Answers to frequently asked questions can be found below.
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: 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.
Please read the solicitation documents in their entirety for answers to the questions below.
This includes:
- AEA Purchasing wash wash Invitation for Bid (IFB) 011426,
- AEA Purchasing Standards of Procurement Practices &
- AEA Purchasing ware wash IFB 011426 specifications.
Question:Award Structure, Does AEA intend to award a single Prime Vendor for ware washing chemicals, or is there a possibility of multiple awards by zone or by product category?
Answer: AEA Purchasing will award a single Prime Vendor for each service zone. We will not award multiple vendors per each zone. We will not award by product category. Please refer to AEA Purchasing wash wash IFB 011426, SECTION 1 - INTRODUCTION, section 4.5 Review and Acceptance of Bids, section 4.6 Qualified Bidder Criteria, & SECTION 2 – GENERAL DEFINITIONS for additional explanation.
Question: Bid Evaluation Methodology, Can you confirm how the bid will be evaluated? Specifically, is the award based solely on lowest total extended cost, or is there a weighted evaluation that includes service, logistics, or compliance factors?
Answer: Please refer to AEA Purchasing wash wash IFB 011426, SECTION 2 – GENERAL DEFINITIONS, defined term "Invitation for Bids (IFB)", section 4.4 Submission of Bids & section 4.6 Qualified Bidder Criteria.
Question: Participating Entities & Scope, For evaluation and planning purposes, can you share the list of districts/schools expected to purchase under this contract, or at minimum the number of participating entities by AEA or by zone?
Answer: Please refer to AEA Purchasing wash wash IFB 011426, SECTION 3- SERVICE ZONES & CHARACTERISTICS OF PARTICIPATING MEMBERS, ATTACHMENT 5 Map of Area Education Agencies & ATTACHMENT 6 Enrollment Information.
Question: Zone Definitions, Can you confirm how the East and West Zones are defined (e.g., by AEAs, counties, or districts)? If available, a list of member locations by zone would be helpful for logistics planning.
Answer: Please refer to AEA Purchasing wash wash IFB 011426, SECTION 3- SERVICE ZONES & CHARACTERISTICS OF PARTICIPATING MEMBERS, ATTACHMENT 5 Map of Area Education Agencies & ATTACHMENT 6 Enrollment Information.
Question: Distribution Model, Will chemicals be distributed directly from the awarded vendor to schools, or shipped to one or more AEA distribution centers? If distribution centers are used, how many are there? Are they located within each zone?
Answer: The AEA does not have distribution centers. Please refer to AEA Purchasing wash wash Invitation for Bid (IFB) 011426, section 6.5 Delivery for additional information.
Question: Volume Assumptions, Are the quantities shown in the bid based on historical usage, projected demand, or a combination of both? If available, prior-year actual usage ranges would be helpful.
Answer: Quantities shown in the AEA Purchasing wash wash IFB 011426 are estimated based on historical data and future usage amounts may vary.
Question: Pricing Term & Escalation, Can you clarify whether pricing is fixed for the full contract term, or if manufacturer-driven cost increases may be passed through with notice?
Answer: Please refer to AEA Purchasing wash wash IFB 011426, SECTION 2 – GENERAL DEFINITIONS defined term "Firm Fixed Unit Price" & section 4.6a(i) Pricing and Contract Renewal/Extension.
Question: Freight & Order Requirements, Are there any minimum order quantities, freight thresholds, or delivery expectations (e.g., next-day delivery or consolidated shipments) that bidders should assume when pricing?
Answer: Please refer to AEA Purchasing wash wash IFB 011426, section 6.5 Delivery, including section 6.5a Minimum Delivery/Delivery Fee.
Question: Product Availability & Substitutions, If an awarded item becomes unavailable during the contract term, are equivalent substitutions acceptable subject to approval, or must the exact SKU be maintained?
Answer: Please refer to AEA Purchasing wash wash IFB 011426, 6.6 Substitution and Defective/Damaged Goods.
Question: Program Improvement Goals, Is there anything AEA is specifically looking to improve compared to the current program (e.g., service levels, consistency, communication) that bidders should be mindful of?
Answer: AEA Purchasing must award contracts only to responsible contractors that possess the ability to perform successfully under the terms and conditions of a proposed contract. Please read the solicitation documents in their entirety.
This includes:
- AEA Purchasing wash wash Invitation for Bid (IFB) 011426,
- AEA Purchasing Standards of Procurement Practices &
- AEA Purchasing ware wash IFB 011426 specifications.
Question: On the background check is that for the delivery drivers, warehouse personnel, or service techs? And what exactly does that pertain, just your typical background check?
Answer: Please see AEA Purchasing Ware Wash Invitation for Bid 011426, Section 6.09 Criminal background checks & 6.10 Compliance Requirements involving Federal and State Law.
Criminal Background Checks must be conducted on any personnel accessing Participating Members’ property. Background investigation measures are outlined in Iowa Code 279.69.
No one with a history of child abuse or sexual assault will be allowed to access any school property. Section 6.10 states that the Selected Distributor shall comply with Iowa Code Chapter 692A, which includes 692A.113 Exclusion zones and prohibition of certain employment-related activities, subsection 3c: "3. A sex offender who has been convicted of a sex offense against a minor shall not do any of the following: ...c. Operate, manage, be employed by, or act as a contractor or volunteer at a public or nonpublic elementary or secondary school, child care facility, or public library."
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
This amendment applies to the solicitation spreadsheet. Please note that formulas were not applied down the entire column labeled "Extended Price" and "Adjusted Extended Price". This has been corrected.
Amendment #4:
Please note an adjusted description & pack/size for line 55 of the specification spreadsheet.