MEMORANDUM TO: NCPA Member School Districts and Distributor Partners FROM: NCPA Board of Directors DATE: May 4, 2015 RE: Amendment 6-2015 2016 NCPA Distributor Bid - IFB/Contract; Amendment 5 (April 21), Amendment 4 (April 16), Amendment 3 (April 5), Amendment 2 (March 28); Amendment 1 (Mar 26) NOTE: Previous Amendments are provided below the current so all can be accessed on same page. Amendment 6 (May 4, 2015) LOT 1 NOI Commodities o Line number 95 Pizza, Cheese--Change the Item# from 28922 to 28923 (the Item # is repeated on line 94) o Line number 55 Tasty Brands 70016 - Sandwich, Turkey Ham and Cheese to Item from 27909 to 27914 (the item # is repeated on line 60) LOT 1 Frozen Juice and Fruit Juice, Cartons, 6 oz o Correction for Amendment 5 - Add Item Number 45810 on line 123/Column B to provide a number for Apple Cherry flavor (Amendment 5 incorrectly had line 124 for the change) LOT 1 Poultry/Chicken - 23250 - Turkey Roast, Light and Dark Meat, Raw, Froz o House of Raeford has notified NCPA 97207 has been discontinued. LOT 1 - Grocery 55115 Corn Chips, Bulk, WG o Change the product code to Frito 57766 LOT 1 Grocery 55165 Dressings, Regular, Honey Mustard, Gallon o Change the Litehouse product code to 14296 Lot 1 Grocery 55675- Tortilla Chips o Frito Lay has notified NCPA 18793 has been discontinued New Bid Document Sheets - Distributors (only affects school districts requiring Commodity Storage) o New Bid Tabulation Sheet DISTRIBUTOR FIXED FOR USDA COMMODITY STORAGE, BROWN BOX AND/OR MANUFACTURER PROCESSED CASES The FEE quoted for 1-180 DAY and 181+ Day is for storage only. Please strikethrough through the word Delivery in the Distributor Directions and the computation sections just below the Distributor Directions. The delivery fee will be entered on the Lot 1 bid spreadsheet. RECAP Tab. o The calculation for a month of commodity storage was left off of the bid tabulation sheet. The dollar amount needs to be included in the Lot 1 Grand Total to give a fair comparison of all bids. At bid opening, Members will pull the Total Cases Brown box and Processed Commodities from the RECAP Tab and multiply by the Distributor 1-180 Storage Fee per on the New Bid Tabulation Sheet. The dollar amount will be added to the Lot 1 Grand Total. o Note the 181 Day Commodity Storage Fee is for information only. LOT 1 Spices and Specialty Distributors Please Note! o A distributor has reported that the flavors of Puree Fruits (58600-58610), Vegetables (58620-58650), and Meats (58660-58680) may have different cost. The bid spreadsheet was not designed for multiple quantities and prices. It was designed for you to bid one brand and one price. Members should have put a total quantity in the yellow box. The multiple green boxes found on flavors of Pureed Meat (lines 224-225) are in error. There should have just
been one green block under Private Label to enter the brand that you are bidding and to change the pack size offered. At this point, the spreadsheet cannot be fixed to allow multiple pricing. Solution: Distributors should bid their highest cost for the flavors listed and work with the districts you win on actual cost after the award. Amendment 5 (April 21, 2015) The first four with green highlights are corrections to Amendment 4: LOT 1 Poultry/Chicken 22160 Chicken Nugget, Chunk Breast meat, Breaded, WG o Members and Distributors: Change the Tyson pack size to 630/.76 oz. LOT 1 Grocery 55380 Noodles, Ziti or Penne, WG o Distributors and Members: Change the product code for Barilla to 13339 LOT 1 Grocery 55152 - (Crackers, Saltines, 4 pack o Changes code for Lance to 801261 Lot 1 and 6 Beverages 65200-Beverages, Non-Carbonated, 100% Juice o Members and Distributors: The 10 oz size of Apple & Eve has been discontinued. The 8 oz size is available on Line 65240. LOT 1 Frozen Juice and Fruit 45330 Juice, Cartons, 4 oz o Add Item Number 45440 on line 105/Column B to provide a number for Apple Cherry flavor. o Add Item Number 45810 on line 124/Column B to provide a number for Apple Cherry flavor. Lot 1 Breakfast-44790-Waffles, Jumbo Square or Round, WG o Remove Yellow highlights. Krusteaz was awarded this line item at the price on the bidsheet. Lot 1 NOI Commodities-Pizza Cheese Mozzarella 110244 o Change Item Number for Wild Mikes 20211 to 28923 IFB/CONTRACT o Distributors and Members: Please revise: Section 10.5 COMMODITY STORAGE/DELIVERY- Distributor s Flat Fixed Storage Fee (may be different than LOT 1) X the Estimated Cases X Number of Storage Days. The ranges are: 1 180 Days and 181+ Days. Applies to New NCPA IFB/Contract bids beginning in 2015-2016. New Bid Tabulation Sheet Attention if you use Commodity and/or Farm to School/DOD Storage/Delivery o Distributors and Members: The New Bid Tabulation Sheet, to be used at bid opening on May 13, must be amended to accurately display needed distributor total dollar value for Farm to School/DOD storage. o Members: If you require Farm to School/DOD storage/delivery, use the attached (and amended) New Bid Tabulation Sheet to include your estimated Annual Cases of Farm to School/DOD anticipated and send as an Amendment from your School District in an e-mail to all distributors needed ASAP. o Distributors Use the attached/updated New Bid Tabulation Sheet as the reporting document for all School District bids received. Members requiring Farm to School/DOD storage must submit to you a revised form with estimated cases if this service is required so the dollar value can be added to the bid total. Amendment 4 (April 16) LOT 1 Poultry/Chicken 22160 Chicken Nugget, Chunk Breast meat, Breaded, WG o Members and Distributors: Change the Tyson (rev) pack size to 630/.76 oz. LOT 1 Poultry/Chicken 22570 Chicken Wings, Buffalo Style o Members and Distributors: Change the pack size to 2/4.5 lb. LOT 1 Bakery 42221 Roll, Yeast, Pre-Formed Dough, WG, 1 OEG o Members /Distributors: Change the NOI Redi Bake 01519 OEG to 1 OEG to match the commercial OEG above it. LOT 1 Breakfast 52078 and 52079 Cereal Pouch, 2 OEG, WG o Members and Distributors: Change the pack size for Kellogg s 3800012585 and 3800011460 to 48/2 oz. LOT 1 Frozen Fruit and Juice 45330-45430 Juice, Cartons, 4 oz., 45450-45510 Juice, Cartons, 4 oz Calcium Fortified, and 45730 45790 Juice, Cartons, 6 oz
Distributors: The yellow highlight on Sun Cup on these line items indicates Sun Cup is the awarded manufacturer. LOT 1 Grocery 55380 Noodles, Ziti or Penne, WG o Distributors and Members: Change the product code for Barilla to 13339 (rev) LOT 1 Grocery 55152 (rev) Crackers, Saltines, 4 pack o Changes code for Lance to 801261 LOT 1 Portion Control 56240 - Dressing, Salad, Thousand Island Reg., 12 gm. o Members and Distributors: Change Flavor Fresh code to 73007 LOT 1 Portion Control 56380 - Sauce, Honey Mustard, Fat Free, 1 oz Cup o Members and Distributors: A question was posed about this product being fat free. If you note the nutritional value per 100 g (a bit less than 4 portion packets) the total fat is 1.68 g. However, in one packet of sauce there is 0 grams fat. LOT 1 Beverages 65200 Beverages, Non-Carbonated, 100% Juice o Members and Distributors: The 10 oz size has been discontinued. The 8 oz size is available on Line 65240 LOT 3 Supplies 78610 - Tray, Molder Fiber 5 Section o Members and Distributors: Southern Champion 18340 has been discontinued. NOTE TO MEMBERS: Legal Advertisements - A number of members are asking for the Distributor Bid Legal Ads for their file. The advertisements were run in late March and I received the notarized copy in the mail from the News and Observer last week. I'm waiting on the notarized copy from the Charlotte Observer and will scan and e- mail both to the entire membership at the same time - should be within the next week. Amendment 3 (April 5) Distributors Note for Bid Spreadsheets Additional Items TAB: o Members and Distributors: Members received an Instruction sheet to be used for guidance in preparation of their bid spread sheets. The following instructions were part of the detail provided for preparation of the Additional Items TAB of the bid spreadsheets: May be used to add items that are not included on this bid that you use on a regular basis. Estimated annual usage must be more than 500 cases..you are allowed up to 15 additional items for all lots. Do not include items that you purchase in small quantities or a few times a year. The small purchase guidelines can be used for those purchases. Enter items that you use on a regular basis that you want to be included in your bottom line bid total. Distributors should not provide pricing on the Additional Items TAB listing less than 500 cases as these are small purchases and should not be calculated into the Total Bid. If found, leave the pricing cell blank. LOT 1 - Beef 21420 - Beef Pattie, All Beef Tyson 9779 o Members and Distributors: Tyson did not provide the NCPA with pricing for code 9779 at the DTM Commodity Processing Bid. We have been informed by Tyson this beef pattie will not be available as a commercial product for the upcoming year. However, it is available as commodity processed Fee for Service at $14.20 per case for those districts that diverted beef to Tyson for further processing. LOT 1 - Dairy Eggs 32310 Cheese Mozzarella String, Indv., Commercial Bongard s 40240 Members and Distributors: Bongard s 40240 is a typo change the code to 40295 LOT 3 Spreadsheet Supplies Item#78660 Bottle, Spray 3 Pack o Members and Distributors: This is a 3 pack, not a single. Change the 1 in the cell of both Column E and Column F to 3 so the cost per bottle will calculate correctly. LOT 4 Spreadsheet Produce Produce- 90005 Lettuce Romaine Chopped o Members and Distributors: The formula in column K is not correct. Overwrite the formula with the same number of cases that is entered in column J. This is the only line item that needs to be corrected. USDA Stored in School District Warehouse Alternate (time-saving) Method
o In lieu of listing brown box commodities on the bid tab, a member district can save a report of products ordered for 15-16 from NCECOS to attach to the bid. Go to: Reports, Requisition Ent: No charge Status Detail By Material. Save as a PDF. The report is sorted by products ordered and includes the delivery dates and a product total. Amendment 2 (March 28) New Bid Documents 5. New Bid Tabulation Sheet Summary o The original New Bid Tabulation Sheet Summary you received needs to be deleted (sent in e-mail from Mary on March 16) and replaced (saved) with the attached document, 5. New Bid Tabulation Sheet Summary (rev). The original document was missing several parts. Breakfast 44455 French Toast Sticks, WG - Farm Rich 3722 (affects Distributors Only) o Distributors should have received Bid Price Guarantee letter from Richs on March 27 with price correction to $31.50 per case from Diana Shaefer. Grocery 55525 Sauce, Spaghetti Tomato, Can - Red Pack RPKMA9C 72940-82100 o Members and distributors need to change the commercial bid price to $22.20 on bid spreadsheet (Bid Price Guarantee Letter to Distributors is correct) per e-mail from Josh Chaffin, Red Gold on March 26. o Members and distributors need to change the NOI price (orange highlight) to $17.45 as this was a typo. Bakery 42545 Roll, WG Unsliced Baked, FZN Euro Bake 51390 o Members and distributors need to change bid spreadsheet price to $30.60 on the bid spreadsheets typo. Poultry Chicken 22470 Chicken Popcorn, Brd, WG Proview 43409-WG o Members and distributors need to change the bid spreadsheet price to $31.80 typo. Pizza 28540 Pizza, Fiestada Tony s 68516 o Distributors: Bid Guarantee Letter from Schwan s lists replacement of 68516 to 68523 on Feb 10. Pack is 72/5.44 and price is $40.32. Amendment 1 (March 26) Bakery - 42105 Biscuit, Dough, Enriched Flour. o Delete the price entered on the spreadsheet for Pillsbury 31524. Rich s was awarded this line item. Breakfast - 44115 Pancake and Turkey Sausage on Stick, WG IW, 95127. o This line item was added to the bid after the award of the DTM bid. The spec was copied and pasted into the spreadsheet from the line item above. The price should have been deleted. Delete the price that appears on this line item and highlight the Item Number and Description in yellow for the distributors to price. Beverages - 65120 Water, Plain 24/12 oz. o The brands on this line specified are only available through Coke and Pepsi. If you are sending your bid to large distributors they will not be able to give you a price on this line item. If you would like for them to try to get this size for you, it will need to added to your additional items so that they can bid on a private label. When awarding the bid, if you have bids from Coke and/or Pepsi, you will not be able to compare pricing to a large distributor. However, this line item will need to be removed from the bottom line calculations for awarding the bid. Beverages-Smoothie, Non-Carbonated, 100% Juice Item numbers were left off of the bid. Pack size and code numbers are changing next year. Make the following corrections: o Add item number 65260 to Mango Change code to 63398 and pack size to 12/10 oz. o Add item number 65262 to Berry Change code to 63399 and pack size to 12/10 oz. o Add item number 65264 Strawberry Banana Change code to 63395 and pack size to 12/10 oz. o Add item number 65266 Green Machine Change code to 63397 and pack size to 12/10 oz. Reminder: Be sure you have made these updates to the Official documents before you send to Distributors: E-Mail send 3/17 from M. Sitton Corrected copy of Official NCPA LOT 6 Water/Beverages replace the Original LOT 6 Water/Beverages sent on 3/16.
E-Mail send 3/19 from M. Sitton Corrected copy of the IFB/Contract and Attachments A-I sent out replaced Original IFB/Contract sent on 3/16. E-Mail sent 3/19 from M. Sitton Correction to LOT 1 Bid Spreadsheets - Re-Cap TAB. Change letter font color on the yellow block to black so letters can be read.