Add02QA DCF ITB 2526 010.pdf

Addendum No. 02 with Written Inquiry Responses

DCF ITB 2526 010

Milk for State Mental Hospital Treatment Facilities (SMHTF)

PMT-08 1 Rev. January 30, 2024

Solicitation Number:

Solicitation Title:

Response(s) Due Date:

Addendum Number:

Addendum Date:

DCF ITB 2526 010

Milk for State Mental Hospital Treatment Facilities (SMHTF) August 7, 2025 July 18, 2025

FAILURE TO FILE A PROTEST WITHIN THE TIME PRESCRIBED IN SECTION 120.57(3),

FLORIDA STATUTES, OR FAILURE TO POST THE BOND OR OTHER SECURITY REQUIRED

BY LAW WITHIN THE TIME ALLOWED FOR FILING A BOND SHALL CONSTITUTE A WAIVER

OF PROCEEDINGS UNDER CHAPTER 120, FLORIDA STATUTES.

DCF ITB 2526 010 is hereby amended as follows, all other terms and conditions of the solicitation remain in effect. All additions are highlighted in yellow, and words stricken are deletions:

Change No. 1 Section 9 Price Adjustment Mechanism

9.1 Price Adjustments

9.1.1 Pricing for this contract shall be established for the full 5-year term and any renewal years at the time of bid submission, subject only to the annual price adjustment mechanism described below.

9.1.2 The initial contract year (Year 1) pricing shall be firm and fixed. Pricing for subsequent contract years (Years 2–5) may be adjusted annually as provided herein. No other escalation formulas, market-based adjustments, or renegotiations shall be permitted.

9.1.3 Annual price adjustments shall be based on the Class I Base Price, as published monthly by the United States Department of Agriculture (USDA) Agricultural Marketing Service (AMS) for the Florida Federal Milk Marketing Order No. 6 (Order 6).

9.1.4 The adjustment shall reflect the percentage change in the Class I Base Price (including the Tampa, Florida differential) comparing the published price for April of the prior contract year to April of the current contract year.

9.1.5 The annual adjustment shall be calculated as follows:

9.1.5.1 Adjusted Price = Prior Year Price × (1 + Percentage Change in Class I Base Price)

9.1.5.2 The annual increase or decrease shall be capped at ±4% to ensure pricing stability.

9.2 Timing of Adjustment

9.2.1 Price adjustments shall become effective May 1 of each contract year and apply to all Purchase Orders issued on or after that date.

9.2.2 The Department shall calculate the adjustment using the April Class I Base Price and shall communicate the revised contract prices to the vendor(s) no later than May 15 of each year.

9.3 Fallback Adjustment Method

Addendum No. 02 with Written Inquiry Responses

DCF ITB 2526 010

Milk for State Mental Hospital Treatment Facilities (SMHTF)

PMT-08 2 Rev. January 30, 2024

9.3.1 If the USDA discontinues, substantially modifies, or suspends publication of the Class I Base Price for the Florida Federal Milk Marketing Order No. 6, the Department reserves the right to substitute an alternative, publicly available dairy commodity price index.

9.3.2 The substitute index shall:

9.3.2.1 Be published by a recognized government agency (e.g., the USDA or the U.S. Bureau of Labor Statistics); and

9.3.2.2 Reflect comparable market trends for fluid milk pricing relevant to Florida.

9.3.3 The same percentage change methodology and annual cap of ±4% shall apply to the substitute index.

9.3.4 The Department will provide written notice to the vendor(s) identifying the substitute index prior to its use.

9.3.5 The Department’s selection of the substitute index shall be final and binding.

9.4 Limitations

9.4.1 This price adjustment mechanism is the exclusive method by which contract pricing may be modified during the contract term.

9.4.2 No vendor-initiated pricing changes, market-based renegotiations, or other escalation clauses will be accepted.

9.4.3 Failure to submit complete pricing for all contract years may render a bid non-responsive under Florida procurement law.

Change No. 2

Cost Proposal updated

A revised Cost Proposal Worksheet has been uploaded to MyFloridaMarketPlace (MFMP). Please ensure that you utilize this updated version when preparing and submitting your bid response.

https://vendor.myfloridamarketplace.com/search/bids/detail/13206

PMT-08 3 Rev. January 30, 2024

Response to Written Inquiries:

Question # Vendor Name Solicitation

Section Question Department Response

1 Birchwood Ratcliff & Associates, LLC

Cost Proposal

Are the monthly quantities listed in the Cost Proposal firm purchase amounts or estimates?

Refer to Purchase Order Scope of Work Section 5.3.1.

Birchwood Ratcliff & Associates, LLC

Cost Proposal

Will the Department issue minimum or maximum guaranteed quantities per facility?

Refer to response for Question #1.

Birchwood Ratcliff & Associates, LLC

Cost Proposal

Due to the volatility of milk, locking in a FFP for 5 years is impossible. Is there a means for economic adjustments due to fluctuations in the marketplace?

See Change #1.

Birchwood Ratcliff & Associates, LLC

Cost Proposal What is the process for requesting adjustments?

Requests for adjustments must be directed to the designated Food Service staff. Contact information will be provided in the Purchase Order. All requests will be reviewed in accordance with the contract terms.

Birchwood Ratcliff & Associates, LLC PO SOW

Will penalties be assessed if there is a force majeure disruption in supply chain?

Refer to Section 6 (D). Suspension of Work and Termination. in Purchase Order Terms & Conditions.

Birchwood Ratcliff & Associates, LLC

PO SOW If a delivery is delayed due to reasons outside vendor control (e.g., weather, transportation breakdown), how is that treated in terms of financial penalties?

Refer to response for Question #5.

Birchwood Ratcliff & Associates, LLC

PO SOW Are there any unique delivery constraints (e.g., security checks, limited dock access, refrigeration requirements) at any of the three facilities?

All State Mental Hospital Treatment Facilities (SMHTF) have security screening protocols in place. Delivery personnel must check in with security or staff at the entrance or receiving gate and notify them of the milk delivery to gain access.

Birchwood Ratcliff & Associates, LLC

PO SOW Are emergency or off-schedule deliveries required or requested during holidays or emergencies?

Refer to Section 6 (A). Suspension of Work and Termination. in Purchase Order Terms & Conditions.

PMT-08 4 Rev. January 30, 2024

Question # Vendor Name Solicitation

Section Question Department Response

9 Birchwood Ratcliff & Associates, LLC

PO SOW Would such deliveries be billable outside the base contract pricing? Refer to response for Question #8.

10 Birchwood Ratcliff & Associates, LLC

PO SOW What are typical lead times for ordering/order changes? Typical lead time is one (1) week.

11 Birchwood Ratcliff & Associates, LLC

PO SOW

Will authorized Department staff be made available to sign for deliveries upon arrival? What is the protocol if no one is available at time of delivery?

Authorized personnel will be available to receive all deliveries. If no authorized staff are available at the time of delivery, the driver should contact the designated on-site contact listed in the Purchase Order for further instructions. In the event the contact cannot be reached, the driver should notify facility security or staff at the entrance gate to coordinate next steps. Under no circumstances should deliveries be left unattended.

Contact information for coordination will be included in the Purchase Order.

12 Birchwood Ratcliff & Associates, LLC

PO SOW Will each SMHTF place orders individually, or will there be centralized ordering?

All SMHTF will send in orders separately please refer to Purchase Order Scope of Work Section 5.4.1.

13 Birchwood Ratcliff & Associates, LLC

Terms & Conditions

What is the typical turnaround time for invoice payment after delivery acceptance?

Refer to Purchase Order Scope of Work Section 7.3.

14 Birchwood Ratcliff & Associates, LLC

Terms & Conditions

The PO SOW indicates a 0.7% MFMP fee. Will this be paid by the vendor or deducted from invoice payments?

Refer to DMS: Transaction Fee and Reporting / MFMP Vendors / MyFloridaMarketPlace / State Purchasing / Business Operations - Florida Department of Management Services

15 Borden Dairy Cost Proposal

In order to have a responsive bid, must all three locations be included in the proposal?

No, all three SMHTF facilities do not have to be included.

16 Borden Dairy Cost Proposal

Is a year one cost and total satisfactory? Milk pricing markets monthly based on Federal milk order.

Subsequent years pricing would originate from the year one price, unless indicated otherwise?

Refer to response for Question #3.

https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting https://www.dms.myflorida.com/business_operations/state_purchasing/myfloridamarketplace/mfmp_vendors/transaction_fee_and_reporting

PMT-08 5 Rev. January 30, 2024

Question # Vendor Name Solicitation

Section Question Department Response

17 Borden Dairy PO SOW Are any refrigerated milk boxes required? No, refrigerated milk boxes are not required.