Tools
Public Institution: Solicitation Template for Distributors
- Implement
- Public Institution
- Purchasing Commitment
- Self-Operated
- Vendors
Tailoring Solicitation Language for Distributors
When looking for a new distributor to meet its food supply needs, an institution most often issues a formal solicitation. A formal solicitation is usually required for public institutions because these contracts tend to be large enough to exceed the formal procurement threshold (the federal threshold is $250,000).
Whatever the reason an institution is issuing a solicitation, there are ways to tailor solicitation language to ensure that the selected distributor supports the institution’s values-based goals and can adopt (or has already adopted) practices that meet the institution’s specifications. Public institutions will need to be careful to ensure that the solicitation is not narrowed so far that it destroys open competition.
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.
Identify Applicable Procurement Laws
[The values-based procurement team or personnel at the institution should consult closely with the institution’s legal team and purchasing/procurement team to ascertain the particular laws and procedures that apply to the institution’s solicitation process and ensure the solicitation complies with those requirements.]
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 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].