Department of General Services

RFP 6100034874 Food Procurement Services & Food

Management Software System

Issuing Officer: Gayle Nuppnau

May 24, 2016 @ 9:00 AM

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Agenda

• Reminders • Mission Statement • Introductions • Supplier Support • Background • PA Preferred • Bureau of Diversity, Inclusion and Small Business Opportunities

(BDISBO) • RFP Requirements • Review of Submitted Questions and Answers • Additional Questions and Answers

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• In the event of a fire drill: Exit building via stairs; Cross Walnut Street; and Gather in grass at Forum Building

• Restrooms through secure door to the left • Sign attendance register • Provide business card • Blank question sheet • Sign-in sheet will be posted to eMarketplace along with

Power Point, Business Cards and Official Questions & Answers

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Reminders

DGS Mission Statement

At DGS, our mission is to help government operate more efficiently, effectively, and safely; delivering exceptional

value for all Pennsylvanians.

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Mission Statement

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Introductions

Department of General Services Gayle Nuppnau, Issuing Officer

Department of Agriculture Ashlee Dugan, PA Preferred Coordinator

Bureau of Diversity, Inclusion and Small Business Opportunities (BDISBO) DeShawn Lewis, Director

This pre-proposal conference has three purposes:

• To furnish background information leading to the issuance of the RFP;

• To emphasize certain requirements of the RFP; and

• To discuss the Small Diverse Business (SDB) and Small Business (SB) program.

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Overview

PA Supplier Portal https://pasupplierportal.state.pa.us/irj/portal/anonymous

Register as a Supplier Register for E-Alerts Small and Small Diverse Business Registration

PA e-Marketplace http://www.emarketplace.state.pa.us

Solicitations Tabulations Awards Search Contracts ITQ Upcoming Procurements 7

Supplier Development & Support

https://pasupplierportal.state.pa.us/irj/portal/anonymoushttp://www.emarketplace.state.pa.us/http://www.emarketplace.state.pa.us/

PA Vendor Registration

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Supplier Development & Support

The PA supplier portal is a website where you can register your company as a Commonwealth of PA Supplier. - Issued a Vendor Number which is a unique six-digit number assigned to a

registered Commonwealth Supplier. - As part of registration you will create a User ID and Password. - PA Supplier Portal Help Desk: 877-435-7363, option 1

E-Alerts Registration Instructions

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Supplier Development & Support

An electronic notification of opportunities, addendums or changes to RFP.

1. Go to the PA Supplier Portal at https://pasupplierportal.state.pa.us/irj/portal/anonymous

2. Click the Log on button in the upper right corner.

Click “Bidder” > “Enterprise Applications” > “DGS email notifications (eAlerts)”.

3. Select Materials and add the below UNSPSC codes: 50000000: Food Beverage and Tobacco Products; 81000000: Engineering and Research and Technology Based Services; and 78000000: Transportation and Storage and Mail Services

TIP: Contact the Supplier Service Center at (877) 435-7363, option 1, if you do not have your log on information. Note: It is the Offeror responsibility to monitor the e-Marketplace for any modifications or addendums for this procurement.

https://pasupplierportal.state.pa.us/irj/portal/anonymous

To View Current Solicitations>$10,000

Procurement Forecast

Background: As part of Governor Wolf’s GO-TIME initiative, all Commonwealth agencies, including the Department of Corrections, have been tasked with modernizing government, saving taxpayer dollars, and improving services. The Commonwealth of Pennsylvania’s Department of Corrections (PA DOC) is seeking to streamline its food procurement services and food inventory management to achieve efficiencies and cost savings. PA DOC intends to achieve these objectives by partnering with a contractor that will manage the procurement, logistics, and food inventory through the use of a software system. PA DOC will continue handling menu development, meal preparation and meal serving.

Current Methods to Order and Purchase Food:

Non-Perishable foods, bread, milk are purchased through state wide contracts Perishable and Frozen foods are competitively bid by individual facilities excluding bread and milk

Outcomes and Expectations:

Maintain current level of food quality Structured transition from current business model Food products delivered timely and as expected Utilize software to analyze data and further streamline services and savings Inventory managed to prevent food shortages at meal service Abide by all security protocols and requirements

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Background Information

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Pennsylvania Department of Agriculture PA Preferred Program

Ms. Ashlee O. Dugan

PA Preferred Coordinator

PA Preferred

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PA Preferred™ is Pennsylvania’s statewide marketing program that promotes Pennsylvania owned agricultural businesses. The State Department of Agriculture launched the PA Preferred program to identify and promote food and agricultural products grown, produced or processed in Pennsylvania. When you BUY LOCAL you make an impact!

Support local communities Create jobs Strengthen our economy Preserve farms for future generations

PA Preferred is made up of nearly 2,000 Pennsylvania businesses such as

• Supporting Organizations • Farms & Farm Markets • Retailers • Restaurants • Processors

To apply for membership visit http://papreferred.com/MembershipApply.aspx

To find PA Preferred businesses near you visit http://papreferred.com/Map.aspx?var=17110

PA Preferred

http://papreferred.com/MembershipApply.aspxhttp://papreferred.com/Map.aspx?var=17110

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Contact Information

Department of Agriculture Ms. Ashlee O. Dugan

PA Preferred Coordinator Telephone: 717-705-9511 E-Mail: asdugan@pa.gov

PA Preferred

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Bureau of Diversity, Inclusion and Small Business Opportunities

Request for Proposal(RFP) : Format and Template

RFP Small Diverse (SDB) and Small Business(SB) Components:

Part I-13: General Information

– SDB/SB Eligibility and Program Information

Part II-9: Proposal Requirements

– Instructions for completion of the SDB/SB Participation Submittal

Part III-4C: Criteria for Selection

– Scoring formulas for all components, including SDB/SB Submittal

Part V.42: Standard Terms and Conditions

– Contractual obligations resulting from SDB/SB Submittal

Appendix E: Small Diverse and Small Business Letter of Intent Appendix Z: Small Diverse Business and Small Business Submittal 16

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What do I need to know – Part I?

Program designed to encourage participation of Small Diverse (SDB) and Small Businesses (SB) in state contracting A small business is a business in the United States which is

independently owned, not dominant in its field of operation, employs no more than 100 full-time or full-time equivalent employees, and earns less than $7 million in gross annual revenues for building design, $20 million in gross annual revenues for sales and services and $25 million in gross annual revenues for those businesses in the information technology sales or service business.

A Small Diverse Business is a DGS-verified minority-owned business, woman-owned business, veteran-owned business or service-disabled veteran-owned business.

What do I need to do – Part II?

• Consider subcontracting opportunities available for small diverse and small businesses

• Search the DGS database of SDBs and SBs and identify

SDB/SB business partners for opportunities and inclusion

• Complete and submit two (2) SDB/SB Participation

Submittal Forms in separately sealed envelope (1 original and 1 copy) and corresponding Letters of Intent

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How do I find SDBs and SBs?

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To search all DGS-verified SDBs and DGS-certified SBs, visit the DGS website at:

https://www.dgs.internet.state.pa.us/SBPI/AlphaResults.aspx

https://www.dgs.internet.state.pa.us/SBPI/AlphaResults.aspxhttps://www.dgs.internet.state.pa.us/SBPI/AlphaResults.aspx

Small Business Certificate

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Title Notice of Small Business Certification

Certification Number 1. Vendor ID

2. Initial certification Year/Month

3. Designation as Small Business (SB)

Small Diverse Business Certificate

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Title Notice of Small Business Certification

AND Small Diverse Business Verification

Certification Number 1. Vendor ID

2. Initial certification Year/Month

3. Designation as Small Business (SB)

AND Small Diverse Business

SDB / SB Participation Submittal

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SDB / SB Letter of Intent

What do I need to know – Part III? Raw score will be calculated by crediting commitments to SDBs at 67% of total available points and adding commitments to SBs at 33% of total available points.

SDB/SB Raw Score = TOTAL POINTS (2/3 x SDB% + 1/3 x SB% + 1/3 x SDB%)

Simplified to: 200 (SDB% + (SB% x 1/3))

• SDBs are already qualified as a SBs, therefore SDB Proposers are eligible to receive 100% of the SDB/SB points

• Proposers who indicate subcontracting commitments to SDB/SBs will be credited in accordance with percentages proposed

• Proposer submitting the highest scoring SDB/SB Participation Submittal will receive all available points, with other Proposers’ raw scores adjusted pro rata

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How is the SDB/SB Submittal Scored?

Scoring Examples:

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What do I need to know – Part V?

• Contract commitments made to SDBs/SBs become contractual obligations upon contract execution

• Selected Proposer must submit a final, executed subcontract for each SDB/SB named within 30 days of contract execution

– SDB/SB subcontractors must perform 50% of the work subcontracted to them – If subcontract cannot be achieved, Selected Proposer must notify BDISBO

• Individual percent commitments cannot be altered without written approval from BDISBO

• All SDB/SB commitments must be maintained if the contract is assigned to another prime contractor.

• Selected Proposer must complete quarterly utilization reporting, tracking progress in meeting commitments

• Selected Proposer must contact BDISBO if circumstances arise that may affect the ability to comply with contract commitments

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What’s New?

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• Consideration for and inclusion of Small Businesses as prime

contractors and subcontractors in addition to Small Diverse Businesses in scoring

• Simple, consistent template form for SDB/SB submittal supported

by executed Letters of Intent • DGS issued SDB/SB certificate not required with submittal

PresenterPresentation NotesPart 1:Provides information relative to both the definitions for small and small diverse businesses as well as information on the self-certification and verificaiton processes.

Part 2 – Technical:Technical submission contains two components which will require narrative explanation of your SDB/SB Participation Submittal:The Proposer’s plan regarding the proposed methods for determining the costs of subcontracts, as well as proposed methods for selecting and awarding subcontracts, which shall include Small Businesses and Small Diverse Businesses as reflected in its SB/SDB submittal

The Proposer’s plan that sets forth in detail how the Proposer will meet or exceed its Small Business and Small Diverse Business annual percentage commitments throughout the duration of the initial term and any renewals of the contract, including a list of current and potential SB/SDB business partners, and

Part 2:Describes completion of the form… Remember, TWO COPIES of the SDB/SB Submittal Form must be submitted in its own, sealed envelope.

Part 3:Discusses submittal scoring. Note changes forthcoming…

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Contact Information Bureau of Diversity, Inclusion and Small

Business Opportunities (BDISBO) Telephone: (717) 783-3119

Curtis Burwell E-Mail: cburwell@pa.gov

mailto:cburwell@pa.gov

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Technical = 40% of the total points Small and Small Diverse Business = 20% of the total points Cost = 40% of the total points

CRITERIA FOR SELECTION

RFP Requirements

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Appendix F – Price Submittal • Represents 40% of the total points available for the cost • Food Cost are all inclusive excluding, IT Software and Licensing • Price submittal review:

Cost Breakdown Tab - Per Meal Per Day - Weighted Average Rate Per Day - License Fee

Informational Tab - Food Cost, 1 Year Pricing Only - Training, 1 Year Pricing Only

MAKE NO ASSUMPTIONS. If there are any assumptions included in the cost

submittal, your proposal may be rejected.

RFP Requirements

Each Offeror must provide in three (3) separately sealed submissions the following: Section I-12 Proposals: • Technical

– Seven (7) paper copies of the Technical Submittal, one (1) marked “ORIGINAL” • Price Submittal

– One (1) paper copy of the Price Submittal. • Small and Small Diverse Business (SDB)

– Two (2) paper copies of the Small and Small Diverse Business (SDB) submission. Appendix E Appendix Z

One (1) complete and exact copy of the entire proposal (Technical, Cost and SDB submittals, along with all requested documents) on CD-ROM or Flash drive in Microsoft Office or Microsoft Office-compatible format.

Note: Technical, Cost and SDB must be on separate files as part of the CD-ROM or Flash Drive

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RFP Structure

The proposal must consist of these three separately sealed submissions: 1.Technical Submittal, which shall be a response RFP Part II-1 through II-8 and Section IV, Work Statement. In addition, the below appendices must included in the technical submittal.

• Appendix C, Proposal Cover Sheet • Appendix D, Trade Secret Confidential proprietary Information Notice Form • Appendix G, Domestic Workforce • Appendix M, Software Requirements Matrix • Appendix Y, Reference Questionnaire • Addendums

2.Small Diverse Business participation submittal(s), in response to RFP Part II, Section II-9;

• Appendix E- Small Diverse Business (SDB) and Small Business (SB)Letter of Intent

• Appendix Z- Small Diverse Business (SDB) and Small Business (SB) participation submittal

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RFP Structure

The proposal must consist of these three separately sealed submissions: (Cont’d)

3.Cost Submittal, in response to RFP Part II, Section II-4. All Offerors are to complete and submit the information requested on the spreadsheet contained in Appendix F-Cost Submittal as your Cost Submittal which should be submitted in hard copy with one electronic copy on a CD, in a separate sealed envelope within the sealed proposal, and separated from the technical submittal. * In accordance with Part I-19 of the RFP - If claiming confidential proprietary information, or trade secrets, include a redacted version of the proposal along with a signed written statement on the CD or Flash Drive clearly marked “REDACTED”.

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RFP Structure

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MANDATORY REQUIREMENTS

• Proposal must be received by the proposal due date and time. (Paper Submission)

• Proposal Cover Sheet (Appendix C) must be properly signed by an authorized official that binds Offeror to the provisions contained in their proposal.

RFP Requirements

CONTRACT REQUIREMENTS

• The total score for the technical submittal must be greater than or equal to 70% of the available technical points to advance which equates to 280 points.

• Do not include any cost information in your technical submittal. • Do not include any assumptions in your cost submittal. • Do not make your proposal contingent on the negotiation of the terms

and conditions set out in Part V of the RFP. Failure by an Offeror to meet the above requirements may result in the Offeror’s proposal being deemed as non-responsive and the proposal may be rejected.

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RFP Requirements

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Calendar of Events

Answers to Potential Offeror questions posted to the DGS E-Marketplace website (http://www.emarketplace.state.pa.us/Search.aspx) no later than this date.

Issuing Office June 2, 2016

Deadline to submit additional questions via email to Gayle Nuppnau at gnuppnau@pa.gov.

Issuing Office June 9, 2016

Answers to Potential Offeror questions posted to the DGS E-Marketplace website (http://www.emarketplace.state.pa.us/Search.aspx) no later than this date.

Issuing Office June 16, 2016

Sealed proposal must be received by the Issuing Office at PA Department of General Services Bureau of Procurement Attn: Gayle Nuppnau/RFP 6100036713 555 Walnut Street Forum Place, 6th Floor Harrisburg, PA 17102

Offerors July 6, 2016 4 :00 PM EST

It is the responsibility of the Offerors to continually monitor the E-marketplace for any updates to the calendar of events.

http://www.emarketplace.state.pa.us/Search.aspxmailto:gnuppnau@pa.gov

Review of Questions • Please write down all questions on the Q&A sheets provided.

• All questions and answers will be posted on the DGS e-marketplace website; http://www.emarketplace.state.pa.us/Solicitations.aspx?SID=6100034874.

• Answers provided today are considered unofficial and not binding. All Q&A will become official when posted to the DGS e-marketplace website.

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Questions and Answers

http://www.emarketplace.state.pa.us/Solicitations.aspx?SID=6100034874

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PA Department of General Services Bureau of Procurement Attn: Gayle Nuppnau

RFP 6100036713 555 Walnut Street

Forum Place, 6th Floor Harrisburg, PA 17101

* Late Submittals will automatically be rejected * If using Fedex or UPS, allow an extra day or two

RFP Requirements

PAPER SUBMISSION (Hand carried or Mailed)

July 6, 2016 4:00PM EST

ADDRESS PROPERLY

• Include RFP Number – 6100034874

• Number multiple packages (i.e. 1 of 3, 2 of 3, etc.)

• Must be sealed in three (3) separately sealed submissions Technical Cost Small Diverse Business

• Allow time for delivery

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RFP Requirements

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Thank you for attending today’s pre-proposal conference.

Slide Number 1 Agenda Slide Number 4Slide Number 5Slide Number 6Slide Number 7Slide Number 8Slide Number 9Slide Number 10Slide Number 11Slide Number 12Slide Number 13Slide Number 14Slide Number 15Request for Proposal(RFP) : Format and TemplateSlide Number 17What do I need to do – Part II?How do I find SDBs and SBs?Small Business CertificateSmall Diverse Business CertificateSDB / SB Participation SubmittalSDB / SB Letter of IntentWhat do I need to know – Part III?How is the SDB/SB Submittal Scored?What do I need to know – Part V?What’s New?Slide Number 28Slide Number 29Slide Number 30Slide Number 31Slide Number 32Slide Number 33Slide Number 34Slide Number 35Slide Number 36Slide Number 37Slide Number 38Slide Number 39Slide Number 40