-597-4618
PART I: OVERVIEW
Williams College
MEATS, DAIRY, PRODUCE, GROCERY AND FROZEN FOOD PRIME
VENDOR
Williams College (hereinafter referred to as “Williams” or “the College”) is
seeking proposals from experienced and qualified vendors to supply the
College with USDA grade meats, dairy, produce, grocery, paper products, and
frozen food products on an as needed basis.
In soliciting proposals, it is the College’s intent to establish a “Prime Vendor
Food Program” agreement. The primary objectives of this endeavor are to
provide quality food and services, expedite deliveries, streamline paperwork,
reduce administrative costs, increase our commitment to sustainable food
practices, provide reporting of sustainable food attributes, reduce the carbon
footprint and contain food costs. To achieve these goals it will also be
necessary to maintain continuity of supply for its food service needs as
changing brands could potentially introduce unnecessary hardships on our
student customers, thereby jeopardizing the integrity of our programs.
Therefore, the successful bidder must be both capable and willing to purchase
the brands as specified and from a third party producer if requested by the
College. The College will reserve the right to utilize a Secondary vendor if the
College determines that doing so would be in the College’s best interest.
Williams College is committed to the reduction of greenhouse gas emissions
and to the principles of sustainability. The Prime Vendor should demonstrate
how they will help support these goals. The College seeks a Vendor that will
supply, where feasible, food that is, among other attributes, organically grown
without synthetic pesticides and hormones, sustainably grown using practices
that protect natural habitat, conserve energy and protect health of soils, water
quality, support local economies, and fairly traded; meat and poultry products
that are humanely raised; seafood products that are sustainably caught from
responsibly managed wild fisheries and aquaculture facilities.
In FY12 Williams purchased approximately 12% local food, and less than 1%
certified organic as defined by the Real Food Challenge. It is our goal to
increase these percentages while maintaining our costs. The Prime Vendor
must demonstrate their ability to monitor and report monthly on sustainable
food purchases and to seek suppliers with a commitment to enhancing food
system sustainability.
This request for proposal is part of a competitive procurement process,
which is intended to serve the best interests of Williams. The award, if any,
will be made to the Vendor whose proposal is determined to be the most
advantageous to Williams, taking into consideration the evaluation factors
set forth in the request for proposal.
Williams Dining provides meals to approximately 2,181 resident students,
seven (7) days a week. Facilities include Seven (7) dining hall locations
around the perimeter of the campus. During the school year, approximately
30,303 meals are served weekly for an annual total of approximately
1,000,000 meals.
It is anticipated (but not guaranteed) that the total products purchased from the
Prime Vendor will be between $1.5 and $2.2 million per year. Deliveries are
required Monday, Tuesday, Wednesday, Thursday, and Friday each week
(Saturday upon request) when the College is in session and possibly less when
summer school is in session and between terms.
DEMOGRAPHICS
Williams is comprised of a residential campus located in Williamstown,
Massachusetts. Total enrollment is approximately 2,181students. There are
approximately 1052 full and part-time faculty and staff.
DEFINITIONS
“Campus” means the campus of Williams College.
“Bidder”, “Proposer”, “Supplier”, “Vendor”, “Prime Vendor” and
“Respondent” refer to a Company responding to this Proposal.
PART II - INTRODUCTION
2.0 Scope: Williams is seeking proposals from qualified suppliers to
provide some or all of the College’s requirements for meats, dairy, produce,
paper products, grocery and frozen foods for the College. Excluded from
the bid are milk products, spices, soup and sauce bases, gelato ice cream
bases, specialty bakery fillings, specialty chocolate, coffee, specialty syrups,
and other limited specialty items.
2.1 General:
2.3 Value: During fiscal year 2011-12 meats, dairy, produce, grocery and
frozen food product purchases were approximately $3.2 million. This
information is provided for informational purpose only and should not be
construed as a commitment by the College to purchase any specified
quantities.
2.4 Term of Contract: The College plans to award a contract from this
RFP for an anticipated overall period of three (3) years. The initial term of
the anticipated Contract will be for one (1) year, with an option for the
College to extend the Contract for an additional two (2) years, for a total
term of three (3) years. This is subject to the approval of the Director of
Dining Services and the Williams Prime Vendor Food Program Search
Committee at the expiration of the initial one (1) year.
2.4.1 Secondary Vendor: The bidder is also encouraged to submit alternate
information termed as a Secondary Food Program Vendor Agreement in the
event the Prime Vendor Food Program Agreement is awarded to another
Bidder. The volume of business for the Secondary Food Program Vendor
could reach $600,000 annually. Delivery would be required three days per
week.
2.5 Service Commencement: The service commencement date shall be
negotiated for the earliest date after the contract is awarded, but in no event
later than August 1, 2013.
2.6 Terms and Conditions: The successful bidder, if any, will be required
to negotiate and enter into a Prime Vendor Food Program Agreement.
Certain terms and conditions that the College anticipates incorporating in
such Agreement are set forth in Part III. The submission of a proposal shall
evidence the bidder’s willingness to agree to incorporate such terms and
conditions into the Prime Vendor Food Program Agreement.
2.7 Specifications: The specifications in Part IV must be responded to on a
point by point basis so the College can evaluate how the proposer’s plans to
meet these requirements. Proposers must use the RFP numbering scheme in
their response to allow for efficient evaluation. See 2.10.2 for additional
details.
2.8 Estimated Timetable: The following schedule will apply to this RFP.
Release of RFP
Mandatory Pre-proposal Conference
Williams Vendor Site Visitations
Closing Date for Inquiries
Submission of RFP due
Vendor Presentations (if necessary)
Anticipated Award Date
Functioning CBORD/EDI interface
Service to Commence No Later Than
February 7, 2013
February 20, 2013
March 7-15, 2013
March 13, 2013
March 15, 2013
April 29-30, 2013
May 31, 2013
July 15, 2013
August 1, 2013
2.9 Inquiries: Direct all inquiries relative to the conditions and
specifications listed herein to:
Sharon Marceau
Assistant to the Director
Droppers House, 15 Park Street
Williamstown, Massachusetts 01267
Phone: 413-597-2121
Fax: 413-597-4618
E-mail: Sharon.J.Marceau@williams.edu
2.10 Submission Format: The following process so described is intended
to ensure that all bidders have equal access to information relative to this
RFP. No information communicated orally shall be effective unless
confirmed by written communication from the Director of Dining Services.
In all cases, no oral communication will override written
communications and only written communications are binding.
2.10.1 An original and five (5) copies of the proposal must be submitted in
a sealed envelope to:
Williams College
Droppers House
Sharon Marceau
15 Park Street
Williamstown, Massachusetts 01267
Reference RFP 2013
“Prime Vendor Food Program Agreement”
On or before 2:00 p.m. on March 15, 2013
Any RFP proposal received after that date and time will not be
considered and will be returned to the sender unopened.
Vendors are requested to submit their market baskets on disk or memory
stick, A hard copy of Market Baskets A - O must be submitted with
signature, title and date on each sheet. These forms can be downloaded
from the web site (http://dining.williams.edu/vendor-rfp/) and are also
attached to this RFP.
Faxed proposals will not be accepted. Proposals must be 3-hole punched
and submitted in 3-ring, loose-leaf binders, printed on double sided paper
containing 100% post-consumer recycled content.
2.10.2 Each proposal must include a table of contents with page numbers for
each of the required components of the proposal.
2.10.3 Pricing will be indicated on Market Basket A - O. The College
prefers that the forms be filled out from the on-line link
(http://www.williams.edu/admin/dining/vendor_rfp/) and submitted with the
RFP in hard copy, as well as on disk or memory stick, to the Assistant to the
Director as referenced in section 2.9.
2.10.6 Confidential Information: Proposals are treated as confidential by the
College, although the College assumes no liability for any loss or damage
which may result from the College’s disclosure of any information provided
by the respondent in connection with its proposal.
2.11 Pre-Proposal Conference/Site Visit: A mandatory pre-proposal
conference and site visit will be held as stated below. The purpose of the
conference is to provide an opportunity for questions and answers for
clarifying terms, conditions or specifications of the Request for Proposal and
a walking tour of a selected number of locations after the conference.
Date/Time:
Location:
February 20, 2013 – 8:00 a.m.
Williams College, Faculty House
Main Street
Williamstown, Massachusetts 01267
Bidders must contact Sharon Marceau (see sec. 2.9, above) below by written
correspondence or via email: sharon.marceau@williams.edu, no later than
February 18, 2013 to attend the conference and be included in the tour.
2.13 Completed RFP’s: Each Bidder must respond to, and be capable of,
supplying all services and equipment outlined in the RFP specification.
PART III
TERMS AND CONDITIONS
The following terms and conditions will govern in the submission and
evaluation of proposals and the award of a contract.
3.0 Contract Status: The response to this RFP will be considered an offer
to contract.
3.1 Contract Format: The resulting contract will incorporate this RFP, the
response thereto, all additional agreements and stipulations, and the results
of any final negotiations. All of these documents signed by both parties will
constitute the final contract.
3.2 Contract Termination for Cause: The College may terminate any
resulting contract for cause by providing a Notice to Cure to the Prime
Vendor Food Program Supplier citing the instances of non-compliance with
the contract.
3.2.1 The Prime Vendor Food Program Supplier shall have ten (10) days to
reply to the Notice to Cure and indicate why the contract should not be
terminated and recommend remedies to be taken.
3.2.2 If the Prime Vendor Food Program Supplier and the College reach an
agreed upon solution, the Prime Vendor Food Program Supplier shall then
have thirty (30) days after such agreement is reached to cure the noncompliance cited in the Notice to Cure.
3.2.3 If a mutually agreed upon solution cannot be reached within ten (10)
days after receipt of Notice to Cure by the Prime Vendor Food Program
Supplier, the College reserves the right to terminate the agreement.
3.2.4 If the mutually agreed upon solution is not implemented within thirty
(30) days from the date of agreement, the College reserves the right to
terminate the contract.
3.3 Contract Modification: All changes to the contract must be agreed to
in writing by both parties prior to executing any change.
3.4 Contract Assignment or Subcontract: The resulting contract shall not
be assigned, transferred, or sublet in whole or in part without the prior
written approval of the College.
3.5 Notification of Selected Prime Vendor Food Program Supplier: It is
the College’s intention to review proposals, complete contract negotiations,
and execute a Prime Vendor Food Program Agreement on or before August
1, 2013. All proposers will receive written notification of this action after
the Williams Prime Vendor Food Program Search Committee has approved
the selection.
3.6 Term of Contract: The contract will be an anticipated term of three (3)
years. See section 2.4 above. The contract will commence no later than
August 1, 2013.
3.7 Payment Terms: The College’s payment terms will be based on the
Schedule as identified in 4.2.
3.8 RFP Status and Submission Information:
3.8.1 RFP Acceptance/Rejection: The College reserves the right to cancel
this RFP, to reject any or all proposals received, to waive informalities, or
irregularities, and to award a contract not based solely on the lowest cost, but
based on an offer which, in the sole opinion of the College, best fulfills or
exceeds the requirements of this RFP and is deemed in the best interest of
the College. Firms whose proposals are not accepted shall be notified after a
binding contractual agreement between the College and the selected bidder
exists or after the College has rejected all proposals.
3.8.3 Effective Period of Proposals: The proposals submitted must remain
in effect for a minimum period of ninety (90) days after the closing date to
allow time for evaluation, approval and award of the contract.
Modified proposals may be submitted up to the time designated for receipt
of the proposals as noted in paragraph 2.10.1 provided they are then fully in
conformance with these terms and conditions.
3.8.5 Sales Tax Exemption: Williams is exempt from Federal and state
income, sales, and use taxes. The successful bidder will ensure that the
College receives the benefit of its tax exemption where applicable to the
purchases of supplies.
3.9 Indemnification Requirements:
3.9.1 Hold Harmless: The bidder agrees to indemnify and hold the College
and its Trustees, officers, employees, and agents harmless from and against
all liability, loss, damage or expense including reasonable attorney’s fees,
which Williams may incur or sustain by reason of the failure of the bidder to
fully perform and comply with the terms and conditions of any contract
resulting from this RFP. Further, the College assumes no liability for any
damage to the property, or for personal injuries, illness, disabilities or deaths
of the supplier, supplier’s employees or any other person subject to the
supplier’s control, or any other person including members of the general
public, caused in whole or in part, by a) supplier’s breach of any term or
provision of the awarded contract; or b) any negligent or willful act or
omission of the supplier, its employees or subcontractors in the performance
of the awarded contract.
3.9.2 Liens: The successful Prime Vendor Food Program Supplier shall
keep the College free and clear from all liens asserted by any person or firm
for any reason arising out of the furnishing of services or materials by or to
the Prime Vendor Food Program Supplier.
3.9.4 Actions of Prime Vendor Food Program Supplier: The actions of
the successful Prime Vendor Food Program Supplier with third parties are
not binding upon the College. The Prime Vendor Food Program Supplier is
not a division of the College, partner or joint venture of/with the College.
3.10 Pre-Award Presentations and Negotiations:
3.10.1 Pre-Award Presentations: As a part of the evaluation process, the
College may require presentations from proposers. If a bidder is requested
to make a presentation, the bidder will make the necessary arrangements and
bear all costs associated with the presentation.
3.10.2 Award Negotiations: Selection may be made without further
discussion or negotiation; therefore, proposals should be submitted on the
most favorable terms which can be submitted in response to this Request for
Proposal.
3.11.1 Equal Employment Opportunity: Williams College is an Equal
Opportunity Employer and complies with all Federal and state laws and
regulations prohibiting discrimination in employment because of sex, sexual
orientation, color, religion, national origin, ethnic origin, age, disability, or
status as a disabled or Vietnam-era veteran.
In entering into any contract resulting from this RFP, the proposer agrees to
comply with all such laws and regulations.
3.11.3 Federal, State and Local Taxes, Licenses and Permits: The
successful Prime Vendor Food Program Supplier will comply with all laws
and regulations on taxes, licenses, and permits.
3.11.5 Warranty: The proposer warrants that the goods and services
supplied hereunder will be USDA Grade A and in compliance with all
applicable federal and state laws and regulations, including, without
limitation, Federal and state food codes and HACCP regulations.
3.13 Repairs to Property Damage: The successful bidder shall be
responsible for the cost of repairs to College property or facilities damaged
during delivery service by the Prime Vendor Food agents or employees.
3.14 Delivery Requirements:
3.14.1 Driving speeds on campus must be kept at a maximum of 19 mph to
ensure maximum safety. Pedestrians have the right of way at all times.
3.14.2 All traffic signs, lights or other indicators are to be obeyed.
3.14.3 It is required that deliveries to any dining facility loading dock be
made utilizing a maximum sized 28' truck. No trailers are allowed with the
exception of a “pup-style” trailer not to exceed 32’ (not including the length
of the tractor).
3.14.4 Driving on sidewalks, unless otherwise posted, is forbidden. In those
areas where sidewalk driving is permitted and required, drivers must employ
adequate skills so as to avoid driving on adjacent green spaces.
3.14.5 Drivers are required to shut off engines while making deliveries to
loading zones.
3.14.6 Pallets will be picked up on request.
3.15 Insurance Requirements:
3.15.1 Insurance: The proposer shall maintain in full force and affect the
following policies of insurance coverage. Williams shall be included as an
additional insured on all liability policies. Each such policy shall be
maintained in at least the limit fixed with respect thereto, shall cover all of
the proposer’s operations hereunder, and shall be effective throughout the
period of this contract or any extension thereof.
1) Worker’s Compensation Insurance: In accordance with the
statutory requirements of the Commonwealth of Massachusetts and
the bidder’s home state.
2) General Liability Insurance
occurrence/$2,000,000 general aggregate.
$1,000,000.00 per
3) Automobile liability insurance – bodily and property
$1,000,000.00 combined single limit
5) Excess or umbrella liability insurance
$5,000,000.00
3.15.2 A certified copy of each of the policies or a certificate or certificates
evidencing the existence thereof, or binders, shall be delivered to the College
within fifteen (15) days after the tentative award of this agreement. In the
event any binder is delivered, it shall be replaced within thirty (30) days by a
certified copy of the policy or a certificate in lieu thereof. Each such copy or
certificate shall contain a valid provision or endorsement that the policy may
not be canceled, terminated, changed or modified without giving thirty (30)
days written advance notice thereof to the College. A renewal policy or
certificate shall be delivered to the College at least thirty (30) days prior to
the expiration date of each expiring policy. If at any time any of the policies
shall be or become unsatisfactory to the College as to form or substance, or
if any of the carriers issuing such policies shall be or become unsatisfactory
to the College, the Proposer shall promptly obtain a new and satisfactory
policy in replacement upon such written notice from the College.
3.15.2.1 Sustainability: Williams seeks a Prime Vendor that strives to
increase sustainable food options for the College. Williams prefers the Prime
Vendor to make purchasing and operations choices that support local
economies, especially purchasing from farms within 150 miles of the
College. Additionally, the Prime Vendor shall supply, where Dining
Services deems fiscally feasible, food that is certified organically grown,
using practices that protect natural habitat, conserve energy, and protect the
health of the soils. This includes supplying meats that are humanely raised,
and seafood that is sustainably caught. (see Attachment A)
The College reports and tracks its sustainable food purchasing. Williams
prefers the Prime Vendor to provide full traceability on food products from
point of origin and throughout the processing/distribution chain. Monthly
reporting will indicate if products do or do not qualify as local and
community based, fair, ecologically sound and humane. Local is defined as
within 150 miles of the College. This monthly reporting shall be provided to
the Executive Chef in written format and in EXCEL.
3.15.2.2 Other services: The Vendor may propose other services,
separately priced, that may be of value to the College in meeting its
sustainability goals. These services may include but are not limited food
waste management programs, food information services that could be used
to inform our clientele of nutritional or sustainable food practices associated
with the food products, educational programs for staff.
3.16 RFP Evaluation:
3.16.1 RFP Evaluation Criteria: The contract, if any, will be made to the
most responsive bidder offering the best value as determined by the College.
All vendors submitting proposals concur with this method of award and will
not, under any circumstances or in any manner, dispute any award made
using this method.
3.16.2 As part of its proposal review, the College may request and consider
presentations, review of references, and supplier representatives, as
previously noted.
3.16.3 Presentations: The College reserves the right, but is not obligated, to
request and require that each proposer provide a formal presentation of its
proposal at a date and time to be determined. If required by the College, it is
anticipated that such presentation will not exceed two (2) hours. No
proposer will be entitled to be present during, or otherwise receive any
information regarding, any other presentation of any other proposer.
3.16.4 Review of References: Each proposer is required to provide a
customer list showing any educational institutions with which it has a Prime
Vendor Food Program Agreement. Please include name, title, and telephone
number of a contact person at each institution. The College reserves the
right, but is not obligated to contact and review the Prime Vendor Food
Program of any institution that is listed by any proposer as a reference.
3.16.5 Supplier Representatives: The Proposer must identify the people it
anticipates representing the Prime Vendor Food Program Supplier in
developing and implementing the Prime Vendor Food Program Agreement.
The College may conduct interviews with identified supplier representatives
as a part of its evaluation process.
3.16.6 The award will be predicated upon the successful negotiation of the
specific terms and conditions to be included in the Prime Vendor Food
Program Agreement. The College will be the sole judge of the suitability of
the proposed Prime Vendor Food Supplier’s services and Prime Vendor
Food Program Agreement.
3.16.7 Proposal Qualification Data: If necessary to evaluate proposer
qualification, the proposer may be requested to furnish information on the
following items:
3.16.7.1 Financial resources.
3.16.7.2 Personnel resources.
3.16.7.3 Executives and key person resumes.
3.16.7.4 Ability to meet delivery and service schedules.
3.16.7.5 Ability to meet specifications quality requirements.
3.16.7.6 Company environmental or sustainability policy: The Vendor
must provide their written statement of environmental or sustainability
policy and a description of their approach to evaluating and selecting food
options.
3.16.8 Requests for Clarification by Proposers: Any proposer may
request that the College clarify any information contained in this Request for
Proposal to establish a Prime Vendor Food Program Agreement. All such
requests must be made in writing to Sharon Marceau (see sec. 2.9, above).
The College will endeavor to provide a written response to all written
requests for clarification within five (5) business days after its receipt of
such request. The College will not respond to any request for clarification
received by the College after the close of business, ten (10) days prior to
opening of this RFP. The College’s response to any request for clarification,
together with a copy of the request for clarification, will be posted in the
“Questions and Answers” site at http://dining.williams.edu/vendor-rfp/ or all
parties receiving this RFP.
Under no circumstances, may any proposer or its representative contact
any employee or representative of the College regarding the RFP prior
to the closing date, other than as provided in this section. Strict
adherence to this important procedural safeguard is required and
appreciated.
Any violation of this condition may result in the proposer being
considered non-compliant and ineligible for award.
3.17 Requests for Clarification by the College: The College may request
that any proposer clarify or supplement any information contained in any
Prime Vendor Food Program Agreement Proposal. Proposers are required to
provide a written response within five (5) business days of receipt of any
request for clarification by the College.
3.19 Additional Contract Requirements: The College anticipates that the
Prime Vendor Food Program Agreement will include additional contract
requirements including, but not limited to, the following:
3.19.1 License: Prime Vendor Food Program Agreement will not grant the
Prime Vendor Food Program Supplier a license or other right to duplicate or
use any image or intellectual property of the College in any manner other
than which may be expressly approved in writing in connection with the
performance of the contract.
3.19.2 Advertisements: Unless specifically authorized in writing by the
Director of Dining Services on a case by case basis, the supplier shall have
no right to use, and shall not use, the name of Williams, its officials or
employees, or the Seal of the College a) in any advertising, publicity,
promotion, or b) to express or imply any endorsement of contractor’s
products or services.
3.19.3 HACCP Compliance: All items to be furnished hereunder shall
meet all applicable State and Federal requirements of the Hazard Analysis &
Critical Control Points Act.
3.20 CBORD: (This will be explained at the pre-conference meeting) The
Prime Vendor Food supplier shall pay all cost associated with the CBORD
Food Service Suite that involves the electronic data interface (EDI) between
the College and the Prime Vendor’s electronic purchasing module.
Clarification of associated cost can be determined by contacting Casey
Avery at CBORD 607/330-7508, or by email cea@cbord.com.
PART IV - SPECIFICATIONS
4.0. Product Specifications: All foods provided by the Prime Vendor Food
Program Supplier will be made available to the College in packages and
pursuant to specifications reasonably requested by the College. The
proposal shall identify all foods sold or distributed by the Prime Vendor
Food Program Supplier, including all specifications fully describing the
portion size, packaging, nutritional information for use with the College’s
Net Nutrition program, dispensing capability in concentration (if applicable)
of each food item. Products must conform to the manufacturer’s use by date.
4.1 Manufacturer Label: When a general packer is specified, the package
and or case must have the manufacturer label and product number. (i.e.,
Heinz/catsup product number/Flavor Pack/green beans product number.)
4.1.1 Packaging Specifications: The Vendor will endeavor to ensure that
food packaging is kept minimal, and that low impact environmental options
are selected where possible, while protecting the freshness and quality of
food, the Vendor will endeavor to provide food packaging that is composed
of recycled material and is recyclable.
4.1.2 Equipment: The Vendor shall provide, at their expense, equipment
and service for the dispensing of products as requested by the College. This
supply provision includes the servicing of equipment and, a replacement
schedule as deemed necessary by the College
4.2 Quick Pay Incentives: The Quick Pay Incentive applies to the timing of
payments made by Williams to the Prime /Secondary Vendor for which the
appropriate discount is applied.
Schedule:
Payments made in 10 days,
20 days,
% discount
%
4.3 Daily Drop Size Incentive: The Prime /Secondary Vendor agrees to
pay a Daily Drop Size Incentive based on the aggregate purchases made on
campus daily. The drop size incentive will be processed monthly in the
form of a check payable to the President and Trustees of Williams College.
Over $10,000
______%
4.4 Volume Discount: The Prime Vendor agrees to pay a Sales Volume
Incentive based on net purchases made from August 1, – July 31, in each
year of the agreement.
4.4.1 Prices: Quoted in response to this RFP will be based on your
documented landed cost plus mark-up percentage (see section 4.6.3 below).
Your documented landed cost should be based on the actual cost to you,
including any volume discounts, refunds, rebates or other pricing benefits
you receive from your suppliers. Please indicate if any deviated pricing or
incentive rebate programs are available .During the term of the relationship,
the College will expect any price increases to be your suppliers. During the
term of the relationship, the College will expect any price increases to be
consistent with those applied to other customers of comparable size and
nature. Recommendations for a procedure to review requested increase in
selling price should be addressed in your proposal.
Paid on purchases between:
Prime Vendor
Secondary
Vendor
$.25 million - $1.5 million
______% discounts
______%
$1.5 million – $2.2 million
______%
______%
Exceeding $2.2 million
______%
______%
Prices quoted in response to this Request for Proposal may be adjusted up or
down in an amount not to exceed the Consumer Price Index (CPI),
appropriate for the commodity, as published by the United States
Department of Labor. The College will expect any increases to be consistent
with those applied to other customers of comparable size and nature.
Recommendations for a procedure to review requested increase in selling
price should be addressed in your proposal.
4.4.2 The Director of Dining Services is notified of the increase a minimum
of fourteen (14) days prior to the effective date and, the vendor provides the
College any and all documentation it may require to support the proposed
price increases.
4.4.3 The College reserves the right to audit the awarded vendor’s books.
Audits at the Vendor’s location shall take place with seven (7) days advance
notice on 35 selected items sold to the College. The list of items to be
audited will be provided at the time the announced audit is made to the
Vendor in preparation for the on-site audit.
4.4.4 The successful bidder will be expected to supply all items as specified
on the attached Market Baskets A - O.
4.5 Service Requirements:
4.5.1 Deliveries: Deliveries will be on Monday, Tuesday, Wednesday,
Thursday, and Friday (during the academic school year) and Monday,
Wednesday, Friday (during the summer), or as required, beginning no earlier
than 6:00 a.m. and ending no later than 11:59 a.m. The truck length shall
not to exceed 28 feet or a pup-sized trailer not to exceed 32’ feet (excluding
tractor). No minimum deliveries based on case count shall apply. The
Vendor should state minimum aggregate invoice amount if applicable. The
Vendor will comply with anti-idling regulations of the Commonwealth of
Massachusetts. The Vendor will work with the College to manage delivery
scheduling to minimize transportation related greenhouse gas emissions.
The College’s recent experience as to the breakdown of food items is as
follows:
1.
2.
3.
4.
5.
6.
Meat (fresh and frozen)
Produce (frozen)
Grocery
Beverage (frozen concentrate)
Dairy (excluding milk)
Bakery
Percentage of Volume
24 %
22 %
20 %
8%
15 %
11%
4.5.2 Usage Reports: Usage reports, in a mutually agreeable format,
tracking all purchases applicable to all available coupon, rebate or discount
programs, including but not limited to NACUFS Star Awards, ValuePlus,
ConAgra, ConnectEd, Tyson PowerEd, Simplot, CURB, etc. must be sent
electronically on a monthly and quarterly basis to the College and the above
noted organizations.
4.5.3 Emergency Plan: The vendor must provide to the College a written
emergency plan for shipping errors, shortages, weather-related emergencies
and emergency deliveries. This plan should allow for same day deliveries if
emergency orders are called in before noon. In the event of a prolonged
emergency situation, the Vendor might be called on to provide the campus
with a refrigerated truck for use during the emergency.
4.5.4 Account Sales Executive: The successful bidder must provide an
account executive representative, on an “as needed” basis, who will be
responsible for the following services:
Providing product information regarding new items for the end user;
Assisting the Executive Chef in resolving customer service requirements,
product specifications or problems; sustainable food reporting; as well as
cuttings for products to ensure quality and price.
Immediate response on all product recalls must be made to the Office of the
Director as outlined in 2.9. Follow-up documentation must be submitted to
the Director of Dining Services within a 24-hour period.
Visiting the campus/dining areas on a weekly, or as-required, basis to
identify product or service concerns between the hours of 7 a.m. and 11
a.m., and available with a 24-hour notice;
Coordinate new product introductions with brokers and manufacturers;
Detailing new product to end users and integrating those into the agreement;
Devoting as much time necessary to effectively meet the needs of the
College
Tracking and submitting a monthly account balance of all current
manufacturers’ rebates and incentive programs for payments sent to
the Assistant to the Director as identified in 4.5.2. and 2.9. Solicit
additional rebates and incentives that may become available;
Be available via cell phone.
4.5.5 Inside Sales: An inside sales person must be assigned to handle the
College account. This person must be readily accessible by telephone
available during normal business hours (8 a.m. to 5 p.m.). The inside sales
contact must have the ability to handle late add-on orders (3:00 p.m. for next
day delivery). The name and telephone number of the inside sales person
must be supplied with the RFP.
4.5.6 Telephone Access: A toll-free telephone number must be available for
order placement and customer service.
4.5.7 On-line Capabilities: The successful bidder shall have on-line order
placement through Electronic Data Interface (EDI) type capabilities using
the College’s CBORD Food Service Suite as identified in 3.20. The EDI
capability must be established with CBORD no later July 15, 2013, . The
Vendor is responsible for the CBORD, EDI set up and all associated fees
and costs.
4.5.8 Delivery Shortages: Delivery shortages must be held to a minimum
of 3%, with substitutes having to be approved prior to delivery.
4.5.9 Order Forms: Before the implementation of the EDI software, the
supplier must provide four copies of the order forms. Once the EDI is in
place, only one copy is necessary.
4.5.10 Demonstrations: The supplier must provide food demonstrations as
required as well as on site annual food shows.
4.5.11 Value Added Services: The supplier to provide Serve-Safe training
and certification; video source library; data warehouse to include coupon
reports; business review analysis and an Executive Chef consultant.
4.5.12 Special Functions: Assistance for special functions will be required
(e.g., provide a refrigerated truck) at least twice a year at no cost to the
College.
4.6 Market Basket:
4.6.1 The products listed on the attached Market Basket A - O are a
representative sampling of the products purchased by the College for the
period 7/1/11 through 6/30/12. This list is provided for informational
purposes only and should not be construed as a commitment of future
purchases. Please supply prices, effective March 1 – 8, 2013 for Market
Basket A - O based on your landed cost plus the appropriate mark-up
percentage as identified in 4.6.3. These prices will be weighted according to
usage and used as the price component of the evaluation process. The
College may request copies of the landed price invoices with freight for 25
selected products.
Note: Vendors must supply a landed cost plus percentage mark-up
figure for the entire product line available.
4.6.2 Brands: When completing the market basket, respond to each
category and bid on the brand names specified only.
Vendors must identify the product items from Market Basket A -O that
cannot be supplied.
If more than one acceptable brand is being bid on, please specify the brand
you are bidding.
The College reserves the right to test and add product as required.
Vendors must provide nutritional data on all food items (i.e. Calorie and
Nutrition labels to include total fat, saturated fat, trans fat, cholesterol,
sodium, total carbohydrates, fiber, sugar, and protein) Nuts, dairy and gluten
must be identified as an ingredient in all foods.
Vendors must provide food sustainability related data on products, where
applicable – indicated as organic, fair trade, local (produced within 150
miles of Williamstown), or other factors as required. An indication of
whether the compliance is assessed/verified by the first party (self
certification), a second party claim by industry association or a third party
certification is required. This data shall be provided no less often than
quarterly and reviewed with Executive Chef, in an electronic version,
preferably Excel.
4.6.3 Formula: The calculation of prices based on the documented
supplier’s landed cost plus mark-up percentages will be consistent with the
following formula:
Example – cost to supplier on 3/1/2013
Freight if any
Landed cost
Cost plus markup – 10% (example only)
Price to College
$10.00
$ .70
$10.70
$ 1.07
_______
$11.77
As the Prime Vendor or Secondary, the following percentage times the
Vendor’s landed price as indicated above are submitted to calculate the final
cost to Williams College.
Prime Vendor
Secondary
Vendor
Dry Goods/Canned
%
%
Frozen Foods
%
%
Dairy
%
%
Commodity Items
%
%
Fresh Meats/Poultry/Seafood
%
%
Fresh Produce
%
%
Paper Supplies*
%
%
Cleaning Supplies*
%
%
Specialty Items*
(Non-stock and special order)
%
%
* Paper Supplies, Cleaning Supplies and Specialty Items are not a part of this bid;
however the bidder is encouraged to submit a mark-up %.
4.7 Special Orders: The proposer will provide a definition of a “special
order”. Also, the supplier will provide a pre-list of special order items with
the mark up percentages.
4.8 Product Testing: The College reserves the right to perform product
testing and to change product brands during the contract period.
PART V
REFERENCES
Proposals should include five (5) institutions where your organization is
currently providing meats, dairy, produce, grocery and frozen food products
and the type of products you are proposing for Williams. Please include
name, title, and telephone number of a contact person at each institution.
References:
Reference #1
Company
__________________________________________
Contact
__________________________________________
Telephone Number
__________________________________________
__________________________________________
Title
Reference #2
Company
__________________________________________
Contact
__________________________________________
Telephone Number
__________________________________________
__________________________________________
Title
Reference #3
Company
__________________________________________
Contact
__________________________________________
Telephone Number
__________________________________________
__________________________________________
Title
Reference #4
Company
__________________________________________
Contact
__________________________________________
Telephone Number
__________________________________________
__________________________________________
Title
Reference #5
Company
__________________________________________
Contact
__________________________________________
Telephone Number
__________________________________________
__________________________________________
Title
Attachment A
Product Analysis: Sustainability
Six points to YES
If a food product qualifies with two “yes” answers under one of the
following six points, it is of interest to Williams Dining in the effort to
improve the sustainability of food served at Williams College.
1) Is this product grown or raised within 150 miles (Real Food Criteria) or
250 miles (current Williams Dining criteria) of Williamstown, MA?
2) Is the producer a small-scale independent farmer, or cooperatively
owned?
3) Is the product certified organic?
4) If this is an animal product, is the animal raised under cage-free, cratefree, or pastured/grass-fed conditions?
5) Do the majority of non-exempt workers at the original source point
producer receive at least hourly minimum wage, as well as employerpurchased health insurance?
6) List all the sustainability certification programs that the product is
certified by (Fair Trade, etc.). If one or more can be named, this is a positive
point. Claims will be furthered reviewed by Williams Dining.
Note: Animal products from Concentrated Animal Feeding Operations
(CAFOs) are disqualified from sustainability claims.