Attachment_B_-_Instructions_for_Completing_Bid_Response_Sheets_2.pdf
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- Solicitation number
- 25580-RFP-DST
- Issued by
- Florida
About this file
This document is an instructional attachment from Hillsborough County Public Schools (HCPS) in Florida that provides detailed guidance for completing price response sheets for a Primary Foodservice Distributor bid solicitation. The bid encompasses the supply of frozen, refrigerated, grocery, dry foods, and commodity processed products to individual school sites for use in federal meal programs, including the National School Breakfast and Lunch Programs, Summer Food Service Program, and Child Care and Adult Food Program's After School Meals Program. Bidders must complete detailed information for each bid item across Categories 1 and 2, including item numbers, HCPS stock numbers, item descriptions, current and proposed pack sizes, storage classifications, bid units, twelve-month usage forecasts, brand and product code numbers, estimated quantities, unit costs, total extended costs, approved brands, and product specifications.
The instructions establish a structured pricing format requiring bidders to enter the cost per bid unit, with the spreadsheet automatically calculating total extended costs by multiplying unit cost by estimated quantity for the contract period. The document includes an example response for Cheese Sticks Mozz Breaded Whole Grain (item 264), demonstrating how bidders should adjust estimated quantities when proposing different pack sizes than the current standard. Key definitions are provided for specialized terminology including Child Nutrition labeling requirements, USDA Food and Nutrition Service compliance, frozen product designations, individually quick frozen items, meat or meat alternate approvals, and vegetable protein product standards. The bid solicitation also requests separate jobber fees per case for receipt, storage, and distribution of USDA direct delivery commodity foods, with pricing structured as cost plus fixed fee per case for the prime distributor contract.
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Instructions for Completing Price Response Sheets – Primary Foodservice Distributor Page 1of 2
HILLSBOROUGH COUNTY PUBLIC SCHOOLS
ATTACHMENT B
INSTRUCTIONS FOR COMPLETING PRICE RESPONSE SHEETS
Group A: Primary Foodservice Distributor
For all bid items in Categories 1 and 2, complete the required information as follows (see example below):
Column (A) Item Number – Number of bid item.
Column (B) Category: Designation of category of bid item.
Column (C) HCPS Stock Number: Hillsborough County Student Nutrition Services stock number.
Column (D) Item Description: Brief description of bid item.
Column (E) Current No. of Units Per Case: Description of current pack size for bid item.
Column (F) Location: Description of location of bid item.
Column (G) Class: Description of storage class of bid item.
Column (H) Bid Unit: Description of unit size of item for purposes of the bid.
Column (I) 12 Month Forecast: Estimated annual usage of the bid unit, based upon current pack size and historical data within the previous twelve (12) month period.
Column (J) Brand/Product Code Number: Enter the brand/manufacturer of the item being bid. Enter the manufacturer’s code number that uniquely identifies the item being bid.
List all product code numbers and their description if ‘variety’ is indicated in item description.
Column (K) Bidder No. of Units per Case: Enter the pack size of the item being bid. If the pack size being bid differs from the current number of units per case in Column (E), the bidder should determine if a correction to the estimated quantity is required in order to properly calculate the extended cost. In the example below, the number of units per case in Column (E) is 6/5 lb. If the bidder wants to use an 8/3 lb. case, then the estimated quantity in column (L) would have to be adjusted to 1,671 cases.
Column (L) Times Estimated Quantity: Is the approximate quantity for the number of purchase units for the bid period. In the example below, it is estimated that 1,671 cases of
Cheese Sticks Mozz Breaded WG will be purchased during the 2026-2027 school year.
Column (M) Bid Unit Cost: Enter the cost of the bid unit as defined in Column (H).
Column (N) Total Extended Cost: The spreadsheet will calculate the total extended cost of the bid unit in column (13) multiplied by estimated quantity in column (12) for bid period.
Column (O) Approved Brands: List approved brands for bid item.
Column (P) Item Specification: Lists product specifications for bid item.
Instructions for Completing Price Response Sheets – Primary Foodservice Distributor Page 2of 2
DEFINITIONS
• TBD: To be determined
• APPROX: Approximately.
• (CH): Chilled.
• CN Label: Child Nutrition Labeled. It is certified by the packer to conform to the nutritional requirements of the USDA Food and Nutrition Service (FNS). The label shows the contribution made by a given amount of product toward meal requirements.
• (F): Frozen.
• GM: Gram.
• IQF: Individually Quick Frozen—means that the parts can be removed individually from packages.
• M/MA: Meat or meat alternate as approved by the USDA-FNS guidelines.
• MSG: Monosodium Glutamate. Products containing MSG shall be avoided whenever possible.
• OZ: Ounce.
• Portion: A defined serving size/unit of the finished product.
• USDA: United States Department of Agriculture.
• VPP: Vegetable Protein Product. When specified, we must meet the USDA Labeling requirements, unless otherwise stipulated.
• * *: Indicates items that will be purchased as a broken unit from the full case pack.
A description and specification of the required product is presented for each item and is as accurate as can be determined at the time of the letting of this bid.
EXAMPLE ONLY
(A) (B) (C) (D) (E) (F) (G) (H) (I) (J) (K) (L) (M) (N) (O) (P)
Bid Item No.
Category
HCPS
Stock
Number Item Description
Current No. of
Units Per Case
Location Class Bid Unit
Month
Forecast
Brand/ Product
Code Number
Bidder No. of Units per
Case
Times Estimated Quantity
Bid Unit Cost
Total Extended
Cost
Approved Brands Item Specification
2 ALA084
CHEESE STICKS
MOZZ BREADED
WG
6/5 LB FREEZER A LA
CARTE Case 1,337 Rich’s
65220 8/3 LB 1,671 67.84 113,377.60
Tasty Brands 41009, Rich's 65220
Cheese Stick breaded (F).
Ovenable. Breading made with a blend of 51% whole wheat flour, part skim mozzarella cheese. 5 sticks meet 2oz meat/meat alternate and 1 oz. equivalent grain serving for the USDA Child Nutrition Program.
Manufacturers must be an approved processor with State of Florida Department of Agriculture and Consumer Services.
| Column (J) Brand/Product Code Number: Enter the brand/manufacturer of the item being bid. Enter the manufacturer’s code number that uniquely identifies the item being bid. List all product code numbers and their description if ‘variety’ is indicated... |
| Column (K) Bidder No. of Units per Case: Enter the pack size of the item being bid. If the pack size being bid differs from the current number of units per case in Column (E), the bidder should determine if a correction to the estimated quantity is r... |
| Column (L) Times Estimated Quantity: Is the approximate quantity for the number of purchase units for the bid period. In the example below, it is estimated that 1,671 cases of Cheese Sticks Mozz Breaded WG will be purchased during the 2026-2027 schoo... |
| Column (M) Bid Unit Cost: Enter the cost of the bid unit as defined in Column (H). |
| Column (N) Total Extended Cost: The spreadsheet will calculate the total extended cost of the bid unit in column (13) multiplied by estimated quantity in column (12) for bid period. |
| Column (O) Approved Brands: List approved brands for bid item. |
| Column (P) Item Specification: Lists product specifications for bid item. |
| DEFINITIONS |
| EXAMPLE ONLY |
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