Active SLED Opportunity · CONNECTICUT · CITY OF NEW HAVEN
AI Summary
The City of New Haven seeks vendors for paper, goods, chemicals, and supplies to support its school meals program serving up to 19,000 meals daily. The RFP emphasizes firm fixed pricing, delivery capability, MWBE participation, and detailed item descriptions. Proposals must include notarized disclosures and meet comprehensive evaluation criteria.
The City of New Haven Board of Education Food Service (BOE) is soliciting bids for Paper & Supplies for the summer & school year meals program. There are approximately 224 days in the program, we serve approximately 17,500-19,000 meals per day.
In soliciting proposals, it is the City’s intent to establish a vendor(s) to improve services, expedite deliveries, streamline paperwork, reduce administrative costs and contain product costs. To achieve these goals, it will also be necessary to maintain continuity of supply for its food service needs, as changing brands could potentially introduce unnecessary hardships on our student customers and thereby jeopardize the integrity of our programs. Therefore, the successful bidder must be both capable and willing to purchase the brands as specified and from a third-party producer, if requested by the City. The City will reserve the right to utilize secondary suppliers, if the City determines that doing so would be in the City’s best interest.
The City of New Haven reserves the right to award bids to multiple vendors or any variation deemed appropriate by the City.
Completeness:
Are all necessary requirements included? Does the set of requirements cover all aspects of the system's functionality, performance, and constraints? Are there any obvious omissions?
Are all stakeholders' needs addressed? Have the requirements captured the essential needs and expectations of all relevant user groups and stakeholders?
Are functional and non-functional requirements adequately represented? Does the documentation include both what the system should do and how well it should do it (e.g., performance, security, usability)?
Clarity and Unambiguity:
Are the requirements easy to understand? Is the language used clear, concise, and free from jargon or technical terms that stakeholders might not understand?
Is each requirement stated unambiguously? Is there only one way to interpret each requirement? Are there any vague or subjective terms used?
Are the requirements at the appropriate level of detail? Are they specific enough to guide design and development but not so detailed that they constrain implementation unnecessarily?
Consistency:
Are the requirements consistent with each other? Do any requirements contradict or conflict with other requirements?
Are the requirements consistent with existing systems and standards? Do the requirements align with any relevant organizational standards, industry best practices, or existing systems the new system will interact with?
Verifiability:
Is it possible to determine if each requirement has been met? Can each requirement be tested, demonstrated, inspected, or analyzed to confirm its fulfillment?
Are measurable criteria defined where appropriate? For non-functional requirements (like performance), are there specific metrics and target values defined?
Traceability:
Can each requirement be traced back to its source? Is it clear which stakeholder need or business goal each requirement addresses?
Can each requirement be traced forward to design elements, code, and test cases? Will it be possible to follow the implementation and verification of each requirement throughout the development lifecycle?
Feasibility:
Are the requirements technically feasible to implement within the project constraints? Can the system be built with the available technology, resources, and timeline?
Are the requirements economically feasible? Are the costs associated with implementing the requirements justifiable in terms of the benefits they provide?
Modifiability:
Is the requirements documentation structured in a way that allows for easy modification? Can changes be made to individual requirements without causing significant ripple effects on other requirements?
Is there a clear process for managing changes to requirements?
Testability:
Are the requirements written in a way that facilitates the creation of test cases? Can testable conditions be derived directly from the requirements?
The following requirements, in addition to the requirements, terms and conditions identified throughout this document, will be considered as part of the selection process and are listed in order of relative importance. The City of New Haven/New Haven Public Schools reserves the right to award this bid to multiple vendors or any variation deemed to be in the best interest of the City of NH/NHPS.
Important Note: All substitutions must be of equal or better quality than the product originally ordered. Should there be a price difference between the ordered product and the substituted product, the City of NH/NHPS will be charged either the price of the normally ordered product or the price of the substitute, whichever is lower
All pricing for items shall be Firm Fixed Pricing for the duration of the contract time period. The City reserves the right to visit the vendor to audit the awarded vendor’s accounting books with a reasonable notice. Vendor must respond to the audit request within requested deadline.
The successful bidder will be expected to supply all items as specified on the attached market basket.
A. Excellent level of Firm Fixed Pricing (25 points)
B. Reasonable level of Firm Fixed Pricing (15 points)
C. Fair level of Firm Fixed Pricing (10 points)
1. Contractor must Quality Assurance Programs and ability to provide breadth and depth of contract list items (i.e., licenses, IPM, HACCP, audits, controls, recalls, product availability, fill rates, requested brands, etc.)
2. Contractor must provide must provide day-to-day Delivery to all New Haven Public Schools (NHPS). Contractor to provide written proof that they provided day-to-day delivery services to school districts that are similar in size and scope to NHPS.
3. Contractor must have ability to partner with and provide data with MWBE. The NHPS Food Service is actively involved in a program of diverse purchasing. A portion of this program is dedicated to enlisting the participation of City contractors to partner with "Minority and Women Owned Businesses" (MWBE's), to provide a growing percentage of the value of the contract without additional cost to the City. The Program works to create an environment which supports this effort and actively acknowledges and values diversity. An MWBE is a business which is at least fifty-one percent (51%) owned and operated by a woman or a minority. We invite you to be creative in your plan. Your MWBE plan may provide detail, including naming the MWBE's with which you intend to partner, a description of how you will partner with these organizations, the work or product which the MWBE's will supply, and the dollar value of participation (if available) which you anticipate reporting to the City.
A. Excellent written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (30 points)
B. Good written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (20 points)
C. Fair written proof of day-to-day delivery services and ability to partner with and provide data with MWBE (10 points)
Contractors affiliated with a GPO (Group Purchasing Organization) must supply information as to how a GPO will benefit the City of New Haven (City of NH) and NHPS. Information provided should identify the merits and what would be required by the City of NH. This information must include, but not be limited to information such as: 1) identify if contract with suppliers decision process is staff driven or member driven; 2) demonstrate if there is the opportunity to procure from a larger portfolio of vendors; 3) how the GPO delivers value (through rebates, off-invoice or both); 4) what are the value added programs provided; 5) define how compensation is established for the GPO (through supplier rebate or negotiated member discount, collect marketing fees from manufacturers, etc.)
A. Excellent ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (20 points)
B. Reasonable ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (15 points)
C. Fair ability to supply information as to how a GPO will benefit the City of NH and NHPS, ability to provide Implementation/transition/training programs and ability to set up an electronic interface between the City’s HORIZON system (10 points)
Objective: To assess the organization's experience and understanding of working within a context comparable to the project's location.
Direct Relevance:
Population Size: Has the organization successfully completed projects in cities with a comparable population size?
Demographic Similarities: Does their past experience reflect an understanding of similar demographic characteristics, if relevant to the project?
Contextual Understanding:
Regulatory Environment: Does their experience suggest familiarity with similar local regulations, permitting processes, or bureaucratic structures?
Infrastructure: Have they worked in environments with similar infrastructure challenges or opportunities?
Logistical Capabilities:
Local Resources: Does their past work demonstrate an ability to mobilize resources effectively in a similar urban setting?
Stakeholder Engagement: Have they successfully navigated stakeholder relationships in comparable city environments (e.g., local government, community groups)?
Challenges & Solutions:
Problem-Solving: Can they articulate specific challenges encountered in similar cities and how they successfully overcame them?
Adaptability: Does their experience show an ability to adapt strategies to specific local conditions?
Objective: To evaluate how thoroughly and effectively the proposed work plan addresses all components of the project's defined scope.
Completeness:
Full Coverage: Does the work plan explicitly address every single item and requirement outlined in the Scope of Work (SOW)?
No Gaps: Are there any areas of the SOW that are not clearly covered or addressed in the work plan?
Clarity & Specificity:
Detailed Methodology: Does the plan describe a clear, logical, and detailed methodology for achieving each part of the SOW?
Actionable Steps: Are the steps outlined actionable and understandable?
Understanding of Requirements:
Interpretation: Does the work plan demonstrate a clear and accurate understanding of the project's objectives and requirements as stated in the SOW?
Implicit Needs: Does it also address any implicit needs or potential challenges related to the SOW?
Deliverables & Outcomes:
Defined Outputs: Does the work plan clearly link specific activities to the production of defined deliverables and desired outcomes for each SOW area?
Quality Assurance: Does it describe how the quality of deliverables for each SOW area will be ensured?
Risk Mitigation (per SOW area):
Identified Risks: Does the plan identify potential risks specific to each area of the SOW?
Mitigation Strategies: Are there clear and appropriate strategies proposed to mitigate these risks?
1. Contractor must provide written proof of Business/Financial Stability.
2. Contractor must provide a list Account staff team qualifications, training and customer service experience with large scale entities.
3. Contractor must provide information on Environmentally Preferable Product (EPP) Efforts.
A. Excellent written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (10 points)
B. Reasonable written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (5 points)
C. Fair written proof of Business/Financial Stability, excellent list Account staff team qualifications, training & customer service experience and ability to provide information on EPP efforts. (0 points)
Contractor must be able to provide a list containing a complete detailed description of each item including but not limited to: pack size and case size, reference sheet name and number. List of items must be attached on a separate document and included with RFP submission.
A. Excellent description of items on list. (10 points)
B. Good description of items on list. (5 points)
C. Fair description of items on list. (0 points)
The City needs you to have the Disclosure Form notarized. We are offering you a convenient way to do this online through Notary Online (https://notarylive.com) . However, you don't have to use this online service. If you do choose to use it, it will cost you $25 each time you use it for a notarization. You can explore other ways to get your document notarized if you prefer not to pay this fee, click "No".
An online third party notarization option will be provided for you when responding.
Important: If you don't have the document notarized, your response will be disqualified.
In essence, you must legally verify your identity and the authenticity of your signature on the document.
Important: If you don't have the document notarized, your response will be disqualified.
In essence, you must legally verify your identity and the authenticity of your signature on the document.
Please download the below documents, complete, and upload.
Statement of Qualifications:
Each solicitation response shall include a Statement of Qualifications in the format provided in this Solicitation upon stationary of the responding entity.
All questions must be answered, and the data given must be clear and comprehensive. The respondent may submit any additional information he/she desires.
This comprehensive financial review is a necessary step for the City of New Haven to ensure the respondent possesses the financial capacity to successfully undertake and complete the proposed project. Your affirmative response confirms your understanding and willingness to comply with these requirements if requested.
Briefly describe your reason for answering no.
Please download the below documents, complete, and upload.
By submitting a response to this solicitation, you acknowledge and accept the terms and condition of each individual policy.
As a bidder or proposer, any document you submit to the City of New Haven may be a public record and be open for personal inspection or copying by any person. In Connecticut ‘s public records” are defined as all documents, papers, letters, maps, books, tapes, photographs, films, sound recordings, data processing software, or other material, regardless of the physical form, characteristics, or means of transmission, made or received pursuant to law or ordinance or in connection with the transaction of official business by any agency. Section 1-210, CT. A document is subject to personal inspection and copying unless it falls under one of the public records exemptions created under Connecticut law. Answer No if : No part of your proposal is exempt from disclosure under the Connecticut public record law.
By claiming that all or part of the bid or proposal is exempt from the public records law, the undersigned bidder or proposer agrees to protect, defend, indemnify, and hold the City of New Haven, its officers, employees, and agents free and harmless from and against all claims arising out of a request to inspector copy the bid or proposal. The undersigned bidder or proposer agrees to investigate, handle, respond to, provide defense (including payment of attorney fees, court costs, and expert witness fees and expenses up to and including any appeal) for and defend any such claim at its sole cost and expense through counsel chosen by the City of New Haven and agrees to bear all other costs and expenses related thereto, even if they (claims, etc.) are groundless, false, or fraudulent.
The following parts of the bid or proposal submitted are exempt from disclosure under the Connecticut public records law because: (list exempt parts and legal justification - e.g., trade secret):
Respondent expressly acknowledges that the submission of a response, purchasing agreement, or any supporting documentation shall not contain embedded hyperlinks to external terms and conditions. Any terms and conditions intended to be part of the contract must be provided in full, physical or digital text within the formal submission. Furthermore, any respondent terms that conflict with the City’s Standard Terms and Conditions shall be deemed secondary; the City’s terms shall prevail unless a specific exception is negotiated and signed by both parties.
By submitting a response to this solicitation, you acknowledge and accept this requirement as a condition of award."
Please provide 3 reference contacts with your submission in the following format.
Reference
Company/Client Name:
Contact Person & Title:
Phone Number:
Email Address:
Dates of Service:
Brief Description of Services Provided:
For Example: Homeland Security
Note: Project requiring Bid Bond-when setting up project within project builder enter the Project ID by right clicking the Bid Bond question.
The City of New Haven has a set-aside program for Small Business located with New Haven County. This is a program for any non federally funded construction or service related solicitation up to $150,000. SCD shall have first preference. To seek waiver contact Lil Snyder in SCD.
Please select the applicable Wages and Salaries
Livable Wage Rates = when project is City, ARPA funded and under $150,000.00 or HUD funded and under $150,000.00
For Prevailing Wage (State),when project is City, ARPA or Grant funded and over $150,000.00. Please reach out to Purchasing to allow them to request the relevant wage rates from the State. It takes up to 14-21 days to receive them.
For Davis Bacon (Federal),= when project is Federally funded and over $2,000.00. Please go ahead and submit your entire draft for Purchasing to review. Purchasing will attach the relevant document upon their review.
N/A = when none of the above apply
Please continue with your draft of the solicitation and send it to purchasing for review. They will attach the relevant wage rates to their review.
If your project is Construction and over $100,000, a bid bond is required.
Does project specification define what a good faith effort is acceptable for this statement of work.
applies to all city construction contracts that are over one hundred fifty thousand dollars ($150,000.00)
This particular question is to be answered for the company (or their subcontractors) not their employees.
Please enter the specific License or Certification required to be eligible to compete on this solicitation. For example, "CPA - Certified Public Accountant."
The respondent will be required to provide the following:
Reference
Company/Client Name:
Contact Person & Title:
Phone Number:
Email Address:
Dates of Service:
Brief Description of Services Provided:
General definitions and parameters of each approach.
Instructions for Project Managers
Based on the information you currently have, attempt to answer this question to the best of your capability. Ultimately, purchasing will review this carefully and edit and update as needed based on your solicitation requirements.
As a standard, all activities for Construction and Service require the following:
Any Professional Services type project (usually Request for Proposals) will require the following:
For Commodity, General Liability is the minimum requirement.
Suggest criteria item are available in the Internal Attachment section of this project
Choose your evaluation factors. Below are example factors you can consider for your Evaluation Criteria. It is important that your actual evaluation of proposals is consistent with the factors and criteria you include in the RFP document. You will be able to add or edit any custom criteria along with the point values (using a 100-point-scale) while you are editing the Evaluation Section of this project.
The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:
a.
If its initial term is longer than one year, exclusive of options/renewals that are less than two years.
b.
If options/renewals on the initial term exceed two years collectively and/or consecutively, or
c.
If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.
The determination of whether a city contract is to be submitted to the board of alders for prior approval pursuant to section 2-376 is if one of the following conditions exist:
a.
If its initial term is longer than one year, exclusive of options/renewals that are less than two years.
b.
If options/renewals on the initial term exceed two years collectively and/or consecutively, or
c.
If any options/renewals materially alter the terms or conditions of a contract in the judgment of the city purchasing agent.
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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