Amendment_1_-_Pre-Bid_Meeting_Minutes__Attendance_Report__Q___A.pdf

AMENDMENT ONE

TO THE INVITATION FOR BIDS

DATE: January 15, 2025 eMMA NUMBER: BPM047073/001IT821485

OFFICE OF STATE PROCUREMENT

SOLICITATION TITLE: Statewide: Frozen Breakfast and Vegetable Items

This Amendment is issued to clarify, add to, delete from, correct and/or change the BID documents to the extent indicated and is hereby made a part of the said BID documents on which the contract will be based. This Amendment becomes part of the BID package.

COMAR 21.05.02.08 requires all Amendments issued to be acknowledged.

Issued by:

State of Maryland

Department of General Services

Office of Procurement and Logistics

301 W. Preston Street - Suite M-4

Baltimore, Maryland 21201

Tierra Ali-Said

Tierra Ali-Said, DGS OSP Procurement Officer

Acknowledgment Date

Company Name

Amendment One – Statewide: Frozen Breakfast and Vegetable Items

PRE-BID MINUTES

Office of State Procurement

Maryland Department of General Services

Frozen Breakfast and Vegetable Items

Date: January 15, 2025, Time: 10:00 AM

Good Morning Everyone! Welcome to the Pre-Bid Conference for the Maryland Department of

General Services’ “Frozen Breakfast and Vegetable Items Solicitation”. My name is Tierra Ali-Said, and I am the Procurement Officer representing the Maryland Department of General Services, Office of State Procurement. I ask that everyone present please confirm their attendance at this meeting.

The solicitation number for this contract is eMMA# BPM047073.

Attendees:

Maryland Department of General Services:

Tierra Ali-Said, Procurement Officer

Allegra Daye, Procurement Manager

Vendor(s):

Grayson Ramsburg, FoodPro Corporation, Gramsburg@foodprocorp.com

Kash Rehman, FoodService Contracting, LLC, Foodservicecontracting@gmail.com

Minutes:

The Procurement Officer read the following Script:

The purpose of this pre-bid meeting is to clarify any questions or concerns bidders may have with regard to the specifications of this solicitation prior to submission of their bid on eMMA. Changes to the Specifications or to the Scope of Work will be published as an Amendment and will supersede the original published document as per COMAR 21.05.02.07. The Pre-Bid minutes will be published as an Amendment and become part of this solicitation on eMMA. Nothing stated at the Pre-Bid

Conference may change the Invitation for Bids unless a change is made by myself, the DGS

Procurement Officer, by written Amendment.

Specifications and other Bid Documents can be examined without charge at the eMaryland

Marketplace Advantage (eMMA) website at https://procurement.maryland.gov/. In addition, you may email the eMMA help desk at emma.helpdesk@maryland.gov, if you need assistance. In order to receive a contract award, a vendor must be registered on eMMA as a Small Business.

https://procurement.maryland.gov/ mailto:emma.helpdesk@maryland.gov

Please print out all forms and attachments and carefully review the entire solicitation.

By submitting a response to this solicitation, a vendor shall be deemed to represent that it is not in arrears in the payment of any obligation due and owing to the State of Maryland. This includes the payment of taxes and employee benefits, and that it shall not be at the time of bid or during the term of the contract become in arrears if selected for a contract award. It will be the bidder's responsibility to timely clear any outstanding issues upon notification. In addition, please note that the company name you submit your bid must match exactly as your company is registered in the State of Maryland with the Office of the Comptroller and Department of Assessments and Taxation.

If you are an out-of-state business, please make sure you are registered with the Comptroller’s Office.

Also, if you are an out-of-state business you must have a State of Maryland business license and a

Resident Business office in the State of Maryland.

The references you provide in your Company Profile will be contacted and will be considered in the determination of Bidder responsibility. The Procurement Officer is not responsible for incorrect or outdated information, or for references that fail to respond within three (3) business days. Please ensure that your references can speak on your company’s ability to perform the elements of work described in the Specifications.

The deadline for submitting additional questions, or for informing the Procurement Officer of any possible restrictive elements, is January 22, 2025, by 3:00 PM. If additional questions are submitted after this date, the Procurement Officer will, based on time and availability, attempt to answer the question(s), but a Response cannot be guaranteed. Bids are due January 31, 2025, by 3:00 p.m.

By submitting a response to this solicitation, the Bidder agrees to accept payments by electronic funds transfer. This provision on Electronic Funds Transfer applies to contracts over $200,000.00 for which payments are made through the State Comptroller. Electronic funds transfer will be used by the State to pay the Contractor for this Contract and any other State payments due to the Contractor unless the

State Comptroller’s Office grants the Contractor an exemption.

At this time, the floor is open to the public for Questions. The Procurement Officer received the following Questions. The Responses were provided during the Pre-Bid Meeting.

1. Can the parameters of the minimum amount of purchase be changed?

No, the parameter of the minimum amount of purchase is $300.00 and cannot be changed.

2. What are the parameters of dietary restrictions?

The dietary restrictions for frozen breakfast and vegetable items have been incorporated into the Price Bid Form and are specified therein.

3. Is the five (5) day delivery requirement negotiable?

Yes, the delivery requirement can be negotiated between the Contract and each Using Agency.

4. What constitutes, “an emergency”?

Any unforeseen circumstance, natural disaster, or mass food spoilage can constitute an emergency, to which the vendor must respond to orders as soon as possible.

5. How is this Contract going to be awarded?

This Contract will be awarded by Line to multiple vendors who submit the lowest and most favorable price according to COMAR 21.05.02.13.

6. When will we know if the SBR Designation was removed?

An update to the SBR Designation will be posted no later than the Solicitation’s Closing/Bid

Due Date.

7. What kind of References are required to be submitted?

Bidders are to provide professional references that they have serviced within the last 3 to 5 years.

8. Can the Closing/Bid Due Date be extended due to the Price Bid Form being extensive?

Yes, please see Amendment # 2 for an updated Closing/Bid Due Date.

9. Can we know who else bids on this Solicitation?

A Register of Bids will be provided after the Closing/Bid Due Date.

The Procurement Officer confirmed there were no additional Questions asked and closed the floor for

Questions at 10:24 AM.

The Procurement Officer opened the floor for the Procurement Manager to discuss additional comments and specifications pertaining to the Solicitation. The Procurement Manager mentioned the importance of completing the Reference Section in the Bid Response and stressed how important it was for Bidders to ensure that they are not in arrears with any taxes when submitting a Bid.

The Procurement Officer closed the Pre-Bid Meeting at 10:27 AM.

Thank you for attending this Pre-Bid Conference.

***Attendees***

The Attendance Report is included in this Amendment. Please note, some attendees opted to dial into the meeting. As a result, the attendees’ names cannot be displayed.

Attendance Report for Pre-Bid Meeting: Statewide: Frozen Breakfast and Vegetable Items

-End of Amendment One-