Copyright © 2010 School Nutrition Association. All Rights Reserved. The Art of Writing Better Bids Presented By Micheline Piekarski, MSM, SNS NIIPC

Copyright © 2010 School Nutrition Association. All Rights Reserved. Presentation Outline Procurement Methods Sections of a Bid Items in a Bid

Copyright © 2010 School Nutrition Association. All Rights Reserved. Bid A formal proposal: –With no negotiations. –Used on clearly priced items available from multiple vendors. –The bid is always awarded to the lowest qualified bidder if a QPL (qualified product list) is used.

Copyright © 2010 School Nutrition Association. All Rights Reserved. RFP Formal proposal that allows negotiations and clarifications after the bid documents are opened. Used when many factors influence price and bid comparison is not a line-by-line comparison. Orders might not be awarded to the lowest bidders, irrespective of quality. It is the intent of the bidding agency to award orders on the basis of quality, price, and delivery.

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section I Cover Page Who What Where When

Copyright © 2010 School Nutrition Association. All Rights Reserved.

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section II General Information –Who is seeking bids –Purpose of the bid

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section III General Conditions –Proposal Submission –Compliance –Vendor Responsibility –Local Conditions –Clarification –Pre-Proposal Meeting –Preparation and Submission of Offer –Withdrawal of Offers

Copyright © 2010 School Nutrition Association. All Rights Reserved. General Conditions cont. –Rejection of Offers –Elimination from Consideration –Award –Proposal Clarifications –Termination of Contract –Contract Conditions –Contract Duration –Volume –Default

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section IV Standard Requirements –Federal Monies –Product Changes –Product Quality/Acceptability After Award –Vendor Specifications/Labels –Warranty –Insurance –Hold Harmless Clause –Buy American –Legal Defense –Modifications

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section V Primary Vendor Conditions or Operational Conditions –Orders/Delivery –Promotions –Pricing –Payment –Misc.

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section VI Timelines –RFP Available –Pre-Bid Meeting –Clarification –Addenda –Bid Opening –Award –Contract Commences Checklist for Submissions

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section VII Legal Documents – Check with your District –Debarment –Non-Collusion –Equal Employment Opportunity –Certificate of Eligibility –Project Qualification Form Prevailing Wage Sexual Harassment Drug Free Workplace

Copyright © 2010 School Nutrition Association. All Rights Reserved. Section VIII Specifications –PULLMAN LOAF BREAD, Whole Wheat – 8,050 Loaves Shall be sliced, 2-pound Pullman sandwich bread. Minimum weight per slice: 0.9 ounce. Each slice shall contain a minimum of 1 gram of dietary fiber. Indicate number of usable slices in loaf on proposal form. –Milk, 1%, unflavored –Items in a Distributor Bid

SECTION XI -B - GENERAL DISTRIBUTOR ITEMS PackDescription Product Specification Vendor number Pack or Brand Del Cost Fixed Fee Bid Allow Net Delv Est Usage Exten sion lb Bulk Broccoli, Cuts 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $ $ lb Bulk Corn, Golden Whole Kernel 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 1,352 $ lb Bulk Green Beans, Cut 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $ $ lb Bulk Vegetables, 5-Way Mixed 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $ $ lb Bulk Mixed Vegetables, California Blend 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $ $ lb Bulk Peas, Green 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $ $0.00 Canned Vegetables, Fruits and Soups /#10Apples, Sliced To Be Packed to US Grade A Standard, Distributor's Choice $ $ /#10Applesauce, Unsweetened Natural Color and Flavor; Regular Form or Style, To Be Packed to US Grade A Standard, Distributor's Choice $0.00 3,836 $ /4 oz. Applesauce, Strawberry Flavor To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $0.00 1,082 $ /4 ozApplesauce, Plain To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $ $ /4 ozApplesauce, Cinnamon To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $ $ /#10Beans, Green, Cut Blue Lake Variety, #4 Size; To Be Packed to US Grade A Standard, Distributor's Choice $0.00 1,944 $0.00

Copyright © 2010 School Nutrition Association. All Rights Reserved. Questions Gary Vonck - Micheline Piekarski –