Responses to Offeror Questions
The following responses are provided for the benefit of all potential Offerors regarding the Regional Farm to Food Bank (RF2FB) FY27 Requests for Proposals. Questions have been edited where necessary to remove identifying information, consolidate substantially similar questions, and clarify the question presented.
Offerors remain responsible for reviewing the applicable RFP in its entirety and any formally issued addenda. Where a response applies only to a specific RFP, that RFP is identified.
1. Question
What is the purchasing threshold for the requirement to issue an RFP for the Farm to Food Bank program?
Response: The competitive RFP threshold is more than $60,000 in anticipated cumulative RF2FB purchases from a single business during the October 1, 2026 through June 30, 2027 contract period.
2. Question
Could you clarify the $60,000 threshold? Is that limit for a one-time purchase spanning October 2026 to 2027, or is it $60,000 for 2026 with a separate purchase option in 2027?
Response: The $60,000 competitive RFP threshold applies to anticipated cumulative RF2FB purchases from a single business over the full contract period of October 1, 2026 through June 30, 2027. It is not a per-purchase or per-calendar-year threshold and does not reset on January 1, 2027.
3. Question
Does the program allow for purchase of dry, non-perishable foods, and if so, what are the requirements of the non-perishable piece?
Response: RF2FB purchases may include dry and non-perishable foods. The vendor receiving RF2FB funds must meet applicable NMFMA Approved Supplier requirements, and products purchased must meet NMFMA's requirements for allowable products. NMFMA's Approved Supplier and product requirements are available here: https://newmexicogrown.org/suppliers/join/
4. Question
Regarding RFP RF2FB_2027_09, are Offerors expected to propose delivery to Las Cruces, or will products be delivered directly to pantry locations? Which RFP applies to these delivery arrangements?
Response: RFP RF2FB_2027_09 covers delivery to multiple locations within the identified service area of Doña Ana, Luna, Hidalgo, Catron, Lea, and Eddy counties; it does not require all products to be delivered to a single location in Las Cruces. Specific ordering and delivery locations will be coordinated with the assigned Purchasing Specialist. RFP RF2FB_2027_08 covers delivery to one location, Roadrunner Las Cruces at 2100 N. Main, Suite 2, Las Cruces, NM 88001. See Addendum 1 to RFP RF2FB_2027_09 for additional information regarding delivery locations and delivery pricing.
5. Question
Would RF2FB allow lamb rather than mutton?
Response: Lamb is not included as a product category for any of the 11 RFPs. RF2FB does not currently anticipate lamb purchases from a single business in amounts that would exceed the competitive RFP threshold.
6. Question
Does RF2FB need a new proposal from everyone, even if we are already working together?
Response: Current or previous RF2FB vendors are not required to submit a proposal solely because they are already working with the program. The competitive RFP threshold is based on anticipated cumulative RF2FB purchases from a single business during the October 1, 2026 through June 30, 2027 contract period. Vendors who do not anticipate RF2FB purchases above the competitive RFP threshold are not required to submit a proposal under these RFPs.
7. Question
Are processed and packaged food products eligible for purchase with RF2FB funds when the primary agricultural ingredients are sourced in New Mexico but the product also contains other ingredients that may be sourced outside of New Mexico?
Response: Processed and packaged foods may be purchased through RF2FB if the product meets applicable NMFMA requirements for allowable products. Questions regarding the eligibility of a specific processed product, including requirements related to the sourcing of ingredients, should be directed to NMFMA.
8. Question
For a processed and packaged product, does the processor need to be an Approved Supplier, do the growers supplying the ingredients need to be Approved Suppliers, or both?
Response: The vendor receiving RF2FB funds must meet applicable NMFMA Approved Supplier requirements. Questions regarding Approved Supplier eligibility for processors and/or ingredient suppliers should be directed to NMFMA.
9. Question
One road block we are running into is requirement for percentages on ground beef. Our processor doesn't have a specific test for our beef. It's only an estimate. We don't have it labeled for lean/fat percentages for that reason. Would that disqualify the beef we would be able to sell?
Response: RFPs do not require Offerors or processors to independently laboratory-test ground beef for fat content. Offerors may describe in Appendix 3 how the processor determines or verifies the applicable lean/fat ratio. Ground beef proposed as 80/20 or 85/15 should be produced and represented as meeting the applicable specification identified in Appendix 2; independent laboratory testing is not required to establish that specification.
10. Question
The Food Depot RFP, RF2FB_2027_01, specifies 1-lb packages for mutton stew and pork products in Appendix 2. Would an alternate package size, such as 2-lb packages, be considered, or should proposals conform to the specified 1-lb package size?
Response: Proposals for RF2FB_2027_01 should conform to the package sizes specified in Appendix 2. The specified package sizes reflect RF2FB distribution needs and are intended to support distribution of purchased products across the greatest number of households. Offerors may propose additional products or cuts using the “OTHER” line provided in Appendix 2.
11. Question
I see there are separate meat RFPs for each food bank/service area. Am I understanding correctly that an Offeror may submit proposals to multiple food banks and allocate portions of its available livestock and projected production among those proposals, provided the combined quantities proposed remain within what the Offeror can reliably supply?
Response: Yes. Offerors may submit proposals for multiple RFPs/service areas and may allocate available livestock or projected production among those proposals. Quantities proposed across all RFPs should reflect the Offeror's actual capacity and should not, in aggregate, exceed what the Offeror can reliably supply during the contract period. Each proposal will be evaluated and awarded separately in accordance with the applicable RFP.
12. Question
May the RF2FB Procurement Manager be listed as a reference for Section C: Experience and Past Performance?
Response: No. The Procurement Manager administering these RFPs may not serve as a reference for an Offeror. Offerors should identify another customer or business reference in response to Section C: Experience and Past Performance.
13. Question
I have a question regarding Appendix 4 Section C. While we have ranchers that are planning on participating with us, I don't have a definitive list. Will we be allowed to add producers as the fulfillment year progresses?
Response: Yes.Offerors should identify all producers they reasonably anticipate sourcing from at the time of proposal. Additional eligible producers may be added during the contract period, subject to applicable RF2FB and NMFMA requirements. Any additions or changes should remain generally consistent with the sourcing commitments and producer characteristics represented in the awarded proposal and considered during evaluation. Producers added after the proposal deadline will not be considered in the original scoring or evaluation.
14. Question
I am also curious about the Geographic Preference criteria and how the points are applied to score our response. Should I list all of the producers on each response or should I tailor the list to match the delivery locations with the closest ranchers we have?
Response: Offerors should identify the producers they reasonably anticipate sourcing from to fulfill the applicable RFP. Producer information should reflect the anticipated sourcing for that specific proposal and service area. Geographic Preference will be evaluated based on the information submitted with each proposal and in accordance with the criteria identified in the RFP. Offerors should not include producers solely for purposes of receiving Geographic Preference consideration if they are not reasonably anticipated to supply product under that proposal.
15. Question
My understanding is that the proposals for Eastern New Mexico are looking for a total of 4,000 lbs of ground beef and 500 lbs of stew and fajita meat. Are those the only beef cuts that qualify under the proposal?
Response: The products and quantities identified in RFP RF2FB_2027_10, Appendix 2 reflect RF2FB's anticipated purchasing needs. Offerors may propose additional beef products or cuts using the "OTHER" line provided in Appendix 2. The inclusion of additional products does not guarantee purchase. Actual purchases will depend on program need, available funding, pricing, availability, and other requirements of the RFP.
16. Question
The proposal guidelines indicate that submissions must be made electronically by the specified deadline, and the date and time of receipt will serve as the official submission time. If it is later determined that a proposal was received past the deadline, but the offeror's "Delivery Receipt" shows it was sent on time, will the proposal still be considered timely and accepted upon receipt of proof from the Offeror of the timely delivery?
Response: No. The date and time the proposal is received at the designated RFP email address is the official submission time. A sent timestamp or delivery receipt showing that an Offeror transmitted the proposal before the deadline does not replace the receipt time at the designated email address. Offerors are responsible for allowing sufficient time for electronic transmission and receipt before the proposal deadline. A confirmation email will be sent to the Offeror upon receipt of the proposal at rfp@nmfoodbanks.org
17. Question
The guidelines state that offerors must be approved suppliers through the New Mexico Farmers Marketing Association’s Approved Supplier Program for the contract period from October 1, 2026, to June 30, 2027. Vendors are required to submit official documentation demonstrating their approval status. Would a screenshot from the newmexicogrown.org website's Approved Supplier Program section showing the offeror on the Supplier List be acceptable as proof?
Response: Acceptable documentation of current NMFMA Approved Supplier status may include an Approved Supplier Certificate or official written confirmation of approval from NMFMA, including an approval email. A screenshot of the public Approved Supplier list alone should not be submitted in place of official confirmation of approval.
18. Question
Can an offeror provide more than two references in response to Section C: Experience and Past Performance?
Response: Offerors should provide references as requested in Section C of the RFP. At least one reference is required, and a second reference is optional. Additional references are not necessary and will not result in additional evaluation consideration.
19. Question
Is it acceptable for an offeror to name The Food Depot as one of its references, if applicable, or should the references be limited to other businesses or organizations?
Response: RF2FB is administered by The Food Depot on behalf of NMDA through NMSU. Staff of The Food Depot or Regional Farm to Food Bank may not serve as references for an Offeror. Offerors should provide another customer or business reference in response to Section C: Experience and Past Performance.
20. Question
In Appendix 2: Product Availability and Pricing of the RFPs, it states that offerors must provide the cost of a single delivery in dollars ($). If an offeror's delivery cost is based on a fixed percentage (%) of the total price of an order, which means the delivery cost in dollars ($) may vary, would it be acceptable to provide the fixed percentage (%) used for this calculation? If not, please provide guidance on how to present this based on the offeror's method of calculating delivery costs.
Response: Delivery cost should be provided as a dollar amount per delivery, as requested in Appendix 2. A percentage alone should not be submitted in place of the requested dollar amount. Delivery charges may not exceed 15% of the applicable invoice.
21. Question
If an offeror requires additional space to respond to the RFPs, can additional pages be included outside of the forms provided in the RFPs? Is there a page limit for these RFPs? Is there a word limit for each response?
Response: Yes. Offerors may attach additional pages where needed to fully respond to the RFP. Any additional pages should be clearly labeled to identify the applicable section or question. All required RFP forms must still be completed. There is no established page or word limit; however, responses should be factual, concise, and directly responsive to the information requested.
22. Question
Can estimated delivery dates be provided? For example, can offerors be informed of the months during which anticipated orders and deliveries will occur within the contract period?
Response: RF2FB cannot guarantee specific order or delivery dates in advance. Purchases are anticipated to occur during the October 1, 2026 through June 30, 2027 contract period.
Offerors should identify anticipated product availability as requested in Appendix 2. Actual order quantities and delivery dates will be coordinated with the assigned Purchasing Specialist based on program need, product availability, available funding, and the terms of the resulting agreement.
23. Question
Regarding RFP# RF2FB_2027_09, will delivery be made to the Roadrunner Food Bank located at 2100 N. Main, Suite 2, Las Cruces, NM 88001, as stated in RFP# RF2FB_2027_08, or will there be multiple delivery locations? If the latter is the case, will deliveries to multiple locations occur on the same day? Can the anticipated locations of these multiple locations be provided? Additionally, can an example of a typical delivery day to multiple locations be shared?
Response: Multiple delivery locations are anticipated for RFP RF2FB_2027_09 within the identified service area, which includes Doña Ana, Luna, Hidalgo, Catron, Lea, and Eddy counties. Deliveries to multiple locations may occur on the same day but are not required to do so.
Specific delivery locations cannot be identified in advance and will be determined during the contract period based on RF2FB program needs, product availability, seasonal availability, and the terms of the resulting agreement. There is not a typical multi-location delivery day that can be provided at this time.
See Addendum 1 to RFP RF2FB_2027_09 for additional information regarding delivery locations and delivery pricing.
24. Question
For Category B Mixed Produce Boxes, should Offerors propose the 10-lb package size specified in Appendix 2, or may they also propose an alternate package size?
Response: Offerors should submit proposals based on the package size specified in Appendix 2. Mixed Produce Boxes should be proposed and priced at the specified minimum weight of 10 lbs.
25. Question
If a product is not included in an RFP, is a vendor required to submit a proposal in order to sell that product to RF2FB?
Response: No. A vendor is not required to submit a proposal solely because it may sell eligible products to RF2FB. The competitive RFP threshold applies to anticipated cumulative RF2FB purchases from a single business over the October 1, 2026 through June 30, 2027 contract period. If anticipated purchases from a business do not exceed the competitive RFP threshold, participation in these RFPs is not required. Products purchased outside of an RFP must still meet applicable RF2FB and NMFMA requirements.
Proposal Submission Deadline: Friday, September 11, 2026 by 3:00 PM MST
Proposals must be received electronically no later than the deadline above. Late proposals will not be accepted. Early submissions are encouraged.
Submission Instructions: Proposals shall be submitted electronically, in accordance with the requirements set forth in the applicable RFP, to rfp@nmfoodbanks.org
