Attachment K _ Vendor Questionaire.xlsx

Attachment K

1. Statement of Qualifications Provide a detailed statement explaining why your organization is the most qualified and best-suited provider to deliver the services requested in this RFP for Polk School District Nutrition Services. Include relevant differentiators, demonstrated success in K–12 school nutrition programs, and overall value to the District.

2. Company Profile and Support Structure Provide comprehensive company information that demonstrates your capacity to successfully fulfill the requirements of this RFP. At a minimum, include:

•Overview of company history/service •Experience in K–12 food service distribution •Designated points of contact (sales representative, customer service representative, district manager, etc.)

•Distribution center location(s) servicing Polk School District •Staffing structure supporting school district accounts

3. References Complete Attachment J – Proposer’s Reference Form, including references specific to K–12 school nutrition programs of similar size and scope.

SERVICES AND PROCEDURES

1. Operational Capabilities

a. Ordering Process •Describe your ordering process, including:

•Whether ordering is web-based and accessible 24/7 •Order submission deadlines and required lead times •Order modification or cancellation procedures •Strategies implemented to minimize out-of-stocks and product shortages •Substitution policies and approval process

b. Nutritional Information and Recalls Describe how you provide access to:

•Nutritional information and product specifications •Buy American compliance documentation •Ingredient statements and allergen information •CN Labels and Product Formulation Statements (PFS) •Food safety documentation •Recall notification procedures, response timelines, and corrective action protocols

c. Order Protection / Allocation Controls Describe your ability (if available) to allocate or “hold” product for Polk School District to ensure availability and prevent diversion to other customers, particularly during periods of limited supply.

d. Buy American and Georgia Grown Support Describe how your company supports:

•Buy American requirements in compliance with USDA regulations •Georgia Grown and/or local sourcing initiatives •Reporting capabilities to document domestic origin and local purchases

e. New Product Introduction Describe your process for sourcing and introducing new food items at the District’s request, including:

•Lead time for onboarding new items

f. Out-of-Stock Communication and Delivery Visibility Describe your process for:

•Communicating out-of-stock items •Providing estimated arrival timelines •Tracking deliveries •Access to real-time reporting (web-based platform accessibility)

g. Delivery Plan Provide a detailed delivery proposal for Polk School District’s ten (10) sites, including:

•Proposed delivery days and frequency •Delivery time windows •Number and type of trucks assigned •Temperature control procedures •Driver identification and communication protocols •Emergency delivery procedures

h. Invoice Accuracy and Pricing Discrepancies Describe your process for resolving invoice pricing discrepancies, including:

•Timeline for correction •Credit issuance procedures •Designated contact for resolution

i. USDA Commodities / USDA Foods Support Describe how your company supports USDA Foods utilization, including:

•Processing and diversion management •NOI (Net Off Invoice) processes •Velocity reporting •Rebate tracking •Monthly or quarterly reporting capabilities

j. Start-Up and Transition Plan Describe your plan to support a smooth implementation, including:

•Pre-service planning meetings •Initial product stocking •Staff training •Timeline for full operational readiness •Anticipated challenges and mitigation strategies

k. Customer Service Protocols Provide detailed information regarding customer service operations, including:

•Hours of operation •After-hours support availability •Organizational structure and escalation procedures •Average response time to inquiries •Dedicated account management structure •Complaint resolution procedures

Value-Added Services •Menu planning assistance •Product demonstrations and training •Culinary support •Marketing materials for promotions •Assistance with Farm to School initiatives

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