Addendum_2.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • (813) 272-4000 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

Superintendent of Schools Van Ayres

PROCUREMENT SERVICES

ADDENDUM TO COMPETITIVE SOLICITATION

February 6, 2025

Competitive Solicitation No. and Name: 25029-ITB-DST Food Service Supplies – Student Nutrition Services

Addendum #: 2

NOTICE TO ALL POTENTIAL BIDDERS/PROPOSERS/RESPONDENTS

The above-referenced competitive solicitation is modified as outlined in this addendum. The original competitive solicitation documents and any previously issued addenda remain in full force and effect, except as modified by this addendum, which is hereby made part of the competitive solicitation. Respondents must consider this Addendum when preparing and submitting their bid/proposal/quote/reply.

1. This Addendum amends the above-referenced solicitation in the following particulars only:

Section Description of Change 6.4.4: Deliverables: The language in the referenced Section is hereby amended and restated in its entirety with the following:

Below, HCPS identifies project deliverables required for the services to be successfully completed, including any time-sensitive milestones or deliverables:

Prices quoted on the Bid Response Form shall include all shipping costs, F.O.B.

destination, and delivery to the facility specified in the site order. Bidders shall provide inside delivery to various HCPS locations.

• The successful vendor(s) shall provide inside delivery items to individual school sites within thirty (30) days of receiving the order.

• All delivery, handling, or other costs necessary to complete an order must be included in the delivered unit price quoted on the Bid Response Form.

• Partial shipments to school sites are not permitted without prior approval from the SNS District Office.

• Freight collect charges will not be accepted, and C.O.D. shipments will be refused.

• The successful bidder will deliver items to individual school sites in a cost-effective and timely manner.

• Drop shipments to a central location are not permitted.

2. Questions and Answers

The following questions and answers are provided as a matter of information to clarify issues raised regarding the competitive solicitation. To the extent that changes to the competitive solicitation are required based on the questions received, the competitive solicitation has been modified as noted above in the competitive solicitation section of this addendum.

Questions and Answers

Question PG 24, 6.4.4 "must prepare and submit proposal for semi-annual service schedule for kitchen hood cleaning" is this actually part of this bid ?

Hillsborough County Public Schools Page 2 of 3 25029-ITB-DST Food Service Supplies – Student Nutrition Services

Answer Please disregard 6.4.4. An addendum has been uploaded to reflect the change.

Question Can you please supply the last bid tab for this contract ?

Answer You can request the tab via records request, or you can visit HCPS website and search the online agendas. https://www.hillsboroughschools.org/Page/3643

Question Can you please share your 2024 expenditure for this contract ?

Answer SNS has not ordered any food service supplies during the 2024/2025 school year.

Question The start date on the bid says May 6th. Will the initial bid terms be May 6th, 2025 through May 5th, 2026?

Answer The term will be the end of the month. May 31st.

Question Page 24 (6.4.4) States “Successful Contractor(s) must prepare and submit a proposed semi-annual service schedule for kitchen hood cleanings within 15 days of award.”. Can you please clarify this statement since the bid is for food service supplies only?

Answer Please disregard 6.4.4. An addendum has been uploaded to reflect the change.

Question Page 27 (7.1.3) States “Service Orders. Labor categories shall be cost per hour, either all-inclusive or cost per position (director, technical architect, project manager, etc.).”Can you please clarify this statement since the bid is for food service supplies only?

Answer Please disregard 7.1.3. An addendum has been uploaded to reflect the change.

Question

Page 10 (4.3.1) The Favored Nation Clause states “If during the term of the Agreement, HCPS identifies better pricing for the same item, the Bidder agrees to offer HCPS the reduced price.” As the distributor, we can only pass along the pricing provided by the vendor for the cost of the product. We cannot be held accountable for pricing differences quoted to other customers.

Could you please clarify the request regarding pricing offered to other organizations and government agencies through the distributor?

Answer The vendor should respond as they deem appropriate.

Question

Page 22 (6.3.2) States “If the Contractor chooses to not renew the Agreement at the end of an effective term, it is understood and agreed that HCPS may unilaterally renew the Agreement, for a period not to exceed ninety (90) days, under the same terms and conditions, with a pricing allowance commensurate with the CPI or related PPI to allow for soliciting the affected commodities and services.” Can this statement be amended to include ‘if agreeable by the contractor and HCPS”?

Answer he suggested language would nullify the entire statement and is rejected. This section has never been exercised by HCPS and is solely to prevent price abuse by a contractor during a renewal period. The period, not to exceed 90 days, is to allow HCPS to rebid and award a replacement contract. If a vendor chooses not to renew an award with HCPS, the contractor should notify HCPS beforehand to allow for an efficient transfer of services.

Question Is there a termination clause for us, the contractor?

Answer

Please refer to section 6.3.2 Temporary Unilateral Renewal. If the Contractor chooses to not renew the Agreement at the end of an effective term, it is understood and agreed that HCPS may unilaterally renew the Agreement, for a period not to exceed ninety (90) days, under the same terms and conditions, with a pricing allowance commensurate with the CPI or related PPI to allow for soliciting the affected commodities and services.

Question I see that no samples are required for equivalent items, do we need to include literature for equivalent items quoted ?

Answer No. After bid opening, bidders must be prepared to provide samples of any “or equal” items upon request.

Hillsborough County Public Schools Page 3 of 3 25029-ITB-DST Food Service Supplies – Student Nutrition Services

Question Is the grant for $150K the maximum spend for this contract?

Answer No grant funds will be utilized to purchase food service supplies.

This Addendum shall be construed and governed by the laws of the State of Florida.

Sincerely, Rebecca Baez, Procurement Officer

THE BIDDER/PROPOSER/RESPONDENT MUST ACKNOWLEDGE RECEIPT OF THIS ADDENDUM WITH YOUR

BID/PROPOSAL/REPLY ON THE FORM PROVIDED IN THE COMPETITIVE SOLICITATION.