DHS IFB- KILEY External Storage & Warehousing Services REBID

The Department of Human Services (DHS) seeks to secure professional warehousing services that provide safe, organized, and accessible off-site dry storage for non-perishable food items utilized by the Nutrition Management Services Program at the Ann M. Kiley Center (Kiley Center). The Vendor shall provide storage, handling, and delivery services for non-frozen and non-refrigerated goods, ensuring all items are maintained in sanitary conditions free from rodents, pests, insects, and other contaminants. Temperature-controlled storage is not required, as all stored items are shelf-stable dry goods unaffected by ambient temperature conditions.

This Agreement encompasses the following services on behalf of the Department of Human Services (DHS) Ann M. Kiley Center:

• Receiving and Storage: Receipt, handling, and storage of dry goods delivered to the Vendor's facility by various suppliers designated by the Center.
• Inventory Management: Maintenance of perpetual inventory records with each unique item identified as a separate lot, tracked from receipt through withdrawal.
• Withdrawal Processing: Fulfillment of weekly withdrawal requests ranging from as little as one (1) case per lot to the full lot balance.
• Delivery Services: Bi-weekly delivery of withdrawn items to the Ann M. Kiley Center on Thursdays or another mutually agreed-upon day.
• Material Handling: All loading, unloading, palletizing, wrapping, and related functions necessary to ensure expeditious, adequate, and appropriate storage of goods.

The Vendor shall provide dry storage for all non-frozen and non-refrigerated food products at a warehouse facility located within forty (40) miles of the Ann M. Kiley Center, c/o Nutrition Management Department, 1401 W. Dugdale Road, Waukegan, IL 60085.

The estimated storage requirement is Sixty to Seventy (60-70) pallet spaces; however, capacity needs may fluctuate above or below this estimate based on operational demands. Shelves must be able to accommodate 4’ x 4’ loaded pallets that weigh 2,800 lbs. and are 10 feet tall. A forklift will be required to move inventory.

The Ann M. Kiley Center anticipates Bi-weekly delivery of withdrawals from the Vendor's facility in a sanitary delivery truck. [...] All pallets shall be secured and wrapped for delivery. Delivery is requested each Thursday morning (subject to change) between the hours of 7:00 am and 2:00 pm.

All pricing shall be Freight on Board (FOB) Destination. The Vendor is responsible for all shipping, handling, and transportation costs, which must be included in the bid pricing.

Only Electronic Submissions of Bids through BidBuy will be Accepted

Bidders are required to submit their response to the State’s solicitation through BidBuy. Any information sent to the State outside of BidBuy, for example by US Mail, FedEx, UPS, e-mail, or hand delivery, will neither be accepted nor considered.

The Bidder shall submit the listed documents in BidBuy under the Attachments tab in the appropriate “Required Attachments” spaces:

• Vendor Disclosure or IPG Active Registered Vendor Disclosure
• Offer to the State of Illinois
• Contract
• BEP Utilization Plan
• VBP Utilization Plan

Failure to submit Vendor Disclosure or IPG Active Registered Vendor Disclosure, as applicable, and the Utilization Plan(s), as applicable, with the Bid submitted in BidBuy shall render the Bid non-responsive.

The Vendor shall secure insurance on behalf of the Department of Human Services, Ann Kiley Center, covering fire damage for all food products stored on the Vendor's premises. [...] Proof of insurance must be submitted with the bid and remain in force throughout the contract period.

The contract will have an initial term commencing Execution of Contract and ending on June 30, 2029. [...] the State has the option to renew for the following term(s): 2 one-year renewals for a total of 2-year term.