Food RFP 011426 Questions and Answers

Answers to frequently asked questions can be found below.

Question: Who is the current awarded Prime Vendor?  Do all districts listed utilize the awarded contract?

Answer: Martin Bros. Distributing Co. Inc.  All districts listed in the AEA Purchasing Food Request for Proposal 011426 are signed up for the food program.  In the agreement between districts and AEA Purchasing, districts are to purchase at least 60% of their food purchases from the prime vendor, with exception of USDA Foods, bread and milk. 

Question: May the specification spreadsheet be shared as an Excel sheet rather than a Google Sheet?

Answer: Yes.

Question: May the specification spreadsheet be submitted (returned) as an Excel sheet?

Answer: Yes. 

Question: is seeking addresses and zip codes for AEA members for both solicitations. 

Answer:  No, the AEA member details we provide to all interested bidders is limited to what is available in both solicitations as attachment 6, "Enrollment Information."  The solicitations in reference are the AEA Purchasing Food Request for Proposal 011426 and Ware Wash Invitation for Bid 011426. 

Question: Would AEP consider accepting bids for a lesser number of agency areas within your zones?

Answer: No, we are not positioned to change the solicitation in this capacity at this time.  With the solicitation "AEA Purchasing Food Request for Proposal 011426" we are seeking proposals for the indicated east and/or west zones and we ask that bidders commit to servicing all AEA Participating Members in those zones with a signed agreement under AEA Purchasing.  The forecasted demand to which we are seeking bids is a reflection of the respective east and west zones.  This question is very much appreciated and we welcome feedback upon interested bidders review of the solicitations, & ongoing feedback. 

Question:  I saw [XYZ] on the bid. Is this something we can also bid on? Or, does it have to be approved?

Answer: For all items that are included with the solicitation, we list the approved brand item, and describe the item in the "Description" column.  An "equivalent" item may be bid for any item on the solicitation; items bid as "equivalent" must meet the specification description.  If we are unable to objectively determine that the equivalent product is in fact equivalent, it is possible we will review those items further. 

Question: We have found quite a few items where the manufacturer code, description, pack/size, and/or vendor seems to be wrong. Can we note these differences on the spreadsheet and send to you for review instead of an attachment 7?  

Yes, you may communicate the difference(s) using the specification spreadsheet.  Please limit the communication to the errors and include the source of information and recommended correction.  If continuing to use Attachment 7 rather than the spreadsheet format, to avoid communicating repetitious information, if sending more than one attachment 7 on the same date, bidders may indicate the Organization Name, Name and Title of Authorized Representative, Signature, Date, Phone Number, & Email Address just one time on the first Attachment 7 submitted.

Question: As we continue to work with vendors on pricing for SY 26-27 we will inevitably receive updates from vendors on manufacturer code, description, pack/size, and discontinued items after the question/Attachment 7 deadline. How should we handle them?

Please complete Attachment 7 for any items discontinued after the deadline, and submit them with your proposal.  I apologize for the lack of identifying a process for what to do for items discontinued after the deadline in section 4.6a(i) Pack Size adjustments of the food Request for Proposal 011426.

Question: Are there penalties for “no bidding” a discontinued item?

No, there is no penalty for not bidding a discontinued item, as long as we are communicated that the item is discontinued, and bidder provides the information outlined in Attachment 7.  I apologize for the lack of identifying a process for what to do for items discontinued after the deadline in section 4.6a(i) Pack Size adjustments of the food Request for Proposal 011426. 

Question: What items do we need to bid with an exact match?

Please note the definition of "equivalent" in the food Request for Proposal 011426, defined as "Products that meet the specifications of the Approved Brand item."  This coincides with the definition of "Description" in the tab labeled "Key" in the specification spreadsheet, with Description defined as "SPECIFICATION THAT DESCRIBES THE APPROVED BRAND ITEM.  ITEMS BID AS ""EQUIVALENT"" MUST MEET THE SPECIFICATION DESCRIPTION."

Question: What is the process for bidding alternate items (i.e., items that are not exact matches, but may have a better price)?

For all items that are included with the solicitation, we list the approved brand item(s), and describe the item in the "Description" column of the specification spreadsheet.  An "equivalent" item may be bid for any item on the solicitation; items bid as "equivalent" must meet the specification description.  If we are unable to objectively determine that the equivalent product is in fact equivalent, it is possible we will review those items further. 

Question: Can we continue to ask product related questions after the deadline for questions?

Yes.  Please note section 4.2 Pre-Proposal Questions of the food Request for Proposal 011426. 

Question: Can we get updated copies of the market baskets in excel versus the Google Sheets?

We cannot access shared Google Sheets due to security.  Yes.  For non-Google Workspace Suite users (i.e. Google Sheets, Google Docs), please connect with me anytime you see a relevant Questions/Answer and Addendum/Amendment posted so you have the latest spreadsheet.  The AEA Purchasing website has been adjusted to provide a direct download of a Word document via Microsoft Suite for all Addendums/Amendments.  We had to go this route because the website makes the spreadsheet format difficult to view if posted directly onto the webpage.  If you experience any barriers accessing any relevant information, which includes the AEA Purchasing Food Request for Proposal 011426, the AEA Purchasing Standards of Procurement Practices document, the Specification Spreadsheet, & the publicly posted Questions/Answers and Addendums/Amendments on the AEA Purchasing website, please email Megan Brink at megan@aeapurchasing.org. 

Question: Are the bid bonds to be delivered to the Elkader office by the RFP submission deadline of 3/18?

If bid bonds cannot be submitted electronically, in person delivery to Keystone Area Education Agency, 1400 2nd Street NW, Elkader, IA 52043, by the submission deadline on March 18 is acceptable.  Upon entering the parking lot, go to the first building, west side, and enter the doors labeled "Administration C".

Question: Do you need “original” certificates of insurance delivered to the office or can we supply them digitally along with the rest of our bid?

Original or digital insurance certificates are acceptable. 

Question: Is a Performance and Payment bond required? 

Performance and Payment Bonds are not a requirement for Food Request for Proposal (RFP) 011426.  A Bid Bond must be furnished for each Service Zone.  Please reference Food RFP 011426 for Bid Bond requirements.  

Addendums

Addendum / Amendments: please see bolded/blue changes below, also reflected on the AEA Purchasing Food Solicitation 011426 Specification Spreadsheet.

Amendment #1:

Please note the following amendment for the AEA Purchasing Standards of Procurement Practices 011426 document, indicated by a cross through (i.e. cross through) the non-applicable words below, and highlight to indicate words added.

This amendment is applicable to the sections:

• "THE SOLICITATION PROCESS VII. General Requirements, B. Public announcements of the IFBs and RFPs" &

• "D. Distribution of solicitation material".

B. Public announcements of the IFBs and RFPs
i. Will be posted to the Iowa Department of Administrative Services (DAS) bid opportunities web page. The posting will initially appear on the
Targeted Small Business (TSB) website for 48 hours and then appear on the public bid opportunities until removed on the end date.
ii. Will also be posted on the Interflex BidAdvantage electronic-procurement system, found at https://bidadvantage.interflex.net/, as applicable.
iii. Questions concerning the bids from Eligible Bidders and answers to such questions by AEA Purchasing will be posted to the AEA Purchasing website.

D. Distribution of solicitation material
i. Notice of the availability of solicitation material will be emailed to all listed Potential Bidders on the first Day of bid release.
ii. Vendors who request to be added to the list of Potential Bidders after a solicitation has been released will be provided bid material as soon as is practicable after the request is received.
iii. All solicitation material will be available on the BidAdvantage website.

 Alternative forms of communication may be used at the discretion of AEA Purchasing when this method will expedite the distribution or return of bids.

Amendment #2:

Regarding the AEA Purchasing Standards of Procurement Practices 011426 document, please note the removed language indicated by a cross through (i.e. cross through) below:

Iowa Nondiscrimination Statement:  

It is the policy of this child nutrition program (CNP) provider not to discriminate on the basis of race, creed, color, sex, sexual orientation, gender identity, national origin, disability, age, or religion in its programs, activities, or employment practices as required by the Iowa Code 216.6, 216.7, and 216.9. If you have questions or grievances related to compliance with this policy by this CNP Provider, contact the Iowa Civil Rights Commission, 6200 Park Ave, Suite 100, Des Moines, IA 50321; phone number 515-281-4121 or 800-457-4416; website: https://icrc.iowa.gov/.  

Statement obtained from: Iowa Dept. of Education, Nutrition Programs page, accessible here: https://educate.iowa.gov/pk-12/operation-support/nutrition-programs#usda-nondiscrimination-statement

Amendment #3:

Regarding the AEA Purchasing food Request for Proposal 011426 document & the ware wash Invitation for Bid 011426 document, please note the removed/replaced with language below:

REMOVED:

USDA Nondiscrimination Statement: In accordance with federal civil rights law and USDA civil rights regulations and policies, the USDA, its agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, disability, age, marital status, family/parental status, income derived from a public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident.
Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the state or local agency that administers the program or contact USDA through the Telecommunications Relay Service at 711 (voice and TTY). Additionally, program information may be made available in languages other than English.

To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at How to File a Program Discrimination Complaint and at any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request acopy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:
1. Mail: U.S. Department of Agriculture, Office of the Assistant Secretary for Civil Rights, 1400
Independence Avenue, SW, Mail Stop 9410, Washington, D.C. 20250-9410;
2. Fax: (202) 690-7442; or
3. Email: program.intake@usda.gov.
USDA is an equal opportunity provider, employer, and lender.
Statement obtained from:
https://www.fns.usda.gov/civil-rights/usda-nondiscrimination-statement-other-fns-programs

REPLACED WITH:

USDA Nondiscrimination Statement
(Revised 2-15-23)

In accordance with federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, this institution is prohibited from discriminating on the basis of race, color, national origin, sex (including gender identity and sexual orientation), disability, age, or reprisal or retaliation for prior civil rights activity.

Program information may be made available in languages other than English. Persons with disabilities who require alternative means of communication to obtain program information (e.g., Braille, large print, audiotape, American Sign Language), should contact the responsible state or local agency that administers the program or USDA’s TARGET Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339.

To file a program discrimination complaint, a Complainant should complete a Form AD-3027, USDA Program Discrimination Complaint Form which can be obtained online at: https://www.usda.gov/sites/default/files/documents/ad-3027.pdf, from any USDA office, by calling (866) 632-9992, or by writing a letter addressed to USDA. The letter must contain the complainant’s name, address, telephone number, and a written description of the alleged discriminatory action in sufficient detail to inform the Assistant Secretary for Civil Rights (ASCR) about the nature and date of an alleged civil rights violation. The completed AD-3027 form or letter must be submitted to USDA by:

mail:
U.S. Department of Agriculture
Office of the Assistant Secretary for Civil Rights
1400 Independence Avenue, SW
Washington, DC 20250-9410; or
fax: (833) 256-1665 or (202) 690-7442; or
email: Program.Intake@usda.gov
This institution is an equal opportunity provider.

Statement obtained from: Iowa Dept. of Education, Nutrition Programs page, accessible here: https://educate.iowa.gov/pk-12/operation-support/nutrition-programs#usda-nondiscrimination-statement

FRITO LAY

DISCONTINUED: 74847

WRONG CODE: 77032 TO 78785

CAMPBELLS FOOD SERVICE

WRONG DESCRIPTION, CELERY TO TOMATO:

PETERSON FARMS

WRONG CODE: PB0021 TO PB0001

MULTIPLE MANUFACTURERS - COMMODITY

Food Spec Corrections - Feb 16, 2026 can be found in this spreadsheet.

Food Spec Corrections - Feb 18, 2026 can be found in this spreadsheet.