2 - 0 Questions and Clarifications Economy RFP 2024-2026.pdf

OCNC COMMODITY PRODUCTS

ECONOMY REQUEST FOR PROPOSAL 2024-25+

Questions and Clarifications January 8, 2024

Question 1:

The Cover page mentions the RFP response is due January 18th, however the schedule page specifies January

25th. Which is the correct date?

Answer 1:

The intended due date is January 25, 2023 and the document was corrected 12/19/23

Question 2:

Who will be your distributor partner/s for SY24/25 for the Economy Commodity RFP?

Answer 2:

The current vendor providing broadline distribution for the OCNC cooperative is Sysco Portland. Any special orders or questions about product availability through Sysco Portland should be directed to Andrea Williams, andrea.williams@sysco.com.

Question 3:

Will any samples be needed?

Answer 3:

The Economy RFP does not request samples or taste testing as part of the procurement activity.

Question 4:

If choosing to renew this RFP for SY25/26 will you be reaching out with a renewal pricing request?

Answer 4:

The solicitation indicates price escalation parameters upon renewal on page ##. Districts will be responsible to track escalations for products purchased and proposers will be attesting to those parameters by their submission.

Question 5:

Page 7, in the Preparation of Economy RFP (eRFP) Bid Submission section, it states that signatures must be present on submitted bid documents to be considered. Do the pricing spreadsheets require signatures too?

Answer 5:

Signatures are required where indicated in the RFP and if indicated on any addenda issued

Question 6:

Page 10, in the Disclosure section, it states March 2022 as the time frame of when proposals will be made public record. Should this state March 2023?

mailto:andrea.williams@sysco.com

Answer 6:

Correct. The final day for districts to submit information for their commodity entitlement usage is March 15, 2023

Question 7:

Page 18, Attachment G, When is the latest an addenda could be issued?

Answer 7:

January 9, 2024

Question 8:

Does Q&A responses need to be included in the acknowledgement?

Answer 8:

They do not, however, it is highly encouraged that proposers review and understand the Q&A as posted.

Question 9:

Attachments M and N give the option for multiple authorized representatives to sign the documents. Are you requiring more than one authorized representative to sign or is one signature acceptable for the bid submission?

Answer 9:

RFP submissions should be attested to by individuals authorized to do so on behalf of the products and/or manufacturer represented in the proposal. Signatures should represent the hierarchy of the organization submitting information for consideration, in whichever is appropriate and legal for that entity

Question 10:

SEPDS: It is understood that the request is for multiple products to be included per SEPDS page. Is the SEPDS page also required to be included in with each individual product nutrition file?

Answer 10:

Multiple products listed on a single SEPDS electronic file, is sufficient. It is not necessary to duplicate documents.

Naming conventions should indicate products or otherwise be referenced to associate back up information for review.

Question 11:

If Attachment P (and the pricing spreadsheets – Attachments I-K) don’t include all of the needed crediting values for our products, can additional values be added? If not, how would you like us to complete those sections of the pricing spreadsheets?

Answer 11:

Attachments I-K include up to three (3) crediting components to be listed. Crediting detail should be to the nearest ¼ increment, rounded down if necessary.

Question 12:

On page 4 eRFP Timeline, the last day for districts to divert commodities through ODE is listed as March 15, 2022. Is

Friday, March 15th 2024 the last day for schools to enter commodities, or is it a different date?

Answer 12:

ODE has indicated Friday, March 15, 2024 as the last day for districts to submit their usage of commodity entitlement.

Question 13

Is Electronic Signature allowed for this?

Answer 13

Electronic signatures are allowed. The organization submitting the response in this manner must permit binding responsibility in this manner.

Question 14

Does the Cash Rebate form need to be submitted with the bid? Are we able to only submit the FFS & NOI forms?

Answer 14

Awarded products will include the pricing and pricing methods offered and submitted in response to the Request for

Proposals.

Question 15

The Price forms require “Portion Count for Entrees”. Our products are only measured by weight, and do not have a specific count per portion. Are we able to leave this section blank?

Answer 15

Finished products should include a portion count per case. Awards will consider price per portion as a component.

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