Q23001536 Grocery, Meat, Dairy, Bakery and Staples - Line by line.General InformationSolicitation Number
Q23001536Status
ReleasedDepartmentHuman ServicesDivisionOffice of Youth ServicesIslands (where the work/delivery is to be performed)
OahuCategoryGoods and ServicesRelease Date 02/01/2023Offer Due Date & Time02/14/2023 02:00 PMDescriptionThese items are not completely "School Food Service" Type of Products - The Items listed in this solicitation will be awarded Line By Line NOT whole Lot Bid. The Hawaii Youth Correctional Facility participates in United States Department of Agriculture Food and Nutrition Service program. This program requires healthy food to be served to children in order to receive reimbursement. This Solicitation is for products that not not have to meet these requirements such as Child Nutrition labels, Whole Grain products, Zero Trans fat, Calorie restrictions and sodium restrictions.
USDA is an equal opportunity provider and employer.

Contact PersonBueno, DarrellEmail dbueno@dhs.hawaii.gov Phone808-266-9500General CommentsProcurement OfficerLeanne GillespeAttachments 103D General Conditions.pdf

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Bueno, Darrell.

Q23001536 Grocery, Meat, Dairy, Bakery and Staples - Line by line.Line Items

Direct all questions regarding this Solicitation, and any questions or Issues relating to the accessibility
of this Solicitation (Including the appendices and exhibits to this Document, and any other document related
to this Solicitation), to: Bueno, Darrell.

Q23001536 Grocery, Meat, Dairy, Bakery and Staples - Line by line.Instructions

• RESPONSE TO THIS SOLICITATION: Only responses submitted through HIePRO shall be considered for award.
• TRANSACTION FEES: The awarded vendor shall pay a transaction fee of 0.75% (.0075) of the award, not to exceed $5,000 for each award. This transaction fee shall be based on the original award amount and the awarded vendor shall be responsible for payment of the fee to NIC Hawaii, the vendor administering the HIePRO. Payment must be made to NIC Hawaii within thirty (30) days of receipt of invoice. The invoice is generated based on the date the award is posted.
• QUESTIONS ABOUT THIS SOLICITATION: Unless otherwise indicated, questions regarding this solicitation must be directed to the Buyer listed.
• Buy American 2: (d) Buy American – 7 CFR 210.21(d) (current as of January 26, 2012)
  (1) Definition of domestic commodity or product. In this paragraph (d), the term “domestic
  commodity or product” means:
  (i) An agricultural commodity that is produced in the United States; and
  (ii) A food product that is processed in the United States substantially using agricultural
  commodities that are produced in the United States
  (2) Requirement:
  (i) In general, Subject to paragraph (d)(2)(ii) of this section, the Department shall require that a
  school food authority purchase, to the maximum extent practicable, domestic commodities or
  products.
  (ii) Limitations. Paragraph (d)(2)(i) of this section shall apply only to:
  (A) A school food authority located in the contiguous United States; and
  (B) A purchase of domestic commodity or product for the school lunch program
  under this part.
  (3) Applicability to Hawaii:
  Paragraph (d)(2)(i) of this section shall apply to a school food authority in Hawaii with respect to
  domestic commodities or products that are produced in Hawaii in sufficient quantities to meet the
  needs of meals provided under the school lunch program under this part.
• Buy American1: The Richard B. Russell National School Lunch Act provides in Section 12(n) the Buy American
  provision which requires that school food authorities (SFAs) operating school meals programs
  purchase domestically produced (grown) and processed foods, to the maximum extent
  practicable. The Buy American provision was codified in the National School Lunch Program
  regulations at 7 CFR 210.21(d). 7 CFR 210.21 states, in pertinent part:
• Bidder supplied samples: The Food Service Manager reserves the right to request from the bidder/contractor a representative sample(s) of the product offered at any time prior to or after award of a contract. Unless otherwise instructed, samples shall be furnished within the time specified in the request. Untimely submission of a sample may constitute grounds for rejection of bid or cancellation of the contract. Samples must be submitted free of charge and be accompanied by the bidder's name and address, any descriptive literature relating to the product and a statement indicating how and where the sample is to be returned. Where applicable, samples must be properly labeled with the appropriate bid or contract reference. A sample may be held by the Food Service Manager during the entire term of the contract and for a reasonable period thereafter for comparison with deliveries. At the conclusion of the holding period the sample, where feasible, will be returned as instructed by the bidder, at the bidder's expense and risk. Where the bidder has failed to fully instruct the Food Service Manager as to the return of the sample (i.e., mode and place of return, etc.) or refuses to bear the cost of its return, the sample shall become the sole property of the receiving entity at the conclusion of the holding period.
• Delivery quanties and legth of the delivery period: The products will be ordered throughout the entire period ending 08/23/2019 - Vendors are instructed to fill-out the Minimum delivery amount spreadsheet. There isn't enough Storage at HYCF store store the entire amount in one delivery. HYCF may will call products if, the minimum delivery quantity or Dollar amount isn't met.
• Packaging Re-cycle: Consideration may include efforts for reduced packaging, recycled content, and recycle containers. It is desirable that contractor provide service to collect and return packaging and containers to manufacturer for reuse or recycle. Indicate if bottles, jugs, pails, other packaging contains post/pre-consumer recycled content; that labels are printed using vegetables-basked inks or are printed on removable sleeves; that cartons be made from pre/post-consumer recycled product cardboard. It is desirable that contractor include information on recycled content, efforts to reduce packaging, etc.
• Samples: All samples are subject to tests in the manner and place designated by the Food Service Manager, either prior to or after contract award. Unless otherwise stated in the bid specifications, bidder samples consumed or rendered useless by testing will not be returned to the bidder. Testing costs for samples that fails to meet contract requirements may be at the expense of the contractor.
• Minimumn Delivery Amount: HYCF will coincide contracts and other deliveries to meet a Minimum delivery of at least $400.00 per delivery.
• Delivery: Liability for product delivery remains with the contractor until the product is properly delivered and signed for in accordance with the office of purchasing & contracting terms and conditions. Shipments shall be securely and properly packed, according to accepted commercial practices, without extra charge for packing cases or other containers. Such containers will remain the property of the state unless otherwise stated. Delivered goods that do not conform to the specifications or are not in good condition upon receipt shall be replaced promptly by the contractor. Delivery and unloading of goods will be directly to the Hawaii Youth Correctional facility dietary storeroom during aforementioned "Delivery times" or at other mutually agreed upon times is required .Drivers shall have the product checked in and signed on the invoice by the designated receiver.
• HAWAII GENERAL EXCISE TAX (GET): Unless otherwise stated in this solicitation, vendors shall include all applicable taxes in the price submitted. The Hawaii General Excise Tax (GET) shall not exceed 4.712% for the islands of Oahu, Kauai and Hawaii, and 4.1666% for the island of Maui.
• VENDOR NON-COMPLIANCE : NON-COMPLIANCE may result in a vendor not receiving an award, delay of payment, or cancellation of award. If the vendor does not maintain timely compliance, which is the vendor’s responsibility, an offer otherwise deemed responsive and responsible may not be awarded. State agencies may check for compliance at any time.
• Invoicing: All invoices are to be certified original using a signature in Blue ink by Contractor. The invoice must be certified prior to receipt of product with the language “I hereby certify that this is an original invoice.” All invoices are to be rendered by the contractor on the vendor's standard billhead and forwarded directly to the institution or agency ordering materials or services and shall specify the address to which payments will be sent.
• ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, or any other charges associated with this solicitation in the price submitted.
• COMPLIANCE AND DOCUMENTATION: Vendors are required to be compliant with all appropriate state and federal statutes. Proof of compliance is required through HCE or via paper documentation.
  
• OFFER DEEMED FIRM/AUTHORITY TO SUBMIT OFFER: Submission of an electronic response to the State of Hawaii constitutes and shall be deemed an offer to sell the specified goods and/or services to the State of Hawaii at the price shown in the response and under the State's Terms and Conditions.
  
  The electronic response submitter certifies that he/she is authorized to sign the response for the submitting vendor and that the response is made without connection with any person, firm, or corporation making a response for the same goods and/or services and is in all respects fair and without collusion or fraud.
• VENDOR COMPLIANCE – PAPER DOCUMENTS : Vendors not utilizing HCE shall provide paper certificates that must be valid at the time of award. All applications for applicable clearances are the responsibility of the vendor, who must be compliant pursuant to HRS§103D-310(c) with the chapters 1) Chapter 237, General Excise Tax Laws; 2) Chapter 382, Hawaii Employment Security Law; 3)Chapter 386, Worker’s Compensation Law; 4) Chapter 392, Temporary Disability Insurance; 5)Chapter 393, Prepaid Health Care Act; and 6) §103D-310(c), Certificate of Good Standing (COGS) for entities doing business in the State. Upon receipt of compliance paper documents (A-6, LIR#27, COGS), the purchasing agency reserves the right to verify their validity with the respective issuing agency.
• VENDOR REGISTRATION IN HAWAII COMPLIANCE EXPRESS (HCE) : Vendors can register at https://vendors.ehawaii.gov/hce via an annual subscription fee and should subscribe prior to responding to a solicitation. For more information visit the HCE Section of the FAQs at http://spo.hawaii.gov/faqs/#tabs-4.
• Delivery Instructions: This is a A Line By LIne solicitation - Not a one whole lot. Responding vendors should be aware that they will be required to have all items listed on Awarded, in stock and available for delivery a minimum of 1 times per week. All products are specified. - There will be no substitutions unless agreed to by solicitor. Should the awarded vendor run out or be out-of-stock on an item, it is the responsibility of the vendor to substitute an item of equal or higher quality at the quoted price. Responding awarded vendor shall not arbitrarily substitute items "Specified". A delivery "Window" between 8:00 a.m. to 1:00 p.m. is a requirement for this solictation. Failure to deliver in the specified "Window" will most certainly be cause for cancellation of the awarded items.
• Packing Dates: The Department of Human Services - OYS - HYCF will not accept any product that exceeds 180 days of the pack or other identifying code date.
  All products for the National School Lunch Program and School Breakfast Program must meet the USDA Meal Pattern requirements. All prospective bidders are ask to familiarize themselves to
  these by visiting the USDA website at http://www.fns.usda.gov/nslp/national-school-lunchprogram-
  nslp. Products delivered with expired “use by” “sell by” or “freeze by” dates shall be rejected.
• Product substitutions: Product substitutions shall meet the original product specification such as weight, volume, CN Label requirements, country of origin and quality.
• Quality and Food Safety: All products provided under this RFQ will be new and unused, unless otherwise stated. Factory seconds, distressed, Use by or freeze by dates expired, for export only products, products not in original manufacturer’s container, products re-packaged or re-manufactured products will not be accepted unless specifically requested by the purchasing agency. All products provided by the contractor must meet all federal, state, and local standards for food quality and food safety requirements. Products not meeting these standards will be deemed unacceptable and returned to the contractor for credit at no charge to the state regardless of if they were accepted and received by designated receiving personnel.
• Cancellation: The Hawaii Youth Correctional facility specifically reserves the right to cancel the contract, or any portion thereof, if, in the opinion of its food service Manager, the services or materials supplied by the contractor are not satisfactory or are not consistent with the terms of the contract.
• Bid : Vendors do not have to bid on every item - this is not a whole lot bid.
• Hawaii Product selection: When a solicitation contains both HP and non-HP, then for the purpose of selecting the lowest bid or purchase price only, the price offered for a HP item shall be decreased by subtracting ten percent (10%) for the class I or fifteen percent (15%) for the class II HP items offered, respectively. The lowest total offer, taking the preference into consideration, shall be awarded the contract unless the offer provides for additional award criteria. The contract amount of any contract awarded, however, shall be the amount of the price offered, exclusive of the preferences. Should the bid comparison, after taking into consideration the above preferences, result in identical total prices, award shall be made to the bidder offering registered Hawaii products in preference to non-Hawaii products. For evaluation purposes, no preference shall be considered between registered Hawaii products. Change in Availability of Hawaii product. In the event of any change that materially alters the awarded Contractor’s ability to supply Hawaii products, the Contractor shall immediately notify the procurement officer in writing and the parties shall enter into discussions for the purposes of revising the contract or terminating the contract for convenience.
• Packaging and Idendification: Products that require freezing shall be frozen and held at -10F or lower within the packaging material or in
  poly bag. Boxes shall show no signs of sweating or icing on the exteriors at the time of delivery.
  The products shall be wrapped, packed and covered in conventional packaging material so that the
  products, in each case, are properly protected. All product packaging shall be clearly labeled identifying
  the contents, the packaging size/weight, the manufacturer, and the packing date. The products shall
  have a packing code date or other identifying code date stamped on the case or packaging material
  within the case. Any code date other than the packing code date stamped on the case or package shall
  be coded whereas an identifiable packing code date may be retrieved by a conversion method. Offeror
  shall provide the manufacturer’s method of conversion with bid documents.
  When the product offered is a privately labeled product, a permanent pre-printed impression on the
  container or on the product itself must identify the product. A label affixed by the manufacturer to identify
  the product is also acceptable. The mere attaching of an adhesive label by the Offeror will not be
  considered positive identification.
• Enhanced samples: When an approved sample exceeds the minimum specifications, all products delivered must be of the same enhanced quality and identity as the sample. Thereafter, in the event of a contractor's default, the Food Service Manager may procure a product substantially equal to the enhanced sample from other sources, charging the contractor for any additional costs incurred. Conformance with sample(s): submission of a sample (whether or not such sample is tested by, or for, the Food Service Manager) and approval thereof shall not relieve the contractor from full compliance with all terms and conditions, performance related and otherwise, specified in the bid specifications. If in the judgment of the Food Service Manager the sample or product submitted is not in accordance with the specifications or testing requirements prescribed in the bid specifications, the Food Service Manager may reject the bid. If an award has been made, the Food Service Manager may cancel the contract at the expense of the contractor.
• Hawaii Products Preferences : In accordance with ACT 175, SLH 2009, the Hawaii products preference is applicable to this solicitation. Hawaii Products [are / may be] available for those items noted in the Bid Proposal Form included in the Solicitation documents. The Hawaii products list is available on the State Procurement Office (SPO) webpage at http://hawaii.gov/spo, click on ‘Procurement of Goods, Services, and Construction-Chapter 103D, HRS’; under ‘Procurement’ click on ‘Preferences’, ‘Hawaii Products’ and select ‘Hawaii Products List’ to view. A bidder offering a Hawaii Product (HP) shall identify the HP on the HP Proposal page(s). Any person desiring a Hawaii product preference shall have the product(s) certified and qualified if not currently on the Hawaii products list, prior to the deadline for receipt of bids specified in the procurement notice and solicitation. The responsibility for certification and qualification shall rest upon the person requesting the preference. Persons desiring to qualify their product(s) not currently on the Hawaii product list shall complete form SPO-38, Certification for Hawaii Product Preference and submit to the Procurement Officer, and provide all additional information required by the Procurement Officer. For each product, one form shall be completed and submitted (i.e. 3 products should have 3 separate forms completed). Form SPO-38 is available on the SPO webpage at http://hawaii.gov/spo under the ‘Quicklinks’ menu; click on ‘Forms for Vendors, Contractors, and Service Providers’.
• ADDITIONAL FEES AND CHARGES: Vendors shall include all applicable fees, charges, surcharges, shipping/handling, delivery, fuel surcharge, or any other charges associated with this solicitation in the price submitted.
• Labeling of Chemicals: Each container must be labeled substantially in English language and so that information is clear and remains legible. Each label must contain product name and name and address of manufacturer; generic definition of use; instruction on use; appropriate precautions necessary for safe use and handling and antidote information; brand name, lot number, batch number and date of manufacture; list of ingredients and percentages thereof. A material safety data sheet (MSDS) must be furnished upon Delivery.
• Minimum Delivery requirements:: The Hawaii Youth Correctional facility will award this contract line by line, therefore, please include your minimum order dollar amount for delivery on the Spreadsheet Attached.. The Hawaii Youth Correctional facility may coincide deliveries with other contracts to meet minimum delivery amounts or Will call the products if they do not meet the minimum delivery Amount..
• CATALOG BRAND NAME OR MANUFACTURERS REFERENCE OR SPECIFICATION: Any catalog, brand name or manufacturer’s reference or specifications used in the bid request is descriptive not restrictive. It is intended to indicate type and quality desired. Bids on brands of like nature and quality will be considered. If bidding on other than reference specifications, bids must show manufacturer, brand, model, etc. of article offered. If other than brand(s) specified is offered, complete descriptive information of each article being bid should be included with the bid. If bidder takes no exception to specifications of reference data, the bidder will be required to furnish brand names, models, etc. as specified.
• HAWAII GENERAL EXCISE TAX (GET)2:: OTHERWISE STATED, GET TAXES Are not part of the line by line quotes and will be on the vendors invoices Separately. Vendors are Obligated to pay State of Hawaii Taxes that they collect from the Invoices that are paid by the solicitor.
• United States Standards for Grades of Frozen Fried Fish Portions: United States Standards for Grades of Frozen Fried Fish Portions will be the standard for Fish all Fish Will be Grade A See attachment. FrozenFriedFishPortions.pdf