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| Bidders Questions with State of Michigan Answers | | Questions Due: November 30, 2018 |
| RFP Dept 171, ID 190000000142 MDOC Food and Food Products | State’s Response: December 7, 2018 | |
| Question # |
| Document and Section |
| Page # |
| Bidder Question |
| State’s Answer |
| 1 |
| - |
| - |
| Based upon previous history, how often are orders placed for the gloves (monthly, quarterly, annually, other) and when an order is placed, what is an approximate case size order? |
| MDOC places orders as the items are needed. See Schedule B for estimated annual usage and current case sizes. |
| 2 |
| - |
| - |
| Based upon previous history, how many delivery locations receive gloves? |
| All MDOC delivery locations will receive gloves. See Schedule G. |
| 3 |
| Schedule A |
| 1 |
| Based upon previous history, has this been awarded to one vendor or multiple vendors? Line by Line, By Group, Category, Other? |
| MDOC will not be operating as they have in the past. No contracts will be issued for single line items. See Schedule A, INTENT. See Schedule B for Product Categories. |
| 4 |
| Schedule B.2 |
| - |
| Can you supply a Manufacture Brand & product number for the non-food items listed below or clarify the size & descriptions of items, 18,19, 20,21,22,29,30,33,34,35 |
| See revised Schedule B. |
| 5 |
| - |
| ? |
| Would you please provide the previous award tabulation with winning vendor(s) and pricing per item or the current vendor, brand, model and pricing for the gloves? |
| The current contract was negotiated as an emergency contract and not competitively bid. See contract # 180000000669. View Contract |
| 6 |
| Schedule A |
| 1 |
| Would you suggest that I work through the bid process, to submit our prices directly to MDOC or should we submit our pricing directly with the bidding distributors/vendors |
| See Schedule A, INTENT. If your company is unable to bid an entire category, you will want to work with a prime vendor. |
| 7 |
| - |
| - |
| Will we be provided a complete list of all eligible bidders? If so, when would this be available? |
| The mandatory pre-proposal roll call has been uploaded into SIGMA VSS on 11/27/18. |
| 8 |
| Schedule A |
| - |
| As the incumbent non-food (chemical) provider, is it in our best interest to bid on just the chemical portion of the RFP? |
| See Schedule A, INTENT. See Schedule B for Product Categories. |
| 9 |
| Proposal Instructions |
| 2 |
| It states that the contract effective date is 4/1/19. In the paragraph directly below that it states that the pricing must be firm fixed beginning 7/1/19. Which date is correct? Also in that paragraph it states that pricing should be fixed through “June 31.” There are only 30 days in June. |
| Proposal Instructions do not discuss pricing being firm and fixed. See revised Schedule A and revised Standard Terms. |
The contract effective date is 4/1/19 for transition-in purposes and all that entails. The State intends to implement a rolling transition and rolling “go lives”, with anticipated final “go live” of 7/1/19.
| 10 |
| Schedule C |
| - |
| I was wondering if there was a document with the price history. I just want to make sure I am bidding apples to apples. There is another state I bid this product and some bid chicken breast trim with 10% fat and I was bidding chicken tender trim with no fat so my price was higher. |
| See Schedule C and Schedules D.2 through D.6. For current contract see contract # 180000000669. View Contract |
| 11 |
| Schedule A |
| - |
| If we have some items on the product list, should we work with the prime vendors or should we submit product information to the state. |
| See Schedule A, INTENT. If your company is unable to bid an entire category, you will want to work with a prime vendor. See Pre-Proposal Meeting/Teleconference Roll Call. |
| 12 |
| Schedule B |
| - |
| As for providing the bid for business it is desired to bid by the unit not package. So a 12ct package of buns, bid by the individual bun, then for bread we should bid by the slice correct? |
| Yes. Each vendor may have product packaged in different counts (ie: individual packets, buns, patties, cans, lbs., oz., etc.), and or loaves of different sizes. When the contract is awarded it will be priced to the package. However, for “apples to apples” pricing evaluation we will require the unit pricing. In Schedule B you are required to also indicate your units to package. |
| 13 |
| - |
| - |
| What facilities would all be included with this bid? |
Can you provide the facilities addresses that would require deliveries to and approximately how many days a week service per location would be required?
Time of day in which the facilities are open to accept deliveries? Any equipment that we would be expected to provide as part of our services?
All MDOC Facilities are included in this bid. See Schedule A and Schedule G, and Schedule C.
No equipment is required.
Racks, Bins or Trays used by the Contractor to deliver product to maintain the products’ integrity are considered a part of normal delivery supply and will be returned to the Contractor.
| 14 |
| - |
| - |
| The dairy industry across the country follows the Federal Milk Marketing Order, which announces milk prices on the 3rd Wednesday before the 23rd of the month. The prices change on the 1st of the following month. We follow this process and would like to continue to do so with this bid. Can we change the price changes to monthly as opposed to every 91 days? We would be willing to lag one month and give you 30 days’ notice of any changes. This would allow us to give you better prices and keep them in line with the market. |
You may propose alternate pricing terms in Schedule A, Section 4.1. in the space provided for the State’s consideration.
| 15 |
| Vendor Question Worksheet |
| - |
| When answering the questions on the vendor questions worksheet, do you want a separate answer sheet with the number and answer that corresponds with the question or did you just want it squeezed into the little boxes provided at the end of each question. |
| No, do not include separate answer sheets for any responses, or any additional attachments as they may not be read. Please respond to all questions posed in this solicitation in the spaces provided only. All boxes expand as information is added. |
| 16 |
| Schedule B |
| B.3 |
| B.3 Lines 140-148 can you supply more spec information? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 17 |
| Schedule B |
| B.3 |
| B.3 Small wares pricing, lines 157 thru 163 do you have model numbers or sizes? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 18 |
| Schedule B |
| B.3 |
| B.3 Small ware pricing, many line items are requesting pricing for multiple items same line, how do we respond to ex: line 62 measuring pitchers all sizes? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 19 |
| Schedule B |
| B.3 |
| B.3 Small Wares line 50-59 what is model number for parts? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 20 |
| Proposal Instructions |
| - |
| Do all of the worksheets (pricing, vendor questions, confidential treatment, Statement of Work) all go into the (4) 3 ringed binders along with the Nutritional info and product data sheets? |
| No. Only the information requested in Proposal Instructions, Section 7. Submittals should be included in the binder. Do not include any other information. See Revised Proposal Instructions for changes to the Submittal requirements. |
| 21 |
| Schedules B.1, B.2 and B.3 – Pricing |
| - |
| Each sheet of the Pricing Schedule has a column to identify whether the item is subject to tariff and the percentage of cost attributed to tariff. Is it DOC’s intention to allow a price adjustment (up/down) on these items if the percentage of cost attributed to tariff at contract implementation is different than the percentage of cost attributed to tariff at the date of RFP submission? |
| Yes, it is the intent of the State to identify the tariff pricing in the RFP to allow for price adjustment (increase/decrease) based on tariff percentages at contract award, as well as for the life of the contract. |
RFP language: The Contractor must adjust or remove any tariff surcharge immediately if it is rescinded or decreased by the government. Any request for an increase in price due to tariffs should include public price indices or other independently verifiable price or tariff information, that the State would use to review and consider a price change request. Please note that the Contractor must also automatically adjust for pricing if the tariff is removed or decreased and notify the State of any such decrease in pricing.
| 22 |
| Schedule A - 2.7.A |
| 17 |
| Section states that the contractor must be willing to work with MDOC and Advanced Technologies Group, L.L.C. (ATG) in the future to potentially integrate into the COMS system. Will MDOC or the food service contractor be responsible for such integration costs? |
| At this time, the State is unaware of the full extent of or need for awarded contractor(s) to integrate with ATG’s COMS system. Therefore, if during the life of the resulting contract the State decides it needs to move forward with contractor integration with the COMS system, the Contractor will be permitted to identify the scope and cost of the integration and begin negotiating with the State. |
| 23 |
| Schedule B |
| B.3 |
| Would MDOC please provide more detail on items that include "all sizes", "large", "medium", and "small" in their descriptions? Providing detailed minimum specifications for each item - such as brand, make, model (or comparable) will ensure MDOC receives not just the product, but also the quality desired. Pricing items such as attachments required for specific equipment (such as mixer items 50-59) requires specifying the make, brand, model of the intended equipment they are applicable to. The guage of stainless steel is important to note given the impacts of this on cost and durability (such as sheet pans item 91 and 92). Without knowing the intended use of an item contractors may be guessing on the proper product (such as item 140 Cabinets - All types). Additional clarification is needed on items such as 157 and 158 (Blenders, toasters) to ensure proper items/specifications are being quoted and pricing comparisons are made on equal products. Further, freight costs for small wares orders are a significant cost factor that is highly dependent on quantities ordered and/or numbers of different products ordered, as well as the destination of the order. Detailed specifications will ensure MDOC is getting pricing for products that will ensure the best balance of cost and durability in the various food service operations. |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| It is possible that the U.S. will impose additional tariffs from China or other importing Countries during the term of the contract, will the State allow a price increase if an item is effected by a U.S. imposed Tariff |
| Yes, it is the intent of the State to identify the tariff pricing in the RFP to allow for price adjustment (increase/decrease) based on tariff percentages at contract award, as well as for the life of the contract. |
RFP language: The Contractor must adjust or remove any tariff surcharge immediately if it is rescinded or decreased by the government. Any request for an increase in price due to tariffs should include public price indices or other independently verifiable price or tariff information, that the State would use to review and consider a price change request. Please note that the Contractor must also automatically adjust for pricing if the tariff is removed or decreased and notify the State of any such decrease in pricing.
| 25 |
| Schedule B |
| B.3 |
| Schedule B Small wares, do you want quotations on US produced products or are you open to non-U.S. produced products that are priced lower? |
| May be US or non-US products. |
| 26 |
| Schedule B |
| B.3 |
| Items 157 thru 163, there is not enough information to quote, can you provide types, model numbers or a reference to what is currently being used ? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 27 |
| Schedule B |
| B.3 |
| Items 120 thru 143, if all types and all sizes need to be quoted on can you provide a list of each item that is required or add the items with descriptions to the RFP ? |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 28 |
| Schedule B |
| B.3 |
| Small Equipment, can you specify the size or number of compartments on items 144-148 & 153 , There is not enough information to quote. |
| See revised Proposal Instruction, revised Schedule A, Section 1.3 and revised Schedule B, Worksheet B.3. |
| 29 |
| Schedule A, 4.1 Price Term |
| 23 |
| The end date is listed as “June 31,” but there are only 30 days in June. What is the correct end date? |
| See revised Schedule A |
| If there is a variance between your spec and the product you may currently be using, our understanding is to follow your spec. If we want to explore an item we feel is improved from that of your spec, would you be open to this review? |
| The State is looking for equal or better to the specification listed in Schedule C. Whichever product you propose, you will be sending us in your submittal binders the nutritional and data sheets. We will be using them to determine if your company “moves on” to the next step in the evaluation process and to make best value determinations. |
| For line 177, the Polish Sausage spec says that the product needs a minimum of 13 gr. of protein, but the current Jennie-O product you are using has 11.3 gr. Are you looking for an item with a higher protein level? |
| Yes. |
| Can Vendor quote two tier pricing for line # 38 beverage milk skim half pint, line #39 beverage milk skim 5 gallon, and line # 155 Ice Cream PC 4 oz? (one tier for Upper Peninsula facilities, and one tier for the lower peninsula facilities) |
| No. Pricing must be uniform state wide. |
| 33 |
| Schedule C |
| 3, line 28 |
| Please clarify the USDA requirements regarding specification for canned beets |
| See Revised Schedule C. |
| 34 |
| Schedule C |
| 3, line 29 |
| Please clarify the USDA requirements regarding specification for canned peaches |
| See Revised Schedule C. |
| 35 |
| Schedule C |
| 5, line 54 |
| Please confirm that product must be vacuum packed |
| See Revised Schedule C. |
| 36 |
| Schedule C |
| 5, line 55 |
| Please confirm that product must be vacuum packed |
| See Revised Schedule C. |
| 37 |
| Schedule C |
| 5, line 60 |
| Please confirm that product must have no artificial sweetners |
| Confirmed, no artificial sweeteners allowed. |
| 38 |
| Schedule C |
| 9, line 149 |
| Please clarify the USDA requirements regarding specification for frozen green beans |
| See Revised Schedule C. |
| 39 |
| Schedule A |
| 8, D.2 |
| On what basis will the 14 day inventory be calculated? |
| On a continuous, rotating basis. Always 14 days out. |
| 40 |
| Schedule A |
| 24, 4.2.A. |
| Please define the Adjustment Period |
| See Schedule A, Section 4.1 Price Term |
| Is an online ordering platform a requirement? |
| No, an online ordering platform is not a requirement, it is a preference. The ability for a Contactor to provide an online ordering platform may be used in determining best value. |
| What is the frequency that orders will be placed with bidders awarded contracts? Will they be weekly, monthly or some other time frame? |
| Order placement will be as needed to meet requirements. Could be weekly, monthly or some other time frame as necessary. See Schedule A, Section D. Product Availability, Warehousing, and Inventory Management, See Schedule A, Section 6.2. Delivery Time Frames |
| Can the suppliers set minimum shipment sizes? Or will they be required to ship an order no matter how small it is? |
| See Schedule A, Section 5.2. Minimum Orders |
| This does not appear to be a prime vendor contract; however, are you looking to minimize the number of suppliers you use? |
| See Schedule A, INTENT |
| 45 |
| Schedule A |
| - |
| In Schedule A, some specifications are listed as preferred. What does that mean? |
| Those items noted as preferred, while not mandatory, will be a best value consideration. |