Food Distribution Services
| Bidders ID: | NBD13138565672601175 |
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| Due Date: | Jun 30, 2026 |
| Posted Date: | Jun 17, 2026 |
| Level of Government: | State & Local |
| State: | Pennsylvania |
| Agency: | State Government of Pennsylvania |
| Category: |
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| Solicitation Number: | 6100066155 |
| Source: | Members Only |
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General Information |
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Department for this solicitation: |
Procurement | ||||||
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Date Prepared: |
06/04/26 |
Types: |
IFB | ||||
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Advertisement Type: |
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Solicitation/Project#: |
6100066155 |
Solicitation/Project Title: |
food distribution services | ||||
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Description: |
THE BUREAU OF FOOD ASSISTANCE IS ISSUING THIS SOLICITATION TO SELECT A COMMERCIAL FOOD DISTRIBUTOR TO RECEIVE, STORE AND DELIVER TO ELIGIBLE RECIPIENT AGENCIES PROVIDED TO PDA BY USDA.
A COMMERCIAL FOOD DISTRIBUTOR IS DEFINED AS AN ENTITY CURRENTLY RECEIVING, STORING, AND DELIVERING FOOD PRODUCT ON A REGULARLY SCHEDULED BASIS WITH ADEQUATE FACILITIES AND EQUIPMENT TO RECEIVE, STORE, AND DELIVER AS REQUIRED BY THE IFB ADDITIONAL VOLUMES OF GROCERIES, FROZEN FOOD, AND CHILLED ITEMS. THE PA DEPARTMENT OF AGRICULTURE HAS SOLE DISCRETION TO DETERMINE IF ENTITIES SUBMITTING BIDS MEET THE DEFINITION OF A COMMERCIAL FOOD DISTRIBUTOR. THIS SOLICITATION WILL BE AWARDED ON A REGIONAL BASIS AND WILL RESULT IN EIGHT SEPERATE CONTRACT AWARDS. Bids to provide services under this IFB must be submitted electronically through the SRM Vendor Portal. Attachment E also needs completed and uploaded as an attachment to your bid submission. The due date for this solicitation will be June 18, 2026 at 2:00 PM. In lieu of a pre-proposal conference all potential offerors have the opportunity to submit questions via email Sheila Strubhar at sstrubhar@pa.gov. The deadline to receive questions is close of business June 15, 2026. Answers to all submitted questions will be posted to emarketplace and SRM no later than close business June 16, 2026. The Q&A document will become an official part of the IFB document. |
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Department Information |
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Department/Agency: |
Department of Agriculture |
Delivery Location: |
Various |
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County: |
Statewide |
Duration: |
June 30, 2027 |
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Contact Information |
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First Name: |
Sheila |
Last Name: |
Strubhar |
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Phone Number: (XXX-XXX-XXXX) |
717-787-1467 |
Email: |
sstrubhar@pa.gov |
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Solicitation Information |
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Bids must be received by the purchasing agency on the Solicitation Due Date no later than the Solicitation Due Time as set forth in the solicitation. Any conflict between the dates and/or times contained in the solicitation itself or its attachments and this advertisement shall be resolved in favor of the solicitation. |
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Solicitation Start Date: |
06/04/26 | ||
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Solicitation Due Date: |
06/30/26 |
Solicitation Due Time: |
2:00 PM |
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Solicitation Opening Date: |
06/30/26 |
Solicitation Opening Time: |
2:15 PM |
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Opening Location: |
This Is An Electronic Bid In Srm There Will Be No Public Bid Opening | ||
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No. of Addendums: |
0 | ||
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Amended Date: |
06/17/26 |
| Related Solicitation Files | |||||||||
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Attachment Preview
Invitation For Bid (IFB)
To
Provide Food Distribution Services
For the
Pennsylvania Department of Agriculture
Bureau of Food Assistance
2301 North Cameron Street
Harrisburg, PA 17110-9408
Date of Issue: June 4, 2026
Page 1 of 84
Section I: Performance Requirements
1.01
Purpose
1.02
Regions
1.03
Realignment of ADRs
1.04
Volume
1.05
Estimates
1.06
USDA FOODS Variety
1.07
Recipient Agencies (RAs)
1.08
Recipient Agency (RA) Classification
1.09
USDA FOODS Codes
1.10
Inventory Levels
1.11
Inbound Shipments of USDA Foods
1.12
Receiving Appointments
1.13
Receiving Procedures
1.14
Freight Charges
1.15
USDA FOODS Allocations
1.16
Allocation Acceptance and Refusals
1.17
Minimum Orders and Frequency of Deliveries
1.18
Days and Times of Deliveries
1.19
Holiday Schedules
1.20
USDA FOODS Ordering Procedures for Ras
1.21
Outbound Deliveries
1.22
Delivery Sites
1.23
Delivery Drop Areas
1.24
Special Deliveries
1.25
Product Transfer
1.26
Transition Responsibility
1.27
Distribution FEEs
1.28
Storage FEEs
1.29
Payment of Distribution and Storage FEEs
1.30
Premium Storage FEEs
1.31
Minimum Invoice Amount
1.32
Warehouse and Delivery Equipment Requirements
1.33
Sanitation Requirements
1.34
Liaison with PDA
1.35
Computer Capability
1.36
Inventory Reports
1.37
Activity Reports
1.38
Record Retention, Reviews, and Audits
1.39
Liaison with Recipient Agencies (RAs)
1.40
Receiving Reports
1.41
Accountability
1.42
Insurance
1.43
Shortages and Damages
1.44
Self-Service Agencies
1.45
Instructions for Completing Bid Sheets
Page 2 of 84
1.46
Bid Award Criteria
1.47
Bid Submission
1.48
Financial Requirements
1.49
Performance Bond
1.50
Requirement of Successful Bidders
Section II: General Bid Conditions
2.01
Licenses and Certificates
2.02
Prime Contractor Responsibilities
2.03
Other Requirements
2.04
Correction of Mistakes on Bid Sheets
2.05
Agreement Period
2.06
Agreement Termination
2.07
Incurred Costs
2.08
Addenda to IFB
2.09
Bid Duration
2.10
Additional Conditions
2.12
Single or Multiple Pricing
2.13
Non-use of Bid Sheet
Attachment A
Attachment B
Attachment C
Attachment D
Attachment E
Attachment F
Attachment G
Attachments
Agriculture Distribution Regions (ADR) and ADR Map
Distribution Volume by ADR for two years
Recipient Agencies (RAs) Volume by ADR
USDA FOODS Code Listing
Bid Sheet Template
Contains the Shipping Address for each delivery location in
the region
Listing of the NSLP direct trucks ordered for FY20/21 and the
time frame for delivery to the warehouse
Page 3 of 84
Section I: Performance Requirements
1.01 Purpose
This Invitation For Bid (IFB) is issued by the Commonwealth of
Pennsylvania, Department of Agriculture, hereinafter referred to
as PDA, to select a commercial food distributor, hereinafter
referred to as DISTRIBUTOR, to receive, store, and deliver to
eligible recipient agencies, hereinafter referred to as RAs, various
food items, hereinafter referred to as USDA FOODS, provided to
PDA by the United States Department of Agriculture (USDA).
A commercial food distributor is defined as an entity currently
receiving, storing, and delivering food products on a regularly
scheduled basis with adequate facilities and equipment to
receive, store, and deliver, as required by the IFB, additional
volumes of groceries, frozen food, and chilled items. The
Pennsylvania Secretary of Agriculture has sole discretion to
determine if entities submitting bids meet the definition of a
commercial food distributor for the requirements of this IFB. Each
successful DISTRIBUTOR will enter into an Agreement with PDA.
1.02 Regions
Geographic areas covered by the IFB are identified as
Agriculture Distribution Regions (ADRs). Bids submitted in
response to the IFB must be submitted by ADR. DISTRIBUTOR
may bid on more than one ADR; however, separate bids must be
submitted for each ADR. Attachment “A” shows counties by ADR.
1.03 Realignment of ADRs
PDA reserves the right to realign ADRs by county, in whole or in
part; by RA; or by type of RA if PDA determines the realignment
to be in its best interests. PDA will seek the advice of the affected
distributor(s).
If any DISTRIBUTOR terminates its Agreement with PDA for this
IFB or is terminated by PDA prior to the scheduled termination
date in Section 2.05 of this IFB, PDA may realign the affected
ADR and add all or part of the affected ADR(s) served by the
DISTRIBUTOR to another DISTRIBUTOR(s) under Agreement
with PDA for this IFB, but only with the consent of the affected
DISTRIBUTOR(s).
When DISTRIBUTOR consents and accepts the additional
responsibility for all or part of an ADR(s) forfeited by another
Page 4 of 84
DISTRIBUTOR, PDA may authorize the DISTRIBUTOR accepting
the new ADR(s) in total or in part, to charge for the new area of
service, FEEs which shall be no more than five percent (5%)
higher than the highest FEEs charged in the accepting
DISTRIBUTOR’s original service area(s) or the current FEEs of
the ADR (or partial ADR thereof) being accepted, whichever is
greater.
1.04 Volume
The volume (number of total cases) of USDA FOODS affected by
the IFB is not guaranteed. However, the volume of USDA
FOODS distributed by ADR for the years ending June 30, 2024,
and June 30, 2025, are provided on Attachment “B” for
information purposes only.
1.05 Estimates
DISTRIBUTOR shall understand that case volume and the
number of agencies served are estimates and are subject to
change. Annual volumes of COMMODITY under the IFB should
approximate volumes listed on Attachment “B”; however, because
USDA controls the total volume of product available to
Pennsylvania, actual volumes are not guaranteed by PDA. An
Agreement executed as a result of the IFB will not obligate PDA
to specific quantities of COMMODITY, nor will PDA be obligated
to a minimum or maximum number of RAs authorized to receive
COMMODITY.
1.06 USDA FOODS Variety
PDA estimates that one-hundred and thirty (130) different USDA
FOODS items will be available annually under the IFB with an
average of seventy (70) items carried in inventory at any one
time.
Note: DISTRIBUTOR is cautioned that inventory turns for
USDA FOODS are highly dependent on the DISTRIBUTOR’s
effectiveness in informing RAs of cases of product allocated,
pulled, and remaining in storage at the DISTRIBUTOR’s
facility.
The mix of USDA FOODS for the National School Lunch
Program (NSLP) for the 2024-2025 year was 66% frozen;
8% refrigerated; and 26% dry.
Page 5 of 84
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