Department Of Agriculture - Pa - Agency Bids & RFPs

The due date for this solicitation will be June 18, 2026, at 2:00 PM.

For TEFAP RAS, payment of distribution fees will be made by PDA upon submission of a monthly invoice. For NSLP and Traditional RAS, affected RAS will pay distribution, pickup, and storage fees directly to the distributor.

The award will be based on the lowest weighted average delivery fee per case, compliance with all documentation and information required in the specifications, and the adequacy of facilities, services, and other relevant qualifications as evaluated by PDA.

Distributors must have adequate facilities to store USDA foods in sanitary conditions, at the proper temperature and humidity, and with adequate air circulation. Facilities must be located within Pennsylvania or within 50 miles of the state line. PDA may examine facilities prior to agreement execution.

If a distributor terminates the agreement without cause, they will be ineligible to bid on subsequent USDA foods distribution IFBs issued by PDA for a period of five years. If PDA terminates for noncompliance, the distributor will also be ineligible for five years.

The deadline to receive questions is close of business June 15, 2026.

Failure to include required documentation and information may result in the rejection of the bid as nonresponsive. Failure to obtain bond coverage by July 1, 2026, or failure to maintain proper coverage will result in cancellation of the agreement.

The bid submission deadline is 2:00 PM, April 27, 2026. The notice does not specify a separate deadline for delivery of the equipment.

The bid will be awarded on a best value basis to the lowest qualified bidder, but the Pennsylvania Department of Agriculture reserves the right to reject any or all bids, to waive defects and to accept or reject any part of any bid, if, in the judgment of the department, the best interests of the Commonwealth shall require it.

Bids will only be accepted from the manufacturer or their authorized representatives, and the equipment must be sold by a dealership located in Pennsylvania.

The bid notice states that proposals must be received in the office of the Contracts and Procurement Division no later than April 30, 2026. Late proposals will not be considered.

The bid notice states that within 30 days after the end of the month, the tenant will forward to the Commonwealth a report of sales covering the specified criteria and payment for the amount due. It shall be broken down by event and category of sales and subcontractors.

The bid notice states that the Commonwealth is seeking to maximize its financial returns for this leasing opportunity, but that is mitigated by the fact that a reasonable, competitive price structure must be maintained for guests and employees. Financial propositions are to be expressed in terms of a percentage of net sales that the vendor will return to the Commonwealth as a commission.

The bid notice states that proposers must have at least three years of business experience in providing food concession to similar facilities and must provide at least one reference from past operations that closely mirrors these facilities.

The bid notice states that a mandatory pre-proposal conference and mandatory walkthrough of all food facilities will be conducted on April 15, 2026, at 9:00 am. All parties must meet in the Cameron Street lobby of the Farm Show Complex promptly by 9:00 am.