11-Bid Table Instructions.pdf
PDF 164 KB Posted
- Attached to
- Ice Cream Novelties
- Solicitation number
- 2026-05
- Issued by
- Gregg County, Texas
About this file
This is a Bid Table Instructions document created by the Multi-Region Purchasing Cooperative (MRPC) for use with the Bonfire/Euna e-bid software platform. The document provides comprehensive guidance for vendors responding to MRPC solicitations, particularly those involving food products such as frozen dairy and fruit items. The instructions establish the standard format and requirements for completing bid tables, which vendors must download, complete, and upload as part of their solicitation responses. The document delineates between purchaser-created columns (including MRPC bid codes, product categories, descriptions, recommended manufacturers, servings per case, and estimated quantities) and vendor-required columns (including offered brand and product information, manufacturer codes, GTIN/UPC codes, vendor stock codes, case pack details, servings per case, case net weight, and gluten-free status).
The instructions impose specific compliance requirements on responding vendors, including certification that products meet Buy American Provision standards with documented justification if they do not, detailed disclosure of prohibited ingredients (including various FDA-banned dyes, BHA, potassium bromate, and titanium dioxide), and firm, fixed pricing on a per-case basis delivered to the purchaser's designated destination. Vendors must also indicate whether pricing is based on a per-pound structure for catch-weight products and provide their warehouse stock codes or indicate if products are not currently in inventory. The document emphasizes the importance of clear packaging descriptions and the completion of auto-calculating columns that MRPC will use during pricing evaluation. These instructions ensure standardized bidding across all MRPC member jurisdictions and facilitate comparative analysis of vendor proposals.
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BTI (rev. 2026/2) Page 1 of 2
Multi-Region Purchasing Cooperative
Bid Table Instructions
The Purchaser utilizes Bonfire/Euna e-bid software which has a built-in Bid Table that requires the responding Vendor to download the table, complete it, and upload the table as part of the required solicitation response. The Purchaser creates individual columns that are specific to each bid. The most common columns are explained below for clarification on what is presented by the Purchaser and what is required of the responding Vendor.
1. Purchaser Columns.
1.1. MRPC Bid Code: Internal code created by MRPC unique to each specified item.
1.2. Product Category: Self-explanatory.
1.3. Product Name/Description: Item specified by MRPC, this may be a product name or more generally written specification depending on type of solicitation.
1.4. Recommended Mfr. Brand/Label or “Equal”: Indicates the brand used in forecasting or requested by the Purchaser. Alternate brands are allowed to be offered.
1.5. Recommended Mfr. Product Code or “Equal”: Indicates the product code used in forecasting or requested by the Purchaser. Alternate product codes are allowed to be offered.
1.6. Servings/Units Per Case: Indicates the number of servings/units that were referenced in forecasting. Different case pack sizes offered are acceptable.
1.7. Estimated Quantities: MRPC captures forecasting from all participating members. Quantities shown are to the best of knowledge at the time of forecasting.
2. Vendor Columns.
2.1. Mfr. Brand/Label “Offered”: Self-explanatory.
2.2. Product Name/Description “Offered”: Self-explanatory.
2.3. Mfr. Product Code “Offered”: Self-explanatory.
2.4. Mfr. GTIN or UPC: Self-explanatory.
2.5. Responding Vendor’s Stock Code (Enter “none” if Not Currently Stocked): This is the code responding Vendor uses to identify location in their warehouse. This may be the same as the manufacturer product code and that can be entered as well.
2.6. Mfr. Case Pack (i.e. 6/5 lb. bags; 6/#10 cans): Please be clear in how the product is packaged.
2.7. Servings/Units Per Case: Please indicate using a whole number only, how many servings or units are in a single case.
2.8. Case Net Weight in LBS: Self-explanatory.
2.9. Gluten Free: If known, please enter a “Y” or “N” to indicate.
BTI (rev. 2026/2) Page 2 of 2
2.10. Meets Buy American Provision (“Y” or “N”): Every food item offered must show whether it meets Buy American Provision.
2.11. If “N” in Previous Column – Enter Justification as “A” or “B”: If an offered food product does not meet the Buy American Provision, responding Vendor must provide a justification based on the USDA allowed justifications.
2.11.1. “A”: Product is on the FAR list (48 CFR 25.104 ), and/or not produced or manufactured in the U.S. in sufficient and reasonably available quantities of a satisfactory quality; or
2.11.2. “B”: Competitive bids reveal the costs of a U.S. product are significantly higher than the non-domestic product.
2.12. Does the Product Contain Any of the Prohibited Ingredients (“Y” or “N” or “U” if unknown):
2.12.1. Blue Dye No. 2
2.12.2. Citrus Red Dye No. 3
2.12.3. Green Dye No. 3
2.12.4. Red Dye No. 3
2.12.5. Red Dye No. 40
2.12.6. Yellow Dye No. 5
2.12.7. Yellow Dye No. 6
2.12.8. Brominated Vegetable Oil (BVO)
2.12.9. Butylated Hydroxyanisole (BHA)
2.12.10. Potassium Bromate
2.12.11. Propylparaben
2.12.12. Azodicarbonamide
2.12.13. Titanium Dioxide
2.12.14. Ammonia Caramel (Class III)
2.12.15. Sulfite Ammonia Caramel (Class IV).
2.12.16. Any other additive "substantially similar" to those listed above.
2.13. Delivered Case Price: Firm/fixed Price offered based on Unit of Measure delivered to the destination of the Purchaser, please see Scope of Services.
2.14. Is Case Price Based on “Per Pound” (“Y” or “N”): Vendor must indicate a “Y” or “N” for any product offered that is a “catch weight” product or may be packaged differently based on varying pounds that creates a “per pound” pricing structure.
3. Calculated Columns.
MRPC will include a variety of auto-calculating columns based on the different types of bids. This helps with the pricing evaluation.
| 1. Purchaser Columns. |
| 2. Vendor Columns. |
| 3. Calculated Columns. |
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