1 - 0 Instructions to Bidders OCNC Economy RFP Commodity Processing 2026-28 up to one renewal.docx~1.pdf

OREGON CHILD NUTRITION COALITION

714 E 6th Street

Newberg, OR 97132 www.ocnc.org

Request for Proposals OCNC Economy RFP for Commodity Processing 2026-27

Pricing for Fee for Service, Net Off Invoice, and Cash Rebate for all Oregon Department of Education Approved Commodity Processed Items

Beginning School Year 2026-27

Issue Date – Thursday, November 13, 2025 Due Date – Thursday, December 18, 2025

Issuing Office

Oregon Child Nutrition Coalition ℅ Newberg School District

714 E 6th Street

Contact Person Nathan Roedel

Co-Executive Director Oregon Child Nutrition Coalition

503-554-5004 nate@ocnc.org

Proposal responses to be electronically submitted and received by December 18, 2025, 2:00pm PST http://www.ocnc.org mailto:nate@ocnc.org

GENERAL INFORMATION

The Oregon Child Nutrition Coalition (OCNC) is a joint cooperative buying group that represents approximately 180,000 students in 90 school districts and school programs in the State of Oregon.

A list of current members can be found on Appendix A on page 14. Non-member districts are able to join OCNC during the term of this RFP and would be allowed to participate in active OCNC agreements, according to membership requirements.

NOTIFICATION OF REQUEST FOR PROPOSALS (RFP)

A notification regarding this RFP was issued along with this document on November 13, 2025 and outlined the intent of this Economy Commodity Processing RFP. A copy of the notification can be found at http://usdarfps.ocnc.org and OregonBuys.gov. All information and announcements are available on the OCNC website at www.ocnc.org.

INTENT

OCNC member districts and programs intend to issue contracts/agreements to manufacturers for the purchase of available commodity processed products. The manufacturer shall accept USDA commodity product diverted by OCNC member districts under the USDA Food Distribution Program (FDP). The manufacturer shall be permitted to use commodity product for sale to third parties in connection with its normal business operation, when allowed by USDA. The manufacturer shall make and deliver commodity processed products as directed by the individual districts.

OCNC is soliciting Cash Rebate, Fee for Service, and Net Off Invoice pricing without a commitment for volume. Pricing forms are available on the OCNC website along with other documents at https://usdarfps.ocnc.org, under the Economy RFP 2026-28 heading. Samples of completed pricing forms can be found on page 20.

The prices being requested are:

1. Cash Rebate Districts may elect to purchase commercial products and receive cash rebates. These products will be purchased from a selected distributor. Submit pricing using the Cash Rebate pricing form. Make additional copies as needed. Each page may contain up to 20 different products (duplicate form as necessary).

Finished products shall be delivered to either selected distributor, to the school district or to a third party warehouse. Shipping charges on all price pages shall be estimated to zip code 97070 as of January 2026.

2. Fee for Service Districts may elect to have commodity processed items made by the manufacturer delivered by a selected distributor to the school district on mutually agreed upon dates. The manufacturer shall establish a Fee for Service (FFS) charge and shall bill the school district directly for the processing and the shipping to the selected distributor or directly to the customer. Selected distributor shall establish fixed fees for handling and delivery to the school or district. Selected distributor shall bill the school district said fees directly. Selected distributor and OCNC members shall establish the list of products, by manufacturer, that will be delivered by the selected distributor as FFS in the spring before the upcoming school

OCNC Economy RFP 2026-28 Page 2 of 28 http://usdarfps.ocnc.org https://usdarfps.ocnc.org year. Submit FFS pricing using the FFS form. Make additional copies as needed. Each page may include up to 20 different products (duplicate form as necessary). Individual districts may negotiate shipping on FFS items either to their own warehouses or to third party warehouses at the time of award. Shipping shall be proportional to original offer.

3. Net Off Invoice (NOI) Districts may elect to purchase commercial products and receive NOI pricing. These products shall be purchased from a selected distributor. Use the NOI pricing page. Make additional copies as needed. Each page may contain up to 20 different products (duplicate form as necessary).

Items must have sufficient volume to be handled as a NOI item by the selected distributor under the terms negotiated with OCNC. Selected distributor and OCNC members shall establish the list of products, by manufacturer, that will be delivered by the selected distributor as Net Off Invoice in the spring before the upcoming school year.

Manufacturers offering NOI should also fill out the FFS pricing pages so that, in the event the product does not get enough volume to come through the distributor, it can be offered through a third party warehouse or direct to the district with the FFS pricing. Failure to quote FFS pricing on NOI items may result in canceled orders. In the case a selected distributor does not carry the item, school districts may not be able to purchase due to incomplete procurement activity to qualify the purchase.

Pricing pages must be completed for all products proposed regardless of the availability of manufacturer-created electronic product calculators for commodity diversion.

An item specification and categorization Matrix is provided as Attachment P. Use this matrix as a guide to completing the Rebate, FFS, and NOI product details. Use the dropdown boxes to complete standard specifications in these forms.

The State of Oregon has established a standard of one full truckload of diverted product for the entire State, in most cases, as a requirement for a manufacturer to participate in commodity processing for any school districts in the State. The State may combine a number of partial trucks with other state’s orders to achieve the full truckload level. Failure by the manufacturer to receive diversion poundage totaling one truckload from the entire State of Oregon or one combined truckload as coordinated by the State may result in the State canceling related orders. The solicitation for this RFP regarding related product(s) would then not apply to unavailable products.

OCNC Economy RFP 2026-28 Page 3 of 28 eRFP TIMELINE

November 13, 2025 Announcement and notification of eRFP

November 13, 2025 RFP issue date RFP posted on Oregon Buys RFP emailed to Vendors/Manufacturers/Brokers on the OCNC Vendor email list

RFP posted on OCNC web site http://usdarfps/ocnc.org

December 2, 2025 Errors and clarification submissions due by 9:00 am, PST

December 9, 2025 Response to questions and addendums posted on website

December 18, 2025 Proposal due by 2:00 pm, PST – not publicly opened Email entire response to info@ocnc.org

January 8, 2026 Pricing and intent to award notification

January 16, 2026 End of RFP Protest period

March 13, 2026 Estimated last day to divert commodities through ODE

OCNC Economy RFP 2026-28 Page 4 of 28 http://usdarfps/ocnc.org mailto:info@ocnc.org

NOTICE OF REQUEST FOR PROPOSALS (RFP)

OREGON CHILD NUTRITION COALITION

ECONOMY COMMODITY PROCESSING 2024-25

Fee for Service, Net Off Invoice, and Cash Rebate Pricing for available Oregon Department of

Education Approved Commodity Processed Items

Issue Date: November 13, 2025 Due Date: December 18, 2025, 2:00 pm, PST

Notice is hereby given that the Oregon Child Nutrition Coalition (OCNC) is requesting proposals for Fee for Service, Net Off Invoice, and Cash Rebate Pricing for all products approved by ODE for commodity processing without a volume commitment for the 2026-27 school year, with up to one renewal through the 2027-28 school year. The purpose of this Economy RFP (eRFP) is to solicit pricing and rebate information for commodity diverted and processed products. Award for products will be determined and identified by product description and price.

Interested vendors may submit product information and pricing via email using documents and tools included in this eRFP and any subsequent required addendum(s), to be released December 9, 2025. Vendors may also request a link to upload documents by emailing nate@ocnc.org.

Proposals received after the designated time and date will not be considered.

Oregon Child Nutrition Coalition members reserve the right to reject all bids and waive any and all irregularities in the best interests of OCNC members.

Submissions are to be submitted using the forms and format described and provided in the RFP issuance documents.

Copies of the Request for Proposal document and information about OCNC can be found on the web at: www.ocnc.org

Oregon Child Nutrition Coalition 714 E 6th Street email: info@ocnc.org

OCNC Economy RFP 2026-28 Page 5 of 28 http://web.me.com/janet.beer/OCNC/Information.html

GENERAL DEFINITIONS

eRFP/RFP- Economy Request for Proposals/Request for Proposals

FNS - Food and Nutrition Services, an organization within the USDA

Non-responsive – a proposal is considered “non-responsive” if the proposal has not been prepared in full compliance with the requirements.

OCNC – Oregon Child Nutrition Coalition. A 501(c)3, public non-profit incorporated group of qualifying Child Nutrition programs that have agreed to purchase cooperatively to take advantage of volume prices for foods and supplies.

OCNC staff– shall mean either Nathan Roedel – nate@ocnc.org, Co-Executive Director or Cindi Hiatt-Henry, cindi@ocnc.org, Co-Executive Director.

ODE – Oregon Department of Education

Oregon Buys – State of Oregon statewide procurement information system

OSNA – Oregon School Nutrition Association, a state-affiliate of the national organization, School Nutrition Association.

Proposer - shall mean the person or firm that submits an offer in response to this solicitation.

RA – Recipient Agency

Responsible – accountable or capable to meet the terms of the contract for the goods, products or services being procured.

Responsive –A proposal is considered “responsive” if the proposal has been prepared in full compliance with the requirements.

RFP - Request for Proposal

SFA – School Food Authority

Sponsor - A governing body that is responsible for the administration of one or more schools and has the legal authority to operate the Child Nutrition Program therein or be otherwise approved by FNS through ODE to operate the Child Nutrition Program.

School Year – a 12 month period starting July 1 of a calendar year and ending June 30 of the next calendar year.

Specification – description of product or service that a purchaser seeks and a description of what a proposer must offer.

USDA –United States Department of Agriculture

Vendor email List – a list of proposer email addresses of companies or individuals who wish to be notified of OCNC procurement activities. Companies or individuals can be added to the list by contacting nate@ocnc.org

OCNC Economy RFP 2026-28 Page 6 of 28 mailto:cindi@ocnc.org

INSTRUCTIONS, TERMS AND CONDITIONS

Preparation of Economy RFP (eRFP) Bid Submissions

1. eRFP Submissions must be submitted electronically as directed or approved. Portion sizes shall be defined using traditional food based menu planning. Portion size for entrees shall not be less than one (1) meat/meat alternate. Portions for fruit and vegetable products shall be defined in no less than one quarter cup (0.25) increments. The processor shall define portion sizes for all other items.

Three pricing options may be offered, including:

a. Cash Rebate

b. Fee for Service

c. Net Off Invoice

Pricing pages are located on the OCNC website under the ‘Commodity RFP’s’ page http://usdarfps.ocnc.org or www.ocnc.org

Submissions should list each product being offered with pricing outlined on provided pricing pages with up to 20 products each per page (duplicate as necessary). Supplemental nutrition and crediting information is required for all products submitted for consideration. Signatures must be present on submitted bid documents to be considered.

2. Bid submission

Signed Instructions to Proposers eRFP document, nutrition information, and price pages must be emailed or uploaded, and received by 2:00 pm on December 18, 2025 to info@ocnc.org or contact nate@ocnc.org for any special electronic information access accommodations.

Do not mail hard copies.

Email the following files as the electronic response to info@ocnc.org:

● Completed item description and pricing (Excel format, *.xls or *.xlsx)

● The entire, signed eRFP document, attachments and addendum acknowledgement

(PDF format)

● SEPDS – multiple products on each page (PDF format)

● Nutrition Facts Labels with ingredient statements – only one product per electronic file. Do not scan multiple products and/or send as a single file. Label each product file with the product name, pertinent information, size, manufacturer’s name and code number (PDF format). For example:

“5551122 Pepperoni pizza 16”, ABC Company, SEPDS [Mfr ID#] [Product Name_Desc], [Manufacturer], [Doc info type]

● For all products with CN labels - a copy of the CN label with a watermark stating, “Copy not for documenting Federal Meal Requirements” or with the Federal Inspection Legend removed/redacted if applicable. CN box must still be legible with component crediting amounts identified. (PDF format)

● For products without CN labels, include a signed Manufacturer’s Product Formulation Statement for all component credits. (PDF format)

● In the event electronic files are too large or too many to email (multiple emails are permitted), contact Nathan Roedel, nate@ocnc.org and a shared online upload link location can be made available to upload electronic files.

OCNC Economy RFP 2026-28 Page 7 of 28 http://usdarfps.ocnc.org http://www.ocnc.org mailto:info@ocnc.org mailto:nate@ocnc.org

Submit information only for products that pricing is offered. Do not submit information for additional manufacturer’s products (items not proposed) or for items not listed on submitted pricing pages.

3. Errors and Corrections No erasures permitted. Mistakes may be crossed out and corrections made adjacent but must be initialed in ink by person signing bid. Bids cannot be corrected or altered after the submission deadline. Incomplete or missing information that is required for submission analysis will result in disqualification for the item(s) proposed. It is the responsibility of the submitter to ensure required information is submitted.

4. Acceptance of Proposals Late proposals will not be accepted.

5. Bid Signatures All proposals must show the firm name and be signed in ink or electronically by a responsible officer or employee that is fully authorized to bind the organization to the terms and conditions herein.

Obligations assumed by such signature must be fulfilled.

6. Warranty/Quality The supplier, manufacturer, or his assigned agent shall guarantee the food products against all defects.

7. Pricing – Term of Contract Contract term is one (1) year, with the potential of up to one (1) additional year upon renewal approved by the OCNC Board of Directors. Upon renewal, increases in commercial pricing may not exceed the Consumer Price Index (CPI), Food Away From Home, as of December 2026.

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Quoted prices, including commercial bid price for districts purchasing NOI or Cash Rebate, must stay in effect for one (1) year beginning on July 1, 2026. The same commercial bid price may or may not be extended to districts not buying NOI or Cash Rebate. Proposer is to make clear if the price will not be extended to all districts.

If, upon renewal of this agreement, a manufacturer chooses to discontinue offering an awarded product, they will notify OCNC by June 30, 2027.

8. Shipping Shipping fees are to be calculated as if the minimum delivery of product was shipped to zip code 97070 as of January 2025.

OCNC understands that the actual shipping cost may vary, but is requesting this pricing location at a single point in time so it may be evaluated as a part of cost. Shipping fees for the year shall remain approximately the same unless there is a demonstrated extraordinary increase in expenses.

Approval of any increase shall solely be at the discretion and determination of OCNC.

Districts may negotiate shipping to their warehouse or to a third party warehouse. Shipping charges to these locations shall bear a proportional relationship to the proposed shipping charges as described above, adjusted as appropriate for location and volume. Final actual shipping charges by successful vendors may not increase more than actual verifiable increases in shipping costs, adjusted as per shipper’s standard terms for volume.

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9. No Minimum or Maximum Quantities, Order Charges or Limitations upon Number of Orders.

The OCNC cannot guarantee the number of truckloads of each USDA commodity a manufacturer may receive. Information on the USDA foods and the pounds diverted for the 2025-26 school year are posted on the OCNC web page at www.ocnc.org on the Commodity RFP page. Information can be found in an excel format by manufacturer and the USDA food code number.

10. ODE Vendor Approval The vendor must have signed a National Processing Agreement approved by USDA and the Oregon Department of Education. Food items shall be processed in accordance with the agreement between the manufacturer, the State of Oregon, and USDA.

11. Cancellation & Termination Terms of cancellation or termination of an established contract shall be between each individual school Board award and/or applicable policies and the vendor.

Termination for cause and for convenience may be determined and documented by OCNC or individual school districts, including the manner by which it will be effected and the basis for settlement.

Termination for Cause, (i.e. the contractor fails to follow or breaches terms of this contract), shall be after the offended party has identified, communicated, and given adequate notice for remediation.

The party shall document that the offending party has not taken adequate action to resolve the matter; either in form or in term. Remedy should be provided in writing and identify a term no longer than sixty (60) days.

Termination for Convenience refers to service-level insufficiencies that have been identified and requested to be remedied and not addressed.. Notice shall be provided a minimum of 30 days prior to termination of contract .

12. Buy American: Bidder shall comply with the Buy American requirement (7 CFR 250.23), which specifies that members participating in federal meal programs are required to purchase domestic commodities and products for meals to the maximum extent practicable. Domestic commodities must be grown in the US and the food product must be substantially (51% or more) processed in the US.

13. Federal, State and Local Regulations All items delivered to the OCNC members shall conform to applicable requirements of federal, state, or local statutes and/or regulations. It is the responsibility of each bidder to examine the entire solicitation, seek clarification by email to nate@ocnc.org and check its offer for accuracy before submitting the offer. Lack of care in preparation of the offer shall not be grounds for withdrawing the offer after the offer due date and time nor shall it give rise to any contract claim.

14. Insurance Requirement Vendor must carry at least $1,000,000 general liability insurance, per occurrence with $2,000,000 aggregate.

All employers, including proposer, shall provide workers’ compensation insurance as required by applicable workers’ compensation laws for persons performing work under this contract including Employers’ Liability Insurance with limits not less than $500,000 each accident. Contractor shall require and ensure that each of its subcontractors complies with these requirements.

OCNC Economy RFP 2026-28 Page 9 of 28

15. Bonds Neither bid nor performance bonds will be required in the performance of this contract.

16. Errors and Clarification Any vendor who finds errors or who needs clarification of any bid document shall email info@ocnc.org no later than 9 am, PST, December 2, 2025. Notification of public responses will be e-mailed to all vendors on the current vendor list and posted on the OCNC website no later than December 9, 2025. All addenda will be posted on OCNC web site at www.ocnc.org on the Commodity RFP page. Addendum posted must be acknowledged on the appropriate bid form. It is the sole responsibility of the vendor to be certain that the addenda have been received.

17. Transfers or Assignment Bidder shall not assign any right nor delegate any duty under this contract without the prior written notification and approval of the member districts.

18. Acceptance of Conditions Each bidder, by the submission of a proposal, assents to each and every term and condition set forth anywhere in these specifications and agrees to be bound thereby.

19. Disclosure Proposals will not be made a part of the public record until after the member districts have completed their diversion with ODE (March 2026), awarded products have been announced, and the OCNC Board of Directors have approved the contract at the June regularly scheduled board meeting. Responses to the RFP shall be available by emailing a request to info@ocnc.org

20. Reservations The OCNC and members herein expressly reserve the right:

● To reject all bids if it is in the public interest to do so;

● To waive any and/or all irregularities in the bids submitted;

● To base award with due regard to quality;

● To reject any bid not in compliance with prescribed public bidding procedures and requirements.

● OCNC may reject any or all proposals in-whole or in-part, or may cancel this RFP at any time when the rejection or cancellation is in the best interest of OCNC members, as determined by OCNC. OCNC is not liable to any proposer for any loss or expense caused by or resulting from the delay, suspension, or cancellation of the RFP, award, or rejection of any proposal.

21. Hold Harmless The vendor shall defend, indemnify and hold harmless the OCNC from any claim, demand, suit, liability, judgment and expense (including attorney’s fees and other costs of litigation) arising out of or relating to injury, disease or death of persons or damage to or loss of property resulting from or in connection with the negligent performance of this contract by the vendor, its agents, employees, and subcontractors or any one for whom the vendor is responsible. Any provisions or limits of insurance set forth in this contract shall not limit the vendor’s liability. The obligations, indemnities and liabilities assumed by the vendor under this paragraph shall not extend to a liability caused by the negligence of the OCNC or its officers.

OCNC Economy RFP 2026-28 Page 10 of 28 http://web.me.com/janet.beer/OCNC/Information.html

22. Non-collusion By signing the offer and acceptance form or other official contract form, the proposer certifies that this price is offered without any prior understanding, agreement or connection with any corporation, firm or person submitting a price for the same products. The proposer certifies that they understand that collusive bidding is a violation of federal/state law and shall be grounds to reject a proposal as non-responsive.

23. Audit The OCNC, the Oregon Department of Education (ODE), USDA, and Comptroller General of the United States, or any of their duly authorized representatives, shall have access to any books, documents, papers, and records of the vendor, which are directly pertinent to this specific contract, for the purpose of making audits, examinations, excerpts, and transcriptions. The vendor must maintain all required records for three years after districts make final payment and all other pending matters are closed.

24. Force Majeure Except for payments of sums due, neither party shall be liable to the other nor deemed in default under this contract, if and to the extent that such party’s performance of this contract is prevented by Force Majeure. The term “Force Majeure” means an occurrence that is beyond the control of the party affected and occurs without its fault or negligence. Without limiting the foregoing, Force Majeure include acts of God; fire; flood; or other similar occurrences beyond the control of the contract or the school district.Claims of Force Majeure must be mutually agreed upon by all parties and recognized by documentation.

25. Protests A written protest of this RFP or any condition shall be received by Nathan Roedel, OCNC, 714 E 6th Street, Newberg, OR 97132, or emailed to info@ocnc.org no later than January 16, 2026.

A protest shall include:

1. The name, address, email address, and telephone number of the protestor.

2. The signature of the protestor or an authorized representative of the protestor.

3. A detailed statement of the legal and factual grounds of the protest including copies of relevant documents.

4. The form of relief requested.

A protest of a proposed award or of an award shall be filed with the individual district within ten days after the protester knows or should have known the basis of the protest. Any protest to an individual district will be in accordance with that district’s standard protest procedures.

26. Updated Pricing Vendors who respond to this bid may submit updated pricing and nutrition information no later than September 2026; only for products that are reformulated or new. Vendors who do not respond to the original RFP may not submit revised prices in relation to this solicitation.

27. Commodity Hold and Recall Each OCNC member will assign at least one food safety contact (Food Safety Coordinator), and alternate, who will be contacted in the event of a recall. When a recall occurs, the following procedures are initiated:

1. The School Food Authorities (SFAs) are notified by the Oregon Department of Education (ODE) about the USDA Foods recall.

OCNC Economy RFP 2026-28 Page 11 of 28

2. SFAs that have redirected a recalled USDA Food product for further processing are responsible for contacting all further processors.

a) SFAs, immediately upon receiving notification of the recall, must isolate and label the recalled product so that it is not used. SFA’s should conduct an inventory to determine the amount of product:

I. Served II. Remaining in inventory at schools, warehouses, and with their distributors III. Further distributed to program participants IV Redirected for further processing

3. The SFA is responsible for reporting to ODE the identity and quantity of the product that was redirected and produced, the amount remaining in their inventory, the quantity of end-product served, and fulfilling any other prescriptions associated with the recall notification and directives.

4. ODE is responsible for reporting to USDA/FNS all quantity information received from SFAs.

Hold/Recall Contact Information: At a minimum, the processor must provide the following hold and recall contact information including:

Hold/Recall Primary Point of Contact for member Name/Title:

Telephone Number:

Mobile Phone Number:

Fax Number:

Email Address:

Hold/Recall Alternate Point of Contact for member Name/Title:

Telephone Number Processor Food Recall Procedure:

The Processor is to submit this information using Attachment O.

1. Distributors must also immediately notify SFAs about recalls.

2. Distributors must provide information to the processor and the entity that contracted with them to distribute the food (i.e., processor or SFA). The information should include the quantity of product remaining in their inventory and quantity of product delivered to each SFA.

3. SFAS are responsible for providing information about the quantity of product in their inventories directly to the Oregon Department of Education.

a) The processor compiles information received from each distributor regarding the quantity of product remaining in the distributor’s inventory, and the quantity of product shipped to each Receiving Agency.

b) The processor reports all quantity information to the SFA and ODE.

c) ODE is responsible for reporting to USDA/FNS all quantity information received from processors and SFAs.

OCNC Economy RFP 2026-28 Page 12 of 28

AWARD OF PROPOSAL

1. The Proposals shall be evaluated by OCNC and/or its member districts. Those proposals submitted that do not meet the mandatory requirements will not be rated.

Criteria for evaluation of individual products shall include:

● Product must meet district nutrition qualifications. [Pass/Fail] Failure to do so shall disqualify the product. Individual districts will set the nutrition qualifications and may be contacted for details. Qualifications may include food types, component crediting, flavors, etc.

● Price – Price to be compared in evaluation shall be true cost per portion. Proposed products shall be analyzed by price and/or by vendor totals.

● Product Grouping - Dependent upon the size and the amount of the diversion, OCNC may choose to combine individual product scores by manufacturer and choose a single manufacturer for a product category (e.g. processed chicken) when it is demonstrable the grouping is in member districts best interests.

● Scoring – scoring and award details are available by request and by public inspection. An award summary will be posted at www.ocnc.org.

3. Member districts are invited to evaluate offers including a complete review of all documents submitted and may include conferring with selected customers of the processor. It may also involve meeting with those processors selected to review their proposals.

4. An award of contract to any proposer shall not constitute a rejection of any other proposal.

5. In the event two or more proposals shall be for the same value the members of OCNC may award the contract as deemed appropriate and using any clarifying factors. Any such factors will be announced and publicly available by posting on the OCNC website.

6. Notification of Intent to Award shall be as described in ORS 279B.135

OCNC Economy RFP 2026-28 Page 13 of 28

Appendix A - OCNC Members (as of November 2025)

OCNC Economy RFP 2026-28 Page 14 of 28

ATTACHMENT B - BIDDER RESPONSE CHECKLIST

Economy Commodity Processing RFP 2026-27

All items must be submitted electronically, unless otherwise noted, by email to info@ocnc.org

1. Cover Sheet – Attachment E

2. Production Code Explanation – Attachment F

3. Addenda Acknowledgement – Attachment G - must be signed and dated for each addendum.

4. Entire RFP Instructions to Bidders with Attachment H Signature Page signed.

5. For each product submit:

● Completed price pages, Attachment I, J and K.

● SEPDS – multiple products per page

● Nutrition Facts Labels with ingredient statements –only one product per electronic file. Do not scan multiple products and send them as a single electronic file. If the Nutrition Facts Label does not include the ingredient list, please submit separately.

● For all products with CN labels - a printed copy of the CN label with a watermark stating “Copy not for documenting Federal Meal Requirements” or with the Federal Inspection Legend removed/redacted if applicable. CN box must be legible with component crediting amounts

● Only for products without CN labels: a signed Manufacturer’s Product Formulation Statement

● Electronic file naming convention:

Label each product file with the product identification number, product name or description, pertinent information, manufacturer and document type. For example:

‘5551122 Pepperoni pizza 16in ABC Company SEPDS’ [Mfr ID] [Product Name_Desc], [Manufacturer], [Doc info type] o Mfr ID: Manufacturer assigned identification number o Product Name_Desc: Brief item identification o Manufacturer: Manufacturer name o Doc info type: SEPDS, Mfr Statement, CN Label, Nutrition Stmt, Product

Formulation Stmt, etc.

● In the event the electronic files are too large to email contact Nathan Roedel, nate@ocnc.org to request a link to upload proposal and supporting documentation .

6. Submit signed Attachment L- Debarment and Suspension, Attachment M- Suspension and

Debarment, and Attachment N- Certification Regarding Federal Matters.

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ATTACHMENT E - Cover Sheet

RFP Issued: November 13, 2025

Due Date: 2:00 pm, PST December 18, 2025

Email submission to: info@ocnc.org

NAME OF BIDDER: __________________________________________

PHONE NUMBER: (_______) _________ -- ______________

CONTACT PERSON: __________________________________________

EMAIL ADDRESS

BROKER OR REP __________________________________________

Note: All proposals are to be filed in accordance with Rules, Regulations, Statutes, Ordinances and Specifications as outlined in the attached material and as applicable by the Federal, State and Local Governments. Vendors/Contractors are advised to familiarize themselves with applicable ORS, OAR, AG Model Public Contract Rules, and UCC as applicable in Oregon. All are applicable and may not be spelled out in detail in this document.

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ATTACHMENT F - Manufacturer Production Code Explanation

Please give a detailed breakdown of how to read the Production Code stamped on each case.

Example: code may be “0324-6d-3”, which could mean the product was produced March 2024 at plant #6 in Dallas, third shift. The OCNC is looking for this information to better communicate with the manufacturer and to ensure better product rotation at the school level and/or aid in response to product recall.

Manufacturer/Vendor

Sample Code Explanation

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ATTACHMENT G - Addenda Acknowledgement Page

I/we acknowledge receipt of the follow addenda:

Note addenda number, date and signature to acknowledge receipt.

Addenda Number Date Signature

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ATTACHMENT H -Signature Page

The undersigned hereby proposes to furnish, within the time specified, the items listed, to be delivered in accordance with foregoing specification hereto attached, for the amount set opposite each item.

On acceptance by OCNC individual members this becomes a binding agreement.

BIDDER’S EMPLOYER FEDERAL IDENTIFICATION NUMBER ____________________

BIDDER’S EMPLOYER STATE IDENTIFICATION NUMBER ____________________

Bidder’s failure to execute/sign bid prior to submittal may render bid non-responsive.

Organization Name (print)

Name and Title of Authorized Representative (print)

Email address of Authorized Representative (print)

Address

City, State Zip

I certify by my signature below that the prices quoted in this bid are correct and that the bid conforms to all specifications and requirements outlined in this solicitation document. I further certify that I have the authority to obligate the company to perform under the terms and conditions stated in this solicitation document, which is hereby incorporated by reference and made a part hereof, and the company agrees to be bound by such terms and conditions and any resulting contract. I further agree that any conflict between the terms and conditions of this solicitation document and the company’s bid documents will be resolved in favor of this solicitation document, except as may be otherwise agreed to in writing by the company and the Sponsor.

The undersigned hereby offers to provide End Products as specified in this bid for the period starting July 1, 2026 and ending June 30, 2027; with the potential of a one year (1) extension.

I understand that the Sponsor reserves the right to reject any or all bids, and that this bid may not be withdrawn during a period of thirty (30) days from the time of opening of the bid.

SIGNATURE (Of authorized representative) Date:

Print Name: ________________________________ Title: _______________________

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ATTACHMENT I - Example Cash Rebate (REBATE) Economy Commodity Processing RFP 2026-27 (separate spreadsheet)

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ATTACHMENT J - Example Fee For Service (FFS)

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ATTACHMENT K - Example Net Off Invoice (NOI)

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Attachment L Debarment and Suspension and Other Responsibility Matters Primary Covered Transactions

2 CFR 200.213- Non-federal entities are subject to the nonprocurement debarment and suspension regulations implementing Executive Orders 12549 and 12689, 2 CFR part 180. These regulations restrict awards, sub-awards, and contracts with certain parties that are debarred, suspended, or otherwise excluded from or ineligible for participation in Federal assistance programs or activities.

(Before completing certification, read instructions on attachments L, M, & N)

(1) The prospective primary participant certifies to the best of its knowledge and belief that it and its principals:

(a) Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

(d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State, or local) terminated for cause or default.

(2) Where the prospective primary participant is unable to certify to any of the statements in this certification, such prospective primary participant shall attach an explanation to this proposal.

Business Name:

_____________________________________________ Date: ________________ Signature of Authorized Representative

Name and Title of Authorized Representative

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Attachment M Suspension and Debarment Certification

NOTE: This certificate must be completed for all new and renewal contract years when the contract exceeds $100,000.

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION -- LOWER TIER COVERED TRANSACTIONS

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, Title 7 CFR Part 3017, Section 3017.510, Participants' responsibilities. The regulations were published as Part IV of the January 30, 1989, Federal Register (pages 4722-4733). Copies of the regulations may be obtained by contacting the Department of Agriculture DAS with which this transaction originated.

(Before completing certification read instructions on attachments L, M, & N)

(1) The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or DAS.

(2) Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

Organization Name

Names(s) and Title(s) of Authorized Representative(s)

Signature(s) — Date

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Attachment N Certification Regarding Federal Matters

Because certain Authorized Purchasers may utilize federal funding to purchase Goods and Services under a Contract, all Proposers must complete and submit this certification as part of submitting a Proposal. If federal terms and conditions are applicable to a Contract, the Sponsor will attach and incorporate the specific relevant federal provisions into the purchase order form.

Certification

Proposer certifies that Proposer shall comply, and require all subcontractors to comply, with all federal laws, regulations, and executive orders applicable to a Contract. These may include but not be limited to:

(1) If the Contract is for more than $10,000, compliance with Executive Order 11246 of September 24, 1965, entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60). A religious organization's exemption from the Federal prohibition on employment discrimination on the basis of religion, in section 702(a) of the Civil Rights Act of 1964, 42 U.S.C. 2000e-1, is not forfeited.

(2) Compliance with the Copeland “Anti-Kickback” Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR part 3).

(3) Compliance with the Davis-Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR part 5).

(4) Compliance with sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327-330) as supplemented by Department of Labor regulations (29 CFR part 5).

(5) If the Contract is for more than $100,000, compliance with all applicable standards, orders, or requirements issued under section 306 of the Clean Air Act (42 U.S.C. 1857(h)), section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738, and Environmental Protection DAS regulations (40 CFR part 15).

(6) Compliance with mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Stat. 871).

(continued)

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ATTACHMENT N

CERTIFICATION REGARDING FEDERAL MATTERS

(Page 2, continued)

(7) Compliance with mandatory standards and policies that relate to resource conservation and recovery pursuant to the Resource Conservation and Recovery Act (codified at 42 USC 6901 et.

seq.). Section 6002 of that Act (codified at 42 USC 6962) requires that preference be given in procurement programs to the purchase of specific

(8) When the value of the individual contract exceeds $100,000, that federal funds were not used to pay any person or organization for influencing or attempting to influence an officer, employee of any agency, member or agent working on behalf of Congress in connection with obtaining any Federal contract, grant or other award covered by 31 USC 1352 (Byrd Anti-Lobbying Amendment)

Organization Name

Names(s) and Position/Title(s) of Authorized Representatives (1), (2)

Signature 1 Signature 2

Date

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ATTACHMENT O - Recall Procedure Contacts Economy Commodity Processing RFP 2024-25

Use this document to identify the Hold/Recall Points of Contact for Processor

Primary Contact Name Position/Title

Primary Phone Mobile Phone

Fax Number

Email Address

Alternate Contact Name Alternate Contact Position/Title

Alternate Primary Phone Alternate Mobile Phone

Alternate Fax

Alternate Email Address

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ATTACHMENT P

Item Specification and Categorization Matrix (use with Attachments I, J, K)

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OREGON CHILD NUTRITION COALITION