B-26543 JPMC Food and Grocery Items Q and A 001 220119.pdf

Illinois Department of Central Management Services JPMC Food and Grocery Items

22-416CMS-BOSS4-B-26543

Questions and Answers #1

01/19/2022

Q1 Is the purpose of this bid to replace the current food contracts the State has with vendors?

A1 Yes. B-26543 JPMC Food and Grocery Items is a new solicitation, the intent of which is to establish a Joint Purchase Master Contract to enable Central Management Services, governmental units, and qualified not-for-profit agencies to purchase food items on an as needed basis in the following food categories: Dietary Food Supplements, Bakery Products, Dairy Products (Fresh), Frozen Foods, Perishable Foods, Grocery Staples and Miscellaneous Items, and Bulk Food Items.

Due to the pandemic, market instability in the food industry along with global supply chain issues have put a significant strain on the food market. The State’s past practice was to limit the food contract to specific “core items” which are frequently not available or not available to the State’s facilities in sufficient quantities. The new approach eliminates the “core items” and will provide CMS’ constituents with more options when items are not available due to global market and supply chain issues, but also more choice in general. The new contract will also be available to local governments, school districts, and not-for-profit agencies who were not able to use these contracts in the past.

Q2 Regarding Quality Assurance, section 1.2.13 references a “certification program”. Is USDA Grading and Stamping required as on previous bids?

A2 Yes, USDA Grading and Stamping is required.

Q3 We don’t understand Section A.22.3.5. Can you give an example of when a bidder’s discount % / pricing could be deemed too high or too low?

A3 This subsection is to convey that any attempt at manipulation will not be tolerated and if discovered, the bid will be rejected.

Q4 Section 1.2.4 states all Meat, Poultry and Seafood must be vacuum packed. Not all of our Meat, Poultry and Seafood is vacuum packed, but they are all sealed to Industry Standards to preserve shelf life and quality. Is this satisfactory?

A4 Yes, this is satisfactory.

Q5 Section 1.2.5 requires Frozen product to be packaged so that individual units may be removed without damage to other units and without the necessity of defrosting. The Industry Standard on Food Service size vegetable packaging is 2 – 3 lbs. per individual unit. Is this acceptable?

A5 Yes, this is acceptable.

Q6 Section 1.2.12 “Vendor shall ensure that products delivered will be consumed within the manufacturer’s established shelf life.” We have absolutely no control over when an institution will consume product. We do not set the menus. Section 1.2.11 already states that fresh product must be delivered. Would the State please remove section 1.2.12 since we cannot control consumption?

A6 Section 1.2.12 will be amended to remove the first sentence “Vendor shall ensure that products delivered will be consumed within the manufacturer’s established shelf life”.

Q7 Section 1.2.15 states no Styrofoam or paper containers shall be delivered to Department of Human Service for dairy food items. Individual milk is packed in wax paper cartons per Industry Standard. Is this acceptable?

A7 CMS will respond to this question on the next Question and Answer document which will be published after the Pre-Bid conference scheduled for 01/20/2022.

Q8 Section 1.2.16 states the vendor must use the “Punchout System” to process orders. However, section

1.5.12 states ‘the vendor will accept orders…via BidBuy or the BidBuy Punchout”. May we accept orders via BidBuy or is Punchout system required?

A8 The PunchOut is a requirement. Bid Amendment #2, published 01/12/2022 provided PunchOut information.

Q9 Section 1.4.1… “Manufacturer have agreed to supply the dealer with all quantities of products required”.

There are no quantities listed on the bid. How are we expected to guarantee quantities when the State won’t guarantee amount to be purchased – not even an estimated quantity.

A9 The point of this subsection is that the State is only interested in contracting with vendors who are officially authorized by the manufacturers to distribute their products and the vendors expect the manufacturer to provide the products as needed to fulfill the contracts.

This is an indefinite quantity joint purchase master contract and as such quantities, estimated or otherwise, are unknown.

Q10 Section 1.5.6 States vendor must accept returns of unused emergency responses. On items not normally stocked by vendor, or quantities purchased in excess of normal movement, how can you require a vendor to agree to an unknown financial loss of product and at the same time provide the best possible price to the state?

A10 Section 1.5.6. will be amended as follows: Vendor shall apply credits for the following: unused non-perishable items delivered for emergency responses may be returned for full credit if still in factory sealed containers, have not been damaged and are still within the shelf life stated, any other condition not specified above that is deemed to be valid reasons for return by the Contract Manager, and credit for returned goods should be made immediately once Vendor receives returned goods and must appear on the Purchasers' next web based order and appear as a credit (a separate line item).

Q11 Section 1.5.11 -What is the State’s definition of a shipping container?

A11 Section 1.5.11. will be amended by removing “and must be shown on the outside of each shipping container along with the Vendor name”.

Q12 Section 4.25.1 12 Month Warranty of product. Does the State recognize that some items by their very nature cannot be warranted for 12 months? Examples are Milk, Cheese, Potatoes chips, perishables.

A12 This is understood by the State. All exceptions to solicitation and contract terms and conditions must be submitted with the bidder’s bid in BidBuy on the Exceptions to Solicitation and Contract Terms and Conditions form included with the IFB in Section 3.

Q13 Will the required $250 minimum order apply to the Bulk items category? By their very nature, these items are intended to be delivered in Bulk.

A13 Yes, the $250 minimum order applies to Bulk items.

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