17-18 PRFSD Commercial Bids Q and A
(Original Post April 26, 2017)
Q1. Please explain the “$150 or less” per delivery stop.
This means that the Bidder cannot require a delivery minimum of more than $150 per drop. If the Bidder normally requires less than $150 per drop, this is acceptable and should be communicated to PRFSD with the bid submission. This is the same for the commercial food and supply bid which is set at $750 or less.
Q2. With regards to Q1. above, if a broadline distributor wins the commercial food bid and the paper bid, would the distributor be required to have a second weekly delivery for paper goods at the $150 drop amount in addition to the weekly food delivery?
If a broadline distributor is the winning Bidder for paper goods (and/or produce), the established commercial delivery minimum per the commercial foods RFP would prevail and encompass commercial food and supplies as well as paper goods and produce.
Q3. Referring to the extension clause, if a broadline distributor wins the commercial bid in addition to the paper and/or produce bid, will the extension clauses apply to all bids won by the distributor?
Yes, if a broadline distributor is the winning bidder for the commercial bid plus the paper and/or produce bid, the yearly extension clause will be effective for all bids won.
Q4. Can a Bidder subcontract out services for produce?
Per the Produce RFP, subcontracting will require written permission by PRFSD.
Q5. What is the minimum delivery amount for produce deliveries?
The Produce RFP leaves the minimum drop amount blank for the Bidder to fill in the required minimum delivery amount.
Q6. Looking at the amount of usage against the number of delivery locations, the drop size would be very low.
The usage is based on 17-18 expected usage submissions made by our member districts. Being that a separate produce bid is new for our organization, we believe the usage submitted by members was on the low end. Also, we do not have usage figures for some of the seasonal items.
Q7. Is there an Act of God clause in the Produce RFP? How would an Act of God situation be handled?
Yes, an Act of God situation would be covered under the Force Majeure Clause in the Produce RFP. Situations that arise due industry-wide problems or set-backs which are out of industry’s control would be communicated by the distributor to PRFSD in writing. Upon receiving such notice, PRFSD and the distributor will discuss what steps will be taken to address the situation.
Q8. For produce, the minimum shelf life was 5 days. Is PRFSD changing that to require a 10-day shelf life?
Yes, a 10-day shelf life is requested for perishable products.
Q9. Please explain how “or equals” should be identified on the bid sheet?
If you are adding an item as an “or equal”, please insert a row under the relevant bid line and fill in all information required. In addition, the manufacturer’s nutritionals and meal component information (if applicable) must be submitted at the time the bid is submitted. After PRFSD reviews the submitted bids, samples of the “or equal” items may be requested for evaluation by the bid committee. It is at the committee’s discretion whether an item is considered an “equal”.
Q10. Will samples be requested on “or equal” items before the bid is awarded or after?
It is PRFSD’s intention to sample any necessary “or equal” items prior to the bid being awarded. If you are submitting a proposal with many “or equal” items, it is imperative that a representative be available by phone or e-mail the day of the bid opening so any samples can be requested and ultimately received as quickly as possible.
Q11. Should a Bidder bid both the spec item and an “or equal”?
No. If not bidding the spec item, an “or equal” item can be listed but not both.
Q12. Some items are listed with very low usage. Will we be expected to stock these items?
The items with low usage should be commercial items that are normally stocked at a distributor’s warehouse. In light of the new procurement regulations, it is beneficial for PRFSD members to have pricing for as many items as possible and to be covered under the bid. Staples such as flour, sugar, spices, etc. will have low usage but because they are stock items, we are asking for them to be part of the Bidder’s proposal.
Q13. Is produce a fixed price?
Some items in the produce RFP are requested to be a fixed price for the year. Please see the RFP for which items we are requesting fixed prices on.
Q14. How many districts utilize the P-Card?
Currently, we do not know of any districts that utilize it. This is language that will most likely be removed for future RFPs.
Q15. Is PRFSD intending to put out a 3-yr bid or is it intending to put out a 1-yr RFP with two 1-yr extensions?
In general, SFAs may not award multi-year contracts, because Federal funding for programs is appropriated on an annual basis. That said, awarding one-year contracts with an ability to renew for a specified number of additional one-year extensions is usually advantageous to both parties. However, long-term forecasting of market conditions is difficult and not necessarily reliable. The solution may be to allow increases in price based on a predetermined index, which we included in the RFP. In this way, the underlying terms and conditions of the contract such as delivery charges, etc. may not change, while prices might fluctuate yearly.
Q16.The length of the quote is July 2017-June 2018 with no price escalators. All firm pricing?
Yes, prices should hold firm year to year with the exception of some produce.
Q17. Will updates to the Q and A be posted on the website?
Yes. Updates to the Q and A will be posted to the website as well as any necessary addendums. Bidders are expected to visit the site to ensure they have the latest information.
Q18. Also there would be no price escalators of any sort for the second year either?
There will be an addendum posted to the website to delete the wording under J (1) - (All prices indicated in said Bid would remain at the same cost or lower for School Year 2018-2019, with the exception of commodity allowance values). The terms under J(2) will stand as to how the price escalation or de-escalation process will take place.
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