REQUEST FOR PROPOSAL #41-05 April 5, 2005

PURCHASING DEPARTMENT

UNIVERSITY OF MAINE

ORONO, MAINE 04469-5765

REQUEST FOR PROPOSAL FOR PRODUCE AND PREPARED SALADS

1.0 GENERAL INFORMATION:

1.1 Purpose: The University of Maine System, acting through the University of Maine, is seeking proposals for the provision of produce and prepared salads

This Request for Proposals (RFP) states the instructions for submitting proposals, the procedure and criteria by which a vendor may be selected and the contractual terms by which the University intends to govern the relationship between it and the selected vendor.

1.2 Definition of Parties: The University of Maine will hereinafter be referred to as the "University." Respondents to the RFP shall be referred to as "Bidders." The Bidder to whom the contract is awarded shall be referred to as the "Contractor."

1.3 Scope: This contract is for the supply of produce, prepared salads, and related products to University Dining Services. The University intends to enter into this contract with a bidder who can provide a high quality of product and service which is consistent in keeping with the University’s goal of providing outstanding products and services to our students.

This RFP contains a Market Basket list of 50 items, which represents the highest dollar volume of produce items purchased for a 12 month period. (Pages 17 – 21) This list is provided by the University for the convenience of bidders in preparing proposals and will be used by the University to assess results. The contract will include other produce items which are not represented on this list. All items will be subject to the same discount pricing and terms and conditions as specified in this document.

The University reserves the right to purchase Maine produced food products directly from the producer or from a cooperative for the purpose of promoting Maine products in conjunction with Dining Services educational programs, the Farmers Market, and Catering Operations.

1.4 Quantities: The quantities shown in the market basket are approximate only. The contract shall cover the actual needs of the University throughout the term of the contract regardless of whether they are more or less than the quantities shown.

1.5 Evaluation Criteria: Proposals will be evaluated on many criteria deemed to be in the University's and Students' best interests, including, but not limited to cost, quality and breadth of product line, services, ability to meet specification, and references.

1.6 Communication with the University: It is the responsibility of the bidder to inquire about any requirement of this RFP that is not understood. Responses to inquiries, if they change or clarify the RFP in a substantial manner, will be forwarded by addenda to all parties that have received a copy of the RFP. Addenda will also be posted on our web site,

www.umaine.edu/purchasing/. The University will not be bound by oral responses to inquiries or written responses other than addenda.

Inquiries must be made to: Anne-Marie Nadeau

Purchasing Department

University of Maine

5765 Service Building

Orono, Maine 04469-5765

(207) 581-2690

1.7 Award of Proposal: Presentations may be requested of two or more bidders deemed by the University to be the best suited among those submitting proposals on the basis of the selection criteria. After presentations have been conducted, the University may select the bidder which, in its opinion, has made the proposal that is the most responsive and most responsible and may award the contract to that bidder. The University reserves the right to waive minor irregularities. Scholarships, donations, or gifts to the University, will not be considered in the evaluation of proposals. The University reserves the right to reject any or all proposals, in whole or in part, and is not necessarily bound to accept the lowest cost proposal if that proposal is contrary to the best interests of the University. The University may cancel this Request for Proposal or reject any or all proposals in whole or in part. Should the University determine in its sole discretion that only one bidder is fully qualified, or that one bidder is clearly more qualified than any other under consideration, a contract may be awarded to that bidder without further action.

1.8 Award Protest: Bidders may appeal the award decision by submitting a written protest to the Director of Purchasing within five (5) business days of the date of the award notice, with a copy to the successful bidder. The protest must contain a statement of the basis for the challenge.

1.9 Confidentiality: The information contained in proposals submitted for the University's consideration will be held in confidence until all evaluations are concluded and an award has been made. At that time, the winning proposal will be available for public inspection. Pricing and other information that is an integral part of the offer cannot be considered confidential after an award has been made. The University will honor requests for confidentiality for information of a proprietary nature to the extent allowed by law. Clearly mark any information considered confidential.

1.10 Costs of Preparation: Bidder assumes all costs of preparation of the proposal and any presentations necessary to the proposal process.

1.11 Debarment: Submission of a signed proposal in response to this solicitation is certification that your firm (or any subcontractor) is not currently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any State or Federal department or agency. Submission is also agreement that the University will be notified of any change in this status.

1.12 Specification Protest Process and Remedies: If a bidder feels that the specifications are written in a way that limits competition, a specification protest may be sent to the Purchasing Department. Specification Protests will be responded to within five (5) business days of receipt. Determination of protest validity is at the sole discretion of the University. The due date of the proposal may be changed if necessary to allow consideration of the protest and issuance of any necessary addenda. Specification protests shall be presented to the University in writing as soon as identified, but no less than five (5) business days prior to the proposal opening date and time. No protest against the award due to the specifications shall be considered after this deadline. Protests shall include the reason for the protest and any proposed changes to the specifications. Protests should be delivered to the Purchasing Department in sealed envelopes, clearly marked as follows:

SPECIFICATION PROTEST, RFP #______

1.13 Proposal Understanding: By submitting a proposal, the bidder agrees and assures that the specifications are adequate, and the bidder accepts the terms and conditions herein. Any exceptions should be noted in your response.

1.14 Proposal Validity: Unless specified otherwise, all proposals shall be valid for 60 days from the due date of the proposal.

1.15 Proposal Submission: A SIGNED original and four (4) copies of the proposal must be submitted to the University of Maine Purchasing Department, 5765 Service Building, Orono, Maine 04469-5765, in a sealed envelope by Monday, April 25, 2005, to be date stamped by the Purchasing Department in order to be considered. Normal business hours are 8:00 a.m. to 4:30 p.m., Monday through Friday. Proposals received after the due date will be returned unopened. There will be no public opening of proposals (see Confidentiality clause). Vendors are strongly encouraged to submit proposals in advance of the due date to avoid the possibility of missing the due date because of unforeseen circumstances. Vendors assume the risk of the methods of dispatch chosen. The University assumes no responsibility for delays caused by any package or mail delivery service. Postmarking by the due date WILL NOT substitute for receipt of proposal. In the event that the University is closed due to inclement weather on the day that a proposal is due, proposals will be accepted on the next day that the University is open. Vendors may wish to call 207-581-SNOW or 800-581-SNOW if the weather is bad, to learn if the University has closed. Additional time will not be granted to any vendor. Additional time may be granted to all vendors when the University determines that circumstances require it. FAXED OR E-MAIL PROPOSALS WILL NOT BE ACCEPTED. The envelope must be clearly identified on the outside as follows:

Name of Bidder

Address of Bidder

Due Date

RFP #

2.0 GENERAL TERMS AND CONDITIONS:

2.1 Contract Documents: If a separate contract is not written, the contract entered into by the parties shall consist of the RFP, the signed proposal submitted by the Contractor, the specifications including all modifications thereof, and a purchase order or letter of agreement requiring signatures of the University and the Contractor, all of which shall be referred to collectively as the Contract Documents.

2.2 Contract Modification and Amendment: The parties may adjust the specific terms of this contract (except for pricing) where circumstances beyond the control of either party require modification or amendment. Any modification or amendment proposed by the Contractor must be in writing to the Dining Service Purchasing Manager. A copy must be sent to the Purchasing Department. Any agreed upon modification or amendment must be in writing and signed by both parties. The Contractor shall be subject to a 180 day pilot program (2005 Fall Semester) for the purpose of evaluating mutual performance levels. During the 180 day evaluation period, the parties may make necessary adjustments, excluding price adjustments, as agreed upon to improve performance and service levels

2.3 Contract Term: The contract term shall be for a period of three (3) years commencing upon July 1, 2005. With mutual written agreement of the parties this contract may be extended for two (2) additional one-year periods.

2.4 Availability of Funds: It is understood and agreed between the parties herein that the University shall be bound only to the extent of the funds available or which may become available for the purpose of this agreement.

2.5 Assignment: Neither party of the Contract shall assign the Contract without the prior written consent of the other, nor shall the Contractor assign any money due or to become due without the prior written consent of the University.

2.6 Contract Data: The Contractor is required to provide the University with detailed data concerning the contract at the completion of each contract year or at the request of the University at other times. A monthly itemized breakdown as to purchase quantity, pack and variety of each item purchased shall be provided for each Dining Service location. Additionally, detailed information regarding manufacturers must be supplied to the University upon request. The University reserves the right to audit the Contractor's records to verify the data. This data may include, but is not limited to, dollar volume, items sold, and services rendered.

2.7 Rebates: Contractor will, as a separate report, track purchases of specific items as outlined by the Dining Services Purchasing Manager. These specific items are for rebates in which Dining Services participates. The Dining Services Purchasing Manager will provide the exact listings and the Contractor will provide a monthly total usage report for said products. The tracking shall provide a history for a minimum of 3 months.

2.8 Audit Procedure: The Contractor shall extend audit privileges to the University or it’s designated representative. Audits are defined as: the verification of program pricing policies and other pertinent data to determine the sell price and percentage markup over laid-in/acquisition cost. The University reserves the right to audit with a minimum notice of seven (7) days, to verify contract compliance. It is the intent of the University to audit twice annually. The University reserves the right to audit more frequently, and without notice, if any audit indicates discrepancies between contract parameters and the actual mark up. The Contractor shall supply upon request access to any and all verifications of Contractor costs, freight charges, promotional allowances, sell prices, and percentage mark ups as they relate to this contract. The University will provide the Contractor with listing of products and date of pricing period to be verified. All audits will be conducted to the University’s auditing standards.

The University’s auditing procedures will verify and analyze at a minimum the following areas:

a) Dining Service invoice price versus the Contractor’s laid-in price, including freight.

b) Difference between contract mark-up and actual mark-up.

c) Manufacturer allowance/rebates and their reflection in Dining Service prices.

If it is determined that Contractor has consistently overcharged the University, the Contractor shall be liable for the retroactive overcharges and all expenses incurred in a comprehensive audit of the University’s Dining Service invoices.

The University will also monitor and audit the following areas to evaluate the Contractor’s performance.

a) Percentage of items substituted.

b) Percentage of items shorted.

c) Adherence to product specifications.

d) Program pricing compared to other programs available in the market place.

2.9 Contractor Representative: The Contractor will provide to each Dining Service location receiving products under this contract the name and telephone number of the company sales representative who may be contacted Monday through Friday, 8:00 a.m. to 4:00 p.m., exclusive of holidays. The representative shall have primary responsibility for processing and correcting all breaches of this contract and shall be authorized to accept emergency and special orders.

2.10 Contract Validity: In the event one or more clauses of the contract are declared invalid, void, unenforceable or illegal, that shall not affect the validity of the remaining portions of the contract.

2.11 Cancellation/Termination: If the Contractor defaults in its agreement to provide personnel or equipment to the University's satisfaction, or in any other way fails to provide service in accordance with the contract terms, the University shall promptly notify the Contractor of such default and if adequate correction is not made within thirty (30) days, the University may take whatever action it deems necessary to provide alternate services and may, at its option, immediately cancel this Contract with written notice. Except for such cancellation for cause by the University, either the University or the Contractor may terminate this Contract by giving thirty (30) day advance written notice to the other party. Cancellation does not release the Contractor from its obligation to provide goods or services per the terms of the contract during the notification period.

2.12 Clarification of Responsibilities: If the Contractor needs clarification of or deviation from the terms of the contract, it is the Contractor's responsibility to obtain written clarification or approval from Larry Violette, Student Auxiliary Services Purchasing Manager, 207-581-4577.

2.13 Litigation: This Contract and the rights and obligations of the parties hereunder shall be governed by and construed in accordance with the laws of the State of Maine. The Contractor agrees that any litigation, action or proceeding arising out of this Contract, shall be instituted a state court located in the State of Maine.

2.14 Equal Opportunity: In the execution of the contract, the Contractor and all subcontractors agree, consistent with University of Maine System policy, not to discriminate on the grounds of race, color, religion, sex, sexual orientation, national origin or citizenship status, age, disability or veterans status and to provide reasonable accommodations to qualified individuals with disabilities upon request.

2.15 Independent Contractor: Whether the Contractor is corporation, partnership, other legal entity, or an individual, the Contractor is an independent contractor. If the Contractor is an individual, the Contractor's duties will be performed with the understanding that the Contractor is a self-employed person, has special expertise as to the services which the Contractor is to perform and is customarily engaged in the independent performance of the same or similar services for others. The manner in which the services are performed shall be controlled by the Contractor; however, the nature of the services and the results to be achieved shall be specified by the University. The Contractor is not to be deemed an employee or agent of the University and has no authority to make any binding commitments or obligations on behalf of the University except as expressly provided herein. The University of Maine System has prepared specific guidelines to be used for contractual agreements with individuals (not corporations or partnerships) who are not considered employees of the System.

2.16 Sexual Harassment: The University of Maine is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees. Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, Alumni Hall, 581-1226.

2.17 Indemnification: The Contractor agrees to be responsible for, and to protect, save harmless, and indemnify the University and its employees from and against all loss, damage, cost and expense (including attorney's fees) suffered or sustained by the University or for which the University may be held or become liable by reason of injury (including death) to persons or property or other causes whatsoever, in connection with the operations of the Contractor or any subcontractor under this agreement.

2.18 Contractor’s Liability Insurance: During the term of this agreement, the Contractor shall maintain the following insurance:

Insurance Type Coverage Limit

1. Commercial General Liability $1,000,000 per occurrence or more

(Written on an Occurrence-based form) (Bodily Injury and Property Damage)

2. Automobile Liability $1,000,000 per occurrence or more

(Including Hired & Non-Owned) (Bodily Injury and Property Damage)

3. Workers Compensation Required for all personnel

(In Compliance with Applicable State Law)

The University of Maine System shall be named as Additional Insured on the Commercial General Liability insurance. Certificates of Insurance for all of the above insurance shall be filed with:

University of Maine Purchasing Department

5765 Service Building

Orono, Maine 04469

Certificates shall be filed prior to the date of performance under this Agreement. Said certificates, in addition to proof of coverage, shall contain the standard Acord statement pertaining to written notification in the event of cancellation, with a thirty (30) day notification period.

As additional insured and certificate holder, the University should be included as follows:

The University of Maine System

Office of Facilities

107 Maine Avenue

Bangor, ME 04401

2.19 Smoking Policy: The University of Maine System must comply with the "Work place Smoking Act of 1985" and MRSA title 22, 1541 et seq "Smoking Prohibited in Public Places." In compliance with this law, the University of Maine System has prohibited smoking in all University System buildings except in designated smoking areas. This rule must also apply to all contractors and workers in existing University System buildings. The Contractor shall be responsible for the implementation and enforcement of this requirement within existing buildings.

2.20 Parking Regulations and Use of Walkways: The Contractor's vehicles and those of their employees working on campus, must be registered with the Department of Public Safety. Unregistered vehicles on the University campus are subject to a parking violation ticket and/or towing off campus. Contractors are advised that parking regulations are strictly enforced by campus police. Towing will be at the Contractor's expense. A copy of regulations can be obtained by calling Public Safety Parking Office at 581-4047.

2.21 Sexual Harassment: The University is committed to providing a positive environment for all students and staff. Sexual harassment, whether intentional or not, undermines the quality of this educational and working climate. The University thus has a legal and ethical responsibility to ensure that all students and employees can learn and work in an environment free of sexual harassment. Consistent with the state and federal law, this right to freedom from sexual harassment was defined as University policy by the Board of Trustees.

Failure to comply with this policy could result in termination of this contract without advanced notice. Further information regarding this policy is available from the Director of Equal Opportunity, North Stevens Hall, 581-1226.

3.0 PERFORMANCE TERMS AND CONDITIONS:

3.1 Contract Administration: Larry Violette, University of Maine Student Auxiliary Services Purchasing Manager shall be the University's authorized representative in all matters pertaining to the administration of this contract.

3.2 Employees: The Contractor shall employ only competent and satisfactory personnel and shall provide a sufficient number of employees to perform the required services efficiently and in a manner satisfactory to the University. If the Contract Administrator or designee, notifies the Contractor in writing that any person employed on this contract is incompetent, disorderly, or otherwise unsatisfactory, such person shall not again be employed in the execution of this contract without the written consent of the Contract Administrator.

3.3 Payments: Payment will be upon submittal of an invoice to the Purchasing Department by the Contractor on a net 30 basis unless discount terms are offered. Invoices must include a purchase order number.

3.4 Deliveries: Deliveries shall be made to the University Dining Service locations listed below a minimum of 3 days/week on Monday, Wednesday, and Friday, between the hours of 7:30 - 10:30 a.m. and 11:00 a.m. - 1:00 p.m.

Hilltop Commons Stodder Commons

Stewart Commons York Commons

Wells Catering Market Place at Memorial Union

Oakes Café at Fogler Library

Additional locations may be added or deleted at any time throughout the term of the contract by the University. Ordering and delivery schedules will be determined after award of the contract. Changes in the ordering and delivery schedules may not be made without approval from the Dining Services Purchasing Manager.

3.5 Minimum Delivery Charges: The Contractor shall not set minimum delivery limits by dollar or by volume and shall not charge the University additional charges for smaller than normal orders.

3.6 New Product Lines: The Contractor will make every effort to stock new product lines as determined by the University so as to satisfy the needs of Dining Services operations and their customers. The Contractor must furnish literature, technical data, and a reasonable quantity of samples to accomplish proper new product evaluations, as requested by the University.

The University operates a catering department which may have very specialized, one-time use items, as specified by our customers. The Contractor agrees to source and obtain all requested produce items.

3.7 Back Orders and Shortages: Back orders and shortages shall be kept to a minimum. If a shortage occurs, the Contractor must contact and inform the Dining Services Purchasing Manager and each Dining Service Manager affected prior to the scheduled delivery date. If a substitution is necessary, it must be authorized by the Dining Services Purchasing Manager. If approved, Contractor will contact each Dining Service Manager and notify them of the substitute. All substitutes must be of equal or better quality than the originally ordered item and the invoice cost will not be higher than the price for the originally ordered item. If an item is not available and the University is forced to order through another supplier, the cost differential will be charged to the Contractor by the University.

3.8 Split Cases: Contractor must be willing to split cases if necessary, as requested by the University. No case split fees shall apply as a result of this request.

3.9 Shut Down/Breaks: During the week prior to a shut down or break period (e.g. Winter Break, Spring Break, and Summer Break) the Contractor shall work with each Dining Service location to ensure that its product inventory is brought to a reasonable balance. Each Dining Service location will lower their respective inventories the week prior to a shut down and increase their inventory the week prior to reopening. Any product, which remains in an operation when a shut down begins, may be picked up by the Contractor and credit issued to that Dining Service location, at the University’s request. The University will provide the Contractor with an Academic Year calendar for the purpose of planning for these times. (Academic Year 2005-2006 is enclosed), see pages 10-12.

Note: Memorial Union Marketplace and Catering Services remain open during shut down periods and must be serviced during those times.

3.10 Transportation Charges: Quotations must be F.O.B. Destination. Prices quoted will be considered to include all charges for transportation, packaging, crates, containers, insurance, duty and brokerage charges, etc. necessary to complete delivery.

3.11 Packaging: All shipping containers shall be properly and legibly marked or labeled on the outside with the commodity description, quantity and purchase order number. Cartons and carriers used to transport products from the Contractor’s plant shall be clean and sanitary at all times.

3.12 Packing Slips: All charges must be prepaid and material delivered to the location specified. Merchandise must be accompanied by delivery slip or packing list, in duplicate, and must include the purchase order number and individual product code number for each item purchased. All deliveries must be received and signed for by the approved Dining Services Receiving Clerk on duty. Packing slips will be issued separately to each Dining Service location for products delivered to that particular location.

3.13 Pricing: The net selling price to the University will be the Contractor’s laid-in/acquisition cost, including freight, plus the contract percentage mark-up.

3.14 Software On-Line Ordering and Inventory System (Preference): The Contractor will be responsible for all fees associated with maintaining the University Dining Services inventory system to mirror that of Contractor’s system. The University Dining Service system is Eatec. It is preferable that the Contractors system is compatible with Eatec. If you do not use Eatec please include detailed information about your software system that will allow the University to determine if is acceptable.

A) All produce items must be assigned a specific order number in order for the match to occur within the system maintained in Dining Services

B) Electronic pricing updates shall occur via modem (or diskette) whenever vendor prices change, to be received on the first Wednesday of each month.

C) All product code changes must be in writing to Dan Sturrup, Associate Director , whenever vendor codes change BEFORE the change occurs. Out of stock, wrong items, and inaccurate pricing due to product code changes will not be tolerated.

If you have questions regarding this system please contact Dan Sturrup at (207) 581-1799 prior to submission of your proposal. Only discussions regarding the on-line ordering system should be discussed. (see section 1.4 for all other questions)

4.0 SPECIFICATIONS

4.1 All shipments of food products to the University must comply with and strictly adhere to the specifications.

4.2 Grades are based on standards established by the U.S. Department of Agriculture, Agricultural Marketing Service. Food products supplied to the University must be of the grade indicated for the item. USDA Inspection Grading and Inspection Certificates may be acquired where it is in the best interest of the University. It is the responsibility of the Contractor to contact the USDA and arrange for inspection of the items which require inspection certificates. The cost for inspection and stamping of required products is the responsibility of the Contractor.

4.3 All products shall be packed and prepared under sanitary conditions and in accordance with good commercial practice.

4.4 All products must be U.S. #1 X-Fancy unless otherwise specified. The delivered product must meet the grade at the time of delivery to the University of Maine Dining Services operation. When delivered products appear to be below the grade of the product specified, the Dining Services operation reserves the right to return the product for full credit or shipment of new product. If the delivered products appear to fall below the grade specified on a regular basis, the Dining Services operation reserves the right to submit items in doubt to the nearest USDA office for official inspection and grading. It is agreed the party in error will pay the cost of the inspection. Product inspection will be made at the point of delivery by the University Dining Services receiving staff.

4.5 The interpretation of descriptive terms of grade shall be in accordance with the U.S. standards for grade in effect on the date of the invitation for proposal.

4.6 If higher grade products are offered for delivery in lieu of those specified, it shall be acceptable providing all other requirements are met. No salvage material will be accepted.

4.7 No produce treated with sodium bisulfate is to be delivered without written consent of the Dining Services Purchasing Manager.

4.8 All produce that requires ripening (e.g. tomatoes, bananas) should be ripened at the Contractor’s plant in properly designated rooms under the Produce Marketing Associations’ (PMA) guidelines. Product shall only be accepted at Dining Services in the degree of ripeness so designated in the specifications.

4.9 The Contractor shall indicate on the Vendor Information Sheets the address of the warehouse which will store products to be furnished under this contract. It is understood that unless specifically approved by the University, all products furnished hereunder shall be warehoused in facilities owned and operated by the Contractor.

4.10 The Contractor’s premises, equipment, supplies, and warehouse facilities shall be maintained, throughout the life of the contract, in conditions satisfactory to the University and in compliance with the State of Maine Health and Sanitation Code. The Contractor shall adhere to the highest standards of cleanliness and sanitary practices, including the food distributor’s employee’s appearance and performance in the preparation, service, transportation, and storage of food, and related items.

4.11 All Contractors operations, as outlined in section 4.10 and in conjunction with this contract, shall be subject to inspection at all times. If, in the opinion of the University, sanitary conditions are unsatisfactory, the contract shall be subject to cancellation. Any losses incurred by the University as a result of such a cancellation shall be charged against the Contractor.

4.12 HACCP: HACCP, or Hazard Analysis Critical Control Point, is a system used to control biological, chemical, and physical hazards associated with foodservice systems. This is accomplished by identifying potential hazards at specific points within the flow of food and preventing, eliminating, or reducing them to safe levels. The National Restaurant Association and Food and Drug Administration recommend that all foodservice facilities develop a proactive HACCP system. In doing so, facilities will be able to greatly reduce the risk of food-borne illness outbreak by: Identifying potentially hazardous foods and problematic procedures; establishing control measures to reduce risk; monitoring these control measures; and verifying food safety through documentation.

In order to fully implement HACCP at The University of Maine’s Dining Services, the organization must first have a solid foundation of prerequisite programs, or Standard Operating Procedures. This includes purchasing foods from suppliers who utilize the HACCP system to minimize risks associated with processing, storing, packing, and shipping potentially hazardous foods. Therefore, to reduce the risk of food-borne illness outbreak and enable Dining Services to fully implement a HACCP program, it is important that the flow of food be well monitored and controlled before it arrives at our facilities. It is therefore preferable that any supplier providing food to The University of Maine Dining Services be HACCP compliant and AIB monitored.

ACADEMIC CALENDAR 2005-2006

Fall 2005 — Spring 2006

Fall Semester 2005
Classes begin	Tuesday, September 6, 8:00 a.m.
Last day to add courses	Monday, September 12
Last day to drop courses for refund	Monday, September 19
End of 1st 3rd of semester for withdrawals	Thursday, October 6, 4:30 p.m.
Fall break begins	Friday, October 7, 5:00 p.m.
Classes resume	Wednesday, October 12, 8:00 a.m.
Application for Graduation filing deadline (Dec.)	Friday, October 14, 4:30 p.m.
Registration for Spring 2006	Tuesday-Friday, November 8-18
End of 2nd 3rd of semester for withdrawals	Thursday, November 10, 4:30 p.m.
Thanksgiving break begins	Wednesday, November 23, 8:00 a.m.
Classes resume	Monday, November 28, 8:00 a.m.
Classes end	Friday, December 16, 5:00 p.m.
Final exams begin	Monday, December 19, 8:00 a.m.
Final exams end	Friday, December 23, 6:00 p.m.
Spring Semester 2006
Classes begin	Tuesday, January 17, 8:00 a.m.
Last day to add courses	Monday, January 23
Last day to drop courses for refund	Monday, January 30
Application for Graduation filing deadline (May)	Wednesday, February 15, 4:30 p.m.
End of 1st 3rd of semester for withdrawals	Thursday, February 16, 4:30 p.m.
Spring recess begins	Friday, March 3, 5:00 p.m.
Classes resume	Monday, March 20, 8:00 a.m.
End of 2nd 3rd of semester for withdrawals	Tuesday, April 4, 4:30 p.m.
Registration for Fall 2006	Tuesday-Thursday, April 4-April 13
Maine Day	Wednesday, May 3
Classes end	Friday, May 5, 5:00 p.m.
Final exams begin	Monday, May 8, 8:00 a.m.
Final exams end	Friday, May 12, 6:00 p.m.
Commencement	Saturday, May 13, 10:30 a.m.

5.0 PROPOSAL CONTENT:

Bidders shall ensure that all information required herein is submitted with the proposal. All information provided should be verifiable by documentation requested by the University. Failure to provide all information, inaccuracy or misstatement may be sufficient cause for rejection of the proposal or rescission of an award. Bidders are encouraged to provide any additional information describing operational abilities. Responses to each requirement below should be in order and clearly marked with the section number to which they respond.

5.1 Business Profile:

5.1.1 No financial statements are required to be submitted with your proposals, however, prior to an award the University may request financial statements from your company, credit reports and letters from your bank and suppliers.

5.1.2 Please submit with your proposal a detailed history and description of your company and any published reports about your company.

5.1.3 Inventory levels and average number of days to shipment after receipt of order.

5.2 Pricing: See pages 17-21 for submission of pricing.

The following lists of items is the “Market Basket”. The Market Basket (pages 17 – 21) represents the highest volume of items purchased within a 12 month period. The Market Basket will be used to evaluate cost. Please use the following guidelines when submitting your bid and use ONLY the bid submittal pages provided in this document. The Submittal pages are available electronically to bidders for convenience in submitting proposals. If you would like to receive these pages electronically please e-mail Larry Violette with that request at larryv@maine.edu

5.2.1 Laid-in Cost refers to the most recent cost to the bidder for that particular product. For the purpose of this proposal you must use your most recent “laid-in cost” for delivery to your warehouse prior to April 2, 2005. Documentation (copy of invoice) must be provided to substantiate your laid-in cost for all items in the market basket. TO ASSIST US WITH OUR EVALUATION PLEASE IDENTIFY ON THE INVOICE WHICH MARKET BASKET ITEM NUMBER CORRESPONDS. If you do not currently purchase the specified brand, and therefore cannot provide an invoice, please provide a laid-in-cost based on a written quote between the dates of April 11 -April 15, 2005 and include a copy of the quote with your proposal.

The net selling price to the University is calculated by adding the laid-in cost and the percentage markup.

5.2.2 Prices listed in this proposal must not contain any nonprofit allowances or rebates.

5.2.3 Weights and Measures: You may bid items which have case counts and weights that are slightly different than specified. Please make notation of any item this may pertain to. The University will make the appropriate calculations when evaluating costs.