Tools
Private Institution: Solicitation Template to Get Bids from Values-Based Vendors
- Implement
- Private Institution
- Purchasing Commitment
- Self-Operated
- Vendors
Tailoring Solicitation Language to Get Bids from Values-Based Vendors
When a private institution issues a formal solicitation—be it a small purchase solicitation, request for proposals, or invitation for bids—narrowly tailoring the solicitation and including values-based language helps ensure the contract goes to a values-based vendor.
Formal solicitations work best for single purchase orders and standing purchase orders. The added formalities required in competitive bidding can make it more difficult to build the collaborative relationships needed for forward purchasing commitments. However, with clear specifications and strong communication, it is possible to build strong purchasing relationships, even when formal procurement processes are required.
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 X]. Through its food purchasing, [Institution] seeks to develop relationships with [insert short description of vendor preferences if relevant].
State Values-Based Product Specifications
Required Specifications for Prospective Distributors
The [Institution] seeks [insert product or product type sought] that meets the following specifications:
- [Insert values-based specifications]
- [Insert values-based specifications]
- [Insert relevant product quantity, quality, and/or delivery requirements]
Solicit Information About Vendor’s Capacity to Deliver to an Institutional Market
Off-Contract Purchasing
Institutions should consider including the following questions:
- Has the vendor sold its product to other institutions directly or through a distributor or aggregator?
- Has the vendor worked with other institutions implementing values-based procurement or similar purchasing goals?
- Does the vendor have access to necessary space and equipment to store, pack, and ship product to the institution?