Questions Answers 3_final.pdf

S-DASOBO-00013701 USDA CNP Food Distribution Agreements Page 1 of 5

Questions & Answers #3 Questions submitted before 11/13/2025 at 8:00am

Request for Proposal (RFP) S-DASOBO-00013701

USDA Child Nutrition Program Food Distribution Agreements

Question #1:

Attachment A Section 1.6.3, page 6 – Verbiage states “Agency and all RA’s shall be given the immediate benefit of any price decrease Contractor offers to any other customer.” If proposer is not aligned with the exact verbiage stated in Attached A, can alternate verbiage be proposed with submission?

Answer:

There will be no negotiations outside of the Statement of Work (Exhibit A: Description of the Goods and Prices). Please review section 5.4.1 – Negotiations in the RFP for outline of what can be negotiated and what needs to be suggested language change within the timeframe given.

Question #2:

Attachment A Section 1.8.13, page 9 – Verbiage states: “During the record-retention period established in this Section, Contractor shall permit Agency and its duly authorized representatives, and the federal government access to the Records at a reasonable time and place for purposes of examination and copying.” If proposer is not aligned with the exact verbiage stated in Attached A, can alternate verbiage be proposed with submission?

Answer:

There will be no negotiations outside of the Statement of Work (Exhibit A: Description of the Goods and Prices). Please review section 5.4.1 – Negotiations in the RFP for outline of what can be negotiated and

Question #3:

Attachment A Section 2.20, pages 19-20 – Verbiage states: “During the record-retention period established in this Section, Contractor shall permit Agency and its duly authorized representatives, and the federal government access to the Records at a reasonable time and place for purposes of examination and copying.” If proposer is not aligned with the exact verbiage stated in Attached A, can alternate verbiage be proposed with submission?

S-DASOBO-00013701 USDA CNP Food Distribution Agreements Page 2 of 5

Answer:

There will be no negotiations outside of the Statement of Work (Exhibit A: Description of the Goods and Prices). Please review section 5.4.1 – Negotiations in the RFP for outline of what can be negotiated and

Question #4:

Attachment A Section 2.5, page 12 – Verbiage states that invoice must include Price Agreement number and Ordering Instrument number. Please advise if a purchase order number will be acceptable to meet the requirements detailed on the invoices.

Answer:

There will be no negotiations outside of the Statement of Work (Exhibit A: Description of the Goods and Prices). Purchase Order Number will not be sufficient – the Price Agreement Number is required for invoicing documentation.

Question #5:

Attachment A Section 2.7, page 13 – Can proposer submit a detailed document regarding their order guidance in relation to cancellations, inspections, and acceptance if it differs slightly from the verbiage included in the RFP?

Answer:

There will be no negotiations outside of the Statement of Work (Exhibit A: Description of the Goods and Prices). Please review section 5.4.1 – Negotiations in the RFP for outline of what can be negotiated and

Question #6:

I have products from multiple manufacturers that use items for processing “end products” that don’t meet the dropdown specs.

For example, Integrated foods offers a “commodity” grilled cheese but there is not a matching drop down.

Also, Hormel- Items like White/Dark roast or a combo deli meat pack. Are those type of items not to be included?

Answer:

Price Agreements will be awarded for the End-products in the drop-down list only. The list of end-product categories was based on survey results that helped ODE put together a list of the most

S-DASOBO-00013701 USDA CNP Food Distribution Agreements Page 3 of 5 demanded/needed end-products. Processors may only propose for any end-products that are listed in the dropdown.

If the end-product is in the drop-down menu, the specification of white/dark roast would be included the Full Product Description column of Attachment E – Product Specifications.

Question #7:

Is this bid for items that used to be known as “Brown Box” but now USDA Foods?

Answer:

No, “brown box” (aka Direct Delivery) USDA Foods are procured at the national level through AMS, not through state SDA. This RFP is limited to Price Agreements with USDA-approved food processors participating in the ODE USDA Diversion-Processing program for USDA-apples, beef, cheese, chicken, fish, peanuts, pork and turkey processed end-products commonly used in Oregon CNP K12 nutrition.

Question #8:

In "Attachment C" the RFP requires an "Oregon Business Registry Number". How are we able to locate this information for our company?

See section 5.3.3 Business Registry of the RFP

Question #9:

On Attachment D – Reference Check Form, do the three (3) references have to be from Oregon or can we use neighboring states for references?

See section 3.4.4 References of the RFP for a description of references to provide.

Question #10:

For Addenda 2 Attachment E – Product Specs, are we able to edit the document to allow for Wrap Text, extending the columns, etc., so we can ensure all of the information being entered is readable?

Answer:

Proposers cannot edit the document to make format changes. The full text is visible in the formula bar which is the rectangular field located below the ribbon and above the worksheet grid. When

S-DASOBO-00013701 USDA CNP Food Distribution Agreements Page 4 of 5 clicking/selecting a cell, its whole content is shown in the formula bar. Agency will be able to format the spreadsheet for evaluation.

Question #11:

In Attachment E – Product Specs Column AR asks about Price Per Case (DFV not included), can you clarify what you are asking for (i.e. are you referring to the USDA Food Value Per Case)?

Answer:

Yes. Donated Food = USDA Food, so DFV = USDA Food Value per case on the SEPDS. Also, clicking any cells in the Price columns will trigger a help text that explains DFV is for ‘Donated Food Value’.

Question #12:

"Attachment K" references a "Performance Bond". Is a bond required for this RFP?

Answer:

Performance Bonds are not required for this project, this question is assuring that the Proposer has financial coverage for defective workmanship based on coverage of at least one of the items listed (and what is required by the RFP).

Question #13:

Addendum 3 states that “Addendums including acknowledgements” need to be included in our submittal. However, the Q&A dated 11.04.25 states “At this time, posted Addendum #3 is the only Addendum requiring an acknowledgment”. Could clarify if all addendums need to be acknowledged and included in the submittal (pursuant to Addendum 3), or if only Addendum 3 needs to be acknowledged and submitted (pursuant to the Q&A dated 11.04.25)?

Answer:

The answer is unchanged. “Amendment acknowledgement is only required if a signature line is on the amendment/addendum and it is explicitly stated.” Any future amendment/addendum requiring acknowledgement will also have a signature line.

Question #14:

The technical proposal asks for the proposer to “provide a comprehensive management plan…” Could you please clarify and specify what the District is asking proposers to submit and expand on what the District is seeking to be included in the Comprehensive Management Plan?

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This is not a District RFP. Review sections 3.4.2 Technical Proposal and 4.10.22 Evaluation Item 2 – Proposer’s technical plan and knowledge of the RFP.

Please review all Addenda for updated language in all sections.

Question #15:

Are you able to provide us with an estimated case usage and/or the historical usage?

Answer:

The State currently does not have statistics available for USDA foods processed end-product case usage over the years. End-products are procured directly by agencies and the RFP does not constitute a commitment that any USDA Donated Foods will be shipped to processors for the production of end-products.

END OF QUESTION & ANSWERS #3