Q&A RFP 2017000139.docx

RFP 2017000139 - National School Lunch Program Q&A

1. Will the State of Colorado be purchasing commodity processed fish products? Is there another attachment with a pricing spreadsheet or do we create our own spreadsheet using the format in the RFP?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

2. We represent 6 commodity processors. Do our commodity processors need to submit their entire product list? Or, is there a limit to the number of products that we should bid?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

3. Will the State of Colorado be purchasing fish or Pollock products in SY 20172018?

Answer: Yes, see the tab labeld FISH on CDHS Final RFP Processing Submission Sheet.

4. Is there an attachment with the pricing spreadsheet?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

5. Do our commodity processors submit their entire product list? Or, is there a limit to the number of products that our processors should bid?

Answer: Please submit pricing only for products listed on the CDHS Final RFP Processing Submission Sheet.

6. Is the sealed package supposed to show PROPOSAL DUE Friday January 27, 2017 2:00 PM MST? The wording on page 6 of the RFP shows last year's date.

Answer: The proposal due date is on Friday January 27, 2017 at 2:00 PM MST.

7. Does the signature on the Attach. A Request for Proposal Signature Page have to be an original blue signature, or can the attachment include a copy of a blue signature?

Answer: It needs to be an original signature.

8. One of our processors processes Pollock USDA Code 110601. Will you accept a bid proposal from this processor if there is similar product but not the exact product as 100892 which is listed in the B. Historical Information section?

Answer: Yes, this is the old polluck WBSCM code, please use the new code 110601.

9. Are the processors/offerors supposed to submit a Transmittal Letter as one document and a Technical/Business Proposal as another document? These documents are discussed in Section V Response Format.

Answer: Yes

10. What is the definition of technical portion and cost portion as discussed in IHGA Attachment Section II D.Proposal Submission?

Answer: A technical proposal should address how the bidder can meet requirements outlined in Section IV – Requirements / Statement of Work. A cost proposal is the products and specifications submitted on the CDHS Final RFP Processing Submission Page and all other required information associated with the product.

11. Do you want our processors to provide a Buy American origin statement?

12. Will you please provide one list with all of the documents we are to submit in our bid package? Ex:Signature Page, Transmittal Letter, Bidder Contact Sheet, Pricing Spreadsheet, Certificates of ?, nutrition statements, CN labels, technical/business Answer: Refer to Submission Checklist that was added to the RFP on 1/6/2017.

13. Will the State of Colorado be purchasing commodity processed fish products 110601 in 20172018?

Answer: Yes this is the new WBSCM Polluck number.

14.Is there another attachment with a pricing spreadsheet or do we create our own pricing spreadsheet using the format in the RFP?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

16. One of our processors processes Pollock USDA Code 110601 not 100892. Will you accept a bid proposal from this processor?

Answer: Yes, this is the old polluck WBSCM code, please use the new code 110601.

19. What is the definition of “technical portion” and “cost portion” as discussed in IHGA Section II D. Proposal Submission?

Answer: A technical proposal should address how the bidder can meet requirements outlined in Section IV – Requirements / Statement of Work. A cost proposal is the products and specifications submitted on the CDHS Final RFP Processing Submission Page and all other required information associated with the product.

20. Do you want the processors to provide a Buy American Statement origin statement?

21.Are the processors/offerors supposed to submit a Transmittal Letter as one document and a Technical/Business Proposal as another document? These documents are discussed in Section V Response Format.

22. Will you please provide one list with all of the documents that we are to submit in our bid package?

Example:

Attachment A Signature Page Transmittal Letter Bidder Contact Sheet Nutrition Statement for each product CN Label for each item Recent USDA signed SEPDS Technical/Business Proposal Certificate of Insurance Reference List Buy American/Statement of Origin Attachment B Sample Contract Attachment C Attachment D Attachment E Attachment F Attachment G Attachment H Attachment I Attachment J Attachment K Attachment L Attachments IHGA 2017000139 National School Lunch Program with Form A completed

23. On Page 25, the Scope of work is defined as the time period from date of award through one year. Is this the same as July 1, 2017 to June 30, 2018?

24. On page 20, Section IV, Objectives, under A. Project Requirements 4), what does the “category” mean?

Answer: The category references the title on the TABS in the cost proposal document titled CDHS Final RFP Processing Submission Sheet.

25. On page 28 of the IHGA 2017000139Attachment, Section V Response Format, C. Technical/Business Proposal there is discussion of the risk assessment. Do you want a copy of the vendor/processor HAACP?

26. Pg 6 Section E. Proposal Narrative Length and Page Formatting - The total proposal length states the Maximum of thirty five (50) pages. Is the total 35 pages or 50 pages?

Answer: The total is 50 pages for proposal narrative/Technical Proposal. Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet) on a USB drive.

27. As requested in the RFP (Section IV A. Project Requirements) we are to supply the nutrition facts label, by doing so it will make our submission exceed the 35 or 50 page requirement. Can we submit the nutrition facts label on the required 6 USB drives instead?

Answer: The total is 50 pages for proposal narrative/Technical Proposal. Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet) on a USB drive.

28. Pg 29 Section D. Pricing Submission – This section states that the vendor must submit pricing for all items available for SY 17/18. I just want to clarify that you do indeed want pricing all of our items on our SEPDS for SY 17/18.

Answer: Please submit pricing only for products listed on the CDHS Final RFP Processing Submission Sheet.

29. Section II, paragraph A – states to regularly monitor the VSS for notices.

When would be the last possible date you would submit a notice that might change or affect a bid submission? This would include any addenda or addendums.

Due to weather and time – a late notice of a change could result in a bid not submitted on time.

Answer: We do not anticipate any major changes for this RFP. If we do have a major change, we may consider extending the RFP deadline.

30. Do ALL pages of your RFP need to be returned?

Answer: Refer to Submission Checklist that was added to the RFP on 1/6/2017.

3. Section II, paragraph E – Proposal Narrative Length and Page Formatting You state “Total Proposal Length” Maximum of thirty five (50) pages.

What does this mean?

Please clarify just how many pages can be returned?

What is the proposal narrative? The whole bid submittal?

Answer: The total is 50 pages for proposal narrative/Technical Proposal. Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet) on a USB drive.

31. Section II, paragraph Q – Standard Contract You state after the award and before Contract execution successful Offeror must be registered to do business in the State of Colorado. Can the Colorado Secretary of State Office certificate of Good Standing be submitted with the bid submission?

Answer: Yes

32. Attachment B, State Contract (PDF) Does any of this contract need to be completed and returned with bid submission?

If so, what pages?

Page 16 of 24 – was this intentionally left blank?

Page 1 of 6 Exhibit A – Statement of Work (dated July 1, 2016) What is this sheet for?

Page 1 of 2 Exhibit B – Pricing (dated July 1, 2016) What is this sheet for?

Answer: Attachment B is a sample copy of a State contract and is provided for reference only.

33. Do you consider a “Co-Packer” a “Subcontractor”?

Answer: If a Co-Packer is manufacturing and/or packaging the food product and they are under contract with the entity entering into a contract with the State, then the Co-Packer is a subcontractor.

34. Section II, paragraph V – Vendor Identification Where do expect to see the Tax ID # entered?

Answer: Attachment A: Signature Page has a place for the FEIN.

35. Will you please provide one list of all documents that are to be submitted in the bid packet?

Answer: Please see Submission Checklist attachment.

36. Scope of Work – states Andrews Foodservice is the primary storage facility.

What other CO distributors will be allowed to service the State?

Answer: Andrews Foodservice, Foodservices of America, Shamrock, Sysco, US Foods, and Labatt Foodservices.

37. Section IV – first paragraph – second sentence.

Vendors shall address all aspects of the work plan described in this section.

There are (7) pages of Section IV – please elaborate on how you want information for all (7) of these pages to be returned to you.

Answer: Refer to Section V (Response Format) Paragraph C

38. Section IV – A. Project Requirements #4 – Bidder indicate the category for each product submitted. Is there a list of categories we are supposed to choose from?

If so, where would this list be located?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

39. Section IV – A. Project Requirements #5 – Bidder indicate the bulk or iw for each product submitted. Where should this information be supplied?

Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

40. Section IV – A. Project Requirements #6 – Bidder indicate the standard or guaranteed for each product submitted. Where should this information be supplied?

Answer: As part of the Cost Proposal.

41. F. Schedule of Activities states your bid OPENS 2:00 PM 1/27/17.

Two pages later you state how to label the package and list an OPEN date of 1/23/17.

What is the actual OPEN/DUE date? 23rd or the 27th Answer: Proposals are due back 1/27/17

42. What is the difference between the Technical and Cost Proposal?

Please elaborate on these and how they are to be submitted back to you.

Answer: A technical proposal should address how the bidder can meet requirements outlined in Section IV – Requirements / Statement of Work. A cost proposal is the products and specifications submitted on the CDHS Final RFP Processing Submission Page and all other required information associated with the product.

43. If you release any addenda or addendums would these need to be included with the bid submittal? If so where?

Answer: Yes, but only if the addenda requires it. For example, the Signature Page must be submitted. An addenda may be published for informational purposes only, not submittal required. Please refer to the RFP for submission information.

44. Are we to create an excel spreadsheet to supply you the pricing information OR do you have one that was not released with the RFP?

Answer: No, use the CDHS Final RFP Processing Submission Sheet for all products added to the RFP on 1/4/2017.

45. Section IV Requirements / Statement of Work – sentence three (A work plan with a timeframe and budget must be submitted as a part of the proposal) What is a work plan & how/where do you want this included?

What are you expecting to see for the timeframe of this work plan?

What budget? What is this budget for?

Answer: A work plan/technical proposal should address how the bidder can meet requirements outlined in Section IV – Requirements / Statement of Work. A budget / cost proposal is the products and specifications submitted on the CDHS Final RFP Processing Submission Page and all other required information associated with the product.

46. Section IV Requirements / Statement of Work – sentence four (Vendors shall provide specific assurances that all topics will be completed) Assurances will be completed for what topics? Can you supply a specific list OR are you meaning for every specific section of Section IV?

Objectives A: Project Requirements (1 thru 6) B. Nutritional Requirements C. Pricing Requirements D. Buy American E. Special Terms & Conditions For Commodity Processing F. Contractor Responsibilities Scope of Work Duration G. Company Background and References H. References I. Subcontractor Information Answer: For every specific section of Section IV.

47. What is the WBSCM warehouse code for each product line?

Answer: Only use codes listed in the CDHS Final RFP Processing Submission Sheet.

48. Company Background and References How many references do you need?

Where is this information to be supplied?

Answer: A form is not provided for company background or references. There is not a requirement for number of references.

49. Company Background and References #9 (Has the contractor ever been engaged under contract by any State agency – supposed to check yes or no).

Would this include any and all Colorado school districts?

Answer: School Districts are considered part of local government, not State government.

50.Company Background and References #10 Where are we to supply the Dun & Bradstreet number?

Answer: The Dun & Bradstreet number may be provided in your Technical Proposal.

51. Section V – Response Format Double sided pages & Numbered required (Can these be handwritten?)

Answer: Page numbering may be handwritten.

52. Transmittal Letter #2 – Identifies all material and attachments that comprise your proposal Is this meant to be a Table of Contents?

Answer: Not necessarily, but it could be.

Transmittal Letter #7 – Discloses all current pending contracts with the State of Colorado and all bids or proposals submitted to the State of Colorado but not yet awarded. Would this include any and all Colorado school districts?

Answer: School Districts are considered part of local government, not State government.

53. Technical / Business Proposal Restate each requirement set forth in Section 4 Is this in addition to my Question #10 above?

Are we submitting this information twice?

Answer: The work plan and the technical proposal are the same document, please submit the information once.

54. Technical / Business Proposal Last paragraph states to include a Risk Assessment Can you please explain this section further?

I do not understand what you are expecting.

Answer: Does the Bidder forsee risks in meeting/complying with requirements outlined in Section IV – Requirements / Statement of Work? If risks are identified, how will the Bidder address them?

55. Pricing Submission pages (1 of 2) Are we to create our own spreadsheets? You ask us to submit pricing for all items available to purchase SY17/18. Is there “no limit” to the amount of codes I supply you pricing for?

Answer: Use the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

56. Pricing Column Headers USDA Food – EXAMPLE – mozzarella would be number #110244 Answer: Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

57. Commodity & Commercial Product Code(s) – this is the manufacturers product code numbers?

Answer: Yes, please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

58. Bid Price Per Case (DF + Bid Price) (NOI/R) Are you expecting the commercial case price to be entered for this column? EXAMPLE: DF value is $10.00, my bid price is $20.00, so pricing entered would be $30.00 Answer: Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

59. Net Bid Price Per Case (FFS/MFFS) Do not include DF value in total price Are you expecting the commodity case price to be entered for this column?

EXAMPLE: My bid price is $30.00, my DF value is $10.00, so pricing entered would be $20.00 Answer: Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

60. Please confirm – what commodities will you be utilizing for SY17/18? (Mozz, Flour, Tomato Paste,Chicken) Answer: Please refer to the CDHS Final RFP Processing Submission Sheet that was added to the RFP on 1/4/2017.

61. Please confirm how to enter information for each code that has multiple commodities.

EXAMPLE: my code XXXX has Mozz, Flour, Tom Paste Are you expecting a line to be completed for code XXXX for each commodity this code contains?

So this one code will use three lines?

Answer Yes. The document titled CDHS Final RFP Processing Submission Sheet will provide more clairification.

62. Section VI – Evaluation & Award B. Submission Checklist - #4 Organized, TABBED and formatted per instructions contained within the RFP Can you supply a layout of WHAT you want/need bid TABS to be? (specific TAB names and order) Answer: Refer to Submission Checklist that was added to the RFP on 1/6/2017.

63. Is this RFP to submitted in a BINDER or LARGE CLIPS?

Answer: Your choice although electronic documents are preferred.

64. Section VI – F. E-Verify Do you need verification we are participating? If so, where is this to be included?

Answer: Proof is not required. A statement in the Transmittal Letter is suffiecient.

65. Confirm – there are (11) word docs and (1) PDF that comprise this RFP?

66. Are we to use “company letterhead” to supply information OR are we to use the supplied word docs and type the information in below each section / requirement?

Answer: The Transmittal Letter must be on company letterhead. All forms provided should be used. The format of the Technical Proposal is at your discretion.

67. Section VI, G. 24-102-206 Contract Performance for Services Outside US of CO – Now requires contractors to give written notice in accordance with the following State Contract terms and conditions. Are you expecting anything to be supplied for this section? If so, where is it to be supplied?

Answer: This information is supplied by completing Attachment G – Vendor Disclosure Statement and submitting the business entity status provided by the Secretary of State in which the Bidder has filed.

68. Is Attachment A – supposed to be the first page of the bid submission?

Answer: Yes

69. Can you please supply an exact checklist of how to layout how you are expecting information to be returned to you?

Answer: Refer to Submission Checklist that was added to the RFP on 1/6/2017.

70. Attachment L – Clean Air and Water Certificate Name of Local Educational Agency Manufacturers are to leave this line “blank”?

Second page: Signature/Title of LEA Authorized Representative & Date These two lines are also to be left blank by the manufacturers?

Answer: Yes

71. Are you ONLY expecting nutritionals with facts panels to be returned with this submission?

Where are these to be supplied?

Answer: Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet on USB drives.

72. Where the USDA SEPDS to be supplied?

Answer: Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet on USB drives.

73. Do you consider a "copacker" a subcontractor?

Answer: If a Co-Packer is manufacturing and/or packaging the food product and they are under contract with the entity entering into a contract with the State, then the Co-Packer is a subcontractor.

74. Section II, Standard Contract Can the Colorado Secretary of State Office certificate of Good Standing be submitted with the bid submission?

Answer: Yes

75. What is the proposal narrative? The whole bid submittal?

Answer: The Technical Proposal.

76. Section II, Proposal Narrative Length and Page Formatting You state â¿¿Total Proposal Length Maximum of thirty five (50) pages.

What does this mean? Please clarify just how many pages can be returned?

Answer: The total is 50 pages for proposal narrative/Technical Proposal. Please provide all other documents (CDHS SEPDS, Calculators, Nutrition Facts label, and CDHS Final RFP Processing Submission Sheet) on a USB drive.

77. Section II, states to regularly monitor the VSS for notices.

When would be the last possible date you would submit a notice that might change or affect a bid submission?

This would include any addenda or addendums.

Answer: We do not anticipate any major changes for this RFP. If we do have a major change, we may consider extending the RFP deadline.

78. May we add more items to the amendment 1 spreadsheet? For example, under fish there are three items specified, if we have more than one item that meets the spec do we add it another line?

Answer: Yes, you may copy the specifications for that item and add on another line.

79. May we add more lines to the bid specs if we have more items to bid? For example, we broker commodity fish. If we have more than three items that meet the specifications listed how do we reply with the additional items?

Answer: Yes, you may copy the specifications for that item and add on another line.

80. If a processor produces pizza which has three commodity items, cheese, flour, and tomato paste, are they supposed to repeat their products on each tab?

Answer: Yes

81. How is the State going to compare the bid price per serving for each product from each processor on each tab cheese, flour, and paste?

Answer: Please refer to Section IV-Evaluation and Award of SOW.

82. Regarding the specifications & pricing spreadsheet: If our company is able to offer both NOI and FFS methods of pricing, can we enter the NOI pricing in columns J&K and the FFS pricing on columns L&M, and specify on column P that we are offering NOI and FFS pricing? Or do we need to enter the information in separate rows for each processing method even if it is the same item?

Answer: Enter in separate rows for NOI or FFS.

83. For line item #61 Chicken Teriyaki Stir Fry Kit, can you please explain what is meant by "with binder"?

Answer: Binding food material that keeps food components together, stabilizers a form or shape.

84. Codes on the cheese tab, that also have flour and tomato paste, but are not listed on the flour or paste tabs? Where are these items to be entered?

Answer: Please enter the WBSCM ID (Code) in column labeled Commodity Food Code # on the CDHS Final RFP Processing Submission Sheet.

85. On your pricing example, how is the price per serving calculated for column I?

If case price is 40 and the servs are 160 wouldnâ¿¿t the per serving be 0.25 and not the 0.375 as shown?

Answer: Yes, it should be .25 Bid price $20.00 and DF $20.00 equals.

86. How you define DF Value?

Answer: Refer to the ACDA Processor Guidance Handbook for the definition of the DF value.

87. Pricing example provided on your spreadsheets-would the pricing in H and I actually be the same commercial case price as shown in columns L and M?

Answer: H is the Donated Food Value and I is servings per case. L and M is the Net Bid Price per serving/case.

88. Where do I submit all other codes available for 17-18 that do not have a spec line?

Answer-Please submit pricing only for products listed on the CDHS Final RFP Processing Submission Sheet. The products listed the CDHS Final RFP Processing Submission Sheet are the products CDHS is requesting pricing for.

89. Spreadsheet directions tab states-Vendor must submit pricing for all items that will be available for purchase for the 17-18 school years. How is this possible if limited by bid specifications?

Answer-Please submit pricing only for products listed on the CDHS Final RFP Processing Submission Sheet. The products listed the CDHS Final RFP Processing Submission Sheet are the products CDHS is requesting pricing for.

90. Although the VSS website and the Signature Page (attachment A) state that the RFP response is due on 1/27/17 at 2:00 PM, page 6 of the document titled "IHGA 2017000139 National School Lunch Program FV" states that the due date is 1/23/2016, 2:00 PM. Can you please clarify?

Answer: The due date for this RFP is 1 /27/17 at 2:00 PM.

91. Regarding page 6 of the document titled "IHGA 2017000139 National School Lunch Program FV," is a Proposal Narrative different from the Transmittal Letter and Technical Business Proposal? If so, is a Proposal Narrative required with the bidder's RFP response and can you please provide a description of the type of information that is required in this narrative?

Answer: Information required in the Transmittal Letter is outlined in Section V - Response Format. The Proposal Narrative and Technical Business Proposal are the same thing; this is the Bidder's response to demonstrate their ability to meet requirements outlined in Section IV - Requirements / Statement of Work.

92. Bid Price Per Case (DF + Bid Price) (NOI/R) Are you expecting the commercial case price to be entered for this column? EXAMPLE: DF value is $10.00, my bid price is $20.00, so pricing entered would be $30.00 Answer: Yes

93. Net Bid Price Per Case (FFS/MFFS) Do not include DF value in total price Are you expecting the commodity case price to be entered for this column?

EXAMPLE: My bid price is $30.00, my DF value is $10.00, so pricing entered would be $20.00