Attachment G Defined Terms.docx

ITB S-DASOBO-000015789– USDA Food Carrier and Warehouse Services

ITB S-DASOBO-00015789 – USDA Food Carrier and Warehouse Services

ATTACHMENT G

Defined Terms

For ease of reference, a crosswalk of terms used in OregonBuys® to terms defined in Oregon Administrative Rules is included in this attachment.

“Addendum” or “Addenda” (referred to as “Amendment” in OregonBuys®) means an addition or deletion to, a material change in, or clarification of, the ITB. Each Addendum will be labeled as such and must be made available to all interested Bidders in accordance with OAR 125-247-0305(8). The plural form of “Addendum” is “Addenda.”

“Aging Inventory” is any item that sits in the warehouse undelivered. The age analysis starts with the product date of manufacture or pack date and continues through the identified aging date, which may include identifiable manufacturer’s best by date, method of storage, and/or vendor’s liability considerations.

“Amendment” “Addendum” or “Addenda” as defined in OAR 125-246-0110(1), or any form of notice associated with the solicitation, such as intent to award, cancellation, etc., as set forth in the Amendment.

"Bid" (referred to as “Quote” in OregonBuys®) means Bidder's written Bid submitted in response to the ITB, including all necessary attachments and information required to be submitted prior to award. Bid also means "Offer".

"Bidder" means an individual (person), organization or representative of an organization that submits a Bid in response to an ITB. Bidder also means “Offeror”.

“Bid Solicitation” Any form of solicitation: Request for Proposal, Invitation to Bid, Request for Quote, Request for Information, etc., including notices (sole source notice, intent to participate, etc.). Each Bid Solicitation has a separate page and ID number in OregonBuys®.

“Bill of Lading” is documentation of the delivery/transfer of USDA Foods title from one entity to another. Includes Carrier to Contractor; Contractor to RA; Contractor to Food Disposal company. BOL will include recipient signature, product identification and quantity, location of delivery, date of delivery.

“Carrier” is a commercial enterprise that transports USDA Foods from one location to another.

“Change Order” A formal change to an existing MBPO (i.e., any form of contract, agreement, price agreement or on-call contract, etc., purchase order or work order contract).

"Closing" (referred to as “Bid Opening Date” in OregonBuys®) means the date and time set in the ITB for Bid submission, after which Bids may not be submitted, modified, or withdrawn by Bidder.

“Delivery Ledger Report” is a report provided by the Contractor to the SDA that includes all movement of Inventory e.g. received, shipped, and adjusted.

“Driver Detention Charges” are fees assessed by freight companies when a truck driver is delayed while waiting to load or unload their trailer.

“Dwell Time” is the time product remains in storage while awaiting delivery to Recipient Agency.

“Inbounds” refers to case shipments arriving to Contractor from USDA vendors.

“Inventory on Hand” is the reported quantity available in Contractor’s Inventory Management system.

“Master Blanket Purchase Order” (“MBPO”) Any form of contract, agreement, price agreement or on-call contract, etc., purchase order, or work order contract.

“National School Lunch Program” (NSLP) is a federal Child Nutrition Program operated by education organizations to feed students during the school day.

"Opening" means the date/time set to read the Bid submittals.

"OregonBuys® System" or “OregonBuys®” means the on-line electronic Oregon automated procurement system administered by the Oregon Department of Administrative Services. The OregonBuys® System website is: .

“Outbounds” refers to sending USDA Foods from the Contractor to Recipient Agencies’ delivery site(s).

“Pallet” is a platform for the placement of material for storage or transportation.

“Processor” is any commercial facility which processes or packages USDA Foods.

“Physical Inventory” is the result of visibly confirming case counts of items.

“Proof of Delivery” is a document that verifies a shipment reached it’s intended destination detailing the date, time, recipient signature, name, and address.

“Quote” Any form of Bid submission by Vendors, i.e., Bids, Quotes, or any other type of Bid required by a Bid Solicitation.

“Recipient Agency” (“RA”) is a school district or institution that receive USDA Foods from Contractor. Recipient Agency may also be known as “customer”.

“Schedule of Events” means the specific time and dates events relating to this ITB will occur.

“State Distributing Agency” is a state agency that distributes USDA Foods; Oregon Department of Education, Child Nutrition Program is a State Distributing Agency.

“Successful Bidder” means the person(s), organization(s) to which the award is made.

“Summer Food Service Program” (SFSP) is a federal Child Nutrition Program operated in summer months.

“USDA Foods” means USDA-purchased foods provided to eligible Recipient Agencies and State Distributing Agencies participating in food assistance programs; foods can be fresh, direct delivery or processed.

“USDA Foods Direct Delivery” means foods provided through the federal Food Distribution System’s Direct Delivery program.

“Vendor” Any form of business entity registered in OregonBuys®.

“Web-Based-Supply-Chain-Management” (“WBSCM”) is an integrated Food purchasing, tracking, and ordering system used by USDA, State Distributing Agencies, vendors, suppliers, and transportation personnel.

CROSSWALK OF TERMS USED IN OREGONBUYS® Please see this link: https://www.oregon.gov/das/ORBuys/Documents/OregonBuys-glossary.pdf DAS State Procurement Services, Version 2.0 – July, 2025 2

DAS State Procurement Services, Version 2.0 – July, 2025 2