Specifications include, but are not limited to: The Successful Offeror shall provide services under the following guidelines: A. The Successful Offeror should be an active and supporting member of the statewide Farmers’ Market System. The Successful Offeror must operate the market in a manner to support the achievements or objectives stated in the specific requirements section on pages 8 – 10, Section IV.B. B. Profits or losses from the operation of the market will accrue to the Successful Offeror. C. Marketing fee guidelines and the criteria for selection of tenants proposed by the Successful Offeror and final tenant selection are subject to review by VDACS. Market operating rules shall be posted in conspicuous locations on the market property and distributed to interested growers or those requesting use of the market’s services. The rules shall include, but not be limited to, hours of operation, hours for accepting product deliveries, payment or disbursement periods and policies and grower payment schedule, fees for specific services, and a system for handling grower complaints. D. The Successful Offeror shall cooperate with local individuals, groups, industry associations, and advisory boards to maintain strong support of the region and market concept. E. The Successful Offeror shall cooperate with other Farmers’ Market System operators. F. Assistance in production methods and handling of commodities to meet wholesale, retail and institutional produce industry standards and specifications shall be made available and coordinated by the Successful Offeror’s market management staff in cooperation with the staff of VDACS, the VA Cooperative Extension Services, USDA, and other agencies. G. A representative(s) of the Successful Offeror shall attend all called meetings of Farmers’ Market System operators, as well as any other meetings deemed necessary by VDACS. Reciprocally, a representative(s) of VDACS’ staff may attend regular and called meetings of the Successful Offeror’s Board of Directors, special committees, or Successful Offeror’s management or market operations team(s). H. Reporting Requirements: The Successful Offeror may be required to submit a quarterly report on the market operations. Per Code of Virginia, § 3.2-3501, the Successful Offeror shall annually submit to the designated VDACS representative a plan for, and a report on, the operation of the market. The plan shall describe the Successful Offeror’s goals for the coming year as to the acreage to be served by the market, the types of crops to be sold at the market, and the number of brokers, buyers, and producers to utilize the market. The report shall describe the extent to which the goals for the previous year were met. The Successful Offeror may be subject to annual performance evaluations by VDACS. I. Auditor’s Report: The Successful Offeror shall be responsible for implementing and/or maintaining a system to account for receivables, sales receipts, billings, expenditures, and assets. Business activity tracking systems that are conducive to tracking product through the market system to point of delivery are required. The system shall be assessable to private and public sector audit concerns, including but not limited to the Auditor of Public Accounts and the VDACS Internal Auditor. J. Inventory Controls: The Successful Offeror shall be responsible for maintaining control and inventory on all equipment, packing containers and materials provided by the Commonwealth of Virginia. Loss or abuse of the equipment, packing containers and other materials provided by the Commonwealth will be subject to reimbursement of or replacement to the Commonwealth for the lost or abused items. In such cases(s), the Commonwealth reserves the right to remove all similar equipment or materials to another market in the system. K. Office Furniture/Equipment: It shall be the sole responsibility of the Successful Offeror to provide any office furniture or office equipment deemed necessary for the efficient operation of the market. Any office furniture and equipment presently supplied by the Commonwealth remains the property of the Commonwealth. Disposal of the Commonwealth’s property is limited to the Commonwealth. L. If the Successful Offeror finds it necessary or beneficial to lease any part of the market facility to another in the public or private sector entity, the written contract for such leasing arrangements shall be approved by VDACS prior to executing the lease agreement. M. The Successful Offeror must implement a program of Good Agricultural Practices (GAP), as outlined by USDA and FDA guidelines. In addition, should a Hazard Analysis Critical Control Point (HAACP) plan be deemed necessary by appropriate authorities, the Successful Offeror should have the knowledge, skills and abilities to implement such a program in place in a reasonable amount of time. (HAACP is mandated by FDA for entities involved in any kind of food processing or food manufacturing.) N. Security of the market facility and associated market operations on the premises are the sole responsibilities of the Successful Offeror. O. The Successful Offeror shall be accountable to and receive oversight and guidance from the VDACS and comply with policies. P. The Successful Offeror shall be responsible for all facility related operational expenses including utility costs (water, sewer, waste disposal, electricity, oil, natural gas, propane, etc.) and maintenance and testing requirements for water supply systems, process waste water disposal systems. Q. The Successful Offeror shall provide proper administration for the entire facility by having resources that can effectively manage and conduct general office duties as well as provide oversight to ensure the facilities are being properly maintained.
