Att F - Technical Proposal.docx

RFP 24-77179 Technical Proposal Attachment F

RFP 26-85265

TECHNICAL PROPOSAL

ATTACHMENT F

Please supply all requested information in the blue-shaded areas and indicate any attachments that have been included. Document all attachments and which section and question they pertain to.

Respondents must respond with “yes” or “no” to the questions in Section 2.4.1, Mandatory Requirements. If any question under Section 2.4.1 is answered “no” then evaluation of the proposal will end, and the proposal will not receive further consideration for award.

2.4.1 Mandatory Requirement

2.4.1.1 - Has your company been in business as a public storage warehouse and/or food distributor for at least three (3) consecutive years prior to the proposal due date?

2.4.1.2 – Please confirm you understand that the State intends to award to no more than three vendors.

2.4.2 Facilities and Management

2.4.2.1 - Please list the locations of the warehouses proposed for these services.

2.4.2.2 - List the names of the companies with which you subcontract for additional warehouse space if needed.

2.4.2.3 - Please provide an estimate of the number of warehouse employees and estimated employee turnover.

2.4.2.4 - Please describe the daily shift rotations in the warehouse.

2.4.2.5 - Please describe in detail the system(s) the respondent has in place to ensure the correct products are picked and loaded onto a truck in the correct quantities.

2.4.2.6 - What steps will be taken to ensure proper temperatures are maintained for freezer, cooler, and dry products during storage?

2.4.2.7 - Please list any other contractual agreements the Respondent holds with any Indiana Public or Private school, Education Service Center, COOP, or third-party organization assisting Indiana Schools in the procurement of food products. Please describe any current problems or issues related to any of these accounts.

2.4.3 Fleet and Shipping

2.4.3.1 - Please describe your current fleet size and explain how the respondent will acquire and/or maintain a proper fleet to service the needs of the state as defined in the RFP.

2.4.3.2 - Describe the steps you will take if you determine you are no longer able to service the schools in the region(s) you have been awarded.

2.4.3.3 - Describe how you ensure your fleet containers maintain accurate temperatures for each product type (dry, cooler, and frozen), how it is monitored, and the steps taken to handle unexpected thawing and/or extreme temperatures on products during transit.

2.4.3.4 - Some smaller schools do not have conventional loading docks. Please explain how the respondent will service the deliveries to such schools.

2.4.3.5 - What is your company's standard process for problem resolution between customers and drivers? What is the escalation process if the standard resolution process cannot resolve an issue?

2.4.3.6 - Explain your company’s capability of providing a more specific delivery day for schools, including the different ways you are able to communicate with schools prior to delivery. Also, please include contact information you require for each delivery location.

2.4.4 Inventory

2.4.4.1 - Please describe in detail the system(s) the respondent has in place to ensure the accuracy of the inventory that resides in the respondent’s warehouse.

2.4.4.2 - How often are physical inventory counts performed? Please describe the inventory process.

2.4.4.3 - Describe how you will safeguard the USDA Foods from damage, theft, or prevent injury to USDA Foods and humans.

2.4.4.4 - What is the protocol for handling damaged inventory found in the warehouse?

2.4.4.5 - Please describe the training process for new employees, specifically pickers and packers.

2.4.5 Records and Reporting

2.4.5.1 - Every shipment received must be inspected and tracked for temperature, contents, and quantities. Please define the fields that are recorded on the new shipment logs as they arrive. At a minimum, logs must include the following required fields: product code, product description, date and time of arrival, temperature at receipt, quantity received, and notations of any overages, shortages, or damage. Desired fields are: carrier name, driver information, and seal information. Please see Exhibit 8 for required monthly receiving report example.

2.4.5.2 - Delivery orders will be downloaded weekly from our web portal. Please describe how the respondent will ensure receipt and identify any potential issues with the data processing system accepting an import of this data directly.

2.4.5.3 - Describe the process for uploading and validating orders once delivered. Include items such as how long order confirmation/validation will take once the delivery is complete and any potential barriers to uploading order confirmations in the state system or otherwise reporting changes to the initial order.

2.4.5.4 - Describe and/or provide an example of your monthly inventory report required to be submitted to IDOE monthly. Please see Exhibits 7 for monthly inventory report example.

2.4.5.5 - Please describe the process of modifying the respondent systems to carry the state program’s site identifier codes and product/item codes or other data field requirements not currently in the company's system.