Opportunity Detail

Questions and Answers

Governor's Office of Faith-Based and Community Initiatives (GOFBCI): Summer Meals Program Services
Document #:  JFSR1415218095


Question:   Section 4.2 Specifications of Deliverables page 10 of 32 Q. Will the vendor be responsible for entering into sub-contracts with the site sponsors? If yes, is this necessary for all three programs?

Answer:   The nature of agreement between the chosen vendor and site sponsors should ultimately be determined by the vendor. However, the vendor should, at a minimum, be able to describe how it plans to establish a relationship with the site sponsor and what the contours of that relationship will be.

Date: 3/2/2015

Inquiry: 33913


Question:   Section 4.3 Administrative Structure Page 15 of 32 E. Sample Menus Q. Will menu substitutions be permitted from the sample menus that will be included in the bid?(ex: items are damaged or shorted on a delivery truck causing vendor to be short an item) Q. If menu substitutions are allowed will prior approval be needed before the substitution can be done.

Answer:   Q. Will menu substitutions be permitted from the sample menus that will be included in the bid?(ex: items are damaged or shorted on a delivery truck causing vendor to be short an item) RESPONSE: Yes. Substituted items should still meet the USDA Daily Nutrition Recommendations if possible. Q. If menu substitutions are allowed will prior approval be needed before the substitution can be done. RESPONSE: No. The vendor should make sure the State is aware of the substitution situation.

Date: 3/2/2015

Inquiry: 33929


Question:   4.2 Specifications of Deliverables C. Mobile Farmers Market Program page 14 of 32 2. c. Q. Is the delivery service provider only responsible to for delivering the produce to the distribution sites? Or will they have to distribute the produce to the children on the day of distribution as well? Q. Who is responsible for making sure the distribution site has adequate storage for fresh produce?

Answer:   Q. Is the delivery service provider only responsible to for delivering the produce to the distribution sites? Or will they have to distribute the produce to the children on the day of distribution as well? RESPONSE: The delivery service provider is only responsible for delivering the produce to the staging locations. The vendor may make the delivery service provider responsible for delivery to the children if they choose to do so in the contract. Q. Who is responsible for making sure the distribution site has adequate storage for fresh produce? RESPONSE: The selected vendor should work with the sponsors to determine adequate storage for fresh produce.

Date: 3/2/2015

Inquiry: 33930


Question:   Section 4.3 Administrative Structures page 15 of 32 E. Sample Menus Q. Will samples of the actual menu items need to be supplied by the winning vendor?

Answer:   Yes. The vendor should be prepared to show a representative sample of the products.

Date: 3/2/2015

Inquiry: 33933


Question:   Section 4.1-Scope of Work-Proposed Work Plan A-5 Page 9 of 32 Contains shelf stable aseptic milk with their packages Q. Will the bags be required to contain six- 8 oz. milks? Will the boxes need to contain 11- 8 oz milks? Three pounds of milk in a bag might be excessive for an elementary age child to carry without the assistance of an adult. Q. Is there a preference in the flavor of milk?

Answer:   Q. Will the bags be required to contain six- 8 oz. milks? Will the boxes need to contain 11- 8 oz. milks? RESPONSE: There is no specific requirement about size for any product; the vendor should submit their best proposal and it will be scored based on the Technical Score Sheet presented as Attachment C. Q. Is there a preference in the flavor of milk? RESPONSE: The only preference is for white milk if it is paired with cereal. Variety is acceptable.

Date: 3/2/2015

Inquiry: 33849


Question:   Section 4.1 A-2 Page 9 of 32 Meet USDA Daily Nutritional Requirements Q. Will ODE be approving the menus to ensure they meet USDA requirements? Q. Will the bid be rejected the requirements cannot be met?

Answer:   Q. Will ODE be approving the menus to ensure they meet USDA requirements? RESPONSE: GOFBCI will select a partner to approve menus. Q. Will the bid be rejected the requirements cannot be met? RESPONSE: The vendor should submit their best proposal and it will be scored based on the Technical Score Sheet presented as Attachment C.

Date: 3/2/2015

Inquiry: 33851


Question:   4.2 B. Summer Weekend Meals Program Pg. 13 of 32 1.-b. Site will determine TANF eligibility by using the Summer Food Application Q. Will an application need to be completed for each bag or box distributed? Q. Is the vendor responsible for maintaining the forms or will the sponsor sites keep the forms?

Answer:   Q. Will an application need to be completed for each bag or box distributed? RESPONSE: An application will be required for each child; the vendor, sponsors, and sites will be responsible for ensuring that bags/boxes are distributed to eligible children and maintaining a record of distribution. Q. Is the vendor responsible for maintaining the forms or will the sponsor sites keep the forms? RESPONSE: The vendor will need to develop a system for ensuring proper documentation is maintained. The vendor must be able to provide documentation upon request.

Date: 3/2/2015

Inquiry: 33852


Question:   Section 4.2 B Summer Weekend Meals Program Page 12 of 32 1. a. Coordinate with ODE and the GOFBCI Agreement Manage to develop an application process for sponsor sites for summer weekend meals program Q. What is the time frame for choosing the sponsor sites for the weekend program Q. Will the sponsor sites be picked before a contract is signed with the vendor Q. Are there going to be any geographic limitations on where the sponsor sites will be located Q. Will there be a limit to the number of sponsor sites that will be chosen Q. How many bags of food will go to each sponsor site

Answer:   Q. What is the time frame for choosing the sponsor sites for the weekend program? RESPONSE: The vendor should be ready to launch the Summer Weekend Meals Program Application by April 20, 2015 after the deadline for returning sponsors to submit their Summer Food Service Program application to the Ohio Department of Education (ODE). The vendor should be flexible to partner with GOFBCI and ODE to determine the closing date for the Summer Weekend Meals Program Applications. Q. Will the sponsor sites be picked before a contract is signed with the vendor? RESPONSE: No. The vendor will conduct the Summer Weekend Meals Program Application process described in section 4.2 (B) (1)(a) using the form attached as Appendix C. Q. Are there going to be any geographic limitations on where the sponsor sites will be located? RESPONSE: The vendor will conduct the Summer Weekend Meals Program Application process described in section 4.2 (B) (1)(a) using the form attached as Appendix C. Summer Weekend Meals sponsors must meet the eligibility criteria established in Appendix C. GOFBCI will provide the list of prior year participants to the vendor. Q. Will there be a limit to the number of sponsor sites that will be chosen? RESPONSE: The number of sites is only limited by the amount of food that can be purchased within the established program budget. Q. How many bags of food will go to each sponsor site? RESPONSE: To be determined during the Summer Weekend Meals Program Application process.

Date: 3/2/2015

Inquiry: 33854


Question:   4.2 C Mobile Farmers Market Program page 14 of 32 Q. How will the distribution sites for this program be determined Q. Will all of the summer weekend program and rural delivery sites be required to participate in this program Q. Will SFSP sites not involved in the other programs be eligible to participate in this program Q. Are there any geographic requirements for a SFSP to participate in the produce program?

Answer:   Q. How will the distribution sites for this program be determined? RESPONSE: The vendor, in partnership with GOFBCI, will award produce to Summer Weekend Meals sites and Summer Rural Delivery Meals sites through the application process. Q. Will all of the summer weekend program and rural delivery sites be required to participate in this program? RESPONSE: No. Summer Weekend Meals and Summer Rural Delivery Meals sponsors will request or decline participation in their application process. Q. Will SFSP sites not involved in the other programs be eligible to participate in this program? RESPONSE: This will be determined after the requests are filled for Summer Weekend Meals and Summer Rural Delivery Meals are met. Summer Weekend Meals and Summer Rural Delivery Meals sponsor sites will have first priority for Mobile Farmersí Markets programs. Q. Are there any geographic requirements for a SFSP to participate in the produce program? RESPONSE: No, as long as they meet the requirements for participation in the Summer Weekend Meals Program and are awarded slots through the application process.

Date: 3/2/2015

Inquiry: 33857


Question:   Section 4.1-Scope of Work Page 9 of 32 A. 2. Meet USDA Daily Nutritional Requirements Q. Should the vendor plan the menus using the meal patterns for summer food service programs or the National School Lunch and School Breakfast Programs(NSLP) Q. If we are to use the patterns for the NSFP which grade category should we plan the menus for

Answer:   The vendor is not required to follow any specific meal patterns as long as the offering meets the USDA Daily Nutritional Requirements.

Date: 3/2/2015

Inquiry: 33869


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Inquiry period ended:  3/2/2015 8:00:00 AM