Oregon Department of Education

Procurement Services

Request for Proposal ODE-1595-11

Warehouse and Carrier Services

Addendum # 1

RFP Addendum Purpose:

This Addendum modifies the Request for Proposal (RFP) Document(s) only to the extent indicated herein. All other areas not changed or otherwise modified by this Addendum shall remain in full force and effect. This Addendum is hereby made an integral part of the original RFP document.

Follow changes are made:

Section 1: General Information

1.1.1.Overview, Objectives, and Background.

A Contractor provides the following services for ODE: Receive, unload, handle, and store inbound shipments of USDA Foods and processor products. Pick, load, and deliver outbound shipments of USDA Foods and processor products to Recipient Agencies. Submit receiving, inventory, and delivery documents of USDA Foods and processor products to ODE.

Processors may use contract with the Contractor to store product and have it delivered to Recipient Agencies. The process is as follows:

  • Processor contacts the Contractor to set up an account for their product.
  • Processor pays Contractor for storage chargesall cost incurred to receive, store and deliver processed product.
  • Processor coordinates with Contractor to schedule shipment of their product to Recipient Agencies.
  • After each delivery period Contractor sends ODE with a summary of products for each processor who shipped product.
  • ODE bills processor for product(s) delivered to Recipient Agencies by Contractor.

ODE uses CNPweb, an internet based system, to manage the Food Distribution Program. The process is as follows:

  • Recipient Agencies preorder foods in CNPweb. They request the foods and quantities they want in the month they want to receive them.
  • ODE orders the food from USDA.
  • ODE sends the Contractor a summary of the foods they will receive each month throughout the school year.
  • When USDA purchases a food they send the State a Forwarding Notice for each load. ODE sends a copy to the Contractor.
  • The Contractor receives foods in the months they were ordered for and reports receipt back to ODE.
  • Throughout the school year Recipient Agencies order the foods they requested (preordered) in CNPweb.
  • ODE uploads the orders into pick lists and Bills of Lading.
  • The Contractor downloads the pick lists and Bills of Lading.
  • The Contractor builds routes and delivers food to Recipient Agencies.
  • Contractor invoices ODE for the number of cases of USDA acquired food they receive that month times their “Price per case”.
  • ODE pays the Contractor for services.

1.3 Definitions

1.3.7. “Food” means all USDA acquired foods and USDA acquired foods converted into end products.

1.4 Scope of Work

Requested services include, but are not limited to:

  • Receive, unload, handle, and store dry, refrigerated, and frozen foods and processor product (inbound shipments).
  • Combine Recipient Agency Bills of Lading for foods and processor product into consolidated orders.
  • Sort Bills of Lading into routes (build routes).
  • Pick food and processor product orders.
  • Load orders for outbound shipments.
  • Transport food and processor product to approximately 297 Recipient Agency delivery locations.
  • Unload food and processor product at Recipient Agency drop area.
  • Submit receiving, inventory, and delivery documents to ODE.
  • Provide all necessary facilities, equipment, labor, transportation, and supplies.

1.4.4 Receipt of Inbound Shipments

Send ODE / Date Due to ODE
Supplier requests permission to deliver product early (prior to delivery date on the Forwarding Notice, KC - 269). / Call ODE immediately or request vendor call ODE for approval.
Notice of Arrival / Within 3 working days of receipt of commodity.
Report short, damaged or overage when:
  • Product is received short, over or damaged from the vendor
  • Warehouse damages product
  • Damaged product is found after it has been received
/ Within 24 hours of:
  • Receipt of shipment
  • Damage occurring
  • Finding damaged product

Pick List for “Will Calls” that shows all items were picked up by Recipient Agency or transferred into Recipient Agency’s account.
Pick List should be signed by a warehouse employee / Within 3 working days of making the transfer.
List of known shortages or substitutions to Recipient agencies made when orders are being prepared for outbound shipment. (Call ODE for prior approval for substitutions.) / As soon as they are made.
Inventory report:
  • At the end of each distribution
/ Within 5 working days:
  • After the end of a distribution.

Invoice for services / Within 5 working days after end of month.
Summary of products for each processor who shipped product. / Within 8 working days after the close of the distribution period.
Physical inventory / Twice a year, at the end of the November distribution and at the end of the State fiscal year (June 30).

All USDA Foods shipped to the Contractor from suppliers are prepaid for the product and freight.

1.4.8 Outbound Shipments

Contractor must meet the following minimum requirements for all outbound shipments:

  • Communicate with Processors to establish when the processor product Bills of Lading must be submitted for each distribution.
  • Download electronic data file with order information from ODE to create Pick Lists and Bills of Lading.
  • Where applicable, combine processor product and ODE Bills of Lading into one delivery order.
  • Sort Bills of Lading into routes (build routes) and consolidated shipments.
  • Plan the most cost efficient routes for distribution. ODE reserves the right to review route planning. ODE may change the route plan if they deem it’s in the best interest of the State to do so.
  • Establish a delivery schedule (shipping times and dates) to ensure that Recipient Agencies receive their deliveries at approximately the same time each distribution cycle.
  • Provide Recipient Agencies at least twenty-four (24) hours notice, by telephone, of the delivery scheduled.
  • Establish loading times and the load order of each trailer.
  • Pick USDA food and processor product to fill orders.
  • Unitize individual Recipient Agency orders on industry standard exchangeable pallets.
  • Shrink-wrap or secure pallets with metal or plastic bands.
  • Load outbound shipments.
  • Verify that all case counts pulled for each order are accurate and loads match the corresponding Pick List and Bill of Lading.
  • Deliver USDA food and processor product to approximately 297 Recipient Agency delivery locations.
  • USDA food and processor product may be integrated with deliveries of processor product and commercial foods.

1.4.12 Processor Product

Processors may use Contracted services to have their product delivered to Recipient Agencies. To use the state-contracted services Processors must:

It is the intent of ODE to provide Recipient Agencies with service to fully utilize USDA foods which includes processed product. Recipient Agencies enter separate contracts with Processors for processed products. Contractor must be willing to contract with Processors to receive, store and deliver processed products to Recipient Agencies.

Processors must:

  • Contact Contractor to set up an account for storage of their product.
  • Coordinate with the Contractor to schedule delivery of their product and Bills of Lading.
  • Coordinate with the Contractor to schedule shipment of their product(s) to Recipient Agencies.
  • Pay Contractor for all costs they incurall cost incurred to receive, store and deliver processed product.

All USDA Foods and processor products shipped to the Contractor from suppliers are prepaid for the product and freight.

Approximately 12-15 processors use Contracted services to have their product delivered to Recipient Agencies.

If a Recipient Agency rents space for USDA foods they may have their USDA food delivered at no cost to them. The price per case paid to the Contractor by ODE includes delivery.

ATTACHMENT C

PRICE PROPOSAL FORM

SERVICES

Item 1 will be used for award purposes. Items two and three and fourwill not be calculated for award purposes.

RFP Addendum Submission Requirements

Proposers are required to submit this Addendum #1 as a part of their respective Proposals.

RFP Addendum Protest

Any prospective Proposer who feels they have been adversely affected by these changes may submit a written protest of this addendum to Lillie Gray, Interim Director of Procurement Services, Oregon Department of Education, 255 Capitol Street NE, Salem OR 97310 or by facsimile (503) 378.5156 or by e-mailed transmission to by 5:00 PM PT on April . No further protest of this change will be allowed after that date.

*I hereby acknowledge having received and duly considered the preceding addendum to the specification.

Proposer Name:______

Authorized Signature:______

Date: ______

Addendum # 1 to ODE-1595-11Page 1 of 4