SCHOOL FOOD & NUTRITION SERVICES
INVITATION
FOR MILK & DAIRY LINE-ITEM BIDS
INDEPENDENT SCHOOL DISTRICT #492
PROPOSALS DUE - DATE: July 23, 2018 TIME: 2:00 PM
- School Objectives2
- Bid Procedures2
Bid Submission
Calendar of Events
Bid Selection
- School Requirements4
Firm Price
Ordering Procedures
Substitutions
Delivery
Payment Terms
Product Specifications
- Standard Terms and Conditions 5
Attachments
A - Usage and Refrigeration
B - Product List
C – Bid Signatures
D - Site Map
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DEFINITIONS:
For consistency throughout this document:
“School” means the school district or school that is requesting bids.
“Distributor” or “Bidder” means a distributor that submits a bid in response to this invitation. In sections of this IFB that refer to requirements or actions of the organization that submits the bid that is chosen by the School, “Distributor” means an organization that submitted a successful bid.
I. SCHOOL OBJECTIVES
The mission of school food service is to provide a variety of healthy school meals and other food service at affordable prices in support of the educational goals of students. This School participates in the National School Lunch Program for reimbursement of meals that meet federal standards and is allocated USDA commodities for use in school meals through the Food Distribution Program. In accordance with federal Buy American law, the School desires to purchase domestic food products to the maximum extent practicable for school meals.
School issues this Invitation for Line-Item Bids (IFB) for purchase of MILK AND DAIRY products to the schools in Independent School District #492 for the period: August 15, 2018 to August 14, 2019.
Distributors offering lowest prices will be selected to negotiate contracts with School, within the terms of the bid.
- BID PROCEDURES
Bid Submission
Submit bids to: Mark Stotts, Director of Finance and Operations
IndependentSchool District #492
Food & Nutrition Services
401 3rdAvenue NW
Austin, MN 55912
Bids will be accepted until 2:00 pm on Wednesday, July 23, 2018.
Inquiries regarding bids are to be directed to:
Mary Weikum, Director ofFood & Nutrition
IndependentSchool District #492
Food & Nutrition Services
301 3rd Street NW
Austin, MN 55912
P: 507-460-1919
Bids will be accepted up to, and no bids may be withdrawn after, the required date and time for submission. Bids that arrive after the required time will not be considered. It is the responsibility of the Bidder to ensure that the bid arrives at the required location by the required time. The School shall not waive or extend this requirement for any reason. Telephone, facsimile, electronic mail, and telegraphic bids will not be accepted. A submitted bid shall remain valid for sixty (60) days from the bid submission date.
Submit one (1) original and two (2) copies in a sealed envelope. Only the original copy needs to contain original signatures and must be marked “Original.” Mark envelope "Food & Nutrition Services – MILK AND DAIRY BID”
The bid must include the name of the Distributor/Vendor and be signed by an officer or other employee authorized to submit the bid. Proof of authority of the person submitting the bid must be available upon request from School.
If School determines prior to bid opening that there is a discrepancy in or omission from this IFB, an addendum will be issued to all Bidders.
Calendar of Events
Listed below are the required dates and times by which actions must be completed and, where applicable, locations. If the School determines that it is necessary to change a date or time or location it will issue an addendum to this IFB. Times are local time at the School.
Action / Date/TimeIFB released / July 6, 2018
Date by which all known Distributors/Vendors will be contacted / July 10, 2018
Bid due date / July 23, 2018 2:00 pm
District board approval of bid / August 13, 2018 5:00 pm
Estimated first delivery / Week of September 1, 2018
Bid Selection
Upon completion of evaluation of bids, School shall negotiate with responsible Distributors/Vendors whose bids are most responsive to this invitation. Contract award is contingent upon School and Distributor/Vendor reaching mutually agreeable terms. Other Distributors/Vendors that have submitted bids will be notified when negotiations have been completed.
School reserves the right to:
A)Waive any irregularities or informalities in bids;
B)In the best interests of the School, accept or reject any and all bids or portions thereof, select the next most responsive bid, issue a new IFB, or take other action as School deems appropriate.
Distributor/Vendor has the right to withdraw its bid if School changes the type of award as described in Section B, above.
III. SCHOOL REQUIREMENTS
Firm Price
The required method for determining prices for product purchases is a firm price for each product for the specified time period.
Ordering Procedures
School prefers the ordering process described here:
- Toll free phone ordering option
- Internet ordering option
Substitutions
School expects that, with School-provided forecasting, Distributor/Vendor will fulfill 95% of orders without shortages, outages, or substitutions.
Prior Approval for Substitutions
If Distributor/Vendor is temporarily out of stock or short on a particular item, an equal or superior product may be delivered at an equal or lower price with prior approval by the School not less than twenty-four (24) hours prior to scheduled delivery. Substitutions at higher prices can be made only upon prior approval of the School.
Substitutions should be labeled clearly as such on each invoice with a separate item code.
Equipment Requirements
Distributor/Vendor must provide refrigeration and maintain and service refrigeration equipment.
Delivery Characteristics
Schools and other locations requiring delivery are listed below, with their delivery requirements and characteristics. A map of the locations is also attached.
SCHOOL NAME / ADDRESS / PHONE / HEAD COOK / DELIVERY FREQUENCYAustinHigh School / 301 Third St NW / 507-460-1919 / Sara Kruse / Twice weekly
EllisMiddle School / 1700 4th Ave SE / 507-460-1519 / Linda Miller / Twice weekly
Banfield Elementary / 301 17th St SW / 507-460-5601 / Sheila Nipp / Twice weekly
Neveln Elementary / 1918 Oakland Ave E / 507-460-3310 / Marie Knutson / Twice weekly
Southgate Elementary / 1601 19th Ave SW / 507-460-1300 / Carissa Deters / Twice weekly
Sumner Elementary / 805 8th Ave NW / 507-460-1100 / Sheri Wilson / Twice weekly
WoodsonKindergartenCenter / 1601 4th St SE / 507-460-1405 / Robin McEwen / Twice weekly
I J Holton Intermediate 1800 4th Ave SE 507-460-1532 Teri Uher Twice Weekly
Oakland Education Center 2001 2nd Ave NW 507-305-2604 Leslie Meyer Twice Weekly
The driver must assist in unloading and slotting product. All shipments shall be delivered FOB: Destination – no freight allowed. Delivery shall be made only as called for on duly signed Purchase Orders. Purchase Order Number must appear on all invoices.
Payment Terms
School will pay within 90 days from receipt of the weekly/monthly invoice or statement, for delivered products only.
Product Specifications
Refer to the attached Product List – Milk and Dairy Line Item Bids for School’s specifications and anticipated purchase quantities.
-Where a brand is listed, provide the price and indicate if the product is a non-stock order.
-Where acceptable alternates to the primary brand are listed, provide data only if the item is special order or you are unable to supply the branded item listed.
-Quantities shown on the Product List are estimated purchases of each product during the specified time period. School attempts to estimate within 10-15 percent of actual requirements. Changes in student preferences affect purchase quantities.
IV. STANDARD TERMS AND CONDITIONS
Recordkeeping
Books and records of School’s purchases shall be made available, upon request, in an easily accessible manner for a period of three (3) years from the end of the agreement term (including renewals) to which they pertain, for audit, examination, excerpts and transcriptions by School, state, and federal representatives and auditors.
Communication
Distributor/Vendor shall designate a representative to work with School.
Nutritional Information: Distributor/Vendor shall provide Product Specification Sheets, CN Label Sheets, and Nutrient Data Sheets on all products upon request from School.
Reports: Distributor/Vendor will provide product purchase reports monthly, as well as at the end of the contract period, with detail by delivery location and summary for all locations.
Special orders: Distributor/Vendor shall provide the procedure for special orders of non-stock products.
Food Laws
Distributor/Vendor shall operate in accordance with all applicable laws, ordinances, regulations and rules of federal, state and local authorities. Distributor shall comply with Minnesota Consolidated Food Licensing Law, Minnesota Statutes 28A, and Minnesota Food Law, Minnesota Statutes 31. School officials may inspect Distributor facilities.
Upon request from School, Distributor shall provide:
- Letter of guarantee of compliance with food laws.
- Latest facility inspection forms and comments from applicable federal, state and local agencies.
- Procedures for food safety and sanitation, including procedures used for product holds or recalls.
Insurance
Distributor/Vendor shall maintain all necessary and proper insurance for the period during which purchases are made, including Comprehensive General Liability Insurance, Property Damage Insurance, Workers Compensation Insurance, and Automobile Liability Insurance.
Distributor/Vendor shall provide certificates of insurance listing ISD #492 as an additional insured. Should any required insurance be cancelled before the expiration, the issuing company will mail 30-days written notice to School.
Taxes
School is a tax exempt, non-profit organization. School will provide Tax ID upon request.
Buy American
Schools participating in the National School Lunch Program are required to purchase domestic commodities and products for school meals to the maximum extent practicable. Domestic products are those that are produced in the United States and those that are processed in the United States substantially (at least 51 percent) using agricultural commodities produced in the United States.
Not Debarred, Suspended, Proposed for Debarment, Declared Ineligible, or Voluntarily Excluded
If the negotiated contract exceeds $25,000, Distributor/Vendor certifies that neither the company nor any of its principals has been debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any federal department or agency.
Lobbying
If the negotiated contract exceeds $100,000, Distributor/Vendor certifies that no federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence any federal agency or Congress with respect to the awarding of a federal contract, etc.
If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any federal agency or Congress, Distributor is required to submit a “Disclosure Form to Report Lobbying.”
Other Federally Required Contractual Provisions
Distributor is required to comply with applicable parts of state energy conservation standards (Minn. Rules Chapter 216C) and Minnesota Energy Code (Minn. Rules Chapter 7670).
If the contract exceeds $2,500, Distributor is required to comply with sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 USC 327-330) as supplemented.
If the contract exceeds $100,000 Distributor is required to comply with Section 306 of the Clean Air Act (42 USC 1857(h)), Section 508 of the Clean Water Act (33 USC 1368), Executive Order 11738, and Environmental Protection Agency regulations (40 CFR Part 15), which prohibit the use of facilities included on the EPA List of Violating Facilities. Contractor shall report all violations to the grantor agency and to the USEPA Administrator for Enforcement (EN-329).
ATTACHMENT A
AVERAGE DAILY MILK USAGE BY SITE
SITE / AVG DAILY USAGE / # of COOLERS NEEDEDBanfield Elementary / 800 / 2
Community Learning Center / 125 / 1
Neveln Elementary / 600 / 2
Southgate Elementary / 800 / 2
Sumner Elementary / 700 / 2
Woodson Kindergarten Center / 800 / 2
Ellis Middle School / 1000 / 3
Austin High School / 1000 / 3
IJ Holton Intermediate School / 1000 / 3
Oakland Education Center / 100 / 1
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ATTACHMENT BPRODUCT LIST - LINE ITEM
School Name: / Independent School District #492 / Distributor/Vendor Name:
Proposal Due Date/Time: / July 23, 2018, 2:00 pm / Contact Name:
Firm Prices for Period of: / August 15, 2018 – August 14, 2019 / Telephone:
1 / 2 / 3 / 4 / 5 / 6 / 7
No. / Distributor Item Number / Manufacturer Product Code / Product Description / Brand, Manufacturer / Pack Size/ Purchase Unit / Firm Unit Price to School / Flavors or varieties available.
1 / 1% Milk / 1 gallon / $
2 / 1% Milk / ½ gallon / $
3 / 1% Milk / ½ pint / $
4 / Skim Milk / ½ pint / $
5 / Chocolate Skim Milk / ½ pint / $
6 / Lactose Reduced / ½ pint / $
7 / Sour Cream / 5# / $
8 / Sour Cream / 1 oz / $
9 / Cottage Cheese / 5# / $
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SCHOOL FOOD & NUTRITION SERVICES
LINE-ITEM BIDS
TO
INDEPENDENT SCHOOL DISTRICT #492
DUE: July 23, 2018 2:00 PM
The undersigned hereby offers to provide MILK and DAIRY food products as specified in this line-item bid for the period of August 15, 2018 to August 14, 2019.
I understand that the School reserves the right to reject any or all bids, and that this bid may not be withdrawn during a period of sixty (60) days from the time of opening of the bid.
DISTRIBUTOR/VENDOR NAME______
DISTRIBUTOR/VENDOR ADDRESS______
______
______
SIGNATURE: ______
of authorized representative
PRINTED NAME ______
TITLE______
DATE______
CONTACT NAME______
TITLE______
PHONE NUMBER______
FAX NUMBER______
E-MAIL ______
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