Tools
Public Institution: Solicitation Template to Get Bids from Values-Based Vendors
- Implement
- Public Institution
- Purchasing Commitment
- Self-Operated
- Vendors
Tailoring Solicitation Language to Get Bids from Values-Based Vendors
Purchasing below the de minimis threshold is an effective strategy for one-time purchases, but relying solely on small or micro-purchases will not substantially shift a public institution’s purchasing patterns. To meet values-based purchasing goals, institutions will likely need to make larger purchases. Once a purchase exceeds the de minimis threshold, applicable procurement laws generally require a formal solicitation and open competition. Public institutions must ensure solicitations comply with these laws and do not improperly restrict 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
[Institution] is committed to values-based purchasing. Through its food purchasing, [Institution] seeks to align public dollars with core values, including [insert values/goals].
State Values-Based Product Specifications
The [Institution] seeks [insert product or product type sought] that meets the following specifications:
- [Insert one or more values-based specifications]
- [Insert relevant product quantity, quality, and/or delivery requirements]
Solicit Information About Vendor’s Capacity to Deliver to an Institutional Market
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?