Tools
Private Institution: Solicitation Template for Distributors
- Implement
- Private Institution
- Purchasing Commitment
- Self-Operated
- Vendors
Tailoring Solicitation Language for Distributors
When institutions are looking for a new distributor to meet their food supply needs, they most often issue a formal solicitation. While private institutions are not required by law to issue a formal solicitation for such a contract, internal policies often require a competitive bidding process.
Whatever the reason the institution is issuing a solicitation, there are ways to tailor the solicitation language to ensure that the distributor that receives the contract will advance the institution’s values-based goals and adopt practices that meet the institution’s specifications. Private institutions should also be aware of the need to ensure that the solicitation is not narrowed so far as to exclude all available distributors.
Keep In Mind”
Additional information about alternative language and how to complete each provision of this tool can be found on the relevant Implementation Stage in the Guide.
Signal Institutional Commitment to Values-Based Procurement
Institutional Commitment to Values-Based Procurement
A commitment to increasing purchases of [insert values identified in food purchasing guidelines] food is a component of [Institution’s strategic plan or its other commitments, vision, or identity]. [Institution] supports a population of [approximately X] on a food purchasing budget of [approximately Y]. Through its food purchasing, [Institution] seeks to procure food to the maximum extent possible from [insert short description of vendor preferences].
State Values-Based Specifications for Distributors
Required Specifications for Prospective Distributors
[Institution] seeks a distributor who can satisfy the following specifications:
- [Insert one or more values-based specifications]
- [Insert relevant vendor eligibility requirements]
Ensure Off-Contract Purchasing Allowed
Off-Contract Purchasing
To further [Institution’s Food Purchasing Guidelines], [Institution] expressly reserves the right to purchase food direct from suppliers not otherwise contractually approved to supply food to [Distributor].