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

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

3. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org 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.

4. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org 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.

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

6. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org

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

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

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

10. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org 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

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

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

13. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org 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

14. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org 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

15. 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 233233 20 lb Bulk Broccoli, Cuts 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 830 $0.00 234234 20 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 $0.00 235235 20 lb Bulk Green Beans, Cut 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 700 $0.00 236236 20 lb Bulk Vegetables, 5-Way Mixed 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 868 $0.00 237237 20 lb Bulk Mixed Vegetables, California Blend 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 902 $0.00 238238 20 lb Bulk Peas, Green 20 lb Bulk Only, To Be Packed to US Grade A Standards, Distributor's Choice $0.00 751 $0.00 Canned Vegetables, Fruits and Soups 239239 6/#10Apples, Sliced To Be Packed to US Grade A Standard, Distributor's Choice $0.00 351 $0.00 240240 6/#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 $0.00 241241 72/4 oz. Applesauce, Strawberry Flavor To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $0.00 1,082 $0.00 242242 96/4 ozApplesauce, Plain To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $0.00 582 $0.00 243243 96/4 ozApplesauce, Cinnamon To Be Packed in Individual Cups. Shelf-Stable, Distributor's Choice $0.00 525 $0.00 244244 6/#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

16. Copyright © 2010 School Nutrition Association. All Rights Reserved. www.schoolnutrition.org Questions Gary Vonck - Gvonck@kisales.com Micheline Piekarski – mpiekarski@oprfhs.org