Vendor Questions - State Responses.xlsx

This is a Vendor Questions and State Responses document for RFP 26-85265 issued by the Indiana Department of Administration (IDOA) and Indiana Department of Education (IDOE) for USDA Foods Warehousing and Distribution Services. The state seeks up to three vendors to manage receipt, storage, and distribution of USDA-allocated food products across five regions in Indiana, with an estimated delivery volume of 353,689 cases to approximately 348 educational institutions during the 2025-2026 school year, with potential renewal for an additional one-year term. The pre-proposal conference is scheduled for October 24, 2025, at 10:00 AM ET, and proposals are due November 17, 2025, at 3:00 PM ET. Vendors must demonstrate at least three consecutive years of experience in public storage warehousing or food distribution and maintain comprehensive warehouse facilities capable of storing dry, cooler, and frozen food items with strict temperature maintenance protocols.

The evaluation will be based on 90 points, with potential bonus points bringing the total to 92 points, with cost proposals normalized so the lowest cost receives 30 points. The state allows USDA Foods to cross state lines if vendors provide details on product housing to ensure FIFO and FEFO compliance; however, each region can only be serviced by a single warehouse, though that warehouse may transfer products to other company locations at the vendor's expense. Contractors must meet Minority and Women-owned Business Enterprise (MWBE) participation goals of 8% for Minority Business Enterprises and 11% for Women Business Enterprises, and comply with Indiana's Veteran-Owned Small Business (IVOSB) subcontractor commitment program. The state pays contractors monthly for handling, storage, and delivery based on invoices submitted, with foods shipped FOB destination by USDA. All vendors must be registered with the Indiana Secretary of State and comply with the Indiana Office of Technology's Information Security Framework standards.