Bid Management Overview

Overview

What is Bid Management?

Bid Management is a supply chain management tool designed to help districts streamline the preparation of bid specification reports, identify Equivalent Items from GDSN, and ensure compliance with USDA procurement regulations. This tool helps districts improve product quality and pricing from their vendors while maintaining a competitive bidding process.

How Does Bid Management Work?

Districts create bids by:

1. Selecting items from their Item Database.
2. Entering estimated quantities for each item.
3. Generating a PDF or Excel report detailing product specifications, including any associated Equivalent Items.

This report can then be included as an attachment in the vendor RFP to serve as the official product specification document.

Meeting USDA Procurement Regulations

To promote competition and secure better pricing, districts can take one of two approaches when using Bid Specification Reports in Bid Management:

1. Specify Equivalent Items by GTIN

• For each item on the bid, specify at least one Equivalent Item from a different brand.
• Use the Nourish to Flourish (N2F) Database to search for and select Equivalent Items.
• This approach allows respondents to see the exact products (by GTIN) that the district prefers, as well as alternative acceptable products (by GTIN).

2. Define Key Requirements ("Salient Requirements")

• Instead of listing specific products, define the minimum criteria required for each item, such as:
  • Meal Pattern Contributions
  • Calories
  • Sodium
  • Saturated Fat
• Vendors can then propose alternative products that meet these requirements, promoting flexibility and competition.

Best Practices for a Successful Bid Process

• Require GTINs in Vendor Responses – inTEAM recommends that districts request vendors provide GTINs (when available) in their bid responses. This simplifies the comparison process between proposed and initial bid products.
• Review Specifications Carefully – ensuring accuracy in the Bid Specification Report helps avoid miscommunications and procurement issues.