1. User Guide 505ENT-M22-FOODDISTRIB-01 20240619.docx

STATE OF WISCONSIN

DEPARTMENT OF ADMINISTRATION

Division of Enterprise Operations State Bureau of Procurement

Contract User Guide

Prime Vendor Food Distributor – 505ENT-M22-FOODDISTRIB-01

Scope This contract is for Prime vendor delivery of food commodities, including Dry Groceries; Canned Goods; Cereal; Frozen; Refrigerated; Dietetic/Medical; Produce; Eggs; Cheese; Meats-Poultry-Fish; Religious Menu Items; Baking Ingredients; as well as Occasional Chemicals, Paper Supplies and Miscellaneous Food Service Supplies; and Waupun Dairy product hauling services and Back-up supplier for Waupun Dairy produced products.

Note that IFD requires that each ordering location maintains a list of priority contacts for communicating with IFD in standard operations and emergency situations.

Vendor Contact Information Toll-Free - 800.873.0131 Local - 715.834.6513

Customer Service Hours: Monday through Friday 7:00 a.m. - 5:00 p.m.

Contract Base Hauling Rates (page 3)

Waupun Dairy Contact Jim Smith, 920-324-8771 JamesM.Smith@wisconsin.gov

Ordering, Delivery, Etc.

All orders must be placed two days prior to delivery. Add-ons to orders must be in by 10:00 a.m. the day prior to delivery. Orders for Monday delivery must be submitted by Friday at 4:00 p.m. Add-ons to Monday deliveries can be submitted over the weekend no later than Sunday at 10:00 a.m.

Delivery Route Changes IFD will reach out to ordering locations in advance to communicate necessary delivery changes relating to holiday schedules.

IFD's Winter Preparedness Requirements callifd.com/uploads/1/3/0/7/130789654/winter_preparedness_letter_to_customers.pdf IFD appreciates each ordering location's cooperation in adhering to these safety requirements relating to deliveries occurring outside of normal weather conditions.

Definition of Common Terms Opportunity Item - a value priced product that may be available for an extended period of time, but at times may be temporarily or have limited availability. Item may change by manufacturer with similar ingredient and nutritional analysis.

Reasons items for classification as Opportunity:

It is a manufacturer second created as a by-product of their standard production.

It is produced using the by-product of the manufacturer’s standard product as an ingredient.

It is produced specifically as a value priced item as the ingredients become prevalent in the market.

Spot Buy Item - one-time purchase that will no longer be available once inventory is depleted. The product does not meet the original manufacturers standards of distribution. These items are often restricted to correctional facilities.

Value Item - an item that is at a lower cost and designed for correctional use. These items are readily available with exceptions to some interruptions in productions.

Special Order - an Item that IFD does not currently stock, however it would be available with an increased lead time to IFD's warehouse.

Contact your Customer Service representative to place a special order. IFD requires the item #, quantity of cases needed, and date the item is needed by. When it is received to IFD, it will be added to your next order. Special Order items are indicated on eInFoLink by the red question mark icon. Lead times will vary by product and suppliers.

Substitute Item - an item that is very close to matching the item that is out of stock on your order. This item will be of similar quality and will be matched to the price per portion of the out-of-stock item unless the out of stock is created by the manufacturer or outside the control of IFD.

Alternative Item - an item that is not exactly the same as the item that is out of stock on your order but is similar in its use. This item will not be price matched.

Out of Stock Procedure Your Customer Service representative reviews the submitted order for any out-of-stock items. If any out-of-stock items are found, IFD will contact the ordering location. When communicating with the ordering location, recommendations will be made. IFD will check when the item was intended for use, if not needed right away, IFD may offer the item for the next delivery. IFD may offer a substitution for this item (see above for definition of substitute item). IFD may offer an alternative product (see above for definition of alternative item).

Return Authorization (RA) & Credit Memo (CM) Policy Items that are not accepted at time of delivery and need to be returned:

Before the IFD Driver leaves the ordering location, let them know which item(s) you are refusing. Driver will take back product and note this on invoice. Credit will be processed when the driver returns to IFD.

Items that are accepted at time of delivery but need to be returned:

After the IFD Driver leaves the ordering location, contact your IFD Customer Service representative and provide the following information: Item #, Quantity to be returned, Date of delivery and/or Invoice #, and Reason for product return. The Return Authorization (RA) form will be emailed to the ordering location, product will be picked up on next delivery, and credit will be issued when product is returned to IFD.

Your Customer Service representative will help you determine if the item should be a credit memo only, where it would not be physically picked up. Circumstances will vary.

Procedures for Reporting Food Incidents WI State Agency Procedure for Recording Food Contraband Incident http://www.callifd.com/uploads/1/3/0/7/130789654/wi_state_agency_procedure_for_record ing_food_contraband_incident.pdf WI State Agency Procedure for Reporting Food Quality Concern http://www.callifd.com/uploads/1/3/0/7/130789654/wi_state_agency_procedure_for_report ing_food_quality_concern.pdf WI State Agency Procedure for Recording Food Injury http://www.callifd.com/uploads/1/3/0/7/130789654/wi_state_agency_procedure_for_record ing_food_injury.pdf Questions/Comments/User Feedback Please direct any questions, comments, complaints to the state contract manager. Feedback will help to address and correct immediate issues and to prepare for future solicitations in a manner that will benefit the end users of this contract and the State of Wisconsin.

Prime Vendor Food Contract Base Hauling Rates Food Categories Base Hauling Rates Monthly per case fuel adjustment is invoiced as a separate line item for the total number of cases delivered.

The base hauling rate is included in each product’s invoiced price.

Waupun Dairy Products, Base Hauling Rates IFD invoices each customer for the hauling rate of the Waupun Dairy products IFD delivered.

BCE invoices each customer for the Waupun Dairy product undelivered prices, without any assistance from IFD. BCE Prices may change monthly based on market conditions.

For Waupun Dairy Product Prices, see Contract Number 505ENT-M22-WAUPUNDAIRY-01

Contract Manager: John Burnett DOA State Bureau of Procurement, 101 E. Wilson St., F6, Madison, WI 53703 608-261-6359 john.burnett@wisconsin.gov image1.png