6-26036 Appendix B - Online Bid Submission Portal Instructions.pdf

STATE OF DELAWARE

Office of Management and Budget

Government Support Services

Online Bid Submission Portal Instructions

Responses to solicitation Milk, Dairy and Juice Products, GSS26036-MILK_DAIRY must be submitted through the Online Bid Submission Portal (portal). Submissions by other methods will not be accepted for this solicitation.

A. Questions

The State of Delaware will allow written requests for clarification of this solicitation. All questions with regard to the interpretation of this solicitation, drawings, or specifications, or any other aspect of this solicitation must be received through the online bid submission portal by March 25, 2026, 4:30 pm, referencing the section, page number, text of passage being questioned, and the question. All questions will be answered in writing by April 8, 2026, 4:30 pm, with responses posted on https://bids.delaware.gov and https://gss.bonfirehub.com/.

B. Proposal Contents

Each vendor’s proposal should contain at a minimum the following information:

1. Cover Letter on the letterhead of the company or organization submitting the proposal.

The cover letter must briefly summarize the Vendor's ability to provide the services specified in the ITB. The cover letter shall be signed by a representative who has the legal capacity to enter the organization into a formal contract with Government Support Services.

2. Table of Contents which clearly identifies the structure of the proposal and showing page numbers for each of the required sections and attachments.

3. The remaining vendor proposal package shall identify how the vendor proposes meeting the contract requirements and shall include pricing. This part of the proposal may also include descriptions of any enhancements or additional services or qualifications the Vendor will provide that are not mentioned in this ITB. (Refer to Section C for instructions on how to submit the components of the proposal response.)

The purpose of the proposal is to provide Vendors with an opportunity to demonstrate their qualifications, competence, and capacity to undertake the services described herein, in a manner which complies with the requirements of this ITB.

C. Bid Submission

Solicitation responses must be submitted through the portal at:

https://gss.bonfirehub.com/. The portal will have you break your submission as follows:

• Proposal Original – This upload will include your technical response to the solicitation, excluding any Questionnaire, BidTables, and Vendor Information Forms.

• Proposal Redacted – o If Confidentiality Form is checked NO, upload the Confidentiality Form, with the box checked.

o If Confidentiality Form is filled out identifying portions of the proposal as confidential, upload the Confidentiality Form, along with all documents that have information you are looking to redact, with those sections redacted.

• Vendor Information Forms – Complete the packet and upload, preferably as one pdf file.

The Vendor Information Forms include:

o Non-Collusion Statement – Both signatures and notary stamp/seal must be visible o Vendor Information Sheet o Business References – Required for responding vendor, as well as any identified sub-contractors.

o Confidentiality Form – Check the box to indicate No redactions, otherwise complete the form to summarize what you have redacted. (See Proposal Redacted section above.)

o Exceptions Form – Check the box to indicate No Exceptions, otherwise complete the form to notate all exceptions for consideration.

o Subcontractor Information – Check the box to indicate No Subcontracts, otherwise complete one form for each sub-contractor.

• Appendix A – Pricing - BidTable – This submission will be your cost proposal which must be uploaded using the template provided. Refer to Section F below for additional guidance.

• Appendix A1 – Additional Product Offering (Optional) - This submission will include products you wish to offer that are not included in the Market Basket (appendix A), and must be submitted using the template provided.

• Nutritional Data Sheets - Vendors shall provide complete Nutritional Data Sheets for all proposed milk, dairy, and juice products included in their proposal. Documentation must clearly identify product ingredients, allergen information, serving sizes, and nutritional values. All data sheets must correspond to the exact products being offered under this solicitation. Data sheets shall be saved as a single file and uploaded as a PDF.

• Appendix D - Questionnaire – This submission will supplement your technical proposal response and must be uploaded using the template provided. Refer to associated Instructions for additional guidance.

Please note: Minimum system requirements: Microsoft Edge, Google Chrome, Safari, or Mozilla Firefox. Javascript and browser cookies must be enabled.

Submission materials must be submitted in the File Type identified in the portal. The maximum upload file size is 1000 MB. Documents should not be embedded within uploaded files, as the embedded files will not be accessible or evaluated.

Excel files provided through the portal manipulated in any way will result in a failed upload.

Do not use special formatting, special characters or formulas.

D. Submission Deadline –

Per Delaware Code, the online bid submission portal will not permit incomplete nor late submissions. Uploads must be complete by 3:00 p.m. April 16, 2026, 3:00 pm local time.

Respondents are encouraged not to wait until the last hour to upload documents.

E. Technical Issues – Allow time for any technology challenges you may experience. Be advised that Bonfire Support Service Level Agreement has a maximum response time of 2 hours. Support tickets submitted should be specific, in order to minimize the “research” time before responding. Technical questions related to your submission should be directed to the portal provider at Support@GoBonfire.com or visit their help forum at https://vendorsupport.gobonfire.com/hc/en-us. Common issues are due to modifications to the BidTable and/or Questionnaire.

F. BidTable Fields – Below you will find a table of the various columns you are required to complete with instructions on how. For any given row, all columns must be populated. This contract award will be enabled into the State’s eMarketplace shopping platform and this BidTable closely mirrors the template for catalog enablements.

Column Name Input Instructions Supplier Part # Part number used by the supplier to identify the item. May be different than the Manufacturer Part Number. Must be a unique number for each item.

Name Short product description (be descriptive, but short).

E.g. Whole Milk, ½ pint, carton Description Long Description to appear on product details page. May use Short

Description if supplier only has one product description.

UNSPSC Standard classification code that best describes the item (see more information below). If a commodity-level code is not available for each item, assign a higher level code that most applies to the item.

List Price Price of the item available to the public. Used to display savings at the contract price.

Price Contract price of the item for your customer, reflecting any available discount off list price.

I.e. the price charged for the unit of measure.

UOM A Unit of Measure code of 2-4 characters.

I.e. Unit of Measure for the pricing listed. Whole milk, ½ pint, Carton sold as a package of 6 should be PK.

UOM Quantity The number of units included in the UOM. (eg. a UOM of BX and a UOM Quantity of 100 indicates 100 units per box). If UOM = 1, enter “1”.

I.e. Pricing should reflect a cost of each UOM, not the UOM quantity

Minimum Order Quantity* The smallest number of units of measure (UOM) that can be ordered. Enter the lowest allowable quantity required for purchase. For example, if the minimum order quantity is 1, enter “1”.

There are to be no minimum order requirements under this contract.

Manufacturer Name of the item manufacturer, which may be different than the name of the supplier.

Manufacturer Part # Part number used by the manufacturer to uniquely identify the item.

Acceptable UOM codes.

Name Code Box BX Carton CT Case CA Dozen DZ Each EA Pound LB Pack PK