Seven Hills Charter Public Schools
Frozen Prepared School Nutrition Meals Bid
#2017-1
The Seven Hills Charter Public School will receive sealed bids for Meal Components for School Lunches that meet USDA and State requirements for reimbursement. Bidders are invited to submit proposals on the enclosed forms based on the specifications supplied by Seven Hills Charter Public School . The one year proposal plus two, one year options at the sole discretion of Seven Hills Charter Public Schools, covers the furnishing of lunches, exclusive of milk, from August 1, 2017 to June 30, 2018. The two one-year options cover the periods of July 1, 2018
through June 30, 2019 and July 1, 2019 through June 30, 2020. All bids must be mailed to:
Seven Hills Charter Public Schools School Lunch Bid
c/o Office of School Business Administration
51 Gage Street
Worcester, MA 01605
All proposals should be based upon a maximum number of students.
All proposals shall be placed in a sealed envelope, addressed to the Seven Hills Charter Public Schools and the front of the envelope shall be clearly labeled Frozen Prepared School Nutrition Meals Bid.
Bids must be received no later than 11:00 a.m. on July 7th 2017 Bids received after the time specified will be rejected. All bidders are welcome to attend the bid opening.
A Pre-Bid Conference will be held on Thursday, June 29th, 2017 at 10am. at 51 Gage Street Worcester, MA 01605. The purpose of the bidders' conference will be to answer any questions regarding the bid solicitation and to view the pertinent areas of our school lunch operation. Please confirm your attendance by calling 508-579-9258.
BID BOND
Bidder shall submit with the bid, a bid guarantee in the amount of 5% of the total amount of the bid. This must be in the form of a firm commitment such as a bid bond, postal money order, certified check, or cashier's check. Bid guarantees, other than bid bonds will be returned (a) to unsuccessful bidders as soon as practicable after the opening of bids and (b) to the successful bidder upon execution of such further contractual documents and bonds as may be required by the bid as accepted.
No bid may be withdrawn for a period of fifteen (15) days following the date of the bid opening. Bidders are expected to examine carefully the specifications. Failure to do so shall be at the bidder's risk.
PERFORMANCE BOND
Upon contract award, the successful contractor shall provide the Seven Hills Charter Public School with a Performance Bond in the amount of one hundred percent (100%) of the full contract amount. Contractor shall acquire the bond at the contractor's own expense and in the contractor's name. The bond must be secured from a company listed in the Department of the Treasury Circular 570 of companies holding certificates of authority as acceptable sureties on Federal Bonds and as acceptable Reinsuring Companies.
NOTE: The Seven Hills Charter Public School reserves the right to accept or reject any or all bids, and to waive informalities and minor irregularities in bids received
I. DEFINITIONS
As used herein:
"Meal component" means one of the five food items that compose the reimbursable school lunch or one of the four food items that compose a reimbursable school breakfast.
II. INSTRUCTIONS TO BIDDERS
EXPLANATION TO BIDDERS
Any explanation desired by a bidder regarding the meaning or interpretation of this specification, etc., must be requested in writing prior to bid opening and with sufficient time allowed for a reply to reach all bidders before bid opening. Oral explanations or instructions given before the award of the contract shall not be binding. Any information given to a prospective bidder shall be furnished to all prospective bidders as an amendment to the solicitation, if such information is necessary to bidders in submitting bids, or if the lack of such information would be prejudicial to uninformed bidders.
AWARD OF CONTRACT
The contract will be awarded to the responsive and responsible bidder offering the lowest total price.
Consideration will be given to such factors as:
• Job Performance References.
• Minimum of 5 years School Lunch Experience in Massachusetts.
• Poor references may be a basis for a determination that a vendor is not a responsive bidder.
• The Seven Hills Charter Public School reserves the right to reject any or all bids and to waive informalities and minor irregularities in bids received
III SCOPE OF SERVICE
The total bid price will be determined by multiplying the unit price times an estimated 520 meals per day, times the school days, 195. Please note that the actual number of meals required will be subject to change and could be as low as 400
Vendor agrees to a weekly delivery of meal components subject to the school's storage capabilities.
All meals furnished must meet or exceed the current U.S. Department of Agriculture (USDA) requirements for the child nutrition breakfast and school lunch program, and shall from the inception of this contract, meet those requirements prescribed. Vendor must provide documentation of such compliance, on an item-by-item and weekly summary basis, indicating portion size by weight and nutrient contribution as prescribed in accordance with USDA requirements, for each food component provided.
All vendors will be required to submit a sample breakfast and lunch monthly menu which meets all of the Federal and State nutritional requirements. The vendor must certify that the items listed on the menu do meet all of the nutritional requirements.
The single bid price must include the cost of all food, except milk, including packaging, freight, delivery to the schools, and all other related costs including, but not limited to, condiments, utensils, serving trays, tray liners, etc. required to serve a complete School Breakfast and Lunch Meal.
A sample draft school calendar is attached. This calendar is subject to minor revisions. The vendor shall be responsible for approximately 195 serving days per school year.
MEAL ORDERS
The Seven Hills Charter Public School will order meals on a weekly basis.
The Seven Hills Charter Public School reserves the right to increase or decrease the number of meals ordered.
Deliveries will be made between the hours of 6:30 a.m. through 11:00 a.m. Monday through Friday.
MENU-CYCLE CHANGE PROCEDURE
Meals shall be delivered on an every other day basis in accordance with the menu cycle during the hours of 6:00 am through 11:00 a.m. Monday through Friday based on the school calendar. Deviation from this menu cycle shall be permitted only upon authorization of the Seven Hills Charter Public School Menu changes may be made only when agreed upon by both parties. When an emergency might prevent the vendor from delivering a specified meal component, the vendor shall notify immediately the Seven Hills Charter Public School designated representative so substitutions may be approved. The Seven Hills Charter Public School reserves the right to request menu changes periodically throughout the contract period.
NONCOMPLIANCE
The Seven Hills Charter Public School reserves the right to inspect and determine the quality of food delivered and reject any meals which do not comply with the requirements and specifications of the contract. The vendor shall not be paid for unauthorized menu changes, incomplete meals, and meals not delivered within the agreed delivery time period. The Seven Hills Charter Public School shall notify the vendor as to the number of meals rejected and the reasons for rejection.
SPECIFICATIONS AND TEMPERATURES PACKAGING
1. Pre-plated meal components intended for heating shall be supplied in oven-able paperboard containers only, individually and securely lip sealed with oven-able closure film. When intended for oven crisping (such as fried chicken and pizza) they should be packaged in colorful vented oven-able folding boxes or the oven- able paperboard containers should be sealed with vented oven-able film. Vented oven- able film shall be with perforations of one quarter (1/4) inch in diameter, with four (4) perforations per square inch. Meal components shall be master packaged in corrugated containers. Colorful oven-able paperboard containers shall be printed to resist scuffing, marring and caramelizing, with inks that are odorless and smokeless under conditions of oven heating. The film used shall be 60 to 80 gauge polyester stock, transparent and
non-toxic, which is heat (not adhesive) sealed to the flanges of the containers, so as to prevent separation in convection oven heating. Excess film should be tucked under containers in a fashion to preclude sticking to adjacent containers during heating. All modules must withstand oven heating up to 400 degrees F for a minimum of 35 minutes and subzero Fahrenheit temperatures as well. Oven-able film wrap used for sandwich type items shall be 60 to 80 gauge polyester stock, transparent and non-toxic.
2. Cartons- Each carton shall be labeled to meet state or local requirements. Label to include:
Processor's Name and address and zip code (plant) Item identity, meal type
Date of production
Quantity of individual units per carton Heating or thawing instructions USDA Inspection Numbers
USDA CN label where applicable
3. Meals shall be delivered with the following nonfood items: permanent serving trays, tray liners, condiments consistent with the attached menu, straws for milk, napkins, single service ware, etc. Vendor shall include all non-food items that are necessary for the meal to be served.
Disposable trays supplied by the vendor shall be approximately 13-3/4" x 10-3/4" x 7/8".
The white napkin, white plastic fork/spoon and plastic straw shall be prepackaged in a clear plastic or cellophane bag. Eating utensils and straws shall measure approximately 5-1/8 in length, and shall not break in normal use, and shall be made from materials which are safe and wholesome for food contact in their normal use. Eating utensils shall be white only.
Vendor shall furnish individual packets of catsup (7 grams), barbecue sauce (12 gram), tartar sauce (12 gram) and mustard (5.5 gram), and fruit and produce, as dictated in cycle menu, to the school. Any deviation in package size or content must have prior approval by Chelmsford Public Schools.
All refrigerated food shall be delivered at an internal temperature of 45 degrees For below, but no lower than 32 degrees F.
All frozen food shall be delivered at 0 degrees or below. Frozen products shall show no evidence of thawing or re-freezing, freezer burn, or any off color or odors.
EQUIPMENT
Prospective vendors must attend the Mandatory Pre-Bid Conference being held on July 12th at 10:00 a.m. Office of the School Business Administration located at 51 Gage Street , Worcester, MA 01605. The required attendance is necessary to identify the equipment which will be supplied by the vendor and the equipment already owned by Seven Hills Charter School. All attendees must RSVP to 508-579-9258 prior.
An itemized list of equipment must be identified on the Equipment Supply Sheet to be submitted with the bid. The equipment supplied by the vendor will be the vendor's sole financial responsibility. Should the district require additional equipment during the term of the contract, the successful vendor shall provide the additional equipment at no cost to the Seven Hills Charter Public Schools will provide proper electrical service. The successful vendor will be required to provide, at no cost to the Seven Hills Charter Public Schools , complete maintenance services on all vendor supplied equipment.
MAJOR INGREDIENTS
Meal entree pack shall be processed and packed under continuous inspection of the United States Department of Agriculture.
A. Meat and Poultry: All meat and poultry products shall be processed under continuous inspection of the United States Department of Agriculture. Only domestic meat and poultry meeting the following grade standard shall be used:
Beef USDA Choice or better
Pork USDA Number 1
B. Cured Processed Meats: (Bologna, frankfurters, luncheon meat, salami, others) shall be made from beef and/or poultry, and meet all requirements for FSQ standards for that product. No variety meats, fillers, extenders, non-fat milk solids or cereal will be allowed.
a. Non-Cured Meat Products: Fillers not approved as a protein source by the United States Department of Agriculture Food and Nutrition Service (FNS) may not be included as cooked meat weight.
b. Fish and Seafood: Frozen fish and seafood ingredients shall be manufactured under continuous inspection of the United States Department of Commerce: Grade A.
c. Dairy Products: All dairy products shall be United States Department of Agriculture Grade A, where applicable. Cheese food or cheese spread are not permitted. Cheese alternates may be used.
d. Frozen Vegetables: All vegetables United States Department of Agriculture Grade A Fancy IQF frozen shall provide color, flavor and textural characteristics of freshly prepared vegetables upon re-heating of meal from frozen 0 degrees F state. (Canned vegetables may be used only in preparation of sauces.)
All fresh vegetables and fruits must be ready for consumption per USDA Food Buying Guide.
e. Fruits: Canned or Frozen- United States Department of Agriculture Grade A Fancy must comply to standards of identity for the product and provisions of the Food, Drug and Cosmetic Act and must be packed in water, light syrup, or their natural juices. Fresh fruit shall be USDA Fancy or #1 Grade, and size must provide at least 1/2 cup fruit equivalency.
f. Fats and Oils: Butter- 92 score, Fortified Margarine- Fortified 15,000 LU.
FOOD PREPARATION
Meals shall be prepared under properly controlled temperatures and assembled prior to delivery and in accordance with all applicable health department requirements.
Bidder's production facilities must be owned and operated by the bidder, and must be under continuous inspection by the U.S. Department of Agriculture Food Safety and Quality Service. There will be no exceptions of the requirements for ownership and inspection. A copy of a signed delivery ticket must be submitted with the monthly statement.