CHICAGO ZOOLOGICAL SOCIETY REQUEST FOR PROPOSAL (RFP) FOR

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1 The Chicago Zoological Society is soliciting proposals to provide pricing and quality customer service on disposables to be purchased from March 1, 2019 February 28, This document outlines the Society s guidelines for your responses. The Proposal should be submitted no later than February 22, All questions and responses to the RFP should be addressed to: Polly Matura Purchasing Manager Chicago Zoological Society 3300 S. Golf Road Brookfield, Illinois pollyann.matura@czs.org Organizational Overview The Chicago Zoological Society (CZS) is a private nonprofit organization that operates Brookfield Zoo on land owned by the Forest Preserve District of Cook County. Opened to the public in 1934, Brookfield Zoo has been a Chicago-area treasure and family destination for more than 75 years. Brookfield Zoo is the largest suburban attraction in Cook County, both in size and visitation. The 216-acre Zoo annually serves over two million visitors from the diverse Chicago metropolitan area. The zoo is open 365 days a year. On an average day, more than 11,000 people visit during the zoo s peak attendance season in the summer months. The Chicago Zoological Society s mission is to inspire conservation leadership by connecting people with wildlife and nature. We strive to provide people of all ages and backgrounds with opportunities to learn about and care for the natural world. When it first opened, Brookfield Zoo was considered cutting edge for its bar-less enclosures. One of the first zoos to employ nutritionists, pathologists, veterinarians, geneticists, endocrinologists, and behavioral specialists, we continue in a tradition of innovation. Project or Product Description A list of contacts to include phone numbers and addresses must be provided for ordering of products and hours of operation and after hours contact information to include, but not limited to: Account Representative and Customer Service Representative. All methods of placing orders (i.e. phone, and fax) should be provided to Purchasing representatives. Attached Sheets require PRICING on estimated annual purchases of products that are used in Concessions and/or Catered Events foodservice at Brookfield Zoo.

2 Note the figures are NOT a commitment or guarantee to spend or purchase the amounts listed but rather a point of historical reference to be considered during your response to this RFP This is not an ALL or Nothing Request for Proposal. Items will be selected based on competitive pricing, availability, lead-time and minimum order requirements. Items with guaranteed pricing will be given preference over non-guaranteed pricing periods. In the event of a pricing increase, the vendor must provide 30 days notice to Purchasing agents. Deceases should be reflected immediately. Products with manufacture brand and code number listed are preferred products and need to be quoted as such. Alternates that meet specifications must be listed and quoted as such. The respondent should provide the Society with any Purchasing/Rebate or Non-Profit Incentives available. The Society is requesting 30-day payment terms on all invoices received with form of payment to be made by check. Quick payment incentives and electronic payments will be considered. Month end statements can be provided electronically or via U.S. mail. Specifications & Requirements/Deliverables (Schematics, timeline if applicable) As a conservation organization, The Chicago Zoological Society has an obligation to promote earth-friendly practices by using products that come from sources that do not deplete or harm the earth s environments. In certain instances, vendors may be required to provide proof that products are produced utilizing environmentally sound practices. In a constant effort to reduce solid waste, The Chicago Zoological Society is committed to investigating new packaging alternatives that reduce the weight, volume and environmental impact of all packaging and disposable materials. The Chicago Zoological Society s custodial department also demonstrates their commitment to green cleaning in procurement of earthfriendly products. 2

3 Delivery or set up (If applicable) The Food Warehouse is open Monday Saturday. Deliveries must be made prior to 4:00 p.m. All deliveries are to be delivered to: Guest Services Food Warehouse Dock Golf Road Brookfield, Illinois Unless otherwise directed by Brookfield Zoo s authorized Purchasing agents. Emergency same day deliveries may be required occasionally during peak season at no additional charge to The Chicago Zoological Society. All products must be received without packaging damage, wet or dirty or they will be returned for full credit. A detailed explanation of your return for credit policy must be provided. In the event of a strike by either party, please outline how you would deliver products to the Zoo. Deliveries must adhere to 10 MPH speed limit within the Zoo. Required Proposal Response Format Attached pricing sheets must be completed along with responses to your ordering and delivery procedures. Deadline to Respond February 22, 2019 Basis for Award of Contract or Purchase Order Purchase order. 3

4 CZS reservation of rights CZS reserves the right to reject any or all proposals, without explanation, to waive irregularities, and to accept a proposal, which in CZS sole judgment, is in CZS best interests. 4

5 MBE/WBE/DBE/8(a) The Chicago Zoological Society is committed to ensuring that certified minority-owned business enterprises (MBE s), women-owned business enterprises (WBE s), disadvantaged business enterprises (DBE s), and U.S. Small Business Administration 8(a)-certified (8(a) s) firms are afforded opportunities to compete for and participate in the Chicago Zoological Society s purchasing activity. If your company is certified as a MBE, WBE, DBE or 8(a) company, please send your current certification with the response to this RFP. Vendor Prequalification Process and/or References Vendor Information Sheets Required Certificate of Insurance W9 Approved products and or/acceptable substitutions Delivery schedule as mutually agreed upon Additional Requirements such as Vendor Presentation or Demonstration (if applicable) Appointments to visit the food warehouse for delivery logistics and dock appointments need to be scheduled with Polly Matura before February 22,