STATE OF ALASKA ITB NUMBER 2515S021 AMENDMENT NUMBER ONE (1) AMENDMENT ISSUING OFFICE: Department of Transportation & Public Facilities Statewide Contracting & Procurement P.O. Box 112500 (3132 Channel Drive, Room 310) Juneau, Alaska 99811-2500 THIS IS NOT AN ORDER DATE AMENDMENT ISSUED: January 23, 2015 ITB TITLE: FOOD SERVICE AND RELATED GALLEY SUPPLIES FOR ALASKA MARINE HIGHWAY SYSTEM ITB DUE DATE: January 28, 2015 at 2:00 P.M. This amendment serves to answer questions posed by offerors both at the Pre-Bid Conference and in writing as well as to amended the subject ITB. This amendment serves to correct the ITB delivery address. All hard copy bids should be delivered to the following address: Department of Transportation & Public Facilities Statewide Contracting & Procurement P.O. Box 112500 (3132 Channel Drive, Room 310) Juneau, Alaska 99811-2500 Questions posed by offerors at the pre-bid conference: 1 Question: Bid Schedule: Item 3 Coffee should be removed, the price is fixed by the coffee vendor due to an existing agreement. Item 3 Coffee has been removed from the bid schedule. An amended bid schedule is provided as an attachment to this amendment 2 Question: Pages 15-16 Paragraph 2 A: For the purpose of adding an item that the Contractor does not regularly stock the ITB defines the level of need as "10 cases per month or 120 cases per year." The industry standard is 5 cases per week, an order level of 10 per month would not be enough to include an item in permanent inventory. Page 15 Paragraph 2 A is hereby amended to read: "A. If AMHS desires to order an item that is not part of the Contractor s inventory, the Contractor will be allowed thirty (30) days to source items. These items will then become a permanent part of the Contractor s inventory if it appears the items will be ordered on a regular basis (if movement of 5 cases or more per week or 240 cases per year are anticipated)."
3 Question: Page 22 Section 24: The ITB establishes conditions under which the Contractor must accept returns without charge but does not cover situations in which a return is not acceptable. The vendor objects to Item A9 as a condition under which returns must be accepted (Quantity excess as a result of order input error). Situations which do not fit the conditions listed in Section 24 would be handled through the Contractors standard returns policy. 4 Question: Page 22 Section 15: There are situations in which cases may exceed the 60 pound weight limit. The vendor gave examples of meat orders and buckets of concentrated soaps which frequently exceed 60 pounds. What should be done in situations that cannot be limited to the 60 pound limit? The Contractor must avoid the delivery of cases that exceed 60 pounds. If an order necessitates a case weight exceeding 60 pounds the Contractor will notify the State. Items that exceed the 60 pound case weight limit must be delivered in smaller pack size. 5 Question: Page 24 Section 33 Item A: The ITB requires that contractor furnished software must be compatible with Windows XP. Is this requirement current? Page 24 Section 33 Item A is hereby amended to read " Windows 7 " 6 Question: Vendor suggests that electronic EDI invoicing be considered for acceptance. The State can accept electronic invoices via email. 7 Question: Please describe the delivery time constraints. Are delivery times and dates flexible? Delivery times are dependent upon boat schedule and may occur at any time of day or night. A current schedule is available on the AMHS website (http://www.dot.state.ak.us/amhs/schedules.shtml), however, this schedule is subject to change without notice. The Contractor should rely upon the delivery time listed on the order and not the online sailing schedule. Even when a vessel is in port for an extended period of time food deliveries must occur at the time indicated on the order to accommodate other port activities. Questions posed by offerors in writing: 8 Question: With the following concerns, HACCP, protecting the cold chain, Liability, damage to equipment, excess fuel usage and so on, I would propose that the State consider the following. Have the State of Alaska consider purchasing 2 used containers and put by your facility in Auke bay for holding. Have the vendor make deliveries directly to the ship when in port at a reasonable hour. Have the State supply electric plug ins at you Auke Bay facility and the vendor supply a container. The State should also consider putting a security fence around that location. AMHS cannot presently commit to the availability of space for onsite storage containers at the Auke Bay facility. AMHS reserves the right to introduce onsite storage at a later date. Page 2 of 5
9 Question: On the Bid Schedule, under the Price/Pound column, are you needing the price per pound on all items? Just items that are catchweights? Or is this just a box that we check IF the price we re quoting is a per pound price? Price per pound should be provided for any catchweight items. Prices bid in the unit invoice cost row must be the total price for the listed order weight. 10 Question: On the Bid Schedule, I don t see the Preference Boxes to check Alaska Products Preference, etc. This request is in the ITB, but do you not want this info from us for this bid? Vendors may provide a list separate from the bid schedule identifying the items on the bid schedule to which the Alaska Product Preference applies. 11 Question: Point of Invoice in layman s terms, does this mean where the Vendor warehouse is located where your product is shipped from once the Vendor takes possession from our manufacturers? Correct, the point of invoice is the shipping location from where a products Unit Invoice Cost is derived. Any shipping to the Point of Invoice shall be included in the Unit Invoice Cost. 12 Question: Unit Invoice Cost this is the Vendor's cost of product, what would show on our invoice from the manufacturer? Unit Invoice Cost is the net invoice cost of one unit to the Contractor at the Point of Invoice, including the cost of delivering the unit to the Point of Invoice, but not including any Unit Management Fees, and not including any early payment discounts to which the Contractor is entitled. The invoice cost from the manufacturer to the Contractor would is included in the Unit Invoice Cost. The following changes are made to the subject ITB: 1. Amend Page 6, Paragraph 8 to read: CONTRACT INTENT: This Invitation to Bid (ITB) is intended to result in a mandatory use contract for the purchase of food, related galley and hospitality supplies, paper products, and cleaning supplies on an as-needed basis to be delivered to various locations for the DOT&PF, Alaska Marine Highway System (AMHS). 2. Remove Page 13, Paragraph 44 B The Contractor shall sort invoices in the same sequence as the AMHS food order guide. 3. Remove Page 13, Paragraph 44 E.v. AMHS Item Number (List of invoice by this item number) 4. Amend Page 15, Paragraph 2 A to read: If AMHS desires to order an item that is not part of the Contractor s inventory, the Contractor will be allowed thirty (30) days to source items. These items will then become a permanent part of the Contractor s inventory if it appears the items will be ordered on a regular basis (if movement of 5 cases or more per week or 240 cases per year are anticipated). 5. Amend Page 19, Paragraph 12 B to read: Page 3 of 5
The Contractor shall furnish standard beverage machines, including but not necessarily limited to: mechanically refrigerated dispensing machines and heads suitable for use with the Contractor s bag drinks, hot chocolate dispensing machines, Iced Tea Dispensing machines, and Coffee Brewing/Curtis Airpot D500GT or equal. A sufficient number of dispensing machines shall be installed on each vessel to accommodate the specific needs of that vessel. AMHS requires that all onboard urn type brewers be upgraded to smaller 1.5 gallon dispensers: Curtis G3 Gemini, single or doubles or equal, depending on vessel. The upgrade to all new coffee dispensers shall be completed within 120 days of the contract start date. 6. Amend Page 24, Paragraph 32 B to read: Weekly orders are processed through our own inventory system and then forwarded to the Contractor. Orders should be submitted one week prior to the scheduled delivery date; however, requests 24 hours prior to scheduled delivery may be honored for those items established as inventory items for AMHS. 7. Amend Page 24, Paragraph 32 C to read: Contractor shall confirm receipt of weekly orders by email to dot.amhs.orders@alaska.gov within six (6) hours of receipt of order. Contractor will review orders and notify the Port Stewards office of Not-In-Stocks or gross quantity variations within four hours of receipt of order and will provide electronic or phone notification that the order was received. 8. Amend Page 24, Paragraph 33 A to read: Within 120 days of the contract start date, the Contractor shall furnish Port Steward s office in Ketchikan and Juneau, and each vessel, the necessary software and/or hardware to perform ordering. When Contractor-owned software is furnished, it needs to be compatible with the Windows 7 operating system and Oracle Database. The Contractor shall be responsible for its installation and maintenance. Any reports produced from this system must be Open Database Connectivity (ODBC) compliant. All such software shall remain the property of the Contractor and will be returned to the Contractor at the conclusion of the contract. In order for your bid to be considered responsive this amendment, in addition to your original bid, must be received by the issuing office of the Division of Transportation and Public Facilities prior to the time set for the bid opening. Neil Steininger Procurement Specialist PHONE: (907) 465-8446 FAX: (907) 465-2024 PRINTED NAME / TITLE NAME OF COMPANY SIGNATURE DATE Page 4 of 5
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