Trucking – Venison Donation Collection/Transport

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*****THIS IS A FORMAL REQUEST FOR PROPOSAL (RFP). Fax responses and non-electronic responses will NOT be accepted. All responses must be submitted on-line through the SWIFT Supplier Portal before the Event Due Date and Time. Late responses will not be accepted. Visit the SWIFT Supplier Portal @ mn.gov/supplier*****

PURPOSE: The purpose of this solicitation is to award a contract to a contractor responsible for transporting processed venison from various locations across Minnesota. Using a refrigerated vehicle (either a semi-trailer or a 26’ box truck), the contractor will pick up all the processed venison, deliver it to JCK Inspection, 99 5th Avenue NW, New Brighton, MN 55112 for x-ray screening, and subsequently distribute the processed venison to food banks throughout the state. The participating meat processors are confirmed by the end of November each year. Approximately five food bank locations across Minnesota will receive the processed venison once x-ray screening has been completed. In 2024, 19 meat processors participated.

CONTRACT VALUE:  The estimated total dollar value of the contract for one year is $17,000.00 to $25,000.00. However, this shall not be construed as either the minimum or maximum amount. It shall also be understood and accepted by the responder that any quantities shown in this solicitation are estimated quantities only and impose no obligation upon the State either minimum or maximum.

CONTRACT PERIOD:  The term of this contract is anticipated to be from August 1, 2025 to July 31, 2027, with the option to extend up to an additional three (3) years in increments determined by the State.

QUESTION AND ANSWER PERIOD: Questions must be submitted in writing to cassandra.m.jensen@state.mn.us by 3:00 PM Central Time, June 23, 2025.  All questions received by the due date and time will be responded to via an addendum.  Contact regarding this solicitation with any State personnel other than the buyer listed above may result in the rejection of the response.

For questions about the SWIFT Vendor Supplier Portal, please contact the Vendor Help Desk at 651-201-8100 Option 1, and then Option 1.

Responders need to submit all requested documentation, including, but not limited to, the following documents:

1. Attachment A: Responder Declarations
2. Attachment B: Exceptions to State's Terms and Conditions
3. Attachment D: Responder Form
a. Workforce and Equal Pay Declaration Page
4. Attachment E: Additional Information
5. Exhibit D: Pricing
a. Exhibit D, Supplement 1: Sample Invoice and Sample Quote
b. Exhibit D, Supplement 2: Price Schedule
6. Exhibit E: Additional Information
a. Certificate of Insurance
b. Sample Recordkeeping and Reporting
c. Refrigeration Equipment Inventory: Make, model, age, refrigerant type, GWP rating.
d. Leak Detection & Maintenance Plan
e. Refrigerant Management Log Template
f. Technician Certification Documentation
g. Refrigerant Recovery Protocol
h. Annual Refrigerant Sustainability Report Sample or Commitment
i. Optional Encouraged Sustainability Practices: Documentation of use of natural refrigerants, smart sensors that monitor temperature and refrigerant pressure for proactive leak response, and/or technologies that reduce compressor cycling and lower refrigerant demand.

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