2024_Sack_Lunch_Q_A.pdf

2024 Sack Lunch Q&A Please inform me on how I can preview past RFO’s for this Sack Lunch program.

CAL FIRE can send to you the previous versions of the Sack Lunch RFO if desired. The RFO package for each year is generally similar, but any changes will be detailed per release. For those who request the 2023, an email will be sent to you.

In the case where you are looking to preview past submissions to the RFO from vendors, please submit your Public Records Act request at https://www.fire.ca.gov/about/resources/california-public-records.

We will provide requested copies of vendor’s information as requested.

I have a few questions regarding Attachment E. Some sheets have exp date/shelf-life fields, some do not, some have added sugar fields, some do not. Admin tabs in particular, have a field for total added sugar totals at the bottom of the form, but no cells to add that information for each item. I’ve completed all forms and I wanted to make sure you are ok with these formatting inconsistencies prior to our submission?

Thank you for the update. Review of the question and RFO has resulted in the following info:

• The date/shelf-life columns do appear to be missing on the Fire Line Lunch Meat worksheet, and part of the Fire Line Lunch Veg worksheet, but appear normally on Base Campe Lunch Meat and Veg worksheets, and Admin Lunch variant worksheets. This is an error in the form and the missing language has been added in. A new version of Attachment E is available for download from the bid page.

• Based on feedback, the Added Sugar limitations have been updated per Lunch Type to better allow flexibility in lunch creation. Attachment D indicates the following for each lunch type:

o For Fire Line Lunches, both types, the 50g of added sugar per day is in the Discretionary Non-Refrigerated Snacks section only and is no longer a hard cap. CAL FIRE encourages vendors to meet or come close to this target for the category, allowing for overages.

For Fire Line Lunches, added sugar is a fillable entry on Attachment E in the Discretionary Non-Refrigerated Snacks portion only.

o For Base Camp Lunches, both types, the 50g is for the Snack Non-Refrigerated section, and is a hard cap. Total “added sugar” for the snack category shall have a maximum of 50g. For Base Camp lunches, added sugar is a fillable entry on Attachment E in the Non- Refrigerated Snacks portion, and in the Macro Totals at the bottom for summary.

o For Admin Lunches, all types, the 50g is for the entire lunch, and is a hard cap. For Admin Lunch lunches, added sugar is a fillable entry on Attachment at the bottom of the Admin Lunch and covers the entire meal as a whole.

When reviewing feedback, we will look at changing Admin Lunch section of Attachment E to have Added Sugar per line for easier calculation.

Are you able to send the bid re-cap, or tabulation, from the 2023 Sack Lunch bid process that was awarded to particular vendors if requested?

In the case where you are looking to preview past submissions to the RFO from vendors, please submit your Public Records Act request at https://www.fire.ca.gov/about/resources/california-public-records.

We will provide requested copies of vendor’s information as requested.

https://www.fire.ca.gov/about/resources/california-public-records https://www.fire.ca.gov/about/resources/california-public-records

Are there particular delivery location identified so we can do a better job of quoting delivery charges?

Is there an estimate number of meals that you’re expecting per order?

As Sack Lunches are to feed CAL FIRE Staff while responding to Wildland Fire incident, we are unable to identify any delivery locations until after an incident has been identified and operations to combat this incident have begun. Vendors in proximity to the wildland fire incident may be contacted for sack lunch orders, depending on factors of the incident at the time.

Similarly, we will not be able to provide an estimate of the order until after an incident has been identified and operations have begun. Order quantities will vary due to the needs of the incident.

Will orders always need to be palletized? If the volume of each order does not meet a pallet amount, we can do quick next day deliveries using meals delivered in insulated bags and ice packs. Would that be allowed?

Per Attachment A of the RFO, cartons containing lunches must be sealed shut and palletized.

Per Attachment A of the RFO, lunches must be delivered by a refrigerated vehicle, maintaining a constant temperature to prevent spoilage and possible contamination. Please refer to Attachment A for the temperature listings.

Signing Attachment A is a requirement for acceptance in the Sack Lunch program.

For the vegetarian lunches, what does the high protein meat alternative mean? Does this mean just vegan jerky or other high protein meat alternatives such as hard-boiled eggs or cheese?

Under the Required Snack items, the high protein meat alternative language under Jerky would include vegan jerky but is also open to other sources. Potential snack alternatives could be nut or seed butter packets, roasted chickpeas, hummus with dipping component, or some other shelf stable, plant based protein that can hold for the duration of the lunch.

We are continuing to look for potential vegetarian options and are very open to vendor suggestions that can meet the nutrition needs, while also being durable and safe enough to be put into lunches. While vegan jerky is a preferrable alternative to meat jerky, we are aware the sourcing of vegan jerky may be difficult in quantities needed. Based on feedback for vegetarian lunches in particular, vendor suggestions are appreciated, and jerky alternatives are more open for review.

On attachment E, in the camp lunch tabs, there are sections for non-refrigerated entrees. Attachment D does not mention additional entrees being a part of this type of lunch. Also, historically, entrees have not been part of this type of lunch. Should I just leave this section blank?

Thank you for this update. You are correct, in Base Camp Lunches, there is not a section in Attachment D indicating non-refrigerated entrées. We will be removing the Attachment E sections on the Base Camp worksheets indicating non-refrigerated entrees.

Page 10 of the RFO refers to Third Party Freight Deliveries where there is a reference to “passing the shipping charges onto CalFire.” Under what conditions would shipping charges be passed on to CalFire or are fully burdened (inclusive of shipping/delivery) bids expected?

Attachment C will allow vendors to indicate price of lunches by type, and additional charges. Normally, additional charges have been used to list milage rates or flat delivery costs, so all fees are known and approved before acceptance into the Sack Lunch program. Third party freight delivery costs should be also indicated, if the vendor knows this information beforehand, when submitting bids. This will allow CAL FIRE to review these costs when evaluating vendor bids, and is preferrable if possible than charges made at time of order. If no fees are indicated here, they will not be expected on any orders made with the vendor.

If the need for a third party freight delivery is only known at the time of order, and those delivery costs are being passed onto CAL FIRE as part of the order payment, prior approval will be required by CAL FIRE before initial order acceptance, where the estimated weight is 100 lbs. and/or the freight costs exceed $500.00. Any costs not indicated on Attachment C, and/or not relayed to the CAL FIRE purchaser at the time of order, are not to be invoiced to CAL FIRE upon order delivery.

Are there any diverse spend (Small Business, Women-owned Business, Minority Owned Business or DVBE) considerations for this contract? If so, what are they?

The Sack Lunch RFO is open to any vendor that can meet the needs and requirements outlined in the RFO. Vendors that meet final approval will be included as a potential vendor for orders. We will indicate any SB/DVBE/MB or special status as detailed by the vendor on the vendor list.

As CAL FIRE is unable to know the needs, limitations, and factors of a wildland incident beforehand, it is not possible to determine which vendors will be utilized, but we will work to utilize SB/DVBE/MB or special status vendors whenever possible.