Friends and Family Package Program - Addendum 1 for 6100059464.docx

SOLICITATION ADDENDUM

To All Suppliers:

The Commonwealth of Pennsylvania defines a solicitation “Addendum” as an addition to or amendment of the original terms, conditions, specifications, or instructions of a procurement solicitation (e.g., Invitation for Bids or Request for Proposals).

List any and all changes:

BID OPENING HAS BEEN EXTENDED TO 11/17/2023 @ 4:00 PM

Question #1: Please confirm that bidders may submit additional or follow-up questions up to 48 hours prior to the submittal date.

Answer #1: Questions will only be accepted if submitted by Monday, November 13, 2023, by 4:00 p.m. to allow sufficient time for response prior to the bid closing. Bid submission will be extended until Friday, November 17, 2023, at 4:00 p.m.

Question #2: Will the awarded vendor also offer a Shoe Package Program in addition to a Food Package Program? If no, will a solicitation be released for the Shoe Package Program?

Answer #2: At this time, a Shoe Program will not be offered. However, as stated in the Statement of Work, the DOC reserves the right to add any additional products and/or product categories to the Friends and Family Package Program (FFPP) in the future if deemed to be in the best interest of the PA DOC FFPP. Pricing for new products must be upon mutual agreement of the DOC and the vendor.

Question #3: Please provide the current delivery schedule for each facility.

Answer #3: The awarded vendor should contact each facility to determine their preferred delivery schedule. Facilities currently receive either a weekly or monthly shipment.

Question #4: Please confirm the current annual ADP (Average Daily Population) and does the Department expect any drastic changes up or down within the next year?

Answer #4: The DOC does not anticipate a drastic change to the ADP in the next year. ADP can be viewed at:

https://www.cor.pa.gov/About%20Us/Statistics/Documents/current%20monthly%20population.pdf

Question #5: Please confirm that the overall total cost of a bid will be determined by calculating the sum of the price per ounce column for food (column E).

Answer #5: Yes

Question #6: Part V (Contract Terms and Conditions) of the General Terms and Conditions state that the contract with the awarded bidder “shall include” the terms and conditions set forth in that section. However, if some of the terms and conditions do not apply to the type of service sought in this IFB, or if a bidder would like to negotiate or request modifications to any of the terms and conditions, what is the process to do so? Will the awarded bidder have an opportunity to do so after the award is made?

Answer #6: The terms and conditions of this Contract shall be the exclusive terms of agreement between the Contractor and the Commonwealth. All quotations requested and received from the Contractor are for obtaining firm pricing only. Other terms and conditions or additional terms and conditions included or referenced in the Contractor's quotations, invoices, business forms, or other documentation shall not become part of the parties' agreement and shall be disregarded by the parties, unenforceable by the Contractor and not binding on the Commonwealth.

Question #7: Regarding Cost Matrix item “Almonds 1-2 oz.” – plain almonds in this size is a unique item that is hard to procure. Can the DOC expand the ounce size criteria to 3.25 oz.?

Answer #7: The description on the Cost Matrix has been revised to “Roasted and Salted Almonds” in 1-2 oz. size.

Question #8: Regarding Cost Matrix item “Pork Flavour Noodles 2-3 oz.” – Please confirm is the product description “Flavour” or is this a misspelling? If stock for this item cannot be guaranteed for samples and/or the FFPP, will the DOC remove this item or update the description to allow for beef flavor noodles as well?

Answer #8: “Flavour” was a misspelling. Description has been revised to “Flavor.” The Pork Flavor Noodles are requested because the Beef Flavor Noodles are currently sold in our Commissary.

Question #9: What is the anticipated start date of the first package program pursuant to this IFB?

Answer #9: The new contract will be effective January 1, 2024.

Question #10: Are printed materials used by a bidder for the performance of a contract resulting from the IFB (i.e., catalogs, order forms, and other marketing materials) considered “printing offered by” a bidder for purposes of Paragraph B of the Reciprocal Limitations Act Requirements Form? If so, how will the preference be applied to the overall cost matrix evaluation.

Answer #10: No and N/A

Question #11: Are items offered by bidders under this IFB considered products intended for “use in public buildings” for purposes of Paragraph D of the Reciprocal Limitations Act Requirements Form? If so, how will the preference be applied to the overall cost matrix evaluation?

Answer #11: No and N/A

Question #12: Are the Lobbying Certification and Disclosure of Lobbying Activities requirements under Section II.1 of the Terms and Conditions applicable to this IFB?

Answer #12: Yes

Question #13: Cost Matrix asks for a Restaurant Blend Coffee – resealable 1oz to 4oz size – how does PA DOC define restaurant blend coffee? Must the label of the product have the world “restaurant blend” on it?

Answer #13: The description on the Cost Matrix has been revised to Coffee – Resealable Pouch – Taster’s Choice or Maxwell House or Folgers in 3oz to 4oz size.

Question #14: Must the Reciprocal Limitations Act Requirement form be completed and submitted with the bid?

Answer #14: Yes

Additional questions and answers will be posted in Addendum #2 as soon as they are available.

Type of Solicitation: Electronic Bid (SRM) - Review the Questions section of your solicitation response to ensure you have responded, as required, to any questions relevant to solicitation addenda issued subsequent to the initial advertisement of the solicitation opportunity.

Except as clarified and amended by this Addendum, the terms, conditions, specifications, and instructions of the solicitation and any previous solicitation addenda, remain as originally written.

Respectfully,

BOP-1305

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