PRFSD
Number / #2017-1
Name / COMMERCIAL AND SUPPLIES RFP
Mail or Deliver to:
(no fax bids accepted) / Pittsburgh Regional Food Service Directors
c/o Meredith Bailey, Bid Chair
Kiski School District
200 Poplar Street
Vandergrift, PA 15690
Bid
Deadline / 11:00 AM on Monday, May 22, 2017

Mrs. Bailey:

We, the undersigned, herewith propose and agree to furnish to Pittsburgh Regional Food Service Directors (PRFSD) bid member schools (PRFSD Schools) all of the items that we have priced, at the net prices set opposite each item on the attached sheets.

This proposal is subject to all the terms of the contract documents, as defined in the “Conditions of Bid”. We hereby agree to enter into a written contract to furnish such item(s), and warrant that all bid prices to PRFSD Schools will remain as quoted on the Bid #2017-1 Commercial and Commodity Food Supplies regardless of award status.

We understand that PRFSD reserves the right to reject any or all bids or any portion thereof not deemed satisfactory, or to select single items from any bid.

The undersigned Bidder certifies to having read all the contract documents and offers to furnish items, as specified, to PRFSD Schools in exact accordance with these specifications and conditions at the prices stated on the attached forms.

DATE ______

COMPANY NAME______

ADDRESS______

TELEPHONE NUMBER______

TYPED NAME______

TITLE______

SIGNATURE______

DATE______

PRFSD BID #2017-1 Commercial Food and Supply

STANDARD BID SPECIFICATIONS

  1. Intent
  1. The specifications contained herein are intended to cover the furnishings and delivery of food and non-food items. Vendors must bid on ALL items to be considered for bid. Prices will be offered only to self-operated school districts. Sites will be at $750.00 or less per delivery stop.
  2. Only members of PRFSD who appear on the PRFSD approved purchasing list (PRFSD Schools) will be offered these prices.
  3. PRFSD reserves the right to add additional member (school districts) to the approved purchasing list at anytime, see section F, 12.
  4. “Price quotes”, must be executed in accordance with, and subject to these instructions and specifications or list of materials attached hereto. This bid is being (received) according to law as set forth in the Pennsylvania Public School Code of 1949, as amended (revised December 1, 2006).
  1. Bid Submission Information
  1. Sealed quotations must be clearly marked on the outside of the envelope:

PRFSD BID #2017-1

Quotes shall be mailed to: Meredith Bailey, Food Service Director

Kiski School District

200 Poplar Street

Vandergrift, PA 15690

IN ADDITION TO THE HARD COPY, AN ELECTRONIC COPY MUST BE SENT TO:

  1. No quote will be entertained unless it is prepared upon the OFFICIAL FORM and signed in blue ink by an official submitting the proposal. Do not use substitute forms and do not change or substitute quantities ordered. Please return a copy with the signed proposal. Unsigned proposals will not be considered.
  2. Vendors will be notified of quote results, in writing, as soon as practical.
  3. Prices quoted must include all costs for transportation to the locations attached. The value of any and all discounts, rebates, credits, allowances and incentives must be applied to purchases and reverted back to the SFA. Any discount, standard rebate, or promotional allowance must be indicated on this bid. For USDA processed items, the distributor shall invoice all sites at the commercial case price along with the Net Off Invoice discount, the value of the donated commodity. PRFSD will not accept the Refund and Hybrid systems for commodity valuation and/or payment processing.
  4. PRFSD reserves the right to: 1) accept or reject all or part of this bid, and to accept or reject any item or group of items for which bid is submitted, 2) to waive any irregularity, informality or technicality in any quotation received, 3) make all decisions regarding the proposal including, without limitation, the right to decide whether a bid does or does not substantially comply with the requirements of this “RFP,” 4) negotiate modifications in any terms of supplier’s proposals or any parts thereof.
  5. The quality of goods must be per specifications and must be acceptable to PRFSD members.
  1. Payment Process
  1. Upon receipt of delivered goods and along with proof of delivery (i.e. invoice, packing slip, etc), each school district will issue payment within 60 days.
  2. Statements shall be sent to the administrative billing office of each food service department.
  3. Bidders are encouraged to offer discounts based on expedited payment by each school district. Each school district will make efforts to take advantage of discounts, but discounts will not be considered in determining the lowest bid. Discount periods shall be calculated starting from the next business day after the recipient has accepted the goods or services with a properly signed invoice. Payments issued within 30 days are eligible for ______% discount deducted from invoice (fill in the blank).
  4. School Districts may offer the opportunity for vendors to be paid through the procurement card (P-Card). Purchasing transactions utilizing the p-card will usually result in payment to vendor in three days.
  5. Invoices submitted cannot exceed price quoted.
  6. All charges must be reflected in the original bid price.
  1. Samples & Nutritional Information
  1. Samples must be submitted where practical or required. In all cases where no sample is submitted by the bidder, it will be understood that the bidder agrees to furnish the exact article or articles as specified, or to exactly match PRFSD’s sample. Where samples are requested on items bid, failure to provide such samples may result in the automatic disqualification for the bid for those items.
  2. Samples, to receive consideration, must be delivered to Meredith Bailey c/o Kiski School District, unless otherwise specified, and all charges fortransportation, including drayage, must be paid by the bidder. Samples must be delivered on or before the day and hour for opening this bid.
  3. In the event that any of the said products shall be rejected as unsuitable or not in conformity with these

specifications, such products of proper quality as set forth in these specifications shall be furnished in

place thereof at the expense of the successful bidder.

  1. The Bid winner will be responsible for providing nutritional information for all bid items by August 1, 2017. All information must be made available in a PDF file and/or a flashdrive, and must be PDF compliant (may NOT be a scanned image of PDF file or WORD document).
  1. Completing the Bid
  1. No more than one alternate product may be quoted on any single item of the bid. Description and pricing for such alternate must be typed in on this document immediately below space for pricing of primary bid.
  2. Designating a brand name is to indicate type or quality, and does not exclude items of equal quality. Any substituted item must have samples submitted upon request.
  3. Changes, alterations, or interlineations in the bid are not permitted.
  4. “Cost Plus” bids will not be accepted unless otherwise requested in this RFP.
  5. Bids shall show case prices as indicated.
  6. Include brand name and code number for every item.
  7. Quote form reflects expected usage. Actual quantities may vary. PRFSD reserves the right to increase or decrease quantities of items to be purchased to reflect actual member’s needs at the time that orders are issued. Such additional quantities will be offered for purchase at the price indicated on this bid.
  8. Prices are to be quoted, delivered, and unloaded inside (stocking by others) the school district for items purchased. No manufacturer coupons or special discounts with limited time frame will be considered as part of the bid pricing. This includes NOI pricing. Meats and cheeses will be priced on a cents-per-pound basis or as indicated on the specifications.
  9. Delivery charge for commodity items is a fixed flat fee ______.
  10. Delivery charge special order (commercial items only) is a fixed flat fee ______.
  11. All products must be packed under continuous USDA inspection where applicable. All vendors must be HACCP certified. All packaging must be approved by the USDA and the Food and Drug Administration for contact with food and conform to USDA labeling requirements.
  12. All items must conform to the standards published in the USDA Food-Buying Guide for the School Lunch Program. All meats must be USDA inspected.
  13. All PRFSD bid members are exempt from all federal, state, and local taxes including payroll and personal property taxes, franchise taxes, sales and use taxes, and income taxes; the bid price shall be net of any taxes.
  14. All applicable laws shall be deemed to be part of these specifications and shall be read and enforced as though they were included. This includes the Pennsylvania Act 1984-1519, Worker and Community Right-To-Know-Law.
  1. Delivery and Service
  1. ALL DELIVERY CHARGES TO DESTINATION MUST BE INCLUDED IN PRICE. However, if the price of fuel were to increase 50% above the current market price as of July 1, 2017 a flat fee of $5.00 will be added to each drop site. If the market drops below the 50% the fee will be dropped. See
  2. When a substitute item of equal or greater quality is delivered to the schools, the invoice shall reflect the prices quoted on the bid at the same price per unit.
  3. The distributor awarded the items appearing on the quotation must agree to stock ALL items on this quote at all times. NO changes or substitutions can be made without the approval of PRFSD. If the winning distributor is out of a bid item, an appropriate substitute of equal or greater quality shall be delivered to the schools, the invoice shall reflect the prices quoted on the bid.
  4. Food Service Directors at individual PRFSD Schools shall be notified of “out of stock items and substitutions” by noon on the business day prior to delivery. If a school district has not placed an order by noon, then out of stocks should be communicated by the distributor prior to 4:00 p.m.
  5. All deliveries must be accompanied by an itemized invoice. Delivery person and food service manager/staff will check merchandise against invoice. Upon request, invoices will be sent in duplicate.
  6. Upon delivery, each school site will spot check for external and internal damage, cleanliness, defects, spoilage, count, temperature and any other inspections deemed necessary by the Food Service Director/Manager at that site. Each Food Service Director/Manager reserves the right to make final disposition of all damaged materials either on the spot or at a later date. If product is refused a credit slip will be given to the school district within 24 hours of refusal.
  7. Components will appear full and robust, not squashed or misshapen. Ingredients will appear fresh and wholesome, free of off colors, dehydration or faulty assembly. All markings and labeling shall be CLEAR and marked on one panel of the carton. Marking material shall be waterfast, non-smearing and of a color contrasting with the carton.
  8. Items are not to be shipped until they are properly packaged and the product temperature is not higher than Zero degrees Fahrenheit where applicable. PRFSD members will not accept product delivered that is within 10 days of the “use by date”, unless there has been prior notification to the director of the short turn around on the product.
  9. All regular deliveries shall be made via mechanically refrigerated trucks capable of maintaining product at required temperatures into each school site. Individual school sites retain the right to spot check refrigerated and frozen items for proper temperature upon delivery.
  10. All orders are expected to be delivered complete as specified on the Purchase Order/Order Guide. Delay of deliveries and/or incomplete orders are cause for termination of bid award.
  11. Additional fees may be imposed due to the following which will be the responsibility of the distributor, such as: Requiring “over time” reimbursement for school district staff needed beyond the normal scheduled shift to accept deliveries that arrive after normal receiving hours (to be determined for each school site); Violating City and County ordinances, i.e., Idling Regulations (maximum idling time of 5 minutes; 20 min./hour if less than 40° F or more than 75° F - see or other local regulations as established.
  12. A current membership list is included as Attachment to this RFP. An updated membership list for 2017-2018 school year will be distributed prior to July 1, 2017 and new members will be communicated to the as they are added. The provisions of this RFP will be extended to any additional PRFSD school district members throughout the 2017-2018 school year. PRFSD can add new members or remove members within 10% of awarded bid total.The distributor has no authority to add or remove school districts to the list of bid members without receiving previous written consent from PRFSD.
  1. Required Vendor Information
  1. The successful vendor shall keep informed of scheduled school holidays and emergency school closings (i.e., ice, snow, etc.) via public radio or TV broadcasts or by contacting the school district. When schools are closed due emergency, orders placed for that day shall be delivered the next day schools are open, unless the district requests to keep delivery day the same. In the event an order must be re-delivered due to weather or extreme emergency, no additional charges shall be assessed to any school district for such closings.
  2. Vendors must be registered with the FDA as compliant with the Public Health Security and Bioterrorism Preparedness and Response Act of 2002 (PL107-188)
  1. On-Line Ordering
  1. Vendors must have an on-line ordering system, web-based, using Internet Explorer and/or Google Chrome available 24/7, in which all sites are capable to place orders as well as one central “Super Buyer” to approve all orders (return and/or reject). Each site manager/director will have a unique username/password to their school district. Order Guides must include the vendor’s item number, description, pack size, etc. Site managers/directors must have the ability to save orders, submit orders, edit saved orders, order “No Order”, and create standing orders as well as review past orders and create velocity reports.
  2. Vendor must be able to print the order guide, past orders,submitted orders and create velocity reports. Each site will have default delivery dates, not allowing orders to be placed for non-designated dates.
  3. In addition, vendors must accept electronic Purchase Order to interface with vendor’s software and/or website.
  1. Award and Contract Term
  1. It is the intent to award this contract to the single bidder submitting the most favorable unit prices with consideration also given to:
  2. Price 40 past performance/service of vendor 15;supplier’s conformance to bid specifications, requirements, terms, conditions, and provisions supporting resources 20 5; and a year to year bid or a three year bid 20. ALL items MUST be bid in order to be considered for bid.
  3. Sealed bids will be received until 11:00 AM on May 22, 2017.
  4. The length of this quote will be July 1, 2017 to June 30, 2018.
  5. Distributors and manufacturers have been afforded the opportunity to quote their lowest price or allowance. Distributors not awarded the quote will agree not to offer prices to our members lower than those they originally quoted. Should this occur, any future bid proposals submitted by the offending distributor will not be considered.
  6. Distributors who were not awarded the PRFSD Bid understand that districts who provide usage to participate in this PRFSD solicitation, must first complete their contractual obligations on those products prior to purchasing the same products from another distributor, except in cases of out-of-stocks at the winning distributor.
  7. No portion of any resulting contract may be sublet, subcontracted or otherwise assigned without the prior written consent of PRFSD.
  8. PFRSD reserves the right to audit the awarded supplier’s records throughout the term of the contract and for a period of three (3) years after its termination.
  9. In accordance with federal law, the awarded supplier must complete, sign and return to PRFSD the Internal Revenue Service Request for Taxpayer Identification Number and Certificate (W-9) form.
  10. The awarded supplier must submit certificates of insurance to PRFSD prior to commencing any work or making any deliveries to PRFSD Schools.
  11. The awarded supplier shall secure all necessary permits and licenses and abide by all applicable laws, regulations, and ordinances of all federal, state, and local governments under which the contract will be performed.
  1. Extension Clause
  1. PRFSD may wish to extend this contract for one additional school year for up to three years two (2) additional school years upon mutual agreement between PRFSD and winning bidder.Indicate your company’s willingness to extend this contract for one or bothadditional school years: Yes_____ or No______ (July 1, 2018 through June 30, 2019), Yes_____ or No _____(July 1, 2019 through June 30, 2020). Any contract resulting from this solicitation may be extended for a period not to exceed 1 year in total, upon the mutual agreement of both parties between March 1, 2018 and April 1, 2018for school year 2018-2019 (July 1, 2018-June 30, 2019); and upon mutual agreement of both parties between March 1, 2019 and April 1, 2019 for school year 2019-2020 (July 1, 2019-June30, 2020).Should this contract be canceled for reasons of non-availability of funds, cancellation would take place on the last day of the originalappropriation period, June 30, 2018. In the event of cancellation or non-availability of funds, PRFSD will not be obligated to purchase any itemsremaining in inventory. Vendors will be notified well in advance of a pending cancellation.
  1. Contact Information
  1. All inquiries, communications and correspondence regarding this bid must be directed to Meredith Bailey, Bid Committee Chair, or Eileen Watkins . All such inquiries will be submitted in writing on or before 2:00 p.m., May 16, 2017. Questions and Answers will be recorded and made available on the PRFSD website ( where prospective bidders are encouraged to check for changes.
  2. PRFSD shall not be responsible for any cost incurred in the preparation of a supplier’s proposal.
  1. Bidder Disqualification
  1. Vendors may be disqualified from doing business with PRFSD and have their names removed from the vendor list for reasons including, but not limited to:

a). Failure to deliver or comply with the specifications and/or the contract terms and conditions.