Procurement Plan For Summer Food Service Program (Page 6 of 8) in pdf

 In awarding a competitive negotiation (RFP), a set of award criterion in the form of a

weighted evaluation sheet will be provided to each bidder in the initial bid document

materials.

Price alone is not the sole basis for award, but remains the primary

consideration when awarding a contract. Following evaluation and negotiations a firm

fixed price or cost reimbursable contract is awarded.

 The contracts will be awarded to the responsible bidder/proposer whose bid or proposal

is responsive to the invitation and best meets the needs of the SFSP Sponsor, price, and

other factors considered. Any and all bids or proposals may be rejected in accordance

with law.

 The Title of Person is required to sign on the bid tabulation of competitive sealed bids or

the evaluation criterion score sheet of competitive proposals signifying a review and

approval of the selections.

 The Title of Person will review the procurement system to check to ensure

compliance with applicable laws.

 The Title of Person will be responsible for documentation that the actual product

specified is received.

 Any time an accepted item is not available, the Title of Person will select the acceptable

alternate.

The contractor must inform Title of Person time/by when a product is not

available. In the event a non-domestic agricultural product is to be provided to the SFSP

Sponsor, the contractor must obtain, in advance, the written approval of the product. The

Title of Person must comply with the Buy American Provision.

 Full documentation as to the reason an accepted item was unavailable, and to the

procedure used in determining acceptable alternates, will be available for audit and

review. The person responsible for this documentation is Title of Person.

 The Title of Person will be responsible for maintaining all documentation of the

procurement process.

C. If items are available only from a single source (aka Sole Source) when the award of a contract

is not feasible under simplified acquisition purchase, IFB or RFP Non-competitive

Negotiation procedures will be used:

 Written specifications will be prepared and provided to the vendor/contractor.

 The Title of Person will be responsible for the documentation of records to fully explain

the decision to use the non-competitive negotiation. The records will be available for

audit and review.

 The Title of Person will be responsible for documentation that the actual product or

service specified was received.

Page 6 of 8

Procurement Plan For Summer Food Service Program Page 6