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.

Scope of Services

• 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• Delivery Services: Weekly delivery of withdrawn items to the Ann M. Kiley Center each Thursday, or on another mutually agreed-upon day.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.

Current inventory will remain at the Ann M. Kiley Center. Storage at the Vendor's facility will begin empty and will fill as new orders from the Center's food suppliers are delivered. Only dry, non-frozen, non-refrigerated food products will be stored; no paper or cleaning products will be stored under this contract.

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.

Each weekly delivery to the Center averages approximately four to five (4–5) pallets and forty to fifty (40–50) line items, with inventory turnover occurring approximately three to four (3–4) times per year. [...] The Center's order form currently lists approximately one hundred fifty (150) distinct dry food items.

Deliveries shall be made once per week, each Thursday (or on another mutually agreed-upon day), between the hours of 7:00 a.m. and 2:00 p.m., for approximately fifty-two (52) deliveries per year.

Only Electronic Submissions of Bids through BidBuy will be Accepted

The contract will have an initial term commencing upon the last dated signature of both Parties and ending on June 30, 2029. [...] Subject to the maximum total term identified above, the State has the option to renew for the following term(s): 2 one-year renewals for a total of 2-year term.

The Vendor, or its warehouse subcontractor, shall hold a current Personal Property Warehouse License issued by the Illinois Commerce Commission under the Personal Property Storage Act (240 ILCS 10), with the required surety bond or legal liability insurance on file with the Commission. [...] A copy of the license shall be submitted with the bid or upon request prior to award.

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. The insurance coverage amount must equal the current replacement value of stored goods. [...] A copy of proof of insurance may be submitted with the bid but will be required prior to contract execution, and coverage shall remain in force throughout the contract period.

Vendor shall provide: (a) General Commercial Liability insurance in the amount of **$1,000,000** per occurrence (Combined Single Limit Bodily Injury and Property Damage) and **$2,000,000** Annual Aggregate; (b) Auto Liability, including Hired Auto and Non-owned Auto (Combined Single Limit Bodily Injury and Property Damage), in amount of **$1,000,000** per occurrence; and (c) Worker's Compensation Insurance in the amount required by law.