RFP

8:50 AMRequest for Proposals (RFP) BEP #2005-101









STATE OF ALASKA

Department of Labor and Workforce Development

Division of Vocational Rehabilitation

Business Enterprise Program

1251 Muldoon Rd., Ste. 101

Anchorage, AK 99504-2096









Request For Proposals

RFP Number 2005-101

Date of Issue: June 6, 2005









Title and Purpose of RFP:



The State of Alaska/Department of Labor/Division of Vocational Rehabilitation/Business Enterprise

Program is seeking a teaming partner to assist in Food Service Contract at the Juneau Federal Building



Offerors Are Not Required To Return This Form.

Important Notice: If you received this solicitation from the State’s “Online Public Notice” web site, you must

register with the Procurement Officer listed on this document to receive subsequent amendments. Failure to

contact the Procurement Officer may result in the rejection of your offer.





Nelida Irvine

Procurement Officer

(907) 269-3568

Division of Vocational Rehabilitation, Business Enterprise Program (BEP)







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8:50 AMRequest for Proposals (RFP) BEP #2005-101









TABLE OF CONTENTS

SECTION ONE

Introduction and Instructions



Page

1.01 Return Mailing Address, Contact Person, Telephone &

Fax Numbers, Deadline for Receipt of Proposals .................................................................................... 6

1.02 Contract Term & Work Schedule ............................................................................................................. 7

1.03 Purpose of the RFP .................................................................................................................................. 7

1.04 Budget ...................................................................................................................................................... 7

1.05 Location of Work ...................................................................................................................................... 7

1.06 Assistance to Offerors With a Disability ................................................................................................... 8

1.07 Required Review ...................................................................................................................................... 8

1.08 Questions Received Prior to Opening of Proposals ................................................................................. 8

1.09 Amendments ............................................................................................................................................ 8

1.10 Alternate Proposals .................................................................................................................................. 8

1.11 Right of Rejection ..................................................................................................................................... 9

1.12 State Not Responsible for Preparation Costs .......................................................................................... 9

1.13 Disclosure of Proposal Contents ............................................................................................................. 9

1.14 Subcontractors ......................................................................................................................................... 9

1.15 Joint Ventures ........................................................................................................................................ 10

1.16 Offeror’s Certification ............................................................................................................................. 10

1.17 Conflict of Interest .................................................................................................................................. 10

1.18 Right to Inspect Place of Business ........................................................................................................ 11

1.19 Solicitation Advertising ........................................................................................................................... 11

1.20 News Releases ...................................................................................................................................... 11

1.21 Assignment............................................................................................................................................. 11

1.22 Disputes ................................................................................................................................................. 11

1.23 Severability ............................................................................................................................................. 11

1.24 Federal Requirements ............................................................................................................................ 11









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SECTION TWO

Standard Proposal Information



2.01 Authorized Signature .............................................................................................................................. 12

2.02 Pre-proposal Conference ....................................................................................................................... 12

2.03 Site Inspection ....................................................................................................................................... 12

2.04 Amendments to Proposals ..................................................................................................................... 12

2.05 Supplemental Terms and Conditions ..................................................................................................... 12

2.06 Discussions with Offerors ....................................................................................................................... 13

2.07 Prior Experience ..................................................................................................................................... 13

2.08 Evaluation of Proposals .......................................................................................................................... 13

2.09 Vendor Tax ID ........................................................................................................................................ 14

2.10 F.O.B. Point ............................................................................................................................................ 14

2.11 Alaska Business License & Other Required Licenses ........................................................................... 14

2.12 Contract Negotiation ............................................................................................................................... 14

2.13 Failure to Negotiate ................................................................................................................................ 15

2.14 Notice of Intent to Award (NIA) ............................................................................................................. 15

2.15 Protest .................................................................................................................................................. 15





SECTION THREE

Standard Contract Information



3.01 Contract Type ........................................................................................................................................ 17

3.02 Contract Approval ....................................................................................... ........................................... 17

3.03 Standard Contract Provisions ................................................................................ ................................ 17

3.04 Proposal as a Part of the Contract .............................................................................. .......................... 17

3.05 Additional Terms and Conditions ............................................................................. ............................. 17

3.06 Insurance Requirements ................................................................................. ...................................... 17

3.07 Bid Bond - Performance Bond - Surety Deposit .................................................................... ................ 18

3.08 Proposed Payment Procedures ........................................................................... ................................. 18

3.09 Informal Debriefing ........................................................................................ .........................................18

3.10 Contract Personnel...................................................................................... .......................................... 18

3.11 Inspection & Modification - Reimbursement for Unacceptable Deliverables.......... ............................... 18

3.12 Termination for Default ..................................................................................... ..................................... 19

3.13 Liquidated Damages ................................................................................... .......................................... 19







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3.14 Contract Invalidation .............................................................................................................................. 19









SECTION FOUR

Background Information



4.01 Background Information ....................................................................................................................... 20







SECTION FIVE

Scope and Schedule



5.01 Scope of Work........................................................................................................................................ 21

Statement of Work

5.02 Deliverables ........................................................................................................................................... 26

5.03 Additional Information Required from all Offerors …………………………………………………………..27







SECTION SIX

Proposal Format and Content



6.01 Proposal Format and Content ................................................................................................................ 29

6.02 Introduction ............................................................................................................................................. 29

6.03 Understanding of the Project .................................................................................................................. 29

6.04 Methodology used for the Project ........................................................................................................... 30

6.05 Management Plan for the Project ........................................................................................................... 30

6.06 Experience and Qualifications ................................................................................................................ 31

6.07 Price Value Proposal .............................................................................................................................. 31

6.08 Evaluation Criteria .................................................................................................................................. 31







SECTION SEVEN

Evaluation Criteria and Contractor Selection



7.01 Understanding of the Project 5%............................................................................................................ 32

7.02 Methodology Used for the Project 15% .................................................................................................. 32

7.03 Management Plan for the Project 15% .................................................................................................. 33

7.04 Experience and Qualifications 15%........................................................................................................ 34

7.05 Contract Price Value 40% ..................................................................................................................... 34







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SECTION EIGHT

Attachments



8.01 Attachments .......................................................................................................................................... 35



Sample Evaluation Form



Checklist



Teaming Partner Agreement Form



Appendix B1









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SECTION ONE

INTRODUCTION AND INSTRUCTIONS



Note: The following is a brief key identifying terms to be used in this RFP.





 “Offeror” refers to companies who have responded to this RFP.

 “State” refers to the Procurement Office responsible for the solicitation and the resulting contract

 “BEP” refers to “The Department of Labor and Workforce Development, Division of Vocational

Rehabilitation, Business Enterprise Program”.

 “BEP Operator” refers to BEP participants who are blind and who are eligible to participate in the BEP



1.01

Return Mailing Address, Contact Person, Telephone and Fax Numbers,

Deadline for receipt of Proposals



AK Department of Labor and Workforce Development

AK Division of Vocational Rehabilitation

Business Enterprise Program

1251 Muldoon Rd., Ste. 101

Anchorage, AK 99504-2096

Nelida Irvine

(907) 269-3568

(907) 269-3632, FAX

Deadline for Receipt of Proposals: July 8, 2005



Offerors must submit one copy of their proposal, in writing, to the procurement officer in a sealed envelope. It must

be addressed as set out below.



AK Division of Vocational Rehabilitation

Business Enterprise Program

Attention: Nelida Irvine

RFP Number: 2005-101

1251 Muldoon Rd. Ste. 101

Anchorage, AK 99504-9026



Proposals must be received no later than 1:30 PM, Alaska prevailing time on July 8, 2005. Faxed, oral or e-mailed

proposals will not be considered.



An offeror’s failure to submit its proposal prior to the deadline will cause the proposal to be disqualified. Late

proposals or amendments will not be opened or accepted for evaluation.



PROCUREMENT OFFICER and CONTACT PERSON: Nelida Irvine - PHONE # 907-269-3568 –

FAX # 907-269-3632 – TDD # 907-269-3570









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1.02

Contract Term & Work Schedule

The contract term and work schedule set out herein represent the State's best estimate of the schedule that will be

followed. If a component of this schedule, such as the opening date, is delayed, the rest of the schedule will be

shifted by the same number of days.



The length of the contract will be from the date of award, approximately October 1, 2005 and will continue till

September 31, 2006 with two (1) year option period. All contract extensions will be at the sole discretion of the

State.



The approximate contract schedule is as follows:



 Issue RFP June 6, 2005



 Open RFP date July 8, 2005



 Proposal Evaluation Committee complete evaluation by July 11, 2005



 State issues Notice of Intent to Award Contract July 13, 2005



 Contract Negotiations July 28, 2005



 State issues Contract July 29, 2005



 Contract Start Date October 1, 2005





1.03

Purpose of the RFP

The Department of Labor and Workforce Development, Division of Vocational Rehabilitation, Business Enterprise

Program (State) is soliciting proposals to acquire an experienced teaming partner to assist the Business

Enterprise Program in the operation of the Juneau Federal Building Food Service Facility.



1.04

Budget and Financial Requirements

Department of Labor and Workforce Development, Division of Vocational Rehabilitation, Business Enterprise

Program estimates a budget of $-.00 for this project. All costs for operating the Juneau Federal Building Food

Service Facility will be borne by the successful offeror, except for facility rental, utilities, equipment maintenance,

purchase of new equipment (if necessary and with the approval of the BEP).



The successful offeror will be responsible for all of the costs associated with: initial money to start the contract,

financial support to the BEP blind operator/trainee who will be working/training under their supervision, and

payment of an administrative fee, of not less than $1,200, to the BEP.



1.05

Location of Work



The location the work is to be performed, completed and managed is:







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 Juneau Federal Building Food Service Facility





1.06

Assistance to Offerors With a Disability



Offerors with a disability may receive accommodation regarding the means of communicating this RFP or

participating in the procurement process. For more information contact the procurement officer no later than ten

days prior to the deadline set for receipt of proposals.





1.07

Required Review

Offerors should carefully review this solicitation for defects and questionable or objectionable matter. Comments

concerning defects and objectionable material must be made in writing and received by the contracting officer at

least ten days before the proposal opening. This will allow issuance of any necessary amendments. It will also help

prevent the opening of a defective solicitation and exposure of offeror's proposals upon which award could not be

made. Protests based on any omission or error, or on the content of the solicitation, will be disallowed if these

faults have not been brought to the attention of the contracting officer, in writing, at least ten days before the time

set for opening.



1.08

Questions Received Prior to Opening of Proposals

All questions must be in writing and directed to the issuing office, addressed to the procurement officer. Telephone

conversations must be confirmed in writing by the interested party.



Two types of questions generally arise. One may be answered by directing the questioner to a specific section of

the RFP. These questions may be answered over the telephone. Other questions may be more complex and may

require a written amendment to the RFP. The procurement officer will make that decision.



1.09

Amendments

If an amendment is issued, it will be provided to all who were mailed a copy of the RFP and to those that have

registered with the Procurement Officer as having downloaded the RFP from the State of Alaska Online Public

Notice web site.



1.10

Alternate Proposals

Offerors may only submit one proposal for evaluation.



In accordance with 2 AAC 12.830 alternate proposals (proposals that offer something different than what is asked

for) will be rejected.









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1.11

Right of Rejection

Offerors must comply with all of the terms of the RFP, the State Procurement Code (AS 36.30), and all applicable

local, state, and federal laws, codes, and regulations. The procurement officer may reject any proposal that does

not comply with all of the material and substantial terms, conditions, and performance requirements of the RFP.



Offerors may not qualify the proposal nor restrict the rights of the State. If an offeror does so, the procurement

officer may determine the proposal to be a non-responsive counter-offer and the proposal may be rejected.



Minor informalities that:



 do not affect responsiveness,

 are merely a matter of form or format,

 do not change the relative standing or otherwise prejudice other offers

 do not change the meaning or scope of the RFP,

 are trivial, negligible, or immaterial in nature

 do not reflect a material change in the work or,

 do not constitute a substantial reservation against a requirement or provision,



may be waived by the procurement officer.



The State reserves the right to refrain from making an award if it determines that to be in its best interest.

A proposal from a debarred or suspended offeror shall be rejected.



1.12

State Not Responsible for Preparation Costs

The State will not pay any cost associated with the preparation, submittal, presentation, or evaluation of any

proposal.



1.13

Disclosure of Proposal Contents

All proposals and other material submitted become the property of the State of Alaska and may be returned only at

the State's option. AS 09.25.110 requires public records to be open to reasonable inspection. All proposal

information, including detailed price and cost information, will be held in confidence during the evaluation process

and prior to the time a Notice of Intent to Award is issued. Thereafter, proposals will become public information.



Trade secrets and other proprietary data contained in proposals may be held confidential if the offeror requests, in

writing, that the procurement officer does so, and if the procurement officer agrees, in writing, to do so. Material

considered confidential by the offeror must be clearly identified and the offeror must include a brief statement that

sets out the reasons for confidentiality.



1.14

Subcontractors

Subcontractors will not be allowed.









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1.15

Joint Ventures

Joint ventures will not be allowed.





1.16

Offeror's Certification



By signature on the proposal, offerors certify that they comply with:



[a] the laws of the State of Alaska:



[b] the applicable portion of the Federal Civil Rights Act of 1964:



[c] the Equal Employment Opportunity Act and the regulations issued thereunder by the federal

government:



[d] the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal

government:



[e] all terms and conditions set out in this RFP and:



[f] a condition that the proposal submitted was independently arrived at, without collusion, under penalty

of perjury: and



[g] that the offers will remain open and valid for at least 90 days.



By signature on the proposal, offerors also certify that programs, services, and activities provided to the general

public under the resulting contract conform with the Americans with Disabilities Act of 1990, and the regulations

issued thereunder by the federal government.



If any offeror fails to comply with [a] through [g] of this paragraph, the State reserves the right to disregard the

proposal, terminate the contract, or consider the contractor in default.







1.17

Conflict of Interest

Each proposal shall include a statement indicating whether or not the firm or any individuals working on the

contract has a possible conflict of interest (e.g., employed by the State of Alaska) and, if so, the nature of that

conflict. The Commissioner, Department of Labor and Workforce Development, reserves the right to cancel the

award if any interest disclosed from any source could either give the appearance of a conflict or cause speculation

as to the objectivity of the program to be developed by the offeror. The Commissioner's determination regarding

any questions of conflict of interest shall be final.









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1.18

Right to Inspect Place of Business

At reasonable times, the State may inspect those areas of the contractor's place of business that are related to the

performance of a contract. If the State makes such an inspection, the contractor must provide reasonable

assistance.



1.19

Solicitation Advertising

Public notice has been provided in accordance with 2 AAC 12.220.



1.20

News Releases

News releases related to this RFP will not be made without prior approval of the Commissioner of Labor and

Workforce Development, and then only in coordination with the project director.





1.21

Assignment

Per 2 AAC 12.480, the contractor may not transfer or assign any portion of the contract without prior written

approval from the procurement officer.



1.22

Disputes

Any dispute arising out of this agreement will be resolved under the laws of Alaska. Any appeal of an

administrative order or any original action to enforce any provision of this agreement or to obtain relief from or

remedy in connection with this agreement may be brought only in the Superior Court for the State of Alaska.





1.23

Severability

If any provision of the contract or agreement is declared by a court to be illegal or in conflict with any law, the

validity of the remaining terms and provisions will not be affected; and, the rights and obligations of the parties will

be construed and enforced as if the contract did not contain the particular provision held to be invalid.



1.24

Federal Requirements

The offeror must identify all known federal requirements that apply to the proposal, the evaluation, or the contract.









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SECTION TWO

STANDARD PROPOSAL INFORMATION



2.01

Authorized Signature

All proposals must be signed by an individual authorized to bind the offeror to the provisions of the RFP. Proposals

must remain open and valid for at least ninety (90) days from the opening date.



2.02

Pre-proposal Conference

N/A



2.03

Site Inspection

The State may conduct on-site visits to evaluate the offeror's capacity to perform the contract. An offeror must

agree, at risk of being found non-responsive and having its proposal rejected, to provide the State reasonable

access to relevant portions of their work sites. Site inspection will be made by individuals designated by the

procurement officer at the State's expense.



2.04

Amendments to Proposals

Amendments to or withdrawals of proposals will only be allowed if acceptable requests are received prior to the

deadline set for receipt of proposals. No amendments or withdrawals will be accepted after the deadline unless

they are in response to State's request in accordance with 2 AAC 12.290.



2.05

Supplemental Terms and Conditions

Proposals including supplemental terms and conditions will be accepted, but supplemental conditions that conflict

with those contained in this RFP or that diminish the State's right's under any contract resulting from the RFP will

be considered null and void. The State is not responsible for identifying conflicting supplemental terms and

conditions before issuing a contract award. After award of contract:



[a] if conflict arises between a supplemental term or condition included in the proposal and a term or

condition of the RFP, the term or condition of the RFP will prevail; and



[b] if the State's rights would be diminished as a result of application of a supplemental term or condition

included in the proposal, the supplemental term or condition will be considered null and void.









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2.06

Discussions with Offerors

The State may conduct discussions with offerors in order to determine if a proposal is reasonably susceptible for

award in accordance with 2 AAC 12.285. Such discussions between the offeror and the procurement officer or the

Procurement Evaluation Committee (PEC) are permitted to clarify uncertainties or eliminate confusion concerning

the contents of a proposal and which do not result in a material or substantive change to the proposal.



The State may also conduct discussions with offerors for the purpose of clarification in accordance with AS

36.30.240, and 2 AAC 12.290. The purpose of these discussions will be to ensure full understanding of the

requirements of the RFP and proposal. Discussions will be limited to specific sections of the RFP or proposal

identified by the procurement officer. Discussions will only be held with offerors who have submitted a proposal

deemed reasonably susceptible for award by the procurement officer. Discussions, if held, will be after initial

evaluation of proposals by the PEC. If modifications are made as a result of these discussions they will be put in

writing. Following discussions, the procurement officer may set a time for best and final proposal submissions

from those offerors with whom discussions were held. Proposals may be reevaluated after receipt of best and final

proposal submissions.



If an offeror does not submit a best and final proposal or a notice of withdrawal, the offeror’s immediate previous

proposal is considered the offeror’s best and final proposal.



Offerors with a disability needing accommodation should contact the procurement officer prior to the date set for

discussions so that reasonable accommodation can be made. Any oral modification of a proposal should be

reduced to writing by the offeror.



2.07

Prior Experience

In order for offers to be considered responsive offerors must meet these minimum prior experience requirements.



 Five (5) year’s experience in full foodservice. Provide at least 3 references.

 Must demonstrate knowledge of provisions under the Randolph-Sheppard act, 20 U. S. C. 107-107e.

 Must demonstrate commitment to the contract and honoring the terms of the Randolph-Sheppard Act.



An offeror's failure to meet these minimum prior experience requirements will cause their proposal to be

considered non-responsive and their proposal will be rejected.







2.08

Evaluation of Proposals

The procurement officer, or an evaluation committee made up of the procurement officer and at least three State

employees, will evaluate proposals. The evaluation will be based solely on the evaluation factors set out in Section

SEVEN of this RFP.



After receipt of proposals, if there is a need for any substantial clarification or material change in the RFP, an

amendment will be issued. The amendment will incorporate the clarification or change, and a new date and time

established for new or amended proposals. Evaluations may be adjusted as a result of receiving new or amended

proposals.









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2.09

Vendor Tax ID

A valid Vendor Tax ID must be submitted to the issuing office with the proposal or within five days of the State's

request.



2.10

Determining Price Value of Proposal

Offerors will submit price value proposals based on an hourly/yearly wage, not less than ten dollars ($10) per hour,

allotted to the blind BEP operator/trainee who will be in their payroll as an employee/ trainee for the duration of the

contract. BEP blind operator/trainee will need to be trained by successful offeror in all aspects of the Juneau

Federal Building Cafeteria. BEP blind operator/trainee will be able to work and be trained eight-hours a day, five

days a week. The successful contractor will also make a monthly administrative fee payment to BEP, of not less

than $1,200.





2.11

Alaska Business License & Other Required Licenses

At the time the proposals are opened, all offerors must hold a valid Alaska business license and any necessary

applicable professional licenses required by Alaska Statute. Offerors should contact the Department of Community

and Economic Development, Division of Occupational Licensing, P.O. Box 110806, Juneau, Alaska 99811-0806,

for information on these licenses. Offerors must submit evidence of a valid Alaska business license with the

proposal. An offeror's failure to submit this evidence with the proposal will cause their proposal to be determined

non-responsive. Acceptable evidence that the offeror possesses a valid Alaska business license may consist of

any one of the following:



[a] copy of an Alaska business license with the correct SIC code;



[b] certification on the proposal that the offeror has a valid Alaska business license and has included the

license number in the proposal;



[c] a canceled check for the Alaska business license fee;



[d] a copy of the Alaska business license application with a receipt stamp from the State's occupational

licensing office; or



[e] a sworn and notarized affidavit that the offeror has applied and paid for the Alaska business license.





2.12

Contract Negotiations

2AAC 12.315 CONTRACT NEGOTIATIONS. After final evaluation, the procurement officer may negotiate with

the offeror of the highest-ranked proposal. Negotiations, if held, shall be within the scope of the request for

proposals and limited to those items which would not have an effect on the ranking of proposals. If the highest-

ranked offeror fails to provide necessary information for negotiations in a timely manner, or fails to negotiate in

good faith, the State may terminate negotiations and negotiate with the offeror of the next highest-ranked

proposal. If contract negotiations are commenced, they may be held in the DVR conference room at 1251

Muldoon Rd., Ste. 101 in Anchorage, Alaska.









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If the contract negotiations take place in Anchorage, Alaska, the offeror will be responsible for their travel and per

diem expenses.



2.13

Failure to Negotiate

If the selected offeror



 fails to provide the information required to begin negotiations in a timely manner; or

 fails to negotiate in good faith; or

 indicates they cannot perform the contract within the budgeted funds available for the project; or

 if the offeror and the State, after a good faith effort, simply can not come to terms,



the State may terminate negotiations with the offeror initially selected and commence negotiations with the next

highest ranked offeror.



2.14

Notice of Intent to Award (NIA) — Offeror Notification of Selection

After the completion of contract negotiations the procurement officer will issue a written Notice of Intent to Award

(NIA) and send copies to all offerors. The NIA will set out the names and addresses of all offerors and identify the

proposal selected for award. The scores and placement of other offerors will not be part of the NIA.



2.15

Protest

AS 36.30.560, provides that an interested party may protest the content of the RFP.



An interested party is defined in 2 AAC 12.990(a)(7) as "an actual or prospective bidder or offeror whose economic

interest might be affected substantially and directly by the issuance of a contract solicitation, the award of a

contract, or the failure to award a contract."



If an interested party wishes to protest the content of a solicitation, the protest must be received, in writing, by the

procurement officer at least ten days prior to the deadline for receipt of proposals.



AS 36.30.560 also provides that an interested party may protest the award of a contract or the proposed award of

a contract.



If an offeror wishes to protest the award of a contract or the proposed award of a contract, the protest must be

received, in writing, by the procurement officer within ten days after the date the Notice of Intent to Award the

contract is issued.



A protester must have submitted a proposal in order to have sufficient standing to protest the proposed award of a

contract. Protests must include the following information;



[a] the name, address, and telephone number of the protester;



[b] the signature of the protester or the protester's representative;



[c] identification of the contracting agency and the solicitation or contract at issue;



[d] a detailed statement of the legal and factual grounds of the protest including copies of relevant

documents; and





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[e] the form of relief requested.



Protests filed by telex or telegram are not acceptable because they do not contain a signature. Fax copies

containing a signature are acceptable.



The procurement officer will issue a written response to the protest. The response will set out the procurement

officer's decision and contain the basis of the decision within the statutory time limit in AS 36.30.580. A copy of the

decision will be furnished to the protester by certified mail, Fax or another method that provides evidence of

receipt.



All offerors will be notified of any protests. The review of protests, decisions of the procurement officer, appeals,

and hearings, will be conducted in accordance with the State Procurement Code (AS 36.30), Article 8 " Legal and

Contractual Remedies.”









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SECTION THREE

STANDARD CONTRACT INFORMATION

3.01

Contract Type

This contract is a no cost contract.

3.02

Contract Approval

This RFP does not, by itself, obligate the State. The State's obligation will commence when the authorized State

official approve the contract. Upon written notice to the contractor, the State may set a different starting date for

the contract. The State will not be responsible for any work done by the contractor, even work done in good faith, if

it occurs prior to the contract start date set by the State.



3.03

Standard Contract Provisions

The contractor will be required to sign and submit the attached contract.



3.04

Proposal as a Part of the Contract

Part or all of this RFP and the successful proposal may be incorporated into the contract.



3.05

Additional Terms and Conditions

The State reserves the right to add terms and conditions during contract negotiations. These terms and conditions

will be within the scope of the RFP and will not affect the proposal evaluations.



3.06

Insurance Requirements

The successful offeror must provide proof of workers' compensation insurance prior to contract approval.



The successful offeror must secure the insurance coverage required by the State. The coverage must be

satisfactory to the Division of Risk Management. An offeror's failure to provide evidence of such insurance

coverage is a material breach and grounds for withdrawal of the award or termination of the contract.



Offerors must review form APPENDIX B1, attached, for details on required coverage.









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3.07

Bid Bond - Performance Bond - Surety Deposit

Performance Bond

Offerors must obtain a letter of commitment for a performance bond from a bonding company and submit it with

the proposal. The amount of the performance bond will be $10,000. If the contractor fails to satisfactorily perform

the contract, the bonding company that provided the performance bond will be required to obtain timely

performance of the contract. The actual performance bond must be obtained from the bonding company and

provided to the State within thirty days of the date of award of the contract. An offeror's failure to provide the

performance bond, within the required time, will cause the State to reject the proposal.



Surety Deposit

In lieu of a performance bond, an irrevocable letter of credit, or cash, may be substituted. The amount of the

surety deposit must be $10,000. Substitution of a surety deposit must be approved by the Commissioner of the

Department of Labor and Workforce Development prior to its submittal. An offeror's failure to provide the surety

deposit, within the required time, will cause the State to reject the proposal.





3.08

Proposed Payment Procedures

The BEP operator/trainee will be paid based on the successful offeror’s regular payroll schedule. Each offeror will

submit a draft of a support agreement such as they plan to offer to the BEP operator/trainee. The support

agreement must identify the wages (not less than $10 per hour) plus payment scheduled to be used. In addition to

the wages paid to the BEP operator/trainee, the successful contractor will make a monthly administrative fee

payment to BEP, of not less than $1,200.



3.9

Informal Debriefing

When the contract is completed, an informal debriefing may be performed at the discretion of the project director.

If performed, the scope of the debriefing will be limited to the work performed by the contractor.



3.10

Contract Personnel

Any change of the project team members named in the proposal must be approved, in advance and in writing, by

the project director. Personnel changes that are not approved by the State may be grounds for the State to

terminate the contract.



3.11

Inspection & Modification - Reimbursement for Unacceptable Deliverables

The contractor is responsible for the completion of all work set out in the contract. All work is subject to inspection,

evaluation, and approval by the project director. The State may employ all reasonable means to ensure that the

work is progressing and being performed in compliance with the contract. Should the project director determine

that corrections or modifications are necessary in order to accomplish its intent, the project director may direct the

contractor to make such changes. The contractor will not unreasonably withhold such changes.



Substantial failure of the contractor to perform the contract may cause the State to terminate the contract.







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Request for Proposals (RFP) BEP #2005-101









3.12

Termination for Default

In the event the contractor’s work is found by the State to be unacceptable, a notice of non-compliance will be

issued. Immediate remedy of problems noted in the notice of non-compliance is required. In the event no action

is taken, the State may exercise its right to terminate the contract. Any contractor who receives 2 letters of non-

compliance in any 12-month period, is subject to contract termination.



If the project director determines that the contractor has refused to perform the work or has failed to perform the

work with such diligence as to ensure its timely and accurate completion, the State may, by providing written notice

to the contractor, terminate the contractor's right to proceed with part or all of the remaining work.



This clause does not restrict the State's termination rights under the contract provisions of Appendix A, attached.



3.13

Liquidated Damages

NA





3.14

Contract Invalidation

If any provision of this contract is found to be invalid, such invalidation will not be construed to invalidate the entire

contract.









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SECTION FOUR

BACKGROUND INFORMATION



4.01

Background Information

In an effort to expand employment opportunities to people who are legally blind under the terms of the

Randolph-Sheppard and Chance Act, the BEP has been working to obtain Federal and State food service

contracts. Having a teaming partner has helped BEP to bid for contracts since 1996. In October 2000,

and 2001 the Alaska BEP entered into a contract for full food service at the Coast Guard Base in

Ketchikan, and at the Federal Building in Juneau, Alaska. In February and March 2005, the Alaska BEP

entered into a contract for full food service at the Anchorage Federal Building and at Ft. Wainwright

Military Base. Assistance from BEP’s teaming partner provided resources, both in terms of knowledge

and finance, to assist in the acquisition of these contracts.









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SECTION FIVE

SCOPE OF WORK

5.01

Scope of Work



The contractor will assist BEP in the operation of the Juneau Federal Building Cafeteria under the provisions of the

Randolph-Sheppard Act.



Contractor’s responsibilities will be:



a. Provide food service to the Juneau Federal Building employees at a reasonable price with superior

customer service and food of high quality.

b. Provide training and services to assist blind operator/trainee in achieving his maximum vocational

potential through food service contracting.



The goal of this project is to provide BEP blind operator/trainee with sufficient food service management

knowledge and skills to manage the Juneau Federal Building Cafeteria without a teaming partner.



DETAIL STATEMENT OF WORK





Rent or In Lieu of Rent Charges: The offeror shall not be charged rent or pay in lieu of rent charges under

this contract.





Utility Charge: The State shall provide utilities to operate the existing food service equipment in this contract

at no cost to the offeror. The offeror shall be responsible for providing their telephone connection,

communication lines, data lines, and phone services at no cost to the State.





Food Service: The offeror shall provide food service requirements five (5) days per week, Monday through

Friday, except holidays observed by the Federal Government. The offeror will provide high quality service and

variety to sufficient to maximize participation. Reusable glass dishware, silverware, and utensils shall be used

primarily at this location with disposables available for food to go. Changes in types of dishware, silverware, or

utensils shall not be adjusted by the offeror without prior written approval from the State representative.





The State shall grant the offeror the right to control and operate food and beverage services for the

employees, guests, and invitees of Government. The services include, but not limited to, cafeteria, dining,

catering, and espresso, but may include other services, temporary locations, or cart service approved by the

State representative.



Quality of Services: The offeror shall supply food and prompt, courteous service to all customers with a

strong focus on the overall quality of operation. The service provided shall be equivalent successful similar

commercial food service operations in the area.



Staff for Services: The offeror shall maintain sufficient numbers of qualified staff on duty during working

hours to carry out all the requirements of this agreement.





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Inventory for Services: The offeror shall maintain appropriate inventory levels of inventory to ensure

customers have a wide variety of choices on a daily basis. Inventory and stock levels should be consistent

with similar commercial food service facilities in the surrounding areas.



Prices: The prices the offeror submits in their proposal shall be binding when the facility opens for operations.

Thereafter, prices can be adjusted at the offeror’s discretion after notifying the State representative and

posting a notice to the tenants for no less than one week prior to the increase. The notice shall be placed in a

highly visibility traffic area that promotes communication to the customers. Price increases should only be

made to ensure viability and self-support of the operation.



Marketing: The offeror shall provide all merchandise, trade material, trade logos, service marks, trademarks,

trade name signage, and menu boards for this operation. The marketing and customer service programs are

to be ongoing, create interest, increase participation, advertise promotions and improve viability.



Cleaning and Sanitation: The offeror shall be responsible for such daily cleaning, housekeeping, and

sanitation in all areas assigned to the offeror under his contract. The offeror shall strictly comply with the

sanitation standards in the most current Food Code Manual, Public Health Service, Publication (FDA) and the

most recent local Health Department codes. In addition, the offeror is responsible for the following:

(1) Cleaning floors, walls up to 6 feet above floor level, and other equipment and fixtures used by offeror for food

storage and preparation areas.

(2) Collecting and packing dry refuse from such areas and placing the packed refuse at site(s) on premises designated

by the State representative.

(3) Arranging for containers and removal of all grease or oil used in the operation.

(4) Providing the required container to hold grease that is waiting to be picked up and taken to a sanitary disposal.





Equipment: The State shall provide the existing equipment in the facility for the offeror’s use. The offeror shall

provide any additional equipment required to perform the services under this contract.



Conditions for Use of State Equipment: The offeror shall be responsible for reasonable care of all State

equipment used under this Food Service Agreement. Equipment will be returned to State at the end of this

contract in good condition minus *ordinary wear and tear. The offeror shall report any equipment that is in need

of repair IMMEDIATELY to the State representative. The offeror shall be responsible for repair and replacement

costs for any equipment due to over-use, neglect or misuse.



*Ordinary wear and tear shall have the meaning commonly attributed normal use that is not attributed to over-

use, neglect or misuse.



Equipment Inventory: The offeror and the State representative shall jointly acknowledge in writing

verification and receipt of all State-owned equipment listed herein. Promptly following the expiration of term or

termination of this agreement, the equipment list will be checked against existing equipment at the termination

of this contract. The condition of all equipment will be checked to ensure it was returned in good condition, less

ordinary wear and tear. Ordinary Wear and Tear shall have the meaning commonly attributed normal use that is

not attributed to over-use, neglect or misuse. The offeror shall be responsible for all costs of missing or

damaged equipment, due to over-use, neglect, or misuse.



Equipment Repairs: The State shall repair all Government owned equipment on a continuing basis at no

cost to the offeror. All equipment in need of repairs should be reported immediately by the offeror to the State

representative. No repairs should be accomplished by the offeror without prior approval by the State

Representative. If the offeror accomplishes work without approval of the State representative, they shall bear

the cost of those repairs.



Equipment Maintenance: The State shall maintain a preventive maintenance program on Government

owned equipment at no cost to the offeror. The preventative maintenance schedule will be determined by the

State representative. The offeror shall immediately inform the State representative of any items that are in







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Request for Proposals (RFP) BEP #2005-101







need of maintenance outside the routine schedule. Continual use of equipment in need of maintenance that is

not reported to the State representative will be considered misuse or neglect.



Hood and Fire Suppression Systems: The State shall be responsible for maintenance of the fire

suppression system and the interior flues of the hood system. The offeror shall be responsible for ongoing

cleaning of the visible portions of the hood over the cooking areas and the filters.



Drains: The State shall be responsible for maintenance and clearing clogs due to normal use. The offeror

shall be responsible for clearing clogs attributed to misuse of the drains. One example would be pouring

excessive grease directly into the drain instead of a container.



Misuse: Misuse is determined to be rough or abusive treatment, incorrect usage, improper application of

equipment, or operating damaged equipment and not notifying the State representative.



Dining Room Area Requirements: The offeror shall be responsible to clear and wipe down the tables and

chairs in the dining room. If the chairs are upholstered, it will be the responsibility of the State to provide

upholstery cleaning on a periodic basis, pending funding. The offeror will be responsible for removal of any

debris left in the on the tables and other areas of the dining area.



Trash Removal: The offeror shall provide the appropriate number and size containers necessary to hold all

the trash and food waste generated by the contracted food service facility. The State representative will

approve the proposed containers and the location where the containers are to be located. All trash and food

waste shall be first placed in appropriate plastic bags and tied or sealed to prevent foul odors or rodent and

insect problems then take to the approved area for removal to a waste disposal. The offeror will also provide

for the trash removal for all food waste generated by the food service facility to an off site waste disposal

including cooking oil. The offeror will be responsible for removal and costs associated with removal of all

food waste and cooking oils.

Employees: The offeror’s employees, including subcontractors, performing services or administrative work on

premises shall be subject to all Federal rules and regulations. The State representative can provide the offeror a

copy upon request.

Compliance with Laws: The offeror shall comply with all federal, state, and local laws applicable to their

obligations. The offeror shall keep in effect all necessary permits, licenses, and food handlers’ cards and will post

such permits where required.



Safety and Security: Designated employees shall have the responsibility for determining that all equipment

has been turned off, windows have been shut, lights and fans turned off, and doors have been locked when

the food service facility is closed. The offeror will comply with all security and safety requirements.

Proprietary Marks: The State acknowledges that the names, logos, service marks, trademarks, trade dress,

trade names, and patents, whether or not registered, of offeror are proprietary to the offeror, and its affiliated and

parent companies, and will not use the marks for any purpose except as expressly permitted in writing by the

offeror.





Business Licenses, Taxes & Assessments: The offeror shall pay all Federal, State, City, and other taxes or

assessments in connection with the operation and performance of the Services. The Contractor shall keep

current and pay all licenses and permit fees in connection with Services.





Government Administration: The State shall administer compliance with the terms and conditions of

performance and services under this contract.

Small wares: The offeror shall provide and maintain an acceptable level of inventory for all items necessary

to perform the services under this contract. The offeror shall take possession of the small wares inventory

and replace the inventory, as necessary, as part of the expenses contract.

Office Space: If space is available, the State shall provide office space for use by the offeror at no cost. The





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Request for Proposals (RFP) BEP #2005-101







offeror shall supply all office furnishings, supplies, and equipment necessary to perform the administration

functions under this contract.



Indemnification: The offeror shall indemnify, defend, and hold harmless, the Government and the State from

any and all losses, damages, or expenses. This will include all reasonable attorneys’ fees arising out of, or

resulting from, claims or actions for bodily injury, death, sickness, property damage, or other injury or damage if

caused by any negligent, willful acts, or omissions, of the offeror or offeror's representatives.



Liability: Offeror will not be responsible for damage or loss /occasioned by fire, theft, accident, electrical

outages, or otherwise to the licensee's stored supplies, materials or equipment, or the employees' personal

belongings.



Any personal injury or physical damage to the building or equipment resulting from fire or other causes shall

be reported to the Property Manager immediately.



Vending Machines: Vending machines shall not be part of this agreement, and all income derived from

vending machines must be distributed to the Washington Department of Services for the Blind under the

provisions of the Randolph Sheppard Act, 34 CFR 395.32.



Public Space: The offeror shall be responsible for cleaning tables throughout the day; however, the State

reserves the right to use dining areas and other public spaces for meetings of Government employees or

other assemblies. Anyone that uses the space for these reasons will clean and rearrange the space to the

original condition once they are finished, at no expense to the operator.



The State also reserves the right for their employees or visitors that use public dining and other authorized

areas for individuals that bring their own lunch.



Weekends and Federal Holidays: No work shall be performed on weekends or Federal holidays without

prior approval of the State representative.



Modifications: No modifications or changes made to this agreement shall be binding upon either party unless

the changes are submitted in writing by the offeror and approved by the State representative.

Inspection of Services and Facility: The State may inspect the services or facility, without notice, on any day,

at any time, at its sole discretion. The inspection will be conducted in a manner to avoid disruption to the services

or the offeror.

Profit and Loss Statements: The offeror shall provide the State representative a copy of the monthly profit and

loss statement reflecting the operations of the facility.

Disputes: In the event that the State representative and the offeror can not agree on terms and conditions under

this contract, the State representative shall make the final decision to resolve matters under dispute.



PACKAGING AND MARKING



1. Payment of postage and fees. All postage and fees related to submitting information including, forms,

reports, etc., to the State representative shall be paid by the offeror.



1. Marking. All information submitted to the State representative shall clearly indicate the contract number

of the contract for which the information is being submitted.



INSPECTIONS AND RESPONSIBILITIES OF GOVERNMENT AND STATE PERSONNEL

1. Inspections.



a. Facilities operated under the contract will be inspected periodically by representatives of the

Government and the State, when circumstances warrant, by representatives of local health departments.

After each inspection the operator will be advised of unsatisfactory conditions for which he/she is







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Request for Proposals (RFP) BEP #2005-101







responsible. The operator shall correct deficiencies thus reported in timely period specified by such

inspections or written justification for an extension of not more than one (1) full day.



b. The Government and the State shall have the right to send its representative into areas assigned

for the operator’s use, at any time, for inspection or other purposes approved by the State representative.

Right is reserved to use dining areas and other public spaces at other than serving periods, for meetings

of Government employees or other assemblies: PROVIDED that after each such use the space will be

cleaned and rearranged without expense to the operator.



c. The offeror will be subject to a periodic, unannounced audit of the food service facilities by a

representative of the State representative. The audit shall specifically include a comprehensive review of:



(1) Service quality, attentiveness, courtesy, and similar factors.

(2) Food quality, presentation, merchandising.

(3) Sanitary practices and conditions.

(4) Personnel appearance.

(5) Training program techniques, schedules and records.

(6) Safety conditions.

(7) Menu compliance, as indicated in the minimum acceptable menu profile.

(8) Portion sizes submitted in the business plan.

(9) Cash Register tapes and sales records.



2. Responsibilities of Government and State personnel.



a. State representative. The State representative has the overall responsibility for the

administration of this contract. The State representative alone, without delegation is authorized to take

actions on behalf of the Government to amend, modify or deviate from the contract terms, conditions,

requirements, specifications, details and/or delivery schedules. However, the State representative may

delegate certain other responsibilities to authorized representatives.





b. State inspectors. Contract inspectors are subordinates of the State representative and are

responsible for the day-to-day inspection and monitoring of the contractors work. The responsibilities of

the contract inspector include, but are not limited to; inspecting the work to ensure compliance with the

contract requirements; documenting, through written inspection reports the results of all inspections

conducted; following through to assure that all defects or omissions are corrected; conferring with

representatives of the offeror regarding any problems encountered in the performance of the work and

generally assisting the State representative in carrying out his/her responsibilities.









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5.02

Deliverables

The contractor will be required to provide the following deliverables;



[a] Attend and make an educational presentation during a meeting with the Committee of Blind Vendors.

Participation is possible via teleconference if needed. The purpose of this requirement is to establish

a relationship between the Committee of Blind Vendors and the teaming partner on this contract. This

should assist the Committee to better understand the relationships between all parties involved in the

project; the teaming partner, BEP, and the BEP blind operator/trainee. The presentation should be

made within the first six (6) months of the contract.

[b] The teaming partner must issue a support agreement that will be between the teaming partner and

the BEP blind operator/trainee. This agreement must clearly stipulate the terms and conditions to be

obtained under the contract. The remuneration guaranteed to the BEP blind operator/trainee must

be included in this agreement. A sample of the offeror’s support agreement should accompany the

response to this RFP.



[c] Provide comprehensive management services for the Juneau Federal Building cafeteria. The

successful offeror must finance all aspects of managing this contract. There should be no cost to the

BEP and BEP blind operator/trainee.



[d] Implement a training plan for guidance and mentoring of the BEP blind operator/trainee in food

service management. The BEP blind operator/trainee should become proficient in employee

relations, customer relations, appropriate interaction with contracting personnel, bookkeeping and

required reporting for the facility. A sample of the offeror’s BEP blind operator/trainee training

program should accompany the response to this RFP. Training should include, but it is not limited to

the following:

 Compliance with health and fire regulations regarding food preparation and serving, and building

maintenance in dining facilities.



 Menu planning and food utilization based on anticipated number of guests, nutritional value, palatability,

popularity, and costs.



 Organization and direct worker training programs, resolving personnel problems, hiring new staff, and

evaluating employee performance in dining facilities.



 Coordinating assignments of cooking personnel in order to ensure economical use of food and timely

preparation.



 Estimating food and beverage consumption in order to anticipate amounts to be purchased or

requisitioned.



 Monitoring food preparation methods, portion sizes, and garnishing and presentation of food in order to

ensure that food is prepared and presented in an acceptable manner.



 Monitoring budgets and payroll records, and review financial transactions in order to ensure that

expenditures are authorized and budgeted.



 Investigating and resolving complaints regarding food quality and service.



 Reviewing menus and analyze recipes in order to determine labor and overhead costs, and assign prices

to menu items.









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Request for Proposals (RFP) BEP #2005-101







 Establishing and enforcing nutritional standards for dining establishments based on accepted industry

standards.



[e] Submit descriptive quarterly reports to the BEP describing the progress of the BEP blind

operator/trainee who is working and is been trained by the teaming partner on the food service

contract.



[f] Provide support to BEP staff assigned to work on various aspects of the contract including the

procurement office, the project manager and the fiscal staff who process paperwork and payments.





[g] Provide monthly BEP reports and administrative fee payment to BEP, of not less than $1,200.









5.03

Additional Information Required From All Offerors

(1) Reputation. List the accounts of similar size that reflect the conditions as stated in this solicitation that

you have operated under a profit and loss contract. List the name and title of the client contact, telephone

number, opening date, building population, patronage, annual dollar value, and contractual

arrangement.



(2) Experience. In addition to general background information and state experience in operating similar

facilities of profit and loss type financial arrangements. State the available experience and support from

regional, home office and other operations in the geographical area that would enhance

operations.



(3) Resources. Provide your organization charts showing the chain of command of supervision and staff

that will supplement your unit management. Provide background and qualifications of the on-site manager

type to be assigned to the operation if you are awarded the contract and a brief resume on the key

managers listed in the chain of command. Provide policies and procedures relative to employee and

management training and customer service programs and indicate resources for providing backup.



(4) Menu, Merchandising and Variety. Provide the complete menu cycle that you will implement, showing

selling prices. Include your policy for featured specials, promotional events and merchandising practices.

Summarize the number of daily items under each food category, such as number luncheon entrees,

vegetables, salads, desserts, beverages, soups, bread and rolls, breakfast items, sandwiches, specials,

grill items, etc. .



(5) Sanitation. Include standards, operating requirements, sanitation training programs, inspection

procedures, frequency schedules, and management reports. If you plan to subcontract

any cleaning state which services and yearly cost projections.



(6) Controls. Describe accounting systems and procedures to include information required in the

contract. Include sample of management reports and other control checks with planned frequency

schedules. Assure accounting system provides information on sales, meal counts, check averages, and

cost per meal data. Demonstrate that internal audits are conducted on operational controls, financial

statistics, methods, procedures, and systems. Assure the adequacy of control checks, reports,

and frequent reporting schedules; and provide sample reports and schedules.



(7) Menu, Item Portion Size and Price. Provide a complete menu, item portion size and selling price list

for each item.







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Request for Proposals (RFP) BEP #2005-101









(8) Staffing. Provide a comprehensive and detailed color-coded daily staffing chart for the operation of

this facility. Provide your organization charts showing the chain of command of supervision and staff that

will supplement your unit management. Indicate any subcontracting of functions such as cleaning or

maintenance services not contained in staffing chart.



(9) Budget (pro forma). Provide a projected annual operating budget (profit and loss statement) with a

written explanation of how each line was developed, including food list, labor cost, miscellaneous costs,

administration costs and profit. Include the cost of all subcontracting. Your pro forma should reflect the

number of business days projected by the Federal Government for any given year.









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Request for Proposals (RFP) BEP #2005-101







SECTION SIX

PROPOSAL FORMAT AND CONTENT



6.01

Proposal Format and Content

The State discourages overly lengthy and costly proposals, however, in order for the State to evaluate proposals

fairly and completely, offerors must follow the format set out in this RFP and provide all information requested.



6.02

Introduction

Proposals must include the complete name and address of offeror’s firm and the name, mailing address, and

telephone number of the person the State should contact regarding the proposal.



6.03

Understanding of the Project

Offerors must provide a comprehensive narrative statement that illustrates their understanding of the requirements

of the project and the project schedule.



[a] Understanding of the state need to acquire and experienced teaming partner to assist the Business

Enterprise Program in the operation of the Juneau Federal Building Food Service Facility.



[b] Understanding of offeror’s responsibilities to:

1. Provide food service to the Juneau Federal Building employees at a reasonable price with superior

customer service and food of high quality.

2. Provide training and services to assist our BEP blind operator/trainee in achieving his maximum

vocational potential through food service contracting and by providing him with sufficient food service

management knowledge and skills to eventually manage the Juneau Federal Building Cafeteria

without a teaming partner.



[c] Understanding of the deliverables the State expects offeror to provide:

1. Attend and make an educational presentation during a meeting with the Committee of Blind

Vendors within six (6) months of the contract.

2. Issue a sample of support agreement between the teaming partner and the BEP blind

operator/trainee. This agreement must clearly stipulate the terms and conditions to be obtained

under the contract. The remuneration guaranteed to the BEP blind operator/trainee must be included

in this agreement. Provide sample of support agreement with your proposal.

3. Implement a training plan for guidance and mentoring for the BEP blind operator/trainee in food

service management. Provide training plan with this proposal.

4. Submit descriptive quarterly reports to the BEP describing the progress of the BEP Blind

operator/trainee.

5. Provide comprehensive management services for the Juneau Federal Building Cafeteria.

6. Provide monthly BEP reports and administrative fee payment to BEP, of not less than $1,200.



[d] Offeror understands the State's time schedule.









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6.04

Methodology Used for the Project

Offerors must provide a comprehensive narrative statement that sets out the methodology it intends to employ and

illustrates how the methodology will serve to accomplish the work and meet the State’s project schedule.



6.05

Management Plan for the Project

Offerors must provide a comprehensive narrative statement that sets out the management plan it intends to follow

and illustrates how the plan will serve to accomplish the work and meet the State's project schedule.



[a] Management plan to support all of the project requirements and logically lead to the deliverables

required in the RFP.



[b] Complete menu cycle that offeror will implement, showing selling prices.

Policy for featured specials, promotional events and merchandising practices.

Summary of the number of daily items under each food category, such as number of luncheon

entrees, vegetables, salads, desserts, beverages, soups, bread and rolls, breakfast items,

sandwiches, specials, grill items, etc.

Menu, item portion size and price.



[c] Standards, operating requirements, sanitation training programs, inspection procedures, frequency

schedules, and management reports.

Information on any subcontracting of cleaning service and yearly cost projections.

[d] Description of the accounting systems and procedures to include sample of management reports and

other control checks with planned frequency schedules.

Offeror’s accounting system should provide information on sales, meal counts, check averages, and

cost per meal data.

Offeror’s demonstration that internal audits are conducted on operational controls, financial statistics,

methods, procedures, and systems.

Samples of the adequacy of control checks, reports, and frequent reporting schedules.

[e] Comprehensive and detailed color-coded daily staffing chart for the operation of this facility. Offeror’s

organizational chart showing the chain of command of supervision and staff that will supplement unit

management. . Subcontracting of functions such as cleaning or maintenance services not contained

in staffing chart.



[f] Projected annual operating budget (profit and loss statement) with a written explanation of how each

line was developed, including food list, labor cost, miscellaneous costs, administration costs and

profit (cost of all subcontracting should be included). Pro forma that reflects the number of business

days projected by the Federal Government for any given year.



[g] Offeror’s can meet the schedule set out in the RFP.



[h] Alternate deliverables beyond the minimum tasks necessary to meet the objectives of the RFP.



[i] Identify any potential problems.



[j] Proposal submitted needs to be responsive to all material requirements in the RFP.









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6.06

Experience and Qualifications

[a] Offerors must provide an organizational chart specific to the personnel assigned to accomplish the

work called for in this RFP; illustrate the lines of authority; designate the individual responsible and

accountable for the completion of each component and deliverable of the RFP. the offeror needs to

provide background and qualifications of the on-site manager type to be assigned to the operation if

he is awarded the contract and a brief resume on the key managers listed in the chain of command.

Offeror to provide policies and procedures relative to employee and management training and

customer service programs and indicate resources for providing backup.



[b] Offeror must provide a list of accounts of similar size that reflect the conditions as stated in this

solicitation that he has operated under a profit and loss contract. Offeror must provide a list with the

name and title of his clients’ contact, telephone number, opening date, building population,

patronage, annual dollar value, and contractual arrangement.



[b] Offeror must demonstrate experience in completing similar projects.



[c] Offeror must have the available experience and support from regional, home office and other

operations in the geographical area that would enhance operations.



[d] Offeror must have experience in working as a teaming partner with other clients.



[e] Offeror must show general history of the firm regarding timely and successful completion of projects.



[f] Offeror must provided letters of reference from previous clients.







6.07

Price Value Proposal

Overall, a minimum of 40% of the total evaluation points will be assigned to price value.

The highest hourly/yearly wages (not less than $10 per hour) offered to the blind operator/trainee, and the highest

administrative fee offered to BEP (not less than $1,200) will receive maximum points (40).



Lower offers are divided by the highest bid and then multiplied by the maximum possible points to determine the

score.



6.08

Evaluation Criteria

All proposals will be reviewed to determine if they are responsive. They will then be evaluated using the criteria set

out in Section SEVEN.



An evaluation may not be based on discrimination due to the race, religion, color, national origin, sex, age, marital

status, pregnancy, parenthood, disability, or political affiliation of the offeror. A proposal shall be evaluated to

determine whether the offeror responds to the provisions, including goals and financial incentives, established in

the request for proposals in order to eliminate and prevent discrimination in State contacting because of race,

religion, color national origin, sex, age, marital status, pregnancy, parenthood, or disability.









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SECTION SEVEN

EVALUATION CRITERIA AND CONTRACTOR SELECTION

THE TOTAL NUMBER OF POINTS USED

TO SCORE THIS CONTRACT IS 100





7.01

Understanding of the Project—5 Percent

Proposals will be evaluated against the questions set out below:



[a] Has the offeror demonstrated a thorough understanding of the state need to acquire and experienced

teaming partner to assist the Business Enterprise Program in the operation of the Juneau Federal

Building Food Service Facility?

[b] Has the offeror demonstrated a thorough understanding of his responsibilities?

1. Provide food service to the Juneau Federal Building employees at a reasonable price with superior

customer service and food of high quality.

2. Provide training and services to assist our BEP blind operator/trainee in achieving his maximum

vocational potential through food service contracting and by providing him with sufficient food service

management knowledge and skills to eventually manage the Juneau Federal Building Cafeteria

without a teaming partner.



[c] Has the offeror demonstrated that he understands the deliverables the State expects him to provide?

1. Attend and make an educational presentation during a meeting with the Committee of Blind

Vendors within six (6) months of the contract.

2. Issue a sample of support agreement between the teaming partner and the BEP blind

operator/trainee. This agreement must clearly stipulate the terms and conditions to be obtained

under the contract. The remuneration guaranteed to the BEP blind operator/trainee must be included

in this agreement. Is sample of support agreement provided with his proposal?

3. Implement a training plan for guidance and mentoring for the BEP blind operator/trainee in food

service management. Was a training plan provided with his proposal?

4. Submit descriptive quarterly reports to the BEP describing the progress of the BEP Blind

operator/trainee.

5. Provide comprehensive management services for the Juneau Federal Building Cafeteria.

6. Provide monthly BEP reports and administrative fee payment to BEP, of not less than $1,200.



[d] Has the offeror demonstrated that he understands the State's time schedule and can he meet it?





7.02

Methodology Used for the Project—15 Percent

Proposals will be evaluated against the questions set out below:



[a] Does the methodology depict a logical approach to fulfilling the requirements of the RFP?



[b] Does the methodology match and contribute to achieving the objectives set out in the RFP?



[c] Does the methodology interface with the time schedule in the RFP?









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Request for Proposals (RFP) BEP #2005-101







7.03

Management Plan for the Project—15 Percent

Proposals will be evaluated against the questions set out below:



[a] How well does the management plan support all of the project requirements and logically lead to the

deliverables required in the RFP?



[b] Has the offeror provided a complete menu cycle that he will implement, showing selling prices?

Has the offeror included his policy for featured specials, promotional events and merchandising

practices?

Has the offeror summarized the number of daily items under each food category, such as number of

luncheon entrees, vegetables, salads, desserts, beverages, soups, bread and rolls, breakfast items,

sandwiches, specials, grill items, etc.?

Has the offeror provided a menu, item portion size and price?



[c] Has the offeror included standards, operating requirements, sanitation training programs, inspection

procedures, frequency schedules, and management reports?

If offeror plans to subcontract any cleaning, has he provided information on the type of service and

yearly cost projections?



[d] Has the offeror described the accounting systems and procedures to include sample of management

reports and other control checks with planned frequency schedules?

Has the offeror assured that his accounting system provides information on sales, meal counts,

check averages, and cost per meal data?

Has the offeror demonstrated that internal audits are conducted on operational controls, financial

statistics, methods, procedures, and systems?

Has the offeror assured and provided samples of the adequacy of control checks, reports, and

frequent reporting schedules?

[e] Has the offeror provided a comprehensive and detailed color-coded daily staffing chart for the

operation of this facility? Has he provided his organizational chart showing the chain of command of

supervision and staff that will supplement his unit management? Has the offeror indicated any

subcontracting of functions such as cleaning or maintenance services not contained in staffing chart?



[f] Has the offeror provided a projected annual operating budget (profit and loss statement) with a

written explanation of how each line was developed, including food list, labor cost, miscellaneous

costs, administration costs and profit? Is the cost of all subcontracting included? Does his pro forma

reflect the number of business days projected by the Federal Government for any given year?



[g] Does it appear that the offeror can meet the schedule set out in the RFP?



[h] Has the offeror offered alternate deliverables and gone beyond the minimum tasks necessary to

meet the objectives of the RFP?



[i] How well have any potential problems been identified?



[j] Is the proposal submitted responsive to all material requirements in the RFP?









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Request for Proposals (RFP) BEP #2005-101







7.04

Experience and Qualifications—15 Percent

Proposals will be evaluated against the questions set out below:



Questions regarding the personnel.





[a] Has the offeror provided his organization charts showing the chain of command of supervision and

staff that will supplement his unit management? Has the offeror provided background and

qualifications of the on-site manager type to be assigned to the operation if he is awarded the

contract and a brief resume on the key managers listed in the chain of command? Has the offeror

provided policies and procedures relative to employee and management training and customer

service programs and indicated resources for providing backup?



Questions regarding the firm:



[a] Has the offeror provided a list of accounts of similar size that reflect the conditions as stated in this

solicitation that he has operated under a profit and loss contract? Has the offeror provided a list with

the name and title of his clients’ contact, telephone number, opening date, building population,

patronage, annual dollar value, and contractual arrangement?

[b] How well has the firm demonstrated experience in completing similar projects?





[c] Has the offeror have the available experience and support from regional, home office and other

operations in the geographical area that would enhance operations?



[d] Has the firm have experience in working as a teaming partner with other clients?



[e] How successful is the general history of the firm regarding timely and successful completion of

projects?



[f] Has the firm provided letters of reference from previous clients?





7.05

Contract Price Value—40 Percent

[a] Has the offeror provided hourly/yearly wages (not less than $10 per hour) offered to the blind

operator/trainee, and administrative fee offered to BEP (not less than $1,200)?









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Request for Proposals (RFP) BEP #2005-101









SECTION EIGHT

ATTACHMENTS

8.01

Attachments



Sample Evaluation Form



Checklist



Teaming Agreement Contract



Appendix B1









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Request for Proposals (RFP) BEP #2005-101









SAMPLE EVALUATION FORM

All proposals will be reviewed for responsiveness and then evaluated using the criteria set out herein.



Person or Firm Name ____________________________________________________________



Name of PEC Member ___________________________________________________________



Date of Review _________________________________________________________________



RFP Number ___________________________________________________________________





EVALUATION CRITERIA AND SCORING



THE TOTAL NUMBER OF POINTS USED TO SCORE THIS CONTRACT IS 100





7.01 Understanding of the Project—10 Points

· Maximum Point Value for this Section -- 10 Points

100 Points x 10 Percent = 10 Points





Proposals will be evaluated against the questions set out below.



[a] Has the offeror demonstrated a thorough understanding of the state need to acquire and experienced

teaming partner to assist the Business Enterprise Program in the operation of the Juneau Federal

Building Food Service Facility?





EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[b] Has the offeror demonstrated a thorough understanding of his responsibilities?

1. Provide food service to the Juneau Federal Building employees at a reasonable price with superior

customer service and food of high quality.

2. Provide training and services to assist our blind operator/trainee in achieving his maximum

vocational potential through food service contracting and by providing him with sufficient food service

management knowledge and skills to eventually manage the Juneau Federal Building Cafeteria

without a teaming partner.





EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[c] Has the offeror demonstrated that he understands the deliverables the State expects him to provide?

1. Attend and make an educational presentation during a meeting with the Committee of Blind

Vendors within six (6) months of the contract.

2. Issue a sample of support agreement between the teaming partner and the BEP blind

operator/trainee. This agreement must clearly stipulate the terms and conditions to be obtained

under the contract. The remuneration guaranteed to the BEP blind operator/trainee must be included

in this agreement. Is sample of support agreement provided with his proposal?







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Request for Proposals (RFP) BEP #2005-101







3. Implement a training plan for guidance and mentoring for the BEP blind operator/trainee in food

service management. Was a training plan provided with his proposal?

4. Submit descriptive quarterly reports to the BEP describing the progress of the BEP Blind

operator/trainee.

5. Provide comprehensive management services for the Juneau Federal Building Cafeteria.

6. Provide monthly BEP reports and administrative fee payment to BEP, of not less than $1,200.



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________

[d] Has the offeror demonstrated that he understands the State's time schedule and can he meet it?



EVALUATOR’S NOTES _____________________________________________________________________



_________________________________________________________________________________________







EVALUATOR'S POINT TOTAL FOR 7.01 __________________





7.02 Methodology Used for the Project—15 Points



· Maximum Point Value for this Section -- 15 Points

100 Points x 15 Percent = 15 Points





Proposals will be evaluated against the questions set out below.



[a] Does the methodology depict a logical approach to fulfilling the

requirements of the RFP?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[b] Does the methodology match and contribute to achieving the objectives set

out in the proposal?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[c] Does the methodology interface with the time schedule in the proposal?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________





EVALUATOR'S POINT TOTAL FOR 7.02 __________________









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Request for Proposals (RFP) BEP #2005-101







7.03 Management Plan for the Project—20 Points



· Maximum Point Value for this Section -- 20 Points

100 Points x 20 Percent = 20 Points

Proposals will be evaluated against the questions set out below.



[a] How well does the management plan support all of the project requirements and logically lead to the

deliverables required in the RFP?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[b] Has the offeror provided a complete menu cycle that he will implement, showing selling prices?

Has the offeror included his policy for featured specials, promotional events and merchandising

practices?

Has the offeror summarized the number of daily items under each food category, such as number of

luncheon entrees, vegetables, salads, desserts, beverages, soups, bread and rolls, breakfast items,

sandwiches, specials, grill items, etc.?

Has the offeror provided a menu, item portion size and price?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[c] Has the offeror included standards, operating requirements, sanitation training programs, inspection

procedures, frequency schedules, and management reports?

If offeror plans to subcontract any cleaning, has he provided information on the type of service and

yearly cost projections?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[d] Has the offeror described the accounting systems and procedures to include sample of management

reports and other control checks with planned frequency schedules?

Has the offeror assured that his accounting system provides information on sales, meal counts,

check averages, and cost per meal data?

Has the offeror demonstrated that internal audits are conducted on operational controls, financial

statistics, methods, procedures, and systems?

Has the offeror assured and provided samples of the adequacy of control checks, reports, and

frequent reporting schedules?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[e] Has the offeror provided a comprehensive and detailed color-coded daily staffing chart for the

operation of this facility? Has he provided his organizational chart showing the chain of command of

supervision and staff that will supplement his unit management? Has the offeror indicated any

subcontracting of functions such as cleaning or maintenance services not contained in staffing chart?





EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________









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Request for Proposals (RFP) BEP #2005-101







[f] Has the offeror provided a projected annual operating budget (profit and loss statement) with a

written explanation of how each line was developed, including food list, labor cost, miscellaneous

costs, administration costs and profit? Is the cost of all subcontracting included? Does his pro forma

reflect the number of business days projected by the Federal Government for any given year?

EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[g] Does it appear that the offeror can meet the schedule set out in the RFP?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[h] Has the offeror offered alternate deliverables and gone beyond the minimum tasks necessary to

meet the objectives of the RFP?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[i] How well have any potential problems been identified?



EVALUATOR'S NOTES _____________________________________________________________________





[j] Is the proposal submitted responsive to all material requirements in the RFP?





EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



EVALUATOR'S POINT TOTAL FOR 7.03 __________________







7.04 Experience and Qualifications—15 Points

· Maximum Point Value for this Section -- 15 Points

100 Points x 15 Percent = 15 Points



Proposals will be evaluated against the questions set out below.



Questions regarding the personnel.



[a] Has the offeror provided his organization charts showing the chain of command of supervision and

staff that will supplement his unit management? Has the offeror provided background and

qualifications of the on-site manager type to be assigned to the operation if he is awarded the

contract and a brief resume on the key managers listed in the chain of command? Has the offeror

provided policies and procedures relative to employee and management training and customer

service programs and indicated resources for providing backup?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________





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Request for Proposals (RFP) BEP #2005-101







Questions regarding the firm.



[a] Has the offeror provided a list of accounts of similar size that reflect the conditions as stated in this

solicitation that he has operated under a profit and loss contract? Has the offeror provided a list with

the name and title of his clients’ contact, telephone number, opening date, building population,

patronage, annual dollar value, and contractual arrangement?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[b] How well has the firm demonstrated experience in completing similar projects?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[c] Has the offeror have the available experience and support from regional, home office and other

operations in the geographical area that would enhance operations?





EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________





[d] Has the firm have experience in working as a teaming partner with other clients?

EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________





[e] How successful is the general history of the firm regarding timely and

successful completion of projects?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________



[f] Has the firm provided letters of reference from previous clients?



EVALUATOR'S NOTES _____________________________________________________________________



_________________________________________________________________________________________







EVALUATOR'S POINT TOTAL FOR 7.04 __________________









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Request for Proposals (RFP) BEP #2005-101







7.05 Contract Price Value—40 Points

· Maximum Point Value for this Section -- 40 Points

100 Points x 40 Percent = 40 Points





Overall, a minimum of 40 percent of the total evaluation points will be assigned to price value.







EVALUATOR'S POINT TOTAL FOR 7.05 __________________







EVALUATOR'S COMBINED POINT TOTAL FOR ALL SECTIONS ______________









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Request for Proposals (RFP) BEP #2005-101









Checklist

X

Don’t forget to include the following items with your proposal



Signed copy of Business Enterprise Teaming Agreement



Employer Tax Identification Number



Proof of financial stability as described in Section 1.04



Provide Proof of prior experience as listed in section 2.07 a-d



Proof of Alaska Business License and other licenses as listed in Section 2.11



Proof of any Bidder’s Preference your company can claim. (See Section 2.13-2.19 for

requirements)



Proof (copies) of all insurance as required in Section 3.06 and APPENDIX B1



Provide prototypes of BEP operator/trainee Support/Training Agreement as described in

Section 3.09



Provide detailed information as required in Section 5.04/6.01-607









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Request for Proposals (RFP) BEP #2005-101









APPENDIX B1



INDEMNITY AND INSURANCE



Article 1. Indemnification



The Contractor shall indemnify, hold harmless, and defend the contracting agency from and against any

claim of, or liability for error, omission or negligent act of the Contractor under this agreement. The

Contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the

independent negligence of the contracting agency. If there is a claim of, or liability for, the joint

negligent error or omission of the Contractor and the independent negligence of the Contracting agency,

the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis.

“Contractor” and “Contracting Agency”, as used within this and the following article, include the

employees, agents and other contractor who are directly responsible, respectively, to each. The term

“independent negligence” is negligence other than in the Contracting Agency’s selection, administration,

monitoring, or controlling of the Contractor and in approving or accepting the Contractor’s work.



Article 2. Insurance



Without limiting Contractor’s indemnification, it is agreed that Contractor shall purchase at its own

expense and maintain in force at all times during the performance of services under this agreement the

following policies of insurance. Where specific limits are shown, it is understood that they shall be the

minimum acceptable limits. If the Contractor’s policy contains higher limits, the state shall be entitled

to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the

Contracting Officer prior to beginning work and must provide for a 30-day prior notice of cancellation,

nonrenewal or material change of conditions. Failure to furnish satisfactory evidence of insurance or

lapse of the policy is a material breach of this contract and shall be grounds for termination of the

Contractor’s services. All insurance policies shall comply with, and be issued by insurers licensed to

transact the business of insurance under AS 21.



Proof of insurance is required for the following:

2.1 Worker's Compensation Insurance; the Contractor will provide and maintain, for all employees of

the Contractor engaged in work under this contract, Worker's Compensation Insurance as required by AS

23.30.045. The Contractor will be responsible for Worker's Compensation Insurance for any sub-

Contractor who directly or indirectly provides services under this contract. This coverage must include

statutory coverage for states in which employees are engaging in work and employer's liability protection

not less than $100,000 per person, $100,000 per occurrence. Where applicable, coverage for all federal

acts (i.e. U.S.L. & H. and Jones Acts) must also be included. The policy must waive subrogation against

the State.



2.2 Comprehensive (Commercial) General Liability Insurance; with coverage limits not less than

$300,000 combined single limit per occurrence and annual aggregates where generally applicable and

will include premises operations, independent contracts, products/completed operations, broad form





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Request for Proposals (RFP) BEP #2005-101







property damage, blanket contractual and personal injury endorsements listing the State of Alaska,

Business Enterprise Program as additionally insured.



2.3 Comprehensive Automobile Liability Insurance; covering all owned, leased and non-owned

vehicles with coverage limits not less than $100,000 per person, $300,000 per occurrence bodily injury

and $50,000 property damage









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Request for Proposals (RFP) BEP #2005-101







Business Enterprise Program

Teaming Partner Agreement



Re: AK Business License No. Employer I.D. No. PVN

RFP BEP 2004-104

Department of Labor Division of Vocational Business Enterprise Hereinafter the “State”, and

& Workforce Development Rehabilitation Program

Contractor Hereinafter the “Contractor”



Mailing Address Street or P.O. Box City, State Zip+4



Telephone Fax Contact Person E-mail

( ) - - ( ) - -



Article 1: Appendices: Appendices refereed to in this contract and attached to it are considered part of it.

Article 2: Performance of Service.

2.1 APPENDIX B1 sets forth the liability and insurance provisions of this contract.

2.2 References Scope of Work, Section 5 of RFP



Any pertinent information to this contract, should be mailed to:

AK Division of Vocational Rehabilitation

Business Enterprise Program

1251 Muldoon Rd., Ste. 101

Anchorage, AK 99504-2096

Article 3: Period of Performance. The period of this contract begins

February 1 2005 and ends January 31, 2007

Contractor State Procurement & Project Coordinator

Name of Firm Name of BEP Representative

Nelida Z. Irvine

Signature of Authorized Representative DATE Signature DATE



Printed Titled of Authorized Representative Printed Title of Authorized Representative

Project Coordinator, Business Enterprise Program

Director’s Approval Special Note: Amendments to this contract will be

Made each time a food services contract is available. These

Agency Approval amendments will specify the location of the work and the

distribution of funds to BEP operator or to BEP office. Such

amendments will be attached to this agreement and are

considered to be an integral part of the contract. All questions

Signature of Authorized Representative DATE concerning this contract should be directed to the Muldoon

Office of the Division of Vocational Rehabilitation. Calls

should be directed to the Project Coordinator at (907) 260-

Printed Title of Authorized Representative 3569. Faxes can be sent to (907) 269-3632. Contractor is

Director, AK Division of Vocational Rehabilitation encouraged to refer closely to the RFP BEP #2004-104 as it

contains details pertinent to contract performance.









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Request for Proposals (RFP) BEP #2005-101









46