RFP Addendum 3- S-10700-00013784.docx

REQUEST FOR PROPOSAL

ADDENDUM

DEPARTMENT OF ADMINISTRATIVE SERVICES

STATE PROCUREMENT SERVICES

For

FOOD SERVICE PRODUCTS

Addendum #3

RFP # 10700-00013784

Addendum #3 Issue Date: August 4, 2025

RFP Issue Date: July 17, 2025 RFP Closing Date and Time: September 25, 2025 at 2:30 PM

RFP Closing Date and Time: No Change New RFP Closing Date and time: September 25, 2025 at 2:30 PM

RFP # 10700-00013784

Addendum #3

This Solicitation Addendum is issued to the above referenced RFP and forms a part of the contract documents and may modify the original scope of work, specifications, requirements and deadlines. Except as changed by this Addendum, all terms, conditions, scope of work, plans, specification, requirements and deadlines in the original RFP and previous addenda remain unchanged.

PLEASE NOTE THE FOLLOWING ARE QUESTIONS AND ANSWERS ONLY! The answers will not change the scope of work and are intended for clarification purposes.

Q – Pricing Term - Could you please provide the effective dates for this RFP? We need to know the contract dates for the pricing terms, specifically whether they are for the 2025/2026 or 2026/2027 SY.

A – Price Agreements as defined under 125-246-0110(111) have no guarantee of minimum or maximum purchase and is not a contract until an Ordering Instrument is issued against it. See 125-246-0110(111)(c). Any Price Agreements issued will be in accordance with the solicitation criteria. The Price Agreement(s) will be issued after proposal close date, evaluation and negotiation as well as final draft of Vendor specific Price Agreements. Respectfully, we know putting together a proposal is time consuming and costly, but the best I can give you is an estimate. The anticipated issuance of Price Agreements will likely affect fiscal year 26/’27 but may be in place soon enough to have pricing put together for fiscal year ‘25/’26.

Q – Tech Proposal - Is this submitted on a separate sheet of paper and we need to list each items we are proposing to supply.

A – A Technical Proposal will address all Evaluation of items not otherwise addressed in the other submitted documents. The proposal should clearly state the Type and Category’s being proposed and enough pricing to compare against like proposals. If the items being proposed differ from the categories and items worksheet create a separate sheet and provide a comprehensive sampling of those items.

Q – Disclosure Exemption Certificate; if we are not requesting an exemption then do we not need to include this form?

A – This document is a required document. If you are not seeking an exemption, make a note stating this is not applicable.

Q – How to correctly indicate price on the Produce and Fresh Dairy Tabs of the Food Service Product. The Foodservice Product award worksheet requests fixed pricing for products, but page 11, section 1.3.12 of RFP Att A states that pricing can be changed weekly for products and monthly for dairy. Should the worksheet be filled out with the correct pricing for the specific week the bid is being created, with the expectation that a weekly and monthly price list will be provided for these categories throughout the program's administration? If so, will audits be conducted requesting verification of the most recent price list pricing compared to invoices?

A – For the Proposal a set of fixed pricing must be submitted. That pricing will be static for the duration of the evaluation and negotiation stages where the frequency of price changes will be substantiated, once a Price Agreement has been issued the prices will be brought to the most current best pricing available from the vendor under the frequencies as noted in 1.3.12 and elsewhere in the RFP and Sample Price Agreement. The vendors utilizing weekly or monthly price changes which will be both increases and decreases pre current market conditions at the time of change, will be responsible to submit that pricing to the Contract Administrator and the attending Procurement Contract Assistant assigned. Audits are performed periodically and if the numbers seem out of line with PPI/CPI changes, CA will request clarification for the pricing not in line with that.

A- The Food Service Product award worksheet serves a couple of purposes, and one is the finished product for each Price Agreement will be Exhibit A-2. Because it is the proposal worksheet and the a Price Agreement Exhibit I hesitate to call it Exhibit A-2 for the attachments available for download.

A - Please review the RFP. We are accepting proposals for a variety of Food Service Products. If not listed under an appropriate category tab, then submit what you have available. If none of the tabs are appropriate add a tab and the item you have available to the new tab as part of your proposal.

A - Please review the Attachments. The Food Service Product award worksheet has the format of how to submit pricing for evaluation. Please also read the instruction page. Remember to propose those specialized items that are available but not listed either under a particular category or does not have a tab.

A – This was a voluntary Preproposal conference. I cannot inappropriately disadvantage a company who chose not to attend by providing a list of those who did.

A – The list provided are the most commonly sold items from the data collected for Volume Sales Reports. Because this is a Request for Proposal, you may propose other sizes.

A – Per Exhibit A section 1.2.3 proposers are responsible to adhere Federal, State and local laws, rules, regulations and policies. It is the responsibility of each proposer to meet the particular regulations for the product portfolio they manage, and as such may be verified as part of the responsive and responsibility determination by the contract administrator.

A -This is your proposal. A proposer can create separate line items for different state pricing, but should note why.

A - Plastic as it pertains to and is available under applicable laws for Oregon and Washington respectively for Food Service Products.

A – The item list was developed from the most popular items purchased over the past 10 years. Because this is a proposal you can review the items list and determine if these are the same, similar, or different items and eliminate anything that does not apply to what you provide.

Please note: No company is held exclusively to the pricing list, this is a proposal and what is there are guides for you to provide a proposal.

A - Please reference answer 10. Laws, rules, regulations and policies may vary from state to state, and locality to locality, and product to product, please propose accordingly.

A – This is a proposal, please tell me how will you provide for these differences?

A - The Qty Supplied annually is to give us an idea, for evaluations ,of the volume of business your company is able to provide.

A – This RFP has an opportunity for Truck load, Broadline, and Grocery. Truck load may be the most cost effective when a kitchen has the storage space for a truckload of dried goods, or meat. Broadline is for Distributors who can provide the a very wide variety of products and offer a one-stop shop, providing everything from fresh fruits and vegetables to meats to dry goods and beverages, typically in high volumes Grocery indicates specialty distributors who focus on niche product areas or having a limited offering of products

A- While we prefer the proposals being provided as requested in the example documents, this is a proposal and if you are managing your pricing on a markup schedule provide the schedule and fill in the Food Service Product award worksheet with the appropriate formulas to reflect the markup pricing. Remember the items are what you have available, as close as possible to what is listed. You may have less or more items available upon contract award, please indicate so in your response, as DAS SPS would like to contract with each company for their entire Food Service Product list.

A – One time offers and limited time discounts are not provided for in the Food Service Product list or the Catalog List Food Service Product list, but if you have available these types of purchase opportunities please addressed this in your proposal.

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