GRO42 Bidder Response Form_Re-Opening.xlsx
XLSX spreadsheet 603 KB Posted
- Attached to
- GRO42 K-12 School Nutrition Products - Reopen
- Solicitation number
- BD-25-1080-OSD03-OSD03-117666
- Issued by
- Massachusetts
About this file
The document is a Bidder Response Form for the Commonwealth of Massachusetts' Operational Services Division (OSD) Statewide Contract GRO42 for K-12 School Nutrition Products, specifically reopening procurement for Category 1 Produce and newly adding Category 2 Groceries. The solicitation seeks multiple vendors to supply nutritional products to school districts across Massachusetts' fourteen counties, covering UNSPSC codes for prepared foods, fruits, vegetables, and meat products. The Notice of Intent was posted on June 5, 2025, with proposal submissions due by August 12, 2025, through the COMMBUYS platform, requiring potential bidders to register and include appropriate Commodity Codes to receive bid notifications.
The procurement appears designed to leverage volume purchasing for K-12 educational institutions, with an emphasis on supplier diversity and potentially accommodating both large and small suppliers. While specific award values are not explicitly stated, the OSD demonstrates a comprehensive vendor selection approach that may consider factors beyond pricing, including environmental preferences and supplier diversity. The solicitation encourages participation from diverse suppliers, with potential opportunities for disadvantaged business enterprises, though precise set-aside percentages are not detailed. Vendors are directed to additional resources such as the OSD Homepage and Training & Outreach Courses, suggesting a transparent and competitive bidding process focused on meeting specific product and performance requirements.
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INSTRUCTIONS
INSTRUCTIONS FOR BIDDERS:
| This is the Bidder Response Form for GRO42 - K-12 School Nutrition Products Statewide Contract. This is a required document for |
| all bidders responding to GRO42. |
| Bidders must ensure all tabs are thoroughly reviewed and completed. The following are the required tabs for this RFR: | |
| · | Instructions |
| · | Submission Checklist |
| · | Bidder Profile**requires text and data input on behalf of bidder** |
| · | Business References**requires text and data input on behalf of bidder** |
| · | Environmental Practices Form**requires text and data input on behalf of bidder** |
| Questions about the bid must be submitted through COMMBUYS using the Q&A feature before the Q&A deadline. |
| See the RFR Estimated Procurement Schedule Section 1.3. |
Failure to provide the requested information may result in your response being disqualified.
Submission Checklist
| GRO42 Bidder Submission Checklist | ||||
| Bidders must follow the file naming convention specified in RFR Section 7.2.3 File Naming Convention'. | ||||
| This tab is intended as a guide to assist you in file organization while completing your quote submission. FILES MUST NOT BE PASSWORD PROTECTED and PDF files must be searchable. | ||||
| Required/Mandatory Documents | ||||
| Description Enter in COMMBUYS during upload | File format | File Name Assign when creating files | Submitted (Yes/No) | |
| Bidder Response Form | .xlsx | Company Name_Bidder Response Form | ||
| Supplier Diversity Form Form | .xlsx | Company Name_SDP Form | ||
| Prompt Pay Discount Form | Company Name_PPD Form | |||
| Price File Category 1 Produce | .xlsx | Company Name_Price File_Category 1 Produce | ||
| Price File Category 2 Groceries | .xlsx | Company Name_Price File_Category 2 Groceries | ||
| Organization Chart | .doc | Company Name_Org Chart | ||
| Food Safety Inspection Certificate | .doc | Company Name_Food Safety Inspection Certificate | ||
| Sample Invoice | .doc | Company Name_Sample Invoice | ||
| Velocity Report | .doc | Company Name_Velocity Report | ||
| Financial Statement | .doc | Company Name_Financial Statement | ||
| Quality Control Documentation | .doc | Company Name_Quality Control Documentation | ||
| List of Farms | .doc | Company Name _ List of Farms | ||
| Recall Protocol | .doc | Company Name _ Recall Protocol | ||
| Credit and Return Processes | .doc | Company Name_ Credit and Return Processes | ||
| PunchOut Requirements & Instructions for Vendors | .doc | Company Name_PunchOut Requirements & Instructions for Vendors |
Bidder Profile & Qualifications
| GRO42 - K-12 School Nutrition Products | |||
| BIDDER PROFILE AND QUALIFICATIONS | |||
| Instructions | Bidders must respond to all questions in the sections below unless stated otherwise. | ||
| Beige boxes are required fields. Once filled, boxes will turn white, for example: | Company Name, Inc. | ||
| Provide answers by selecting the corresponding gray box next to the desired field | |||
| Sections left blank without justification will not be considered | |||
| Bidder Profile | |||
| 1. Bidder Information (provide information below) | |||
| Full Legal Company Name (Same as MA W9): | Company Email: | ||
| Full Legal Name DBA | Years in Business: | ||
| Full Legal Company Address (Same as MA W9): | Days/Hours of Operation: | ||
| Company Phone: | Company Website (optional): |
2. Contact Person(s) (provide at least one contact person and list additional contacts where applicable) Awarded Contractors are responsible for reporting quarterly sales and diversity spending as well as ensuring payment of the 1% OSD Administration Fee. Any changes to any Contractor contacts must be communicated to the OSD Contract Manager.
| Name | Phone | ||
| Primary Account Manager (AM): | |||
| Primary Reporting Contact (if not AM): | |||
| Secondary Reporting Contact (if not AM): | |||
| Primary Admin Fee Contact (if not AM): | |||
| Secondary Admin Fee Contact (if not AM): | |||
| Customer Contact (if not AM): |
| 3. Emergency Contact Person (provide a contact who can be available 24 hours a day or as close to 24 hours as possible) | |||
| Name | Phone | ||
| Emergency Contact Person: | |||
| Categories | |||
| 4. Categories Being Bid (Answer Yes/No or mark "X" Bidder may respond to one or multiple categories) | |||
| Category 1: Produce including Fresh Fruits, Vegetables and Herbs | |||
| Category 2: Groceries including dry grocery goods, refrigerated grocery goods, frozen grocery goods |
| Company Experience |
| 5. RFR Section 3.1 Company Experience: Bidders must provide a detailed company profile, company background information, experience, and qualifications. |
(Provide information below)
| Bidder must provide a copy of their company organization chart with their bid response. Provided yes or no: |
| Bidders must have been in the business of providing fresh produce and/or groceries for at least the two most recent consecutive years prior to the RFR submission deadline. Indicate number of years providing fresh produce and/or groceries. (See RFR Section 1.3, Estimated Procurement Calendar). |
| 6. RFR Section 3.2.2 The bidder must be third-party food safety inspected and certified, and must provide a copy of the inspection certificate with the bid response. Provide name of file: |
| 7. RFR Section 3.2.2.1 Does the Bidder have a Hazard Analysis Critical Control Point Program (HACCP) in place for all area of service and products for this statewide contract? |
| 8. RFR Section 3.2.4 List of Farms: Bidders are required to submit a list of all the farms that the bidder regularly sources from to inform the SST on how many farms the vendor will regularly source fruits and vegetables from over the life of the contract. *For Category 1 Produce Bidders Only* |
| 9. RFR Section 3.3 Continuity of Operations Plan (COOP): Does the bidder have a written Continuity of Operations Plan (COOP) that describes how the company will continue to do business in case of an emergency? Yes/No: |
| If 'Yes' Provide copy of COOP Plan as attachment. If 'No' provide justification |
10. RFR Section 3.4 Produce and Groceries Continuity of Operations Plan: Bidders are asked to provide a list of clear communication channels for customers during emergencies.
(Provide information below)
11. RFR Section 3.4 Produce and Groceries Continuity of Operations Plan: Provide an emergency contact list and communication tree below.
| 12. RFR Section 3.6 Financial stability: Provide the Gross Annual Revenue for the Bidder’s most recently completed three (3) fiscal years (FY 2021, 2022 & 2023) |
| Gross Annual Revenue FY2021: |
| Gross Annual Revenue FY2022: |
| Gross Annual Revenue FY2023 (minimum $100,000): |
| 13. RFR Section 4.1.5.4 Recall Protocal: Indicate the Recall Protocol of the Bidder's Company |
| 14. RFR Section 4.1.5.5 Credit and Return Process : Provide details of Bidder's Credit and Return processes |
| Georgraphic Service |
| 15. RFR Section 4.2 Geographic Service: (Provide a Yes/No answer as well as justification if necessary below) |
| It is desireable that Bidders provide service to cover the entire state of Massachusetts. Can you provide Statewide Service (with islands)?: |
| Berkshire |
| Barnstable |
| Bristol |
| Dukes |
| Essex |
| Franklin |
| Hampden |
| Hampshire |
| Middlesex |
| Nantucket |
| Norfolk |
| Plymouth |
| Suffolk |
| Worcester |
| Commodity Specifications |
| 14. RFR Section 4.1.4.1. Order Minimum Category 1 Produce $150: Indicate the minimum order threshold ($) for produce deliveries: |
| 15. RFR Section 4.1.4.2. Order Minimum Category 2 Groceries 10 cases: Indicate the minimum order threshold (cases) for groceries deliveries: |
Business References
| GRO42 - K-12 School Nutrition Products | ||||
| BIDDER REFERENCES | ||||
| Instructions | Each beige box is a response field, once filled boxes will turn white. For example: | Company Name, Inc. | ||
| Provide answers by selecting the corresponding gray box next to the desired field | ||||
| Sections left blank without justification will not be considered | ||||
| Bidder References | ||||
| RFR Section 3.10: It is desirable that Bidders have successfully held contracts of a similar type and magnitude and have a history of good performance. Bidders must provide a list of current customers. The SST intends to randomly select a minimum of three (3) customers from the list to provide business references regarding your business practices and contract performance. | ||||
| Reference/Entity Company/School District | Contact Person | Phone | Customer Size (give determining factor here) |
Env Practices Form
| GRO42 | ||||
| Environmental Practices Form | ||||
| Instructions: | Bidders must respond to all questions below to be responsive. | |||
| Provide answers by selecting the corresponding Beige Box next to the desired field. Once filled, boxes will turn white | ||||
| Sections left blank without justification will not be considered. | ||||
| Primary Purpose | ||||
| Bidders are encouraged to communicate existing business practices that foster a sustainable approach to conducting their operations. This may include one that has a reduced impact on the environment or public health, such as, but not limited to, creating less waste by using less packaging; eliminating the use substances and/or materials that are considered toxic; or using alternative fuel vehicles in the delivery fleet for the purpose of reducing air pollution and greenhouse gas emissions. | ||||
| Legal Company Name/dba: | ||||
| Bidder Sustainability Program/Environmental Business Practices | ||||
| Indicate what types of corporate sustainability policies/plans your company has by yes or no AND attach (or provide link) to policies/plans in the field to the right: | Indicate 'Yes' or 'No' below | Provide Description below | Must provide requested link to company website and/or name of plan or policy on company letterhead submitted with bid to substantiate, as requested | |
| Climate Action Plan: | ||||
| Zero Waste Policy: | ||||
| Toxics Reduction Strategy: | ||||
| Green Fleet Policy: | ||||
| Sustainable Procurement Policy or Environmentally Preferable Purchasing Policy: | ||||
| Anti-Idling Policy: | ||||
| Waste Prevention and/or recycling policy/program: | ||||
| Briefly describe and list sustainable procurement practices and achievements as a result of the policies checked above: | ||||
| Does your company publish an annual Sustainability Report? The sustainability report may include reference to policies but should include specific and measurable accomplishments over the last year. If yes, provide a link to your latest report (or attach if no link available) and briefly describe key elements and accomplishments. | ||||
| Do you have specific targets for reducing your use of energy, water and chemicals? Describe targets: | ||||
| Decarbonization | ||||
| Provide Description below | Provide link and/or name of document submitted with bid, if any | |||
| What commitments and efforts has the company made to cut its carbon footprint? Describe: | ||||
| Company reports Greenhouse Gas emissions and climate change strategy to CDP, EcoVadis, or other. Please list: | ||||
| Company sets Science Based Targets to reduce Greenhouse Gasses through the Science Based Targets Initiative (SBTi). Describe targets: | ||||
| Bidder Facility Sustainability Practices | ||||
| List individual steps not indicated in the above sections that your firm has taken to improve the sustainability at your own operations AND attach (or provide link) to policies/plans: | Indicate 'Yes' or 'No' below | Provide Description below | Must provide requested documentation as a link and/or name of document submitted with bid to substantiate | |
| Uses at least 50% remanufactured toner cartridges in printers. Uses at least 50% remanufactured toner cartridges in printers. Provide total annual spend on remanufactured and Original Equipment Manufacturer cartridges: | ||||
| Implemented a green cleaning program at our own facilities. Describe program and provide a list of third-party certified products used: | ||||
| Purchases appliances and equipment (printers, copiers, microwaves, etc.), that are Energy Star or EPEAT certified models. Provide a list certified products: | ||||
| Incorporates green building design elements into all construction and renovation projects. List green design elements and provide supporting documentation to substantiate: | ||||
| Owns or leases buildings certified to LEED or other green building standard. escribe any data collected and provide link to any published reports: | ||||
| Purchases or creates renewable electricity onsite (Through solar or wind systems, for example). Describe and indicate the % of energy that is derived from renewable sources: | ||||
| Has internal recycling and composting programs. List all materials included in the program: | ||||
| Has received a 3rd party energy audit (usually through a utility) and implemented recommendations. Attach audit recommendations and what has been completed: | ||||
| List other sustainable initiatives not listed above and provide any measurable data. | ||||
| Packaging | ||||
| Indicate 'Yes' or 'No' below | Provide Description below | Provide link and/or name of document submitted with bid, if any | ||
| Do you incorporate packaging reduction, reuse, and recycling in purchasing practices. Describe all practices that apply: | ||||
| Shipping/Transportation | ||||
| Indicate 'Yes' or 'No' below | Provide Description below | Provide link and/or name of document submitted with bid, if any | ||
| Has your company implemented any environmentally sound shipping and transportation practices? Examples include, but are not limited to: using alternative fuel vehicles (provide description of type), using biodiesel fuel in vehicles, purchasing environmentally preferable fleet products (e.g., retread tires, re-refined motor oil, low-VOC solvents, etc), or is a member of the EPA's SmartWay Partnership? Provide a description of the practices: | ||||
| Training and Education | ||||
| Indicate 'Yes' or 'No' below | Provide Description below | Provide link and/or name of document submitted with bid, if any | ||
| Describe how your company trains staff on the products or service that involves an environmentally preferable component? Provide a description of the practices: | ||||
| Describe how your company trains educates customers on the products or service that involves an environmentally preferable component? Provide a description of the practices: | ||||
| Certifications | ||||
| Bidders should familiarize themselves with the various certifications and standards for products and processes that are available within the industry in which they operate, with particular attention to those concerning environmental issues. Has your company or any of its manufacturers and/or subcontractors obtained any of the following product / industry certifications? In order to receive credit, please attach a copy certifications listed below: | Indicate 'Yes' or 'No' below | Provide Description below | Must provide link and/or name of document submitted with bid as requested to substantiate | |
| Is LEED Certified. List to what standard: | ||||
| Has adopted an environmental management system that is geared to continuous improvement (e.g., ISO 14000). |
Attach proof of an EMS audit.
Certified as a Massachusetts Sustainable Business Leader through the Sustainable Business Leader Program.
Attach certification.
| Other industry environmental standards where applicable. Examples include CERES principles, C2C Protocol, Responsible Care Codes of Practice or other similar standards. List standard(s): | |||
| Is a certified B Corporation. Describe: | |||
| Other Environmental Criteria | |||
| Indicate 'Yes' or 'No' below | Provide Description below | Provide link and/or name of document submitted with bid, if any | |
| Bidders may provide additional information about environmentally preferable products or practices that are not indicated and explained above. Attach any appropriate documentation to substantiate claim: | |||
| Have you provided required documentation with the appropriate naming convention ('Submission Checklist' tab)? |
| Yes |
| No |
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