Questions and Answers~34.docx

Questions and Answers

Question 1: The State has a long history of slow payment. April 1, the Illinois Radio network reported that “ … state’s unemployment fund doesn’t have enough money to cover the surge in unemployment benefit claims spurred on by the COVID-19 pandemic…”. Income tax filings are being delayed and income tax revenue is down due to businesses closed.

· As we are all well aware, Illinois currently can run 90 days and beyond in their payment cycle. So, based on the above information what will the impact be on the State’s ability to pay invoices timely? How many days should a vendor plan on before payment is received?

Answer: Central Management Services/Bureau of Strategic Sourcing does not have any authority in the fiscal arena of master contracts. Any questions concerning payments should be directed to the State of Illinois Comptroller’s office.

Question 2: USDA Grading and Case stamping is still required – correct?

· Canned Goods – items over 100 cs

· Condiments – items over 50 cs

· Dehydrated Potatoes

· Meat & Poultry

· Peas, Beans and Rice

Answer: Requirements for USDA Grading and Case stamping can be found in the IFB document attached to each bid in BidBuy. See Section 1.2 SUPPLIES AND/OR SERVICES REQUIRED.

Question 3: Do the quantities shown reflect an estimate for 3 years? The volume on some items is much higher than we expected. A couple of examples are below:

· Commodity 5149-370-2060 50# bag Milk, Dry, Nonfat – we reported movement for the first 15 months of the contract as 71 bags. The quantity on the new bid is 4097 bags. Seems very high.

· Commodity 5142-366-2125 4/5# Hash Browns, Diced – we reported movement for first 15 months of contract as 279 cs which is 5580 lbs. New bid quantity is 646,182 lbs. Again, seems far too high.

· There are other quantities that seem too high, even for a 3 year contract.

Answer: The quantities reflected in the bids are estimates for the term of the contract. Master Contracts are estimated, and the quantities could be higher or lower depending on need.

Question 4: How will the bid openings operate? Will the prices still be publicly read. Or will copies of all bids be made available?

Answer: Below is the current Procurement Code regarding Bid Openings. Due to COVID-19, we will be doing all current bid openings via an electronic WebEX between two State Employees, who will record the bids received. As the food bids begin opening the week of May 18, 2020, we have no way of knowing if we will be able to hold public openings on that future date. However, once a Notice of Award is posted, you may obtain copies of bids via a FOIA request.

30 ILCS 500/20-10

(d) Bid opening. Bids shall be opened publicly or through an electronic procurement system in the presence of one or more witnesses at the time and place designated in the invitation for bids. The name of each bidder, including earned and applied bid credit from the Illinois Works Jobs Program Act, the amount of each bid, and other relevant information as may be specified by rule shall be recorded. After the award of the contract, the winning bid and the record of each unsuccessful bid shall be open to public inspection.

Question 5: In reviewing the above bid there is a statement that core items are needed otherwise the bid is not valid. At this time there are a number of items we are unable to obtain pricing on due to worker shortages and/or unable to obtain pricing in such a short turnaround time as there is no existing working relationship with a manufacturer. Our agency currently has a set aside contract for sheltered workshop so working with open bids is fairly new to us. In short my question is….Why are “core” items needed for a valid bid if the overall goal is for the state to obtain goods at the lowest price? When we are able to obtain pricing for cereal and gelatin? With having such core requirements of various items it seems to knock out the potential for new bidders to submit pricing on.

Answer: It is the State’s intention to make one award for each solicitation to the overall low total bidder. It is in the State’s best interest to have one contract per solicitation \that includes the majority of the items that are ordered by zone for each category. Therefore, if a Vendor cannot provide the number of items listed in each solicitation (including the core items), they will be deemed non-responsive. See Section A.19 for complete explanation of evaluation method.

Question 6: I own a commissary kitchen that manufacture and ship refrigerated and frozen items. We produce beans, rice and vegetables. The frozen items have a shelf life of 6-9 months. Do the requested items have to be canned.

Answer: Please refer to individual solicitations and the line item descriptions for their requirements.

Question 7: We are interested in bidding on some of the food commodity bids. We have not participated in these since the move to these types of contract. I am looking for more information on how these work in regards to pricing updates etc. over the period of the contract. Can you direct me to a resource to find out more about these contract or could you call me at 800.245.5645 x2112.

Answer: We do not have conversations about open solicitations, so no phone calls will be made. Please reference the contract Section 2.5.2. of the IFB document attached to the solicitation in BidBuy for information on the Economic Adjustment Clause.

Question 8: We are wanting to know about the term of the bids. 2 and 3 year bids manufacturers cannot hold pricing for those terms. What is the procedure for price changes. Is the bid renewed after 1 year?

Answer: Please reference the contract Section 2.5.2. of the IFB document attached to the solicitation in BidBuy for information on the Economic Adjustment Clause. Also, please reference the contract Section 3.2 for information on the Renewal.