STATE OF RHODE ISLAND AND PROVIDENCE PLANTATIONS
Department of Administration
DIVISION OF PURCHASES
One Capitol Hill
Providence, RI 02908-5855
Tel: (401) 574-8100
Fax: (401) 574-8387
September 17, 2019
TITLE: MILK, MILK PRODUCTS & ICE CREAM - MPA 70
SUBMISSION DEADLINE: OCTOBER 15, 2019 @ 2:00 PM (Eastern Time)
PRE-BID CONFERENCE: X NO
Robert DeAngelis, Senior Buyer
Questions concerning this solicitation may also be e-mailed to the Division of Purchases at
email@example.com no later than SEPTEMBER 27, 2019 5:00 PM (Eastern
Time). Please reference the RFQ #7599773 on all correspondence. Questions received, if any,
will be answered and posted on the Internet as an addendum to this solicitation. It is the
responsibility of all interested parties to download this information.
SURETY REQUIRED: NO
BOND REQUIRED NO
Vendors must register on-line at the State Purchasing Website at www.ridop.ri.gov.
NOTE TO VENDORS:
Offers received without the entire completed three-page RIVIP Generated Bidder
Certification Form attached may result in disqualification.
THIS PAGE IS NOT A BIDDER CERTIFICATION FORM
INSTRUCTIONS AND NOTIFICATIONS TO OFFERERS____________
The Rhode Island Department of Administration/Division of Purchases, is soliciting quotes from
qualified bidders to provide pricing for milk, milk products and ice cream in accordance with the
terms of State’s General Conditions of Purchase, which may be obtained at the Rhode Island
Division of Purchases website at: http://www.ridop.ri.gov .
This solicitation is for a one year (November 1, 2019 – October 31, 2020).
Potential Offerers are advised to review all sections of this solicitation carefully and to follow
instructions completely, as failure to make a complete submission as described elsewhere herein
may result in rejection of the proposal.
All costs associated with developing or submitting a quote in response to this Request, or to
provide oral or written clarification of its content shall be borne by the offeror. The State assumes
no responsibility for these costs.
Quotes are considered to be irrevocable for a period of not less than sixty (60) days
following the opening date, and may not be withdrawn, except with the express written
permission of the State Purchasing Agent.
All pricing submitted is to be considered fixed, unless otherwise indicated herein.
Quotes misdirected to other State locations or which are otherwise not present in the Office of
Purchases at the time of opening for any cause will be determined to be late and will not be
Bidders are advised that all materials submitted to the State of Rhode Island for consideration in
response to this Request for Quote will be considered to be public record, as defined in Title 38
Chapter 2 of the Rhode Island General Laws, without exception, and will be released for
inspection immediately upon request, once an award has been made.
Interested parties are instructed to peruse the Division of Purchases website on a regular basis, as
additional information relating to this solicitation may be released in the form of an addendum to
this RFQ .
The offeror should be aware of the State’s Minority Business Enterprise (MBE) requirements
which addresses the State's goal of ten per cent (10%) participation by MBE's in all State
procurements. For further information contact the MBE Administrator at (401) 222-6253 or visit
the website at http://www.rimbe.org .
Awards resulting from this Request will be subject to the State’s General Conditions of Purchase,
which are available through the Internet at www.ridop.ri.gov.
Questions, in Microsoft Word Format, concerning this solicitation, may be e-mailed to the
Division of Purchases at firstname.lastname@example.org no later than the date & time
indicated on page 1 of this solicitation. Please reference RFQ #7599773 on all correspondence.
Responses to questions received, if any, will be provided, as an Addendum to this RFQ, and
posted on the Rhode Island Division of Purchases website at www.ridop.ri.gov It is the
responsibility of all interested OFFERERs to download this additional information. If technical
assistance is required to download, call the Help desk at (401) 222-2142, ext. 134.
Requests for Quotes to provide the required goods must be received by the Division of Purchases
on or before OCTOBER 15, 2019 10:00 AM (EDT). Responses should be mailed or hand-
delivered in a sealed envelope marked “RFQ # 7598955” to:
RI Department of Administration
Division of Purchases, 2nd floor
One Capitol Hill
Providence, RI 02908-5855
NOTE: Quotes received after the above-referenced due date and time will not be considered.
Quotes misdirected to other State locations or which are otherwise not presented in the Division
of Purchases by the scheduled due date and time will be determined to be late and will not be
considered. Quotes faxed, or emailed, to the Division of Purchases will not be considered. The
“official” time clock is located in the reception area for the Division of Purchases. (Please be
advised that FedEx/UPS do not always arrive by 10:30 am, you would be smart to send your
submission to arrive at least one day early)
All items delivered under the contracts awarded must be in strict accordance with the
specifications herein. Each delivery will be subject to tests by the State of RI, Dept. of Health.
All containers shall be polyethylene lined waxed paper cartons unless otherwise specified. All
containers of either type shall meet with the approval of the state of RI Dept. of Health.
All containers must be color coded to differentiate between unflavored, flavored and low-fat
fortified milk, and coded for shelf-life of a minimum of five days before expiration.
The temperature of the milk, etc., must, at no time, exceed 45 degrees F.
Bids will be considered only from dairies who have been rated by the Dept. of Health for
conformance to Federal Standards (U.S. Public Health Service) prior to time of bid opening.
Certificates attesting to the existence of such policy to be issued by the insurer in duplicate and to
be delivered to the Division of Purchases before an award of a contract will be made.
THE FOLLOWING SPECIFICATIONS WILL APPLY TO ALL ITEMS:
Homogenized Milk – Not less than 3.25%BF
Skim Milk – Not more than .5%BF
Low Fat Milk – Not less than .5%BF
Not more than 2.5%BF
Buttermilk – Not less than 1.5%BF
Heavy Cream – Not less than 36%BF
Chocolate & Coffee Low Fat Milk – 1%BF or less
Cream Half & Half – Not less than 10%BF
Sour Cream – Not less than 18 ½ %BF
All Purpose Cream – Not less than 30%BF
Cottage Cheese – Not less than 4.25%BF
Cheese Neufchatel – Not less than 21%BF
Note: Bids will be based on the Class I Price of the Market Administrator – Boston Regional
Marketing Area – Zone 21
Price may increase or decrease monthly.
Where applicable, beside each item on this bid, a price to be used for the size containers specified
must be inserted for price comparison.
Deliveries will be made as requested by agencies unless otherwise noted.
All unused quantities will automatically be cancelled at the end of the contract period.
Equipment and maintenance will be provided by the successful dairy where specified.
All suppliers are requested to coordinate deliveries with agencies and familiarize their drivers
with the details to avoid disagreements during the term of the agreement.
METHOD AND FORMULA FOR DETERMINING PRICE CHANGES FOR MILK:
Per Quart: .0215 x Inc/Sept Class 1 per cwt per quarts Inc/Sept
Per Half Gallon: Same as quart formula multiply by two (2)
Per Half Pint: Same as quart formula but must be divided by four (4)
Increase or decrease of Class I milk per cwt is computed by using the Base Class I rate in relation
to the current Class I rate for increase or decrease.
All vouchers must show the unit price increase or decrease applicable for billing period.
Example: May Billing Period
½ Gallon – Increase
½ Pint – Increase
BASE CLASS I RATE – September 2019 - $21.30
We believe that, with your assistance and cooperation, there will be no interruption of the billing
process and payments should be assured.
Failure of vendor to deliver quantities requested, and on dates specified, will be deemed cause for
contract cancellation. Agency will supply 24-hour notice of requirements and delivery dates.
All bidders must specify the dairy which will be supplying them milk for the requirements of the
State of RI
In the event your dairy or supplier loses its rating during the contract period, the contract will be
The supplier will hold the State of RI free of any damages resulting from consumption of
products delivered under this contract when such damages are attributed to foreign materials or
other defects in products delivered by the supplier.
Vendor(s) are to issue a single invoice per purchase order to each Contract User on a monthly
basis for products delivered to the State. Invoices shall be itemized as follows:
i. Date of Invoice
ii. Invoice Number
iii. Order Number
iv. Purchase Order Number
v. Date of Delivery
vi. Contract User Name
vii. Agency/Entity Name