RFB 28326-JB Amendments 1-4.pdf

AMENDMENT NUMBER 1 – Site Visit, Questions/Answers Due Date Changes April 15, 2021

Request for Bid #28326: Prime Vendor Food Distributor

Bidders must read the information contained in the following Amendment and understand that the bid of your company is predicated upon its contents.

Revision to RFB Document The following requirements, terms and conditions have been restated as follows. New language is presented in red bold below and deleted language is presented with a strikethrough.

6.1 CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed. If the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

April 2, 2021 Date of Issue of the RFB April 13, 2021 5:00 PM CT Questions Due (Round 1)

April 13, 2021 5:00 PM CT Site Visit names/birthdates due for security background checks

April 16, 2021 Responses to Questions Posted (Estimated) April 19, 2021 @ 10:00 AM CT Bidder Conference/Site Visit

April 22, 2021 Bidder Conference Questions/Answers Posted (Estimated)

April 20, 2021 5:00 PM CT Questions Due (Round 1)

April 20, 2021 5:00 PM CT Site Visit names/birthdates due for security background checks

April 23, 2021 Responses to Questions Posted (Estimated) April 26, 2021 @ 10:00 AM CT Bidder Conference/Site Visit

April 30, 2021 Bidder Conference Questions/Answers Posted (Estimated)

May 6, 2021 @ 2:00 PM CT Bids Due from Bidders May 14, 2021 – estimated Intent to Award July 1, 2021 Contract Start Date

6.5 BIDDER CONFERENCE – SITE VISIT

A mandatory Bidder Conference and Site Visit will be held April 19, 2021 at 10:00 AM April 26, 2021 at 10:00 AM. The site visits will begin at Waupun Dairy, 900 S. Madison St., Waupun, WI 53963, proceed to BCE’s Industries Distribution Center, and conclude at Dodge Correctional Institution.

Due to COVID-19, visitors shall wear a mask and gloves and shall have no more than (2) company representatives at the site visit. Failure to adhere to these instructions may restrict the Bidder’s access to the facilities.

Bidders planning on attending should contact Charlene Orsted at charlene.orsted@wisconsin.gov, to arrange calling or faxing names/birthdates for a maximum of two attendees, no later than April 13, 2021 April 20, 2021.

Any questions raised during the site visits must be submitted in writing to the Procurement Specialist;

do not contact the foodservice or loading dock personnel for clarification or discussion. Failure to inspect State facilities, delivery locations, loading docks, or facility infrastructure shall in no way relieve the vendor from the obligations that may be required to respond to, and carry out the intent of the Contract.

mailto:charlene.orsted@wisconsin.gov

AMENDMENT NUMBER 2 – Questions/Answers Round 1 April 26, 2021

Request for Bid #28326: Prime Vendor Food Distributor

Bidders must read the information contained in the following Amendment and understand that the bid of your company

The following responses are presented in red, below.

1. What is the current fixed fee for all categories?

Supplier's Fixed Fee per Food Category

Unit

Dry Groceries $0.95 case Canned Goods $0.95 case Cereal $0.95 case Frozen $0.95 case Refrigerated $0.95 case Dietetic/Medical $0.95 case Produce $0.95 case Eggs $0.95 case Cheese $0.08 pound Meats-Poultry-Fish $0.08 pound Religious Menu Items $0.95 case Baking Ingredients $0.95 case

2. What categories are currently supplied by the prime vendor? If they are not supplied by the prime vendor who are they supplied through and what is the current fixed fee – dry goods, canned goods, frozen, refrigerated dairy, produce, meat-poultry fish, medical, misc. supplies, and USDA commodities?

The current prime vendor supplies all categories for the above fixed fees (except for Waupun Dairy products, USDA commodities, most food service disposables, most spices and seasonings, and most fresh bakery items).

Supplier's Fixed Fee per Commodity Category (USDA Commodities)

Per case

Dry $1.45 Frozen/Refrigerated $1.45

1.4.5 Non-Food Items

Non-food items such as disposable paper products, paper towels, napkins, tissue, cleaning and dishwashing products, small kitchen equipment, dishes, pans, stainless steel tableware, can liners, poly bags, etc., are not included in this Solicitation. The State currently has Contracts in place for these categories. Contractor may be a back-up supplier for exceptions and/or items needed but not available on those contracts.

1.4.6 Work Center Requirements and Contracts

Wis. Stat. § 16.752 requires state agencies and campuses to purchase goods and services from Wisconsin certified work centers. Work Center contracts currently exist for spices, seasonings, and non-sterile, disposable gloves. A successful bidder must block the sale of comparable items. The vendor may stock these categories for the state as back-up supplier for instances when the DOA Contract Administrator authorizes an exception for location(s) to purchase from prime vendor contractor.

3. Is your current prime vendor servicing DOA for Waupun Dairy hauling. If not, who is and at what price? Yes.

Waupun Dairy Ice cream and Sherbet Delivery Fee/case

$1.82

Waupun Dairy Milk Skim 1/2 Pt Delivery Fee/per crate

$2.22

Waupun Dairy Milk Skim 5-Gal Delivery Fee/per crate

$2.37

4. If servicing the DOA for Waupun Dairy Hauling is the distributor required to hold items at their warehouse? Who is responsible for shrinkage and spoilage of these products?

Ice cream and sherbet must be held at Contractor’s warehouse. All packaged skim milk must be collected from Waupun Dairy and may or may not be held at Contractor’s warehouse depending on the Contractor’s logistics needs. Please see Section 3.6.3 Waupun Dairy Product Inventory Rotation.

The Waupun Dairy is responsible for costs related to shrinkage and spoilage that is the fault of the Waupun Dairy. The Customer locations are responsible for costs related to spoilage that is the fault of the Customer location.

3.6.3.2 Vendor’s inventory rotation procedures MUST ensure the delivery of Waupun Dairy milk and Vendor supplied milk to the Agency locations with a minimum of seven (7) days shelf life remaining.

Transportation vendor will be responsible for all costs of replacing milk which has spoiled as a result of vendor’s negligence or inability to deliver according to the established schedule.

5. Will group purchasing program pricing be accepted?

Yes. Pricing must be provided in the Bid Price Workbook (attachment B) according to the instructions provided.

These programs can allow for lower cost high quality food items being available on Contract, allowing the contractor to pass on cost savings to the Agencies, which is always welcome.

6. Is the DOA bid currently on a group purchasing program?

Yes. Current contractor is a member of UniPro Foodservice.

7. Should prices include vendor/supplier deviations?

Yes. Columns L-P in the Bid Price Sheet need to include Brand, Bidder Product Number, Manufacturer’s Product Number, Bidder Number per Case and Bidder Pack Size of product in pounds or # of cases.

8. Do specific pack sizes and brands need to be met; can alternatives be listed?

5.2 PRICE SHEET INSTRUCTIONS

To ensure equity in comparing product pack size and pricing structures, bidders should bid on the pack size specified or as close as possible. For items that are bid by the case, the total weight of bidder’s pack size and quantity bid, must be equal to or greater than the original specified pack size and weight. The Department reserves the right to accept minor packaging or pack size variations as long as both products are within the same pricing structure.

The stated brands for the Medical Nutritionals and the shelf-stable Kosher Entrées are such products. DHS product testing may need completing prior to a change in Medical Nutritional brands, if the alternate brand bid is not acceptable to the Agency. DOC product testing is needed before DOC will agree to purchase an alternate brand of Kosher Entrée Trays.

9. What are accepted product substitution procedures?

3.5.2 Out of Stock Items

Product substitutions may be made upon mutual agreement of vendor and ordering location prior to shipment.

Such substitutions shall be made only by furnishing an equal or better quality and/or grade product than originally specified, at no additional cost to the Agency. The Participating Agencies will be the sole judge of acceptable substitutes.

The vendor shall notify the ordering location at time of order entry as to any ordered item indicated as out of stock or shorted. Substitute equivalent products shall be offered the Participating Agencies by the vendor when out of stock product situation occurs. Failure to provide substitute equivalent products for "out of stock" products shall subject the vendor to the non-delivery penalty.

Invoices to denote all items and quantities as ordered. Any shorted items must be noted.

NOTE: The Participating Agencies reserve the right to purchase any and all products from other vendors when the Prime Vendor does not stock or have the required products readily available.

3.5.3 Product Substitutions

Product substitutions will not be allowed unless inventory of the item ordered is out and prior approval from the ordering location is given. Every attempt shall be made by the vendor to offer an item of comparable quality and cost. The State will be the sole judge of acceptable substitutes. The vendor must provide detailed specifications and nutritional information for any item that is being substituted to the ordering location.

If a substitution is made that costs more than the product originally ordered, the substituted product shall be sold to the ordering location at the same price per serving as the product originally ordered. If a substitution is made that costs less than the product originally ordered, the substituted product shall be sold to the ordering location at the lower cost with the normal mark-up rate applied.

All substitutions shall be noted on the invoice. In addition, the originally ordered product shall be left on the invoice and show zero shipped.

10. Are the same delivery drivers required to deliver at DOC sites?

Only delivery drivers that have received security clearance, in advance of making a delivery, will be allowed to deliver to DOC sites. Any of the approved drivers may deliver to any of the DOC sites. The same driver servicing the same DOC sites is not required.

a. What are the security requirements?

This is in Appendix 9 DOC Contractor Site Access - DOC Rider

b. Who will pay for the cost of background check requirements?

The Contractor is required to pay the cost of any background check service utilized by the Contractor.

The DOC and DHS conducted background checks are conducted at no cost to the contractor.

11. Can a bidder still be considered and awarded if not bidding dairy, specifically milk products?

To be considered a responsive bidder, bidder must provide pricing on the following categories:

See section 7.4 Method of Award, now modified to move cheese to Meat-Poultry-Fish tab (in lbs.):

METHOD OF AWARD

DOA will award a contract to a single vendor utilizing a market basket that reflects items commonly ordered by Participating Agencies. The award shall be based on lowest annual price as indicated on the Bid Price Workbook (Attachment B) from a responsive, responsible bidder meeting bid specifications and requirements, which is judged to be in the best interest of the state. Determination of lowest cost shall be determined by summing the grand total lines from the following category worksheets entered on Attachment B: Bid Price Workbook:

Dry Groceries Canned Goods Frozen Refrig Dairy-Egg-Cheese Produce Meat-Poultry-Fish-Cheese Waupun Dairy Hauling

12. What is the expected usda delivery, once weekly, twice weekly?

At a minimum, the USDA delivery must be provided one a month during months product is available.

Contractors may direct ship product to the customer locations as long as the delivery arrangements with the customer locations are agreeable and made in advance.

13. What is the usage for misc. supplies?

This category ranges from 1-150 cases annually and are generally low volume/frequency due to other mandatory state contracts.

14. The summed amount of prime cases and milk on the “locations and requirement sheet” total equals 24188. This seems to be less cases than the cases on provided in the bid pricing work sheet. Can this discrepancy be explained?

The case estimates on Appendix 1 Locations and Requirements are rough estimates of average number of cases per delivery per location provided to give an idea of the quantities by location.

15. What is the annual cases and purchase value of the bid separate by category? The original bid stated 27million.

This is not available. Prime vendor food is approximately 27 million dollars annually with Waupun Dairy distribution adding approximately 6 million dollars (hauling fee only at rates stated in #3 above).

16. Can an unprotected excel of the market basket be provided?

No, the Bid Price Sheet workbook needs to remain protected.

17. Question on section 5.3, paragraph copied and highlighted below - Please confirm the definition of Landed Cost and vendors are to include in the actual price paid including any inbound freight and associated cost to establish the vendors “laid in cost” or the delivered cost from the supplier to the vendor.

Section 5.3, paragraph 2 is amended to state:

Actual Price is defined as “Landed Cost” or invoiced cost, less promotional allowances and freight.

Bidder Base Cost is defined as invoiced cost, minus freight, promotional allowances, and discounts.

18. Also confirm responders are to only use the invoice price and freight in their response, no promotional allowances or bid price allowances are to be applied. “Base price is defined as laded in or invoiced cost, minus freight and promotional allowances or discounts.”

This is confirmed. Bid Price Worksheet (Attachment B) requires base cost and freight cost to be broken out separately. Section 5.3 also states that potential volume or early pay discounts that bidders may offer will not be part of the award process for this bid. However, this does not preclude the awarded vendor from offering discounts during the length of the contract period.

19. Question on Attachment B Instructions tab, do you want a fixed fee per pound for these categories?

In the example given Meats-Poultry-Fish tab the item sirloin is a 6-pound case priced at 6.99 per case plus .81 freight = 7.80 per pound case making the product 8.05 per pound.

Workbook is corrected to pounds rather than cases, for the Meats-Poultry-Fish sheet. Workbook is changed to move cheese into the Meats-Poultry-Fish-Cheese sheet. Attachment B Bid Price Workbook REV 1.xlsx is now replaced with Attachment B Bid Price Workbook REV 2.xlsx

20. There is no formula for calculation in cell “O91” Workbook is corrected to include the formula. Attachment B Bid Price Workbook REV 1.xlsx is now replaced with Attachment B Bid Price Workbook REV 2.xlsx

21. Line 88 Beef stick list the case weight at 45 pounds, it should be 4.5 pounds.

The formula referenced in cell N26 is =+(D26*E22)/K26 it should be =+(D26*E26)/K26 The formula referenced in cell N27 is =+(D27*E23)/K27 it should be =+(D27*E27)/K27 Workbook is corrected to include the correct weight and N26, N27 lines are corrected. Attachment B Bid Price Workbook REV 1.xlsx is now replaced with Attachment B Bid Price Workbook REV 2.xlsx

AMENDMENT NUMBER 2 – Questions/Answers Round 2 April 30, 2021

Request for Bid #28326: Prime Vendor Food Distributor

Bidders must read the information contained in the following Amendment and understand that the bid of your company

The following responses are presented in red, below.

1. Sysco Baraboo would like to request a bid extension for the bid due date of 05/06 for RFB 28326 if possible.

Calendar of Events is now revised to extend the bid submittal due date/time by two weeks to May 20, 2021 @ 2:00

PM CT

CALENDAR OF EVENTS

Listed below are important dates and times by which actions related to this Request for Bid shall be completed.

If the Procuring Agency finds it necessary to change any of these dates and times (except estimated dates and times), it will do so by posting an amendment to this RFB on Wisconsin eSupplier Portal.

DATE EVENT

April 2, 2021 Date of Issue of the RFB April 13, 2021 5:00 PM CT Questions Due (Round 1)

April 13, 2021 5:00 PM CT Site Visit names/birthdates due for security background checks

April 16, 2021 Responses to Questions Posted (Estimated) April 19, 2021 @ 10:00 AM CT Bidder Conference/Site Visit

April 22, 2021 Bidder Conference Questions/Answers Posted (Estimated)

April 20, 2021 5:00 PM CT Questions Due (Round 1)

April 20, 2021 5:00 PM CT Site Visit names/birthdates due for security background checks

April 23, 2021 Responses to Questions Posted (Estimated) April 26, 2021 @ 10:00 AM CT Bidder Conference/Site Visit

April 30, 2021 Bidder Conference Questions/Answers Posted (Estimated)

May 6, 2021 @ 2:00 PM CT Bids Due from Bidders May 20, 2021 @ 2:00 PM CT Bids Due from Bidders May 14, 2021 – estimated Intent to Award June 1, 2021 Intent to Award July 1, 2021 Contract Start Date

2. No amendments were changed to the market basket yet correct?

Amendment 2 made corrections to some cells (see #11, and #19-#21 in Amendment 2) but items were not modified. This Amendment (3) makes a correction and deletes several items identified as opportunity or spot buys that are not always available in the open market.

Attachment B Bid Price Workbook REV 2.xlsx is now replaced with Attachment B Bid Price Workbook REV 3.xlsx

The following items were removed and worksheet items re-numbered:

Line Group: Frozen Current Pack Size

Case or Pounds Cases Needed All Agencies

15 Cheese Fiesta Shredded Frozen 6/5# 30 3101 27 Eggs Whole Frzn Scrmbld mix 6/5# 30 4280 54 Potato Cakes Tri-Tators 6/5# 30 971 58 Tater Tots/Bites 8/5# 40 1135

Line Group: Meat-Poultry-Fish Current Pack Size Pounds

Cases Needed All Agencies

Lbs Needed All Agencies

4 Beef Ground 80/20 Frozen 8/5# 45.00 241 10845.00 21 Bratwurst Beef/Turkey or CHIX 40/4Z 10 1033 10330 24 Chicken Breast Boneless Skinless Random IQF 4/10# 40 2316 92640 25 Chicken Brst Dcd FC 1/2" 10# 10 946 9460 31 Chix Brst Filet Brd Raw 40/4Z 10 1101 11010 32 Chix Brst Fillet Raw 20# 20 480 9600 43 Chix Patty Friter Brd Raw 80/4Z 20 2579 51580 48 Fish Pollock Brd Crnch 2Z 30# 30 1229 36870 50 Fish Stick Brd 160/1Z 10 1115 11150 58 Pollock Crispy Battered 30# 30 697 20910 63 Roast Beef Ends/Pcs 2/10# 20 561 11220 67 Sausage Link Trky Seasond 320/1Z 20 784 15680 72 Turkey Brst Sknls Or Wmfz 2/9# AVG 18 1975 35550 73 Turkey Cured Dark 2/10# 20 1150 23000 84 Beef Ground 80/20 Fresh 2/10# 20 417 8340

103 Cheese American Shreded 4/5# 20 893 17860

Note: Appendix_9_DOC_Contractor_Site_Access_-_DOC_Rider.docx is now replaced with an updated revision, Appendix_9_DOC_Contractor_Site_Access_-_DOC_Rider REV 1.docx

3. If all bidders meet the mandatory requirements will the award be made on the total value of the bid price worksheets or are there other factors that will be considered?

No factors other than the mandatory requirements and the summed grand total lines from the seven worksheets identified in the Method of Award (Section 7.4) will be considered.

See section 7.4 Method of Award:

METHOD OF AWARD

DOA will award a contract to a single vendor utilizing a market basket that reflects items commonly ordered by Participating Agencies. The award shall be based on lowest annual price as indicated on the Bid Price Workbook (Attachment B) from a responsive, responsible bidder meeting bid specifications and requirements, which is judged to be in the best interest of the state. Determination of lowest cost shall be determined by summing the grand total lines from the following category worksheets entered on Attachment B: Bid Price Workbook:

Dry Groceries Canned Goods Frozen Refrig Dairy-Egg-Cheese Produce Meat-Poultry-Fish-Cheese Waupun Dairy Hauling

4. Cell Q7 on the Refrigerated Dairy Egg tab has an incorrect formula that does not allow a fixed fee to be entered and restricts the calculation extensions.

Cell Q7 is now corrected to a bidder entry cell for the fixed fee.

5. Is the response to the question #5 (Amendment 2) “yes” intended to indicate GPO price will be allowed for use in the awarded contract, but not yes for the special GPO pricing to be allowed in responders price response? Unipro is a buying cooperative and not a GPO (Group Purchasing Organization). The current contract is not included in any GPO / group purchasing program.

Yes, GPO pricing can be used in the awarded contract to produce additional savings to the state, but pricing provided in the Bid Price Workbook (Attachment B) must be invoice price and freight, no promotional allowances or bid price allowances applied.

6. We are requesting confirmation in responding to the RFB it is required responders’ prices are to specifically use the “invoice price and freight in their response, no promotional allowances or bid price allowances are to be applied” If a responder has a group purchasing program pricing can only be used in the RFB response if it fits this definition.

Typically, GPO prices are in the form of a bid price allowance for a specific customer. By definition, the RFB clearly states no promotional allowances or bid price allowances are to be applied”. The primary purpose of a GPO/group purchasing program is for a distributor to secure allowances, bid prices, price deviation and promotional allowance from manufacturers, vendors, and suppliers. Confirm GPO/ group purchasing programs cannot be used in the price response to this RFB.

Pricing provided in the Bid Price Workbook (Attachment B) must be invoice price and freight, no promotional allowances or bid price allowances applied.

7. When entering the “laid in cost” confirm the word minus means to not include and does not mean to subtract.

(Minus freight, promotional allowances, and discounts).

In Attachment B, Bid Price Workbook REV 3, Column O is Bidder Base Cost per Case or Pound, Column P is Bidder Freight Cost per Case or Pound.

Section 5.3, paragraph 2 is amended to state:

Bidder Base Cost (Column O) is defined as invoiced cost, minus freight not including freight, promotional allowances, and discounts.

AMENDMENT NUMBER 4 – Revised Attachment B, Bid Price Workbook.xlsx (REV 4), Added Bid Factor for Optional Services Upload

May 14, 2021

Request for Bid #28326: Prime Vendor Food Distributor

Bidders must read the information contained in the following Amendment and understand that the bid of your company

The following requirements, terms and conditions have been restated as follows.

Attachment B Bid Price Workbook REV 3.xlsx is now replaced with Attachment B Bid Price Workbook REV 4.xlsx

The following items were removed and worksheet items re-numbered:

Line Group: Frozen Current Pack Size

Case or Pounds Cases Needed All Agencies

20 Dinner Loaf Ptty Beef/Chx 120/4Z 30.00 1723 64 Waffles Rounds 144/1.25 case 3856

Line Group: Meat-Poultry-Fish Current Pack Size Pounds

Cases Needed All Agencies

Lbs Needed All Agencies

55 Sausage Link Cajun 3.2Z 50/3.2Z 10.00 6841 68410.00 85 Cheese Mozzarella Shrd Fz 4/5# 20.00 1432 28640.00

The following item was added and worksheet items re-numbered:

Line Group: Meat-Poultry-Fish Current Pack Size

Pounds Cases Needed All Agencies

Lbs Needed All Agencies

3 Beef Ground 80/20 Frozen 8/5# 45.00 241 40400.00

Medical worksheet is revised to allow only a single Bidder Fixed Fee per Case for all items.

Bid factor section is added to eSupplier for bidders to upload the detailed response for the value-added or ancillary services; those ‘extras’ that go beyond the basics of competitive prices & delivery services listed in Section 3.8, Value-Added Services – Optional. This section is optional and is not included in the Method of Award.

Bid Factor section added for bidders to acknowledge that they are submitting Attachment B Bid Price Workbook REV 4.xlsx. Submitting previous versions of the Bid Price Workbook may result in bid being considered unresponsive.