PRFSD
Number / #2017-2
Name / Produce 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 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 #2017-2 Produce RFP 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 #2017-2 Produce Bid

STANDARD BID SPECIFICATIONS

Intent

  1. The specifications contained herein are intended to cover the furnishings and delivery of all produce. 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 $______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).

Bid Submission Information

  1. Sealed quotations must be clearly marked on the outside of the envelope:

PRFSD BID #2017-2

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 OF THE EXCEL FILE, (NOT PDF) 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. Any discount, standard rebate, or promotional allowance must be indicated on this bid.

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 produce must be per specifications and must be acceptable to PRFSD members.

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.

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.

b). Failure to deliver or perform on a timely basis.

c). Offering any gift, gratuity, favor or advantage, present or future, to any PRFSD members for personal gain This includes extending any discount or privilege not available to all PRFSD members.

d). Failure to disclose a conflict of interest in a bid or contract

e). Conviction of any criminal offense involving public contracting.

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.

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 for transportation, including drayage, must be paid by the bidder. Samples must be delivered on or before the day and hour for opening this bid.

3In 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.

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. Changes, alterations, or interlineations in the bid are not permitted.
  3. Bids shall show case prices as indicated.
  4. Quote form reflects expected usage. Actual quantities may vary. The 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 purchased at the price indicated on this bid.

Scope of Work

The Pittsburgh Regional Food Service Directors, (PRFSD) is requesting proposal (RFP) for Fresh Produce. This produce is served throughout the districts in western Pennsylvania and requires timely delivery to schools. Pittsburgh Regional Food Service Director, (PRFSD) requires the bidder have knowledge and experience in fresh produce for school program(s).

PRFSD is seeking only one vendor. This is an all or none bid.

Partial bids or bids listing items special order will not be accepted; such bids will be considered non-responsive.

Estimated quantities/units product needs for 2017-18 will be similar to purchases for 2016-17, provided in this proposal for the Vendor’s guidance only (see Attachment PRFSD USAGE). No guarantee is expressed or implied as to quantities that will be used during the contract period. PRFSD is not obligated to place an order for any given amount subsequent to the award of a contract. Estimates quoted are based on PRFSD’s actual needs and use during the previous contractual period or prior twelve month period; whichever is longer.

Vendor Qualifications

Corporate capability and experience will be evaluated based on performance record, years in the industry, relevant experience, number of School Food Authorities served, and client retention and satisfaction. Please detail pertinent information in your proposal.

Client References

Please include TWO client references in your response, including Name and contact information of reference. References should reflect (product variety and volume) and type of accounts as PRFSD (institution, school food service).

General Information and Pricing

Availability of product traceability documentation from (grower), to further processor to PRFSD.

Distributor will identify any subcontractors that may be involved with obtaining product.

PRFSD expects a HACCP plan in place by potential vendors and manufacturers. Prior to awarding the proposal, PRFSD may require documentation verifying that a written HACCP plan is followed. Any changes to the vendor’s HACCP plan shall be communicated to PRFSD upon implementation of changes.

Pre-cut value added produce and whole fresh fruits account for the majority of the produce purchases; because of market fluctuations and budget uncertainties, vendors must give fixed year round firm pricing of these products: Apples, (Gold & Red), Petite Bananas, Broccoli Florets, Grapes (Lunch Bunch), Oranges (bulk and individual bagged), Celery Sticks (bulk and individual bagged), Carrots (bulk and individual bagged), Broccoli Florets (bulk and individual bagged), Cauliflower Florets (bulk and individual bagged), Spinach, Salad Mix, Lettuce-Romaine/Iceberg 50/50,Lettuce-Romaine Chopped, Chopped Lettuce, 1/8 cut shredded lettuce, individual wrapped melon medley, and pineapple chunks.

PRFSD recognizes that because agricultural products are affected by seasonality and weather, produce pricing is responsive to market pressures and trends in ways other food markets are not. PRFSD is seeking proposals using a “cost plus” pricing method for the below mentioned produce. Cost plus pricing recognizes the variable market fluctuations to the Vendor while guaranteeing the District’s case markup does not fluctuate throughout the year. Utilizing the “cost plus” mark up over the Baltimore market for this RFP. The following fruits and vegetables should be quoted off this pricing structure and a copy of the Baltimore market quote must accompany this quotation. This produce includes: Cucumbers, Peppers-Green Bell, Tomatoes, Grape Tomatoes, Cantaloupe, Blueberries, Blackberries, Honeydew, and Red Grapes-bulk.

Please list your proposed case markup in your RFP response. This markup will remain firm for the full school year of purchases July 1, 2017 through June 31, 2018

Proof of Purchase

Vendor’s Original Purchase Invoices: Please provide corresponding copies of original purchase invoices for the following items in your RFP response. The sample invoices should reflect your purchases of the listed produce items in the chart below following the time periods; on or about Sept 1, 2016; January 1, 2017; and April 1, 2017. During the term of the contract the PRFSD will require proof of purchase price on these listed items for dates; Sept 1, 2017; January 1, 2018; and April 1, 2018.

Item / Origin / Count
Apples, Red Delicious
Apples, Golden Delicious
Grapes, Lunch Bunch
Romaine Salad Mix 50/50
Cucumbers

The Vendor will be required to scan purchase invoices from the source farms and/or aggregators and email them to the PRFSD Bid Liaison Assistant as proof of purchase price.

Packaging

All prepared vegetables are to be vacuumed-packed in heavy duty, pin-hole free, and food grade plastic bags. All prepared items are required to carry legible, open code dating on each bag to indicate expiration date of them.

All containers must be printed with product identification and expiration date. Perishable refrigerated products shall have at least ten (10) days of remaining shelf life at the time of delivery. If expiration dates are coded, the translation/interpretation code shall be provided to PRFSD at the time of submitting the proposal.

All cases, plastic containers and cardboard, will be marked with total weight of case and contents (e.g. 40# /125 count/ Gala Apples), as well as other standard USDA-required label information.

Partial cases of produce are to be packed in appropriate containers to arrive in a firm, unblemished state.

Cases and packages shall be so constructed as to insure safe and sanitary transportation to point of delivery. Damaged cases may be rejected and returned for credit or immediate replacement to the original site at no cost to the District for produce or freight.

Cleaned, Pre-cut and Packaged Fruits and Vegetables: PRFSD produce needs will include mostly whole items, with the notable exception of chopped romaine and spring mix. If a Vendor does not have its own in-house processing plant for fresh cut product, identification of the processing facilities used must be listed as a part of the response to this RFP.

Units of purchase have been specified within Attachment #1 PRFSD 2016-17 Produce Purchases. When a Vendor wishes to quote a pack size which is different from the unit specified in the product description, a different size may be quoted, but the total quantity must be adjusted appropriately.

Product quoted in this proposal must meet the volume or weight size specified. Product from the Vendor may be tested throughout the contract period by the State weights and measures representatives to verify that the product is labeled correctly and meets the size called for in this proposal. Should a discrepancy be found, the District will take the following remedies:

  1. Cash restitution or in-kind replacement, at the District’s discretion, for the total lot which failed.
  2. Payment for the value of all meals that the District served which failed to contain the minimum quantities and components required of a reimbursable meal under the Child Nutrition Programs.
  3. A timeframe for providing restitution and payments to the District.
  4. Any repeated instances of products failing to contain required quantities, is a material breach of the contract covered by this proposal and may result in termination for cause.
  5. Any costs resulting from termination for cause must be borne by the Vendor whose product did not meet the size or label specifications.

Deliveries

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 www.eia.doe.gov/oog/info/gdu/gasdiesel.asp

Specific delivery schedules will be mutually established after the award of the contract. PRFSD reserves the right to add or modify locations to the contract. Delivery schedules may change a few times a year when the District is closed due to breaks, holidays or other closings for professional development.

The Vendor will inform the District of any delivery delays due to late deliveries, inclement weather, poor road conditions, truck problems, etc, by calling and/or emailing the school district directly as soon as the delay occurs.

All deliveries shall be made in accordance with good commercial practice in clean trucks and containers and shall be adhered to by the successful Vendor. Refrigerated products shall be delivered at 41 degrees Fahrenheit or less, and products requiring slightly warmer temperatures (e.g. bananas) shall be loaded onto the warmest part of the truck and covered with blankets to protect them from the cold. Product(s) exceeding allowable temperatures or displaying evidence of temperature shock or signs of freezing will be rejected and replacement expected. The Vendor shall deliver product in containers that are completely clean. All delivery crates shall be free of dirt and grime at the time of delivery.

The Vendor shall enclose a complete invoice with any items to be delivered in conjunction with this proposal. The invoice shall either be delivered directly to the authorized school district representative for signature, or attached to the shipping cartons/containers such that the authorized representative can find it easily and check orders prior to the Vendor driver leaving the premises.

The invoice shall include, at a minimum, the following information: customer site name; date of order; date of delivery; a complete listing of items being delivered with product item number, units, price per unit, and extended price; product origination, including mandatory country of origin, mandatory identification of Pennsylvania products, and mandatory identification of state of origin of other products. It is very important that all origination identifiers be designated in a separate Vendor database field for velocity report pulling and sorting by product origin.