BGCMA Seeks Vendors for Summer Food Service Program

BGCMA Seeks Vendors for Summer Food Service Program
February 20, 2017 BGCMA

Boys & Girls Clubs of Metro Atlanta located at 1275 Peachtree Street NE Suite 500 Atlanta, GA 30309 seeks vendors from a Food Service management Company to provide summer meals for Carroll, Cherokee, Cobb, Coweta, DeKalb, Fulton, Gwinnett, Paulding and Rockdale counties. Two meals will be served Monday-Friday from May 30-July 21 to an estimated 2,500 youth per day. BGCMA is seeking vendors capable of providing unitized meals inclusive of milk. The bids are publicly open on Monday, March 27, at 12:00 PM at 1275 Peachtree Street NE, Suite 500. Upon request we will procure a Food Service Management Company through a sealed bid with an Invitation for Bid (IFB). Sealed bids are due by Monday, March 27 at 12:00 PM to the address above. Download the IFB packet here.

Bright from the Start (BFTS) www.decal.ga.gov reviews all contracts and all contracts must comply with their requirements, however, federal regulations govern, in the solicitation and award of the contract. The summer food service program (SFSP) meals ensure that children receive a well-balanced meal and establishes the minimum portions of each meal component that must be served to each child in order for the participating sponsor to receive reimbursement for a combination of Breakfast/Lunch for our summer programs for eighteen Atlanta locations. Bids will require a bid bond in the amount of 5% of bid price. All questions should be submitted in writing to Emily Carter.  Questions and answers will be posted for public review on www.bgcma.org/summerfoodifb. Potential vendors will have an opportunity to ask questions at an open meeting on Monday, March 6, at 12PM at Boys & Girls Clubs of Metro Atlanta located at 1275 Peachtree Street NE Suite 500 Atlanta, GA 30309. Deadline for questions is March 20 at 5PM. USDA is an equal opportunity provider and employer.

Addendum 1: Discussion and Questions at the Invitation to Bid Meeting on 3/6/2017:

1. There has been a change in the number of locations. The number of children is not expected to change. The children from the closing Clubs will attend another nearby club.

  • The expected average daily attendance at the proposed South Dekalb location is 55
  • We are working with Bright from the Start in regards to the protocol for updating the IFB. Bidders are welcome to submit their bids based on the current IFB. Please note, vendors will be expected to include the South Dekalb site in their delivery route if it is open by the start of the summer program in May 2017.
  • We may add a new site in South Dekalb. We are targeting an area below I20 between Gresham and Chandler. An exact location has not been determined.
  • Carver location will be closed for summer
  • Woolfolk location will be closed for summer

2. Hot Meals: BGCMA has served cold meals to youth for the past 2 years. Based on response from parents, we are offering hot meals 2 days a week.  Bidders are requested to include a plan in their proposal that outlines a delivery schedule and plan to keep food in the ‘safe zone’

3. Bidders are encouraged to review section E, Miscellaneous Circumstances, before submitting a bid

4. Qualified bids will be evaluated using the bid evaluation matrix located at the end of the IFB

5. Can I see the prices accepted last year?

6. I would like to submit 2 bids- 1 inclusive of shelf stable milk and 1 inclusive of refrigerated milk. Is that allowed?

  • Yes – 1 bid bond will be required per company despite the number of bids submitted.

7. Is a bid bond and performance bond required?

  • Yes- please see the following bond information from the BFTS procurement manual

8. For the bid bond on your website it states “The bid guarantee shall consist of a firm commitment such as bid bond, certified check, or other negotiable instruments accompanying bid as assurance…” But a few lines down from that it states “Food service management companies are prohibited from posing any alternative forms of bid bonds. Cash, certified checks…. are not substitutes for bid bonds. Can you clarify is it ok for us to submit a certified check for the bid bond with our bid?

  • Per a conversation with Charnele C. Dobbins, Procurement & Purchasing Compliance Officer, Bright from the Start: Georgia Department of Early Care and Learning, Food Service Management companies CAN submit a submit a certified check for proof of the bid bond.

Bid Bond Guarantee Bid bond guarantees are only required for Institutions/sponsors contracting with a Food Service Management Company (FSMC) in the Summer Food Service Program (SFSP) while for the Child and Adult Care Food Program (CACFP) is optional. A bid bond ensures the bidder can adhere to the pricing throughout the term of the contract. A contracting officer shall not require a bid guarantee unless a performance bond is also required. If a FMSC’s bid is over $150,000,they must submit a bid bond in an amount not less than 5 percent and no more than 10 percent of the value of the contract for which the bid is made, as determined by the sponsor and specified in the IFB. Bid guarantee from each bidder Procurement Manual – Revised 1/2017 23 equivalent to five percent of the bid price. The ‘‘bid guarantee’’ shall consist of a firm commitment such as a bid bond, certified check, or other negotiable instrument accompanying a bid as assurance that the bidder shall, upon acceptance of his bid, execute such contractual documents as may be required within the time specified. Food service management companies are prohibited from posing any alternative forms of bid bonds. Cash, certified checks, letters of credit, and escrow accounts, are not acceptable substitutes for bid bonds. The bond must be from one of the companies listed in the most recent issue of the United States Department of Treasury Circular 570. [See 7 CFR 225.15 (h)(6) through (h)(8)] and http://decal.ga.gov/documents/attachments/ProcurementThresholdsSFSP-012214.pdf

Performance Bond A ‘‘performance bond’’ is one executed in connection with a contract to secure fulfillment of all the contractor’s obligations under such contract. Whenever a food service management company contracts for food services valued over $150,000 for the aggregate of all SFSP contracts taken with the sponsor by the food service management company or its subsidiaries, the food service management company shall obtain a performance bond and furnish a copy of it to the sponsor within 10 days of awarding the contract. The performance bond shall be in an amount ranging from a minimum of 10 percent to a maximum of 25 percent of the total value of the contracts. The percentage level shall be determined by the BFTS. Food service management companies shall obtain performance bonds only from surety companies listed in the current Department of the Treasury Circular 570. [See 7 CFR 225.15 (h)(6) through (h)(8)] and http://decal.ga.gov/documents/attachments/ProcurementThresholdsSFSP-012214.pdf

Surety Bonds Under the SFSP, FSMC’s that submit bids over $150,000 and that enter into a food service contract for over $150,000 must obtain bid and performance bonds. The SBA makes the bonding process accessible to small and emerging contractors that find bonding unavailable to them. The SBA is authorized to guarantee a qualified surety up to 90 percent of losses incurred under bid payment bonds. The SBA can also guarantee performance bonds that are issued to contractors on contracts up to $1 million. FSMC’s that anticipate problems in obtaining bid and performance bonds for the SFSP may contact the SBA for assistance.