Request for Proposals: Prime Vendor Food Program

Williams College seeks proposals from experienced and qualified vendors to supply the College with USDA grade meats, dairy, produce, grocery, paper products, and frozen food products on an as needed basis.

Williams Dining provides meals to approximately 2,100 resident students, seven (7) days a week. Facilities include eleven (11) dining locations around the perimeter of the campus. During the school year, approximately 31,250 meals are served weekly for an annual total of approximately 1,000,000 meals.

Instructions:

Please download and fill out the Market Baskets and submit them with your copy of the RFP by March 23, 2020. We ask that you also provide the Market Baskets on hard copy and memory stick to:

Sharon Marceau
Assistant to the Director of Dining Services
Williams College Droppers House
15 Park Street
Williamstown, MA 01267

Questions?

Please direct any questions to Sharon Marceau at [email protected]. All questions and their answers will be posted to the Questions & Answers link above.

Deadline:

March 23, 2020

  • Request for Proposals: Prime Vendor Food Program

    Questions and Answers:

    Date: 2/3/2020

    Gordon Foods
    Kristine Gomes

    Question:
    Would you share why the $ spend has decreased significantly from the 2016 RFP but the student and meals served are listed as the same ?
    Answer:  The potential for our Prime and Secondary vendors is the same as in the past. In the 2016 RFP we included our total food budget, which included all the “other vendors” . For instance some of those vendors are local milk providers, local farmers, coffee procurement companies, etc. The dollar value presented in the 2020 RFP is a true representation of what our Prime and Secondary vendors can expect.  

    Question:
    Does Williams currently receive 5 days of deliveries ?  and would a drop size incentive be considered to go less than 5 days ?
    Answer:  We do currently receive 5 days of delivery. We will entertain the proposals put forth.Date:  2/5/2020
    Gordon Foods
    Kristine Gomes
    Question:
    Please provide an estimated amount of days on site for the refrigerated truck at each special function.
    Answer:  At least for three major events per year with a required one day for each event.  Any other special event that may arise, a discussion will take place about what types of trucks can be provided.  We also may encounter emergency situations such as walk in failure which depending on the issue can require refrigeration which we will request assistance.
    Question:
    Please provide an estimate detail of what equipment is currently on campus that is used for dispensing. i.e. beverage, chemicals, etc.
    Answer:  We are currently under contract with some beverages and chemicals, but would require cappuccino and hot chocolate machines and a Douwe Egberts/Folger Smuckers three head decaf regular and hot water with hot water booster tank.

    Date: 2/6/2020
    Gordon Foods
    Kristine Gomes

    Question:
    I don’t read anywhere that a GPO is excluded from the RFP for pricing; will that be considered ?
    Answer:  All proposals put forth will be reviewed and evaluated. 

    Question:
    3.16.3
    Please elaborate on trucks that are currently delivering on campus;  Are they semi/ trailer with an attached 28′ truck ?  here is an image of a 28 ft. trailer that we use.
    Answer:  The trailer picture provided is exactly what currently delivers on campus. The max length of the trailer allowed will be 28 ft. indicated in the RFP. 
    Date: 2/10/20
    Driscoll Foods
    Jeanine Marshall
    Question:
    In the RFP it states: “A Hard copy of Market Baskets A – O must be submitted”.  The Market basket online and in the original packet is “Market Basket A – G”.  Is there an H – O that I am not seeing?
    Answer:  This is a typo, Market Basket should read A-G.Date:  2/20/20
    Gordon Foods
    Kristine Gomes
    Question:
    Is it possible to get the food cycle menu for this semester so that we can share it with our culinary specialist.
    Date:  3/4/20
    Driscoll Foods
    Jeanine Marshall
    Question:
    On the Market Basket, on the Bakery Tab:  ROLL CINNAMON BUN ICED FRZN – PILLSBURY – 60/4 oz.  Can you supply the MFG number.  I have reached out to the Pillsbury rep and they have no such product.  This appears to be a thaw and serve.  Can you confirm that is the case?
    Answer:
    Pillsbury was discontinued please use the following:
    Karps  Manufacturer Code is 310578000
    60/ 4 oz Cinnamon Rolls

    Date:  3/5/20
    US Foods
    Paula Bruck

    Question:
    4.8 Prices:  Quoted in response to this RFP will be based on your documented landed cost plus mark-up percentage (see section 4.10.3 below).  Your documented landed cost should be based on the actual cost to you including any volume discounts, refunds, rebates or other pricing benefits you receive from your suppliers.  Please indicate if any deviated pricing or incentive rebate programs are available. The college would also like to see your pricing structure with no rebates or National GPO pricing. This structure would still show your landed invoice price, plus freight and the markup but would be best price possible. During the term of the relationship, the College will expect any price increases to be your suppliers.  During the term of the relationship, the College will expect any price increases to be consistent with those applied to other customers of comparable size and nature.  Recommendations for a procedure to review requested increase in selling price should be addressed in your proposal.  Please note this does not eliminate the quick pay discount and/or the volume discount.

    Do you want us to submit a second market basket that does not include any rebates or GPO pricing, or would you like us to add additional columns on the right of the market basket to show our regular pricing structure?

    4.10.1 The products listed on the attached Market Basket A – O are a representative sampling of the products purchased by the College for the period 12/1/18 – 12/31/19.  This list is provided for informational purposes only and should not be construed as a commitment of future purchases.  Please supply prices, effective March 2 – 6, 2020 for Market Basket A – O based on your landed cost plus the appropriate mark-up percentage as identified in 4.7.3. These prices will be weighted according to usage and used as the price component of the evaluation process. Please complete the attached Market Basket sheets and staple a corresponding landed invoice for the product indicated.

    Are these price verifications required with our first round submission, or can it be included in your second round evaluation process if necessary?

    Also, if these are needed, will you accept screen prints of the invoice costs in our system for price verification since our invoices are billed and paid electronically (EDI) and we do not have paper copies from most suppliers for the purposes of efficiency and sustainability.

    Answer:
    4.8 Prices :
    Submitting a second market basket or adding additional columns will both be acceptable. We ask that whatever way you choose to submit it is clear and concise so that we can understand it easily. 

    4.10.10:
    The price verifications are required when you submit your Market Basket (only submission). Yes a screen print will be acceptable. 

     Date:  3/9/20
    Sysco
    Scott Grady

    Question:
    I know we currently have you tied into HPSI through us.  We have another aggressive GPO that I feel would be a great fit for the college.  Are we ok to bid with what we feel would be the most aggressive and best pricing for the college?
    Answer:
    All bids put forth will be considered. Please indicate who the GPO when you submit your market basket.