Current Bid Opportunity

  • RFP Child Nutrition: Groceries including Frozen Foods

    Download RFP

    Notice is hereby given, that the Alameda County Team in Ordering Nutrition (ACTION) Purchasing Cooperative, hereby calls for emailed proposals for Child Nutrition: Groceries including Frozen Foods to Josh Roben, jroben@acoe.org; Alameda County Office of Education (ACOE), Purchasing Department until Thursday May 7, 2019 by 12:00pm PST.

    These proposals shall be presented in accordance with specifications for the same which are on file with said ACTION Purchasing Cooperative, C/o the ACOE, herein above mentioned. Instructions may be obtained on the Alameda County Office of Education website – www.acoe.org under the “Purchasing” heading located at https://www.acoe.org/Page/231. All proposals must be made on proposals from said website.

    The ACTION Purchasing Cooperative reserves the right to reject any and all proposals for any and all items of such proposals.

    By order of the ACTION Purchasing Cooperative, C/o ACOE.

    Joshua Roben,
    Purchasing and Accounts Supervisor, Internal Business Services

    QUESTIONS AND ANSWERS

    Q: Do you have delivery windows and frequencies for the sites? Delivery Addresses – can you please provide more information on “multiple sites” for Pleasanton USD and San Leandro USD 
    A:
    Three districts stated times and they're on the very last page of the RFP. Dublin - Monday & Tuesday 4am - 7am (the others can respond) 

    Q: For Districts that only have a delivery address in column G, can we assume that deliveries will be 1x/week to the site listed? 
    A:
    Yes 

    Q: Do you allow minimums to be stated on the bid? 
    A:
    Bid proposals should be made based on the amounts on the RFP

     Q: Do you have any other food bid pending to published? 
    A:
    No

    Q: Is this bid Piggybackable? 
    A:
    No 

    Q: What is the current lead district? 
    A:
    Dublin is the current lead district 

    Q: Do you have any lead times? 
    A: We don't expect lead times longer that one week for awarded bid items 

    Q: At the public opening on May 7th at 12:01pm will attendees be allowed to take photographs of the pricing documents or only view the documents? 
    A:
    No, but you may view and take notes 

    Q: Do you have a prior year recap? 
    A:
    See attached 

    Q: Can you confirm the Terms of the award? “Best interest of the District”? 
    A:
    See first page of RFP document for bid award criteria 

    Q: Will you require any samples? 
    A:
    Possibly for "or equivalent" items but since there is a time restraint there would need to be quick turnaround 

    Q: Can you please expand on the award criteria – what are the total points that will be awarded by criteria category? 
    A:
    35% Lowest price, 35% Ability to provide "first choice" brand items where designated, 5% All necessary documents provided, 5% Letters of recommendation, 20% Minimum amount of "special order" items. 

    Q: The award criteria includes “Letters of Recommendations”, can you please elaborate on how many letters of recommendation should be submitted? 
    A:
    Any number would suffice but at least two would be best. All references would be contacted for verification. 

    Q: The award criteria refers to awards based on “minimum amount of special order items”, the frozen/refrigerated and dry tabs denote special order in column Q, however, the instructions (2f) state that Special Order items will not be permitted on the proposal. Can you confirm whether special order items are permitted or not? 
    A:
    I apologize for this. We are looking for items with a 1 week turnaround. 2 weeks would be considered as long as that lead time could be reduced after one month of continuous purchases by ACTION 

    Q: In the payment terms – the RFP states that the terms are NET 60 and also require monthly billing, when does the 60 days begin? 
    A:
    Invoice Date 

    Q: In the Frozen/Refrigerated Tab there are some items that are eligible for a USDA Foods Discount? Is this bid only requesting commercial pricing? 
    A:
    Yes, this is a commercial pricing bid. We are all members of commodity processed cooperatives (SLIC, SUPER) and will purchase commodity processed foods through that process. If an item is available through that process it should not be included in your bid proposal. 

    Q: If you are requesting commodity pricing – how should this be denoted on the pricing sheets noting that member districts vary in the way that they receive their USDA Foods? 
    A:
    We are not requesting commodity pricing because this a commercial bid and also address this question in our response to Q: “In the Frozen/Refrigerated Tab there are…” 

    Q: Frozen/Refrigerated Tab Line 63 – Can you please provide more information about this product? 
    A:
    JSL Whole Grain Chow Mein Noodle #FF3394 or eq 

    Q: Frozen/Refrigerated Tab Line 101 – Can you please provide more information about this product? 
    A: Verbiage continuation from line 100 

    Q: Frozen/Refrigerated Tab Line 106 – Can you please provide more information about this product? 
    A:
    Verbiage continuation from line 105 

    Q: Frozen/Refrigerated Tab Line 153 – Can you please provide more information about this product? 
    A:
    MM School Nutrition Potato Turkey Bacon Soup CN80006 

     


    Request for Proposals (RFP) for
    Electronic Paperless Document Routing Solution
    RFP #18/19-3619

    QUESTIONS AND ANSWERS

    Responses to the April 17 Question & Answer Meeting and Email Follow Up Questions

    Q. When was the RFP posted online and made publically accessible?
    A. The RFP was posted online and publically accessible on 4/1/19. Public notice was also published in the Oakland Tribune newspaper for 2 consecutive weeks on 4/5/19 & 4/12/19.

    Q. Do vendors outside of California require the Resource Conservation Certification? If so, which specific certification provider should we work with?
    A. The Resource Conservation Certification will not be required.

    Q. 2.0 Background – HR Department Requirements (PG 1): Regarding the imported digital files from the following systems, Alchemy and DocStar, will ACOE be responsible for extracting metadata or will the vendor be responsible?
    A. Vendor will be responsible for extracting metadata

    Q. Attachment A – Interface (PG 9): Can ACOE define the criteria of an eSign compliant signature?
    A. The signature must be legally binding; and (ESIGN) Act, / Uniform Electronic Transactions Act (UETA) compliant

    Q. Attachment A – Scalability (PG 12): Please confirm, for the original proposal, that ACOE is interested in pricing for up to 200 named licenses?
    A. For the initial proposal, ACOE would like to be quoted with tiered pricing for: up to 35 users, up to 75 users, and up to 150 users or other comparable vendor license tiering structure.

    Q. How many total end users will need access to the new solution? Of that total, please provide a breakdown of the number of heavy users, and number of casual users.
    A. We estimate 35 full users, 35 approval users and the remainder as casual users.

    Q. How many concurrent users and scanning station licenses are needed for HR and Purchasing to start?
    A. Full Users: HR 7; Purchasing 28. Not clear what scanning station licenses entail.

    Q. Is the intention of the project to migrate all documents from Alchemy and DocStar over to the new platform, or is the intention to export/import documents on an ad-hoc basis as needed?
    A. Yes, the intention is to migrate all docs over to the new platform.

    Q. Just to confirm, you’re open to receiving proposals for Cloud hosted platforms?
    A. We will receive proposals for Cloud hosted platforms, but currently we are strongly leaning toward self hosted model.

    Q. Are you interested in/looking for a full blown ECM system? Document storage/repository, electronic forms and workflow?
    A. Yes.

    Q. Is Escape Technologies the only system required for integration? If not, please let me know of other integration points.
    A. No Annotations need to carry through. Not able to capture a count for # of pages. The file formats are PDF, JPG, Word, Excel, Tiff.

    Departmental file shares:

    Purchasing/IBS:

    89K Files/57 GBdd
    HR: 29K Files/17 GB
    Alchemy 1,619 Files/9.6 GB
    DocStar 362,055 Files/27 GB

    Q. When was the RFP posted online and made publically accessible?
    A. The RFP was posted online and publically accessible on 4/1/19. Public notice was also published in the Oakland Tribune newspaper for 2 consecutive weeks on 4/5/19 & 4/12/19.

    Q. Have you defined the Forms, workflow routing and email notification needed for HR and Purchasing. If so, can we get access to this information?
    A. Please refer to RFP page 1, “2.0 Background” for a short list of forms defined by each department. ACOE is working to develop the workflow routing and email notification needs. ACOE will provide and expanded list and access once we are able to define this information.

    Q. Have they seen a demo from current vendors? If so, which ones?
    A. We have casually reviewed a variety of products, but not seen formal demo’s.

    Q. Has a consultant helped with the RFP development? If so, can you share who it is?
    A. No consultant.

    Q. Can you share your budget for phase I, i.e. $50-100K, $101-150K, $151 – 250K, $250K+?
    A. The budget will be prepared for FY19/20 based on RFP responses.

    Q. Do you currently use SharePoint? If so, is it O365 or on-prem? What version if on-prem?
    A. Yes, on-prem; version 2010. SharePoint documents will not be part of Phase I.

    Q. When do you anticipate awarding the contract and the project to start? Do you have a project timeline and desired GoLive deadline?
    A. We hope to award prior to July 1, 2019 and go live shortly there after.

    Q. What scanning hardware is currently used?
    A. Canon Imagerunner 5250 / 7260 / 5055 / 6055 / 5051 with the ability to add desktop scanners for full users.

    Q. What is the timeline and what departments are up next?

    • Phase 1 (HR & Purchasing) desired start date - 7/1/19
      Anticipate 6 months - 1.5 yrs. to complete phase 1. ACOE will evaluate how/ when to move after implementation of phase 1.
    • Phase 2 – unknown (possibly Student Programs and Services)
      Scalable to be able to support external partner use, if desired, in future.
      Perpetual pricing preferred over subscription pricing.

    Q. Can the deadline to submit proposals be extended?
    A. ACOE has decided not extend the submission deadline. Deadline remains May 1st as prescribed in the RFP.


    Q. Can companies from outside the USA (e.g. Canada, India, etc.) apply for this RFP?
    A. Companies outside the USA may submit a proposal. We are bound by specific rules and regulations including, but not limited to, COPPA, FERPA, SOPIPA, CA Business & Professions Code 22584, CA Ed Code 49073.1. Companies must be able to adhere to these regulations in all aspects throughout the performance of the contract.

    Q. Do vendors need to travel to the Alameda County Office of Education for meetings?
    A. Interested vendors do NOT need to come in person for the Q&A meeting on April 17th. The following information is available for call-in (phone only, no video) to participate in the Q&A.

    ACOE is inviting you to a scheduled Zoom meeting.

    Topic: Paperless Meeting
    Time: Apr 17, 2019 9:30 AM Pacific Time (US and Canada)

    One tap mobile
    +16699006833,,350138898# US (San Jose)
    +16468769923,,350138898# US (New York)

    Dial by your location
    +1 669 900 6833 US (San Jose)
    +1 646 876 9923 US (New York)
    Meeting ID: 350 138 898
    Find your local number: https://zoom.us/u/awBhOpdI9

    Q. Can companies perform the tasks related to RFP outside the USA?
    A. We are bound by specific rules and regulations including, but not limited to, COPPA, FERPA, SOPIPA, CA Business & Professions Code 22584, CA Ed Code 49073.1. Companies must be able to adhere to these regulations in all aspects throughout the performance of the contract.

    Q. Can companies submit the proposals via email?
    A. No, please refer to the submission instructions regarding delivery of physical copies and flash drive copy. Mailing these items is acceptable.


Recently Closed Bid Opportunities

  • Proposals Closed

    View Awards

    RFP: Child Nutrition: Groceries including Frozen Foods, Dairy, Fresh Bread, and Paper GoodsNotice to Bidders

    Updated Note to Bidders (posted 5/29/2018)

    Please note—the deadline to submit your proposals for the above referenced RFP’s has been extended to Thursday June 7, 2018 by 12:00pm PST. The ACTION Purchasing Cooperative has decided to extend the deadline due to the Memorial Weekend Holiday and provide all interested vendors an additional week to submit questions for clarifications and gather pricing for the requested RFP. If you have any questions, please email Frank Castro at castrofrank@dublinusd.org. All questions and responses will be posted on this webpage.

    By order of the ACTION Purchasing Cooperative, C/o ACOE.

    Joshua Roben
    Purchasing and Accounts Supervisor, Internal Business Services


    Revised RFP Documents


    PROPOSAL QUESTIONS

    Can you please clarify your bid lines on your Grocery bid? For example, for mustard you have "qty 80." However, under mustard you have Packs - 245; Pumps - 10; Gallons - 45. Do you need a total of 80, 245, 10, or 45?

    It looks like a clerical error. Please combine the 80 with the 245 for a total of 325. We apologize for any confusion. Thanks for catching that one!

    I am trying to enter in all the information and coming across this below. Is there an unlocked sheet (Paper Goods Proposal) you can send for the data entry?

    Yes, we have uploaded a revised copy with the cell unlocked.

    Would you consider extending bid due date ?

    Yes, ACTION has extended the due date for the RFP submissions to Thursday June 7, 2018 by 12:00pm PST.

    Do you have a Produce bid pending to be published or published?

    No, ACTION does not purchase enough produce to meet the bid threshold.

    Can you also confirm that this is an all or nothing bid? It states that in the document, but I just want to make sure.

    The following bids are single distributor awards; Dairy, Supplies (Paper Goods), Fresh Bread.

    To whom should I be sending questions for clarification to?

    Any questions concerning any ACTION Cooperative RFP's to be directed to the Lead District, Dublin USD, Frank Castro, Director, 925-828-2551 castrofrank@dublinusd.org


    Notice to Bidders (posted 5/22/2018)

    Notice is hereby given, that the “ACTION Purchasing Cooperative,” (Alameda County Team in Ordering Nutrition) hereby calls for emailed proposals for Child Nutrition: Groceries including Frozen Foods; Dairy; Fresh Bread; and Paper Goods to Josh Roben, jroben@acoe.org; Alameda County Office of Education (ACOE), Purchasing Department until Thursday May 31, 2018 by 12:00pm PST.

    These bids shall be presented in accordance with specifications for the same which are on file with said ACTION Purchasing Cooperative, C/o the ACOE, herein above mentioned. Instructions may be obtained on the Alameda County Office of Education website – www.acoe.org under the “Purchasing” heading located at https://www.acoe.org/Page/231. All bids must be made on proposals from said website.

    The ACTION Purchasing Cooperative reserves the right to reject any and all bids for any and all items of such bids.

    By order of the ACTION Purchasing Cooperative, C/o ACOE.

    Joshua Roben
    Purchasing and Accounts Supervisor, Internal Business Services


    Comments (-1)
  • Contract Extensions

    The Alameda County Team in Ordering Nutrition (ACTION) formerly known as The Alameda County Cooperative Purchasing Group have exercised the option to renew the following contracts for one year additional year each:

    RFP: Beverages and Snacks

    Comments (-1)
  • Past Bid Opportunities


    RFP: Child Nutrition Groceries including Frozen Foods

    Notice to Bidders

    Notice is hereby given, that the Alameda County Cooperative Purchasing Group, hereby calls for emailed proposals for Child Nutrition: Groceries including Frozen Foods to Josh Roben, jroben@acoe.org; Alameda County Office of Education (ACOE), Purchasing Department until Thursday May 25, 2017 by 12:00pm PST.

    These bids shall be presented in accordance with specifications for the same which are on file with said Alameda County Cooperative Purchasing Group, C/o the ACOE, herein above mentioned. Instructions may be obtained on the Alameda County Office of Education website – www.acoe.org under the “Purchasing” heading located at https://www.acoe.org/Page/231. All bids must be made on proposals from said website.

    The Alameda County Cooperative Purchasing Group reserves the right to reject any and all bids for any and all items of such bids.

    By order of the Alameda County Cooperative Purchasing Group, C/o ACOE.

    Joshua Roben
    Purchasing and Accounts Supervisor, Internal Business Services


    Request for Proposal #2018-WAN

    Multi-year Contract for E-rate Eligible Wide Area Network (WAN) Services

    View Proposal

    View FCC Form 470 - Funding Year 2018



    RFP: Beverage and Snack Items

    Closing date Tuesday, July 19, 2016. Contract to run from Aug. 1, 2016 - June 30, 2017.

    NOTICE TO BIDDERS

    Notice is hereby given, that the Alameda County Cooperative Purchasing Group, hereby calls for emailed proposals for Child Nutrition: Beverages and Snacks to jroben@acoe.org; Alameda County Office of Education (ACOE), Business Services, Purchasing and Accounts Supervisor until Tuesday July 19, 2016 by 12:00pm.

    These bids shall be presented in accordance with specifications for the same which are on file with said Alameda County Cooperative Purchasing Group, C/o the ACOE, herein above mentioned. Instructions may be obtained on the Alameda County Office of Education website – www.acoe.org under the “Purchasing” heading. All bids must be made on proposals from said website.

    The Alameda County Cooperative Purchasing Group reserves the right to reject any and all bids for any and all items of such bids.

    By order of the Alameda County Cooperative Purchasing Group, C/o ACOE.

    Joshua Roben
    Purchasing and Accounts Supervisor, Internal Business Services


    RFP: Child Nutrition Groceries including Frozen Foods

    Proposals must be received no later than Tuesday, June 21, 2016 at 12:00 p.m.

    NOTICE TO BIDDERS

    Notice is hereby given, that the Alameda County Cooperative Purchasing Group, hereby calls for emailed proposals for Child Nutrition: Groceries to jroben@acoe.org; Alameda County Office of Education (ACOE), Business Services, Purchasing and Accounts Supervisor until Tuesday June 21, 2016 by 12:00pm.

    These bids shall be presented in accordance with specifications for the same which are on file with said Alameda County Cooperative Purchasing Group, C/o the ACOE, herein above mentioned. Instructions may be obtained on the Alameda County Office of Education website – www.acoe.org under the “Purchasing” heading. All bids must be made on proposals from said website.

    The Alameda County Cooperative Purchasing Group reserves the right to reject any and all bids for any and all items of such bids.

    By order of the Alameda County Cooperative Purchasing Group, C/o ACOE.

    Joshua Roben
    Purchasing and Accounts Supervisor, Internal Business Services


    RFP: ACOE CARSNet Charter School Authorizers On-Line Monitoring System

    Proposals must be received no later than Friday, March 18, 2016 at 3:00 p.m. Pacific Time

    April 27, 2016

    NOTICE OF INTENT TO AWARD

    Alameda County Office of Education (ACOE) has completed the review of the proposals for the CARSNet Charter School Authorizers On-Line Monitoring System. We have selected the National Charter School Institute and its Epicenter system to meet the objectives and provide the functionality described in the RFP. We look forward to reaching agreement on the implementation of the system for the grant term, and laying the foundation for long-term support of California’s charter authorizing agencies.

    ACOE is grateful to each firm that participated in the CARSNet Authorizers On-Line Monitoring System RFP process. We know what it takes to respond to an RFP and appreciate those firms for making the effort to provide us with a clear understanding of the firm, its products, and its ability to meet our objectives. We were impressed with the demonstrated commitment to supporting quality charter school authorizing for the benefit of California’s children and families.

    Sincerely,

    Gail Ann Greely
    Director, CARSNet
    Charter Authorizers Regional Support Network

    Joshua Roben
    Purchasing and Accounts Supervisor