B-26543 JPMC Food and Grocery Items Q and A 002 220124.pdf

Illinois Department of Central Management Services JPMC Food and Grocery Items

22-416CMS-BOSS4-B-26543

Questions and Answers #2

01/24/2022

NOTE: On the Questions and Answers #1 document, previously published 01/19/2022, the State indicated that it would respond to Question 7 on the next Question and Answer document which will be published after the Pre-Bid conference scheduled for 01/20/2022. The States response to Q&A #1 Question 7 is below.

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 Section 1.2.15 will be amended to “No Styrofoam or paper containers shall be delivered to the Illinois Department of Human Services for dairy food items, however, individual milk may be packed in wax paper cartons per Industry Standards.”

Questions and Answers #2

Q1 The BEP Utilization Plan requires us to fill out a dollar amount spent with BEP vendors but since there are no quantities on the bid, we don’t know the grand total? Is the dollar amount of $30,000,000.00 listed on the Line Items the estimate?

A1 The Department of Central Management Services (CMS) will provide spend based on the current food contracts.

Q2 How do we know if an item is going to be BEP qualified and that they are going to purchase? – And then you’re expecting us to meet a goal off of information you failed to provide us?

A2 This is an indefinite quantity joint purchase master contract and as such quantities, estimated or otherwise, are unknown. The Department of Central Management Services (CMS) will provide spend based on the current food contracts.

Q3 Anything on logistics – Who is responsible for distribution?

A3 The awarded vendor or vendors must ensure that product is delivered per the contract. For example, there are many BEP certified vendors who provide transportation, so a bidder could utilize different BEP vendors in different parts of the State who provide transportation and assist in meeting the BEP goal. Bidders may also have to get creative and enter into partnerships to ensure the State’s needs are met.

Q4 Section 2.5.2.2 – If we are giving you a catalog with 30,000 items, how is CMS going to manage on a monthly basis?

A4 The Vendor will provide CMS with the catalog price list each month which will be attached in BidBuy so that

Agencies have the ability to ensure that the price that they are ordering at through the Punchout is the current catalog price. CMS will select items at random and compare the new catalog price and the old catalog price to monitor pricing fluctuations.

Q5 Section 1.5.1. Minimum Order: There is a limitation for orders under $250.00. We are allowed to add freight but only up to 10% of the value of the invoice. We are going to take exception to this.

A5 The State will remove the language “the delivery charge for any order less than the minimum of $250 shall not exceed 10% of the total of the order” from Section 1.5.1.

Q6 Section 1.5.5. states that the Vendor shall accept returns when there is a quantity excess as a result of order input error. How can we be held responsible for someone else’s mistake?

A6 Section 1.5.5. will be amended to “Vendor shall accept returns, without restocking or associated charges under the following conditions: products shipped in error, products damaged in shipment, products with concealed or latent damage, products that are recalled, products that do not meet shelf life requirements, products that do not meet the minimum quality requirements as defined, products delivered in unsanitary delivery vehicles, and products delivered that fail to meet the minimum or maximum specified temperature.”

Q7 Regarding the discount pricing structure: You are wanting us to give you a catalog with a price on it and then a discount off of that price. Long term, we are not going to make any money based on the pricing structure that you have in place.

A7 Section 2.5.2.2. will be amended to “All adjustment requests shall be made in writing. Vendor shall not be entitled to apply an upward price adjustment without first obtaining approval of such request from the Department of Central Management Services Bureau of Strategic Sourcing (BOSS).”

Q8 Every item is to be priced by the ounce. Could we price by the case? And after the bid and after CMS has selected the market items to test evaluation tell us what those items are and we can then tell you how many ounces are in a case and then you can do your evaluation on that. Could we handle it that way?

A8 Per Section A.22.1.10., Bidders are required to attach a detailed Catalog Price List which includes the Brand, Item, Product Description, Package Size, Packaging Type, Price for each Package Size and the Price Per Ounce for each package size. The Price Per Ounce is required for evaluation purposes.

Q9 Is this joint master purchase agreement a required use contract? If we don’t receive an award under our submission could those entities that are already buying our products continue to purchase those products whether it’s under a different contract they have with us? Would like to better understand if we don’t receive an award what options those entities have.

A9 State of Illinois Agencies are required to use Joint Purchase Master Contracts (JPMC) CMS puts in place.

While the JPMCs are available to local governmental agencies, they are not required to use them.

Q10 What if you receive no response to this bid because of the way it’s written? What happens going forward?

A10 Unknown. The State will decide how to proceed at the appropriate time based on all factors.

Q11 The first 2 lines on the bid are both Bakery. I believe one of the lines should be Bulk Food.

A11 Line 1 is for Bulk Food Items. Bulk Foods covers a wide array of items and there is not a particular NIGP Code which covers all bulk foods so the 375-00 Bakery Products Code was selected.

Q12 After the contracts starts, may we add or remove items to our catalog?

A12 Yes, items may be added to or removed from your catalog based on availability. The State understands that the market is fluid.

Q13 Is it possible to bid on the dietary supplements only? Is there a list of supplements that are needed?

A13 Yes, you may bid on the category titled Dietary Food Supplements only.

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