Regents Prime Food Vendor

Agency:	Iowa State University
Level of Government:	State & Local
Category:	56 - Construction and Building Materials 89 - Subsistence (Food)
Opps ID:	NBD18079372323326129
Posted Date:	Mar 7, 2023
Due Date:
Solicitation No:	RFQ-1000608

Bid Information

Type	Request for Proposal (Public)
Status	Awarded
Number	RFQ-1000608 (Regents Prime Food Vendor)
Issue Date & Time	10/3/2022 01:00:05 PM (CT)
Close Date & Time	12/1/2022 04:00:00 PM (CT)
Duration	1 month 29 days
Notes	The University of Iowa, The University of Iowa Hospitals and Clinics, Iowa State University, and The University of Northern Iowa, herein referred to as “The Institutions” or “The Regents Institutions”, desire to obtain written proposals from qualified Vendors for the provision of food products and related items to the Regents Institutions. Qualified Vendors are expected to furnish assorted groceries (food and non-food), frozen foods, dry goods, beverages, meat, produce and other items to all the Regents Institutions. This is an aggregate RFP and award will be made on an overall basis as is deemed to be the best value to the Institutions. The Regents Institutions desire to partner with the Awarded Vendor to achieve the following goals: A. Reduce costs by maximizing savings through high volume purchasing, consolidating the needs of the Institutions, participating in the distribution of opportunity purchases and implementing other cost saving measures for product sourcing or related procedures B. Maintain and/or increase quality and product offerings C. Meet the defined delivery requirements for each of the Institutions D. Meet all local, state and federal regulations E. Maximize operational efficiencies in ordering, delivery and receiving F. Maximize fill rate and minimize substitutions While the primary objective is to award to a single qualified Prime Food Vendor, The Regents Institutions reserve the right to award to more than one Vendor if it is deemed in the best interests of the Institutions as a whole. Contractors should read all materials carefully and note the due date. Contractors must submit all questions in the "Questions" tab related to this bid opportunity. Bid responses will ONLY be accepted online via ISUBid. Please allow adequate time to review and submit your response prior to the deadline.

Contact Information

Name	Dustin Mohr
Address	1340 Administrative Services Building 2221 Wanda Daley Drive Ames, IA 50011-1004 USA
Phone	(515) 294-4793
Fax	(515) 294-9606
Email	dmohr@iastate.edu

Bid Documents

Document name	Format
Award Detail Spreadsheet	Excel 2007 / XLS
Bid Invitation	Acrobat / PDF
Public Question & Answer	Acrobat / PDF

Bid Attachments

File Name	Description	File Size
ISU Instructions.pdf	Review the instructions for important information. REVISED APRIL 2022	174 KB
Insurance Language - Service and Delivery 09-2020.pdf	Insurance Requirements - Professional Services & Software Dev (On Campus) 09-2020	28 KB
Regent Universities Terms & Conditions_October 2020.pdf	Review these terms and conditions carefully and any exceptions should be listed in the "Attributes" section.	74 KB
Attachment A-IBOR_Prime Food RFP Vendor Profile and References.xlsx	Attachment A-IBOR_Prime Food RFP Vendor Profile and References.	14 KB
Attachment B-IBOR_Prime Food RFP Response Workbook.xls	Attachment B-IBOR_Prime Food RFP Response Workbook	328 KB
Attachment C-IBOR_Prime Food RFP Financial Proposal Workbook.xlsx	Attachment C-IBOR_Prime Food RFP Financial Proposal Workbook	44 KB
FY22 ISU, SUI, UNI, UIHC Complete product purchase list.xlsx	FY22 ISU, SUI, UNI, UIHC Complete product purchase list	3.36 MB

Bid Questions

Question

At UNI -

What is the average # of cases delivered per operation (per delivery)?

Answer

Rialto - 120 except Friday which is 100

Piazza -240

Maucker - 50 (Monday, Wednesday, Friday)

Submitted

11/7/2022 01:29:30 PM (CT)

Question	On average, how many cases are delivered to UIHC at one time?
Answer	Between 750 and 1,100
Submitted	11/7/2022 01:28:47 PM (CT)

Question	Does UIHC have any pallet requirements?
Answer	The only requirement is that the driver takes them away after helping to break them down.
Submitted	11/7/2022 01:28:15 PM (CT)

Question	Is it possible to export the questions in the attributes tab?
Answer	No
Submitted	10/18/2022 11:47:44 AM (CT)

Question	Can we submit more than one bid? And if so, how do we do that through the site?
Answer	Yes, you can submit more than one bid. To do this you would just add multiple attachments. Please just make sure it is labeled as 'alternate' or something similar.
Submitted	10/12/2022 12:35:37 PM (CT)

Question	Can we ask item (market basket) related questions after the question deadline date?
Answer	yes, please email those questions directly to dmohr@iastate.edu.
Submitted	10/12/2022 11:34:11 AM (CT)

Question	It is stated that “Identical products” are required, and substitutions not allowed, however, many of the items provided are distributor private label – may we bid branded alternatives to those?
Answer	Yes, there is a spot on the market basket excel sheet to provide alternative product/pricing.
Submitted	10/12/2022 11:32:44 AM (CT)

Question	How often are you seeing an Account Executive on-site at each location?
Answer	For ISU and UNI: It depends on the need, but onsite as needed and minimum of daily contact via phone or email. For UI: Virtual every couple of days, and daily communication via phone/email For UIHC: Virtual weekly, daily for phone/email
Submitted	10/10/2022 03:10:34 PM (CT)

Question	What is the location for the presentations on January 5th?
Answer	These locations are to be determined.
Submitted	10/10/2022 03:10:25 PM (CT)

Question	Please provide a comprehensive list of delivery locations with addresses, preferred delivery days, receiving hours, annual case, and dollar volume.
Answer	See attribute 58
Submitted	10/10/2022 03:10:11 PM (CT)

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Bid Event Participation Activity

Activity Date	Activity Name	Description
10/12/2022 01:00:00 PM (CT)	Virtual Q&A Session (Required)	Attendance to the virtual Pre-Bid conference is mandatory as a prerequisite to submitting a Bid. During the Pre-Bid conference, the Regents Institutions will respond to questions and provide any needed additional instruction to Vendors on the submission of bids. The Pre-Bid Conference will be held on Wednesday, October 12th, 2022, 1:00 PM CST. Failure to attend the Pre-Bid Conference will result in rejection of the Vendor’s bid. Please limit the number of representatives attending the pre-bid conference to four (4), and RSVP to dmohr@iastate.edu with the names and email addresses of all attendees by Friday, October 7th, 12:00 PM CST.
10/17/2022 08:30:00 AM (CT)	Site Visit (Required)	Onsite Walkthroughs: Vendors are required to participate in the Regents Institutions’ site visits / walkthroughs to gain additional information and understanding of the scope to assist with their proposals. A maximum of four (4) attendees from each supplier will be allowed on the site visits. Suppliers must respond with their intent to attend along with attendees to dmohr@iastate.edu by Friday, October 14th. The onsite walkthroughs are scheduled for the following times and locations: University of Northern Iowa: Monday, October 17th, 2022, 8:30AM CST-10:30AM CST, at the Housing and Dining Conference Room located in the Redeker Center Iowa State University: Monday, October 17th, 2022 at 1:00PM CST-3:00PM CST, meet at the ISU Memorial Union, 2229 Lincoln Way, Ames, IA 50011-1130. Meet on the second floor near the Great Hall Desk (there is a lounge area near the Post Office). Vendors can park in the ramp attached to the Memorial Union. Failure to attend any of the scheduled onsite walkthroughs will result in rejection of the Vendor's bid.
10/18/2022 10:45:00 AM (CT)	SUI/UIHC Site Visit (Required)	Onsite Walkthroughs: Vendors are required to participate in the Regents Institutions’ site visits / walkthroughs to gain additional information and understanding of the scope to assist with their proposals. A maximum of four (4) attendees from each supplier will be allowed on the site visits. Suppliers must respond with their intent to attend along with attendees to dmohr@iastate.edu by Friday, October 14th. The onsite walkthroughs are scheduled for the following times and locations: University of Iowa: Tuesday, October 18th, 2022, 10:45AM CST at The University of Iowa, Iowa Memorial Union (IMU) in the Room 337 which is located at 125 N. Madison St., Iowa City, IA 52242 University of Iowa Hospital: Tuesday, October 18th, 2022, 2:00PM CT, at The University of Iowa Hospitals and Clinics, General Hospital (GH) in the Food and Nutrition Main Office (Room W143 GH) which is located at 200 Hawkins Drive, Iowa City, IA 52242 Failure to attend any of the scheduled onsite walkthroughs will result in rejection of the Vendor's bid.
1/5/2023 10:00:00 AM (CT)	Supplier Presentations (required if selected)	These are anticipated to take place the week of January 2, 2023.

Bid Event Non-Participation Activity

Activity Date	Activity Name	Description
2/1/2023 02:00:00 PM (CT)	Anticipated Award Notification
3/1/2023 02:00:00 PM (CT)	Contract Signed and Transition Period	Anticipated contract signed by date and transition period (if any required) can begin.
7/1/2023 06:00:00 AM (CT)	Official Contract Start Date

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