Child Nutrition Programs System

Agency: State Government of Arkansas
State: Arkansas
Level of Government: State & Local
Category:
  • D - Automatic Data Processing and Telecommunication Services
Opps ID: NBD10010746379204249
Posted Date: Sep 14, 2020
Due Date: Oct 19, 2020
Solicitation No: 710-21-0021
Source: Members Only

Current Bid Proposals

Bid Information
Bid Number: 710-21-0021
Agency: Arkansas Department of Human Services
Opening Date & Time: 10/19/2020 10:30 AM CDT
Description: Child Nutrition Programs System
Buyer's Email: margurite.al-uqdah@dhs.arkansas.gov
Bid Documents PDF XLS Other
710-21-0021 RFP
Attachment A - Contract and Grant Disclosure
Attachment B - Written Question(s)
Attachment C - Performance Based Contracting
Attachment D - Terms and Conditions
Attachment E - Pro Forma Contract
Attachment F - Business Associate Agreement
Attachment G - DHS Organizational or Personal Conflict of Interest Clause
Attachment H - HNU Process Review
Attachment I - DHS Information Technology Requirements
Attachment J - State Interfaces
Cost Proposal Template
Response Packet

Attachment Preview

STATE OF ARKANSAS
Department of Human Services
Office of Procurement
700 Main Street,
Little Rock, AR 72201
Bid Number:
Description:
710-21-0021
REQUEST FOR PROPOSAL
BID SOLICITATION DOCUMENT
SOLICITATION INFORMATION
Child Nutrition Programs System (USDA)
Solicitation
Issued:
9/14/2020
Agency:
Bid Submission:
Division of Child Care and Early Childhood Education (DCCECE)
SUBMISSION DEADLINE FOR RESPONSE
October 19, 2020
10:00 am Central Time
Bid Opening:
October 19, 2020
10:30 am Central Time
Proposals shall not be accepted after the designated bid opening date and time. In accordance with Arkansas Procurement Law and
Rules, it is the responsibility of Contractors to submit proposals at the designated location on or before the bid opening date and time.
Proposals received after the designated bid opening date and time shall be considered late and shall be returned to the Contractor
without further review. It is not necessary to return no bidsto the Office of Procurement (OP).
Drop off Address:
DELIVERY OF RESPONSE DOCUMENTS
Arkansas Department of Human Services
Attn: Office of Procurement
700 Main Street Slot W345
Little Rock, AR 72201
United States mail
(USPS):
Arkansas Department of Human Services
Attn: Office of Procurement
P.O. Box 1437 Slot W345
Little Rock, AR 72203-1437
Commercial Carrier
(UPS, FedEx or
USPS Exp):
Arkansas Department of Human Services
Attn: Office of Procurement
112 West 8th Street, Slot W345
Little Rock, AR 72201
Proposal’s Outer
Packaging:
OP Buyer:
Delivery providers, USPS, UPS, and FedEx deliver mail to OP’s street address on a schedule
determined by each individual provider. These providers will deliver to OP based solely on the
street address. Contractors assume all risk for timely, properly submitted deliveries.
Outer packaging must be sealed and should be properly marked with the following information. If
outer packaging of proposal submission is not properly marked, the package may be opened for
bid identification purpose
Bid number
Date and time of bid opening
Contractor’s name and return address
OFFICE OF STATE PROCUREMENT CONTACT INFORMATION
Margurite Al-Uqdah
Phone Number:
501-682-8743
Email Address:
Margurite.al-uqdah@dhs.arkansas.gov
OP’s Main Number: 501-683-4162
DHS Website:
OPS Website:
http://humanservices.arkansas.gov/Pages/default.aspx
http://www.arkansas.gov/dfa/procurement/bids/index.php
20160104
Bid Solicitation Document
Bid No. 710-21-0021
SECTION 1 - GENERAL INSTRUCTIONS AND INFORMATION
Do not provide responses to items in this section unless specifically and expressly required.
1.1 PURPOSE
The Arkansas Department of Human Services (DHS) Division of Child Care and Early Childhood Education
(DCCECE) is soliciting proposals from qualified vendors to provide integrated management application and
implementation services for a comprehensive, industry-standardized Child Nutrition Programs system to replace the
current federally funded Child Nutrition systems operated by DCCECE in accordance with the terms of this Request
for Proposals (RFP).
1.2 INTERGOVERNMENTAL/COOPERATIVE USE OF PROPOSAL AND CONTRACT
In accordance with Arkansas Code §19-11-249, this proposal and resulting contract is available to any State
Agency or Institution of Higher Education that wishes to utilize the services of the selected proposer, and the
proposer agrees, they may enter into an agreement as provided in this solicitation.
1.3 TYPE OF CONTRACT
A. A Term contract will be awarded to a single Contractor.
B. Any resultant contract of this Bid Solicitation shall be subject to State approval processes which may include
Legislative Review
C. The term of this contract shall be for up to one (1) year. The anticipated starting date for the contract is March
1, 2021. Upon mutual agreement by the Contractor and agency, the contract may be renewed by OP on a year-
to-year basis, for up to six (6) additional one-year terms or a portion thereof. By submitting a signed proposal in
response to the RFP, the Prospective Contractor represents and warrants that it will honor its proposal as being
held open as irrevocable for this period.
D. The total contract term shall not be more than seven (7) years.
1.4 ISSUING AGENCY
The Office of Procurement, as the issuing office, is the sole point of contact throughout this solicitation.
1.5 BID OPENING LOCATION
Proposals received by the opening time and date shall be opened at the following location:
Department of Human Services
Office of Procurement
700 Main Street
Little Rock, AR 72201
Contractors wishing to attend the bid opening must report to the main entrance of the Arkansas Department of
Human Services, Donaghey Plaza South, 700 Main Street, Little Rock, Arkansas 72201 and check in with the
receptionist. All attendees are required to obtain security clearance upon entrance to the building by submitting a
current, valid photo ID, preferably a driver’s license, to the Security Officer at the reception area. The Security
Officer will issue a visitor’s badge which must be worn at all times. Before leaving the bid opening, visitors are
required to return the visitor’s badge to the Security Officer and retrieve their ID.
The receptionist is to contact the buyer for more detailed directions to the bid opening location.
When circumstances warrant, DHS may elect to conduct the bid opening entirely via video conference. If DHS
makes this election, DHS shall post a link to the video conference on its website. If the bid opening will be
conducted entirely via video conference, individuals will not be permitted to attend in-person.
1.6 ACCEPTANCE OF REQUIREMENTS
A. The words “must” and “shall” signify a Requirement of this solicitation and that the Contractor’s agreement to
and compliance with that item is mandatory.
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Bid Solicitation Document
Bid No. 710-21-0021
B. A Contractors proposal will be disqualified if a Contractor takes exceptions to any Requirements named in this
RFP.
C. Contractor may request exceptions to NON-mandatory items. Any such request must be declared on, or as an
attachment to, the appropriate section’s Agreement and Compliance Page. Contractor must clearly explain the
requested exception and should reference the specific solicitation item number to which the exception applies.
(See Agreement and Compliance Page.)
1.7 DEFINITION OF TERMS
A. The State Procurement Official has made every effort to use industry-accepted terminology in this Bid
Solicitation and will attempt to further clarify any point of an item in question as indicated in Clarification of Bid
Solicitation.
B. Unless otherwise defined herein, all terms defined in Arkansas Procurement Law and used herein have the
same definitions herein as specified therein.
C. Contractor” means a person who sells or contracts to sell commodities and/or services.
D. The terms “Request for Proposal”, “RFP” and “Bid Solicitationare used synonymously in this document.
E. “State” means the State of Arkansas. When the term “State” is used herein to reference any obligation of the
State under a contract that results from this solicitation, that obligation is limited to the State agency using such
a contract.
1.8 RESPONSE DOCUMENTS
A. Original Technical Proposal Packet
1. A hard copy of the original Technical Proposal Packet must be received on or before the bid submittal
date and time.
2. The Proposal Packet should be clearly marked “Original” and must include the following:
a. Original signed Proposal Signature Page. (See Proposal Signature Page.)
b. Original signed Agreement and Compliance Pages. (See Agreement and Compliance Pages.)
c. Original signed Proposed Subcontractors Form. (See Subcontractors.)
d. Technical Proposal response to the Information for Evaluation section included in the Technical
Proposal Packet.
e. Other documents and/or information as may be expressly required in this Bid Solicitation.
3. The following items should be submitted in the original Technical Proposal Packet.
a. EO 98-04 Disclosure Form, Attachment A. (See Standard Terms and Conditions, #27. Disclosure.)
b. Copy of Contractor’s Equal Opportunity Policy. (See Equal Opportunity Policy.)
c. Voluntary Product Accessibility Template (VPAT), if applicable. (See Technology Access.)
4. DO NOT include any other documents or ancillary information, such as a cover letter or
promotional/marketing information.
B. Official Bid Price Sheet. (See Pricing.)
1. Contractor’s original Official Bid Price Sheet must be submitted in hard copy format.
2. Contractor should also submit one (1) electronic copy of the Official Bid Price Sheet, in PDF format,
preferably on a flash drive. A CD will also be acceptable.
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Bid Solicitation Document
Bid No. 710-21-0021
3. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately sealed from
the Technical Proposal Packet and should be clearly marked as “Pricing. Contractor must not include
any pricing in the hard copies or electronic copies of their Technical Proposal Packet.
C. Additional Copies and Redacted Copy of the Technical Proposal Packet
In addition to the original Technical Proposal Packet and the Official Bid Price Sheet, the following items should
be submitted:
1. Additional Copies of the Technical Proposal Packet
a. Three (3) complete hard copies (marked COPY) of the Technical Proposal Packet.
b. Four (4) electronic copies of the Technical Proposal Packet, in PDF format, preferably on flash drives.
CDs will also be acceptable.
c. All additional hard copies and electronic copies must be identical to the original hard copy. In case of
a discrepancy, the original hard copy shall govern.
d. If OP requests additional copies of the proposal, the copies must be delivered within twenty-four (24)
hours of request.
1.9 ORGANIZATION OF RESPONSE DOCUMENTS
A. It is strongly recommended that Contractors adhere to the following format and suggestions when preparing
their Technical Proposal response.
B. The original Technical Proposal Packet and all copies should be arranged in the following order:
Proposal Signature Page.
All Agreement and Compliance Pages.
Proposed Subcontractors Form.
Signed Addenda, if applicable.
E.O. 98-04 Contract Grant and Disclosure Form
Equal Opportunity Policy.
Other documents and/or information as may be expressly required in this Bid Solicitation. Label
documents and/or information so as to reference the Bid Solicitation’s item number.
Technical Proposal response to the Information for Evaluation section of the Technical Proposal
Packet.
1.10 CLARIFICATION OF BID SOLICITATION
A. Contractor may submit written questions requesting clarification of information contained in this Bid Solicitation.
Written questions should be submitted by 4:00 p.m., Central Time on September 23, 2020. Submit written
questions by email to the buyer as shown on page one (1) of this Bid Solicitation.
B. The attached response template (Attachment B) must be used for submission of all written questions. All
questions should include the information specified in the response template. Written questions submitted in a
different format may not be answered by DHS.
C. Contractors written questions will be consolidated and responded to by the State. The State’s consolidated
written response is anticipated to be posted to the OP website by the close of business on or about October 5,
2020.
D. Answers to verbal questions may be given as a matter of courtesy and must be evaluated at contractors risk.
1.11 PROPOSAL SIGNATURE PAGE
A. An official authorized to bind the Contractor(s) to a resultant contract must sign the Proposal Signature Page
included in the Technical Proposal Packet.
B. Contractor’s signature on this page shall signify contractor’s agreement that either of the following shall cause
the contractor’s proposal to be disqualified:
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Bid No. 710-21-0021
1. Additional terms or conditions submitted intentionally or inadvertently.
2. Any exception that conflicts with a Requirement of this Bid Solicitation.
1.12 AGREEMENT AND COMPLIANCE PAGES
A. Contractor must sign all Agreement and Compliance Pages relevant to each section of the Bid Solicitation
Document. The Agreement and Compliance Pages are included in the Technical Proposal Packet.
B. Contractor’s signature on these pages shall signify agreement to and compliance with all Requirements within
the designated section.
1.13 SUBCONTRACTORS
A. Contractor must complete, sign and submit the Proposed Subcontractors Form included in the Technical
Proposal Packet to indicate contractor’s intent to utilize, or to not utilize, subcontractors.
B. Additional subcontractor information may be required or requested in following sections of this Bid Solicitation
or in the Information for Evaluation section provided in the Technical Proposal Packet. Do not attach any
additional information to the Proposed Subcontractors Form.
C. The utilization of any proposed subcontractor is subject to approval by the State agency.
1.14 PRICING
A. Contractor(s) shall include all pricing on the Official Price Bid Sheet only. Any cost not identified by the
successful contractor but subsequently incurred in order to achieve successful operation shall be borne by the
Contractor. The Official Bid Price Sheet is provided as a separate PDF file posted with this Bid Solicitation.
B. To allow time to evaluate proposals, prices must be valid for 180 days following the bid opening.
C. The Official Bid Price Sheet, including the hard copy and electronic copy, must be separately sealed from the
Technical Proposal Packet and should be clearly marked as “Pricing”. DO NOT submit any ancillary information
not related to actual pricing in the sealed pricing package.
D. Contractor must not include any pricing in the hard copies or electronic copies of their Technical Proposal
Packet. Should hard copies or electronic copies of their Response Packet contain any pricing, the response
shall be disqualified.
E. Failure to complete and submit the Official Bid Price Sheet shall result in disqualification.
F. All proposal pricing must be in United States dollars and cents.
G. The Official Bid Price Sheet may be reproduced as needed.
1.15 PRIME CONTRACTOR RESPONSIBILITY
A. A joint proposal submitted by two or more contractors is acceptable. However, a single Contractor must be
identified as the prime Contractor.
B. The prime Contractor shall be held responsible for the contract and shall be the sole point of contact.
1.16 INDEPENDENT PRICE DETERMINATION
A. By submission of this proposal, the Contractor certifies, and in the case of a joint proposal, each party thereto
certifies as to its own organization, that in connection with this proposal:
The prices in the proposal have been arrived at independently, without collusion; and
No prior information concerning these prices has been received from, or given to, a competitive
company.
B. Evidence of collusion shall warrant consideration of this proposal by the Office of the Attorney General. All
Contractors shall understand that this paragraph may be used as a basis for litigation.
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