6-IFB 008-25 Addendum 2, USDA Commodity Processing - Commercial Direct Ship.docx.pdf

ADDENDUM # 2

IFB 008-25 USDA Commodity Processing – Commercial Direct Ship

Solicitation Released: June 17, 2025

Where any original item, term, or requirement is not specifically amended, voided or superseded by this addendum, it will remain in effect. This clarification is being provided to all known respondents.

1. Clayton County Public Schools (CCPS) has received questions pertaining to this IFB. The questions and their resulting answers are attached hereto.

2. CCPS has revised the Bid Table on the Bonfire Portal and changed Column I , Column J and

Column K from numeric to text fields.

Debra B. Brewer, Esquire Issue Date Certified Public Procurement Officer (CPPO) Director, Department of Purchasing

ACKNOWLEDGEMENT

This sheet must be completed, signed, and returned with any bid to acknowledge receipt of this Addendum. Failure to do so may result in the rejection of any bid submitted.

The above addendum is hereby acknowledged:

Signature

Title

Company Name

Date

7/21/2025 | 12:54:13 PM EDT

QUESTION 1: I'm looking for the pricing sheet that I need to complete.

ANSWER 1 That information is on Page 61 of this IFB.

Bidder must enter costs in the BONFIRE Bid Table for IFB 008-25 USDA Commodity Processing – Commercial Direct Ship. Do not upload the spreadsheet in this IFB.

QUESTION 2: We plan to bid an alternate brand and will send in samples for approval on/before

July 14.

2a. Do we need to wait for the official approval before sending in our bid proposal?

2b. Also we didn't see the word (Sample Required) on lines 12, 14, 15) - so does that mean we can bid an alternate brand without submitting any samples for approval?

ANSWER 2a No.

ANSWER 2b No.

QUESTION 3 Please clarify the followings:

3a. Net Off Invoice (NOI) for the Distributors - since you are going to order the commodity products directly so do we need to fill in this column?

3b. Deferred Pounds (DPs) Number per case, (USDA Value) - can you please clarify if you are looking for three info here -> USDA Inventory Drawdown per case, USDA Food Value per case (i.e. Pass Thru Value)? We are not sure what you mean by Number per case.

ANSWER 3a No.

ANSWER 3b It means the quantity of USDA commodity (in pounds) that is deducted from the federal/state agency inventory each time one case of the finished product is delivered.

QUESTION 4 We only received Attachment B (Bid Cost Sheet) in pdf. Can you please send us the Excel version instead?

ANSWER 4 Bidder must enter costs in the BONFIRE Bid Table for IFB 008-25 USDA Commodity Processing – Commercial Direct Ship. Do not upload the spreadsheet in this IFB.

QUESTION 5: Does CCPS intend to award one vendor for all items listed in the IFB?

ANSWER 5 CCPS intends to make one (1) award; however, CCPS reserves the right to make one (1) award, multiple awards or no award for IFB No:

008-25 USDA Commodity Processing – Commercial Direct Ship.

QUESTION 6 I can download the bid pricing spreadsheet, but how do I download the contract and signatory pages?

ANSWER 6 The contract and signatory page is included in this IFB.

Addendum 2, IFB 008-25 USDA Commodity Processing – Commercial Direct Ship

QUESTION 7 The dates within this document include 2021. Can you confirm the validity dates of this IFB?

ANSWER 7 Bidder must download the new USDA Commodity Processing – Commercial

Direct Ship Bid (IFB) 008-25 in the Bonfire Portal.

QUESTION 8 Are the estimated quantities in column H in cases or servings?

ANSWER 8 Case.

QUESTION 9 What are the effective term dates for this contract?

ANSWER 9 That information is not available.

QUESTION 10 We are NOT a small business and we do not intend to use any subcontractor as all business will be done in house. In view of this can we put N/A on those form and sign them?

ANSWER 10 It is not clear which forms are being referenced. All bidders must submit the SLBE Forms.

QUESTION 11 What size sample would you like to be submitted for each product?

ANSWER 11 Samples for 20-25 serving.

QUESTION 12 Is electronic signature acceptable?

ANSWER 12 Yes.

QUESTION 13 For the bid table form in regards to pricing, if we only process Fee-For-Service (FFS) will we still need to provide an NOI price?

ANSWER 13 No, please enter the FFS and the commercial price for the item.

QUESTION 14 Is a sample required if the vendor is not the approved vendor on the bid specification, but the district has sampled the product we are bidding before the bid?

ANSWER 14 Yes.

QUESTION 15 Are samples required for all vendors, including the approved vendors?

ANSWER 15 Yes.

QUESTION 16 Are the quantities accurate for the current school year?

ANSWER 16 The quantities are estimates for the current school year.

QUESTION 17 What are the official delivery dates for the bid?

ANSWER 17 That information is not available.

QUESTION 18 Are the estimated quantities in case or pounds?

ANSWER 18 Case.

QUESTION 19 Could you please explain the Small Local Business Enterprise Program (SLBE)?

P.39 section 6.

ANSWER 19 Refer to Appendix E in the IFB.

QUESTION 20 Please clarify: Deferred Pounds (DPs) Number per case, (USDA Value) - can you please clarify if you are looking for three info here -> USDA Inventory Drawdown per case, USDA Food Value per case (i.e. Pass Thru Value)? We are not sure what you mean by Number per case

ANSWER 20 This refers to the quantity of USDA commodity (in pounds) that is deducted from the federal/state agency inventory each time a case of the finished product is delivered.

QUESTION 21 For the case weight on the bid form, are you asking for net or gross weight?

ANSWER 21 Gross weight, however, please ensure the weight listed reflects the actual product content, excluding packaging materials.

QUESTION 22 Line 42 has Jennie O 230234 specified, was this a typo? They have a 230243 Browned Turkey Breast Steak that matches the speck on line 42.

I'm sorry, the speck on the bid is 230234 and the other code that I believe it is 30324.

It looks like the 3 and 2 were flipped.

ANSWER 22 The approved brand for Line item #42 is Jennie O #230324.

QUESTION 23 Just to clarify, insurance does not have to be submitted with the bid submission?

Only after the bid is awarded?

ANSWER 23 Yes, but not as an additional insured.

QUESTION 24 Is a full case required for samples? How many servings will be needed for sampling?

ANSWER 24 No. A sample containing at least 20- 25 servings.

QUESTION 25 Our company is not a SLBE or MSA. How should we be filling out the SLBE subcontractor utilization plan?

ANSWER 25 The company must fill out the SLBE subcontractor forms.

QUESTION 26 Would our Georgia State Processing Agreement (SPA) satisfy the GA Registration requirement?

ANSWER 26 No.

QUESTION 27 Do we need to fill out both the excel pricing sheet and the one online.

ANSWER 27 Bidder must enter costs in the BONFIRE Bid Table for IFB 008-25 USDA

Commodity Processing – Commercial Direct Ship. Do not upload the spreadsheet in this IFB.

QUESTION 28 When will vendors be notified of awards, and how will they be announced?

ANSWER 28 The vendor will receive an award letter.

QUESTION 29a On Column I pack size, it is showing Date once entered when putting in 12/2#, can we fix to general text or will there be a revision?

29b Can you also confirm column M is Net cases weight?

29c Column R "Total Serving cost" is this our commercial cost per serving or cost after donated goods?

29d Column S, "Total Case Cost" can you confirm is this the commercial case cost or Net after donated goods cost?

ANSWER 29a Column I has been changed from numeric to text on the CCPS Bonfire Bid Table.

ANSWER 29b Yes, the net weight.

ANSWER 29c After the donated goods price per serving. Enter the commercial price in the commercial cost column.

ANSWER 29d After the donated goods price per case. Enter the commercial price in the commercial cost column.

QUESTION 30 In the additional responses tab, are we able to add items not listed in the bid?

ANSWER 30 No.

QUESTION 31 Will deliveries be to a central warehouse, or individual school cafeterias?

ANSWER 31 Deliveries will be made to the CCPS Facilities Services Warehouse

QUESTION 32 Our organization has an approved item in the bid, but the commodity code required is 100154. The item specified utilizes commodity code 100156. Is this acceptable?

ANSWER 32 CCPS prefers the item number listed on the Bid Cost Form.

QUESTION 33 Is a sample required if the vendor is not the approved vendor on the bid specification, but the district has sampled the product we are bidding before the bid?

ANSWER 33 Yes.

QUESTION 34 What size sample would you like to be submitted for each product?

ANSWER 34 A sample containing at least 20- 25 servings.

QUESTION 35 Would the vendor item number be the same as the manufacturer ID number?

ANSWER 35 No. The vendor item number is different from the manufacturer ID number.

QUESTION 36 Is delivery required to multiple locations or a single location such as warehouse?

ANSWER 36 One location.

QUESTION 37a If the validity dates cross school years (SY25-26 & SY26-27), what price will need to be honored if the USDA Value changes for SY26-27?

QUESTION 37b The price that includes the Donated Food Value Per Case (DFV + cost to produce the product) or the price after removing the Donated Food Value Per Case (The cost to produce the product)?

ANSWER 37a The price for this IFB for current SY 25-26.

ANSWER 37b The price after removing the Donated Food Value Per Case

QUESTION 38 Is the tab for Additional Responses meant for us to list additional items we would want to bid?

ANSWER 38 No.

QUESTION 40 Do you want the gross or net weight?

ANSWER 40 Net

QUESTION 41 What are you wanting in Column W-Unit Price? Would that be the FFS case price only?

ANSWER 41 Unit price is the price for each item serving. FFS is the fee for the service price.

QUESTION 42 The line items that we are spec’d/approved on has (sample required). Do we need to submit samples if we are already spec’d/approved?

ANSWER 42 No.

QUESTION 43 Do we need to submit samples for the many items we are bidding that we are not spec’d/approved that does not have (sample required) noted?

ANSWER 43 No.

QUESTION 44 Can you confirm whether Clayton County is seeking responses from Manufactures to ship product direct, or if Clayton County is seeking responses from Distributors?

ANSWER 44 Manufacturer will ship directly to the CCPS Warehouse without going through a distributor.

QUESTION 45 Could you clarify the beginning and end dates for IFB 008-25, USDA Commodity Processing – Commercial Direct Ship bid, as the current Commodity IFB 004-22 contract was extended through October 16, 2025.

ANSWER 45 That information is not available.

QUESTION 46 Is the tab for Additional Responses meant for us to list additional items we would want to bid?

ANSWER 46 No.

QUESTION 47 Can you confirm if the price per case should or shouldn’t include the Donated Food Value Per Case?

ANSWER 47 Price per case should include donated food value. CCPS need the commercial price listed in the commercial cost column.

QUESTION 48 Can you confirm which Columns should be used to calculate the Total Cost?

(Commercial, FFS, NOI or Total Case Cost)

ANSWER 48 FFS price is the Total Cost.

QUESTION 49 Can you confirm which Case Price should be used to calculate the Unit Price?

ANSWER 49 FFS should be used to calculate the unit price.

QUESTION 50 Can you confirm if this is the Net Price Per Case (Total Cost Per Case less the

Donated Food Value Per Case)? Example: $50 Total Cost Per Case less $15 Donated Food Value equates to $35 Net Price Per Case)?

ANSWER 50 Yes, the net price per case less the donated food value per case. The commercial cost should be listed in the commercial cost column.

QUESTION 51 Are we only required to fill out the E-Verify Affidavit form as proof or do need to include additional supporting documentation? No additional documents required.

ANSWER 51 The E-Verify Affidavit is a required form for this IFB.

QUESTION 52 Can you clarify if this is the commodity price per serving (Cost to produce the product divided by the number of servings per case. Not including the Donated Food Value Per Case)?

ANSWER 52 The commodity price per serving is the final cost after the FFS have been applied.

QUESTION 53 Is the “Total Serving Cost” looking for the per serving cost of USDA Foods per case + FFS pricing?

ANSWER 53 Yes

QUESTION 54 Is the NOI Column in the excel sheet referring to the value of USDA Foods products per case, or the combined price with FFS?

ANSWER 54 Yes, CCPS needs the net off invoice price if the item is provided by the distributor.

QUESTION 55 Column I – Pack size, Column J – Vendor item number, and column K –

Manufacturer ID Number shows an error, as those columns are numeric only.

Our beef product codes have letter and numbers.

ANSWER 55 CCPS has revised the Bid Table on the Bonfire Portal and changes

Column I, Column J and Column K from numeric to text fields.