1-2026-27 Ice Cream Bid Conditions .pdf

ROCKWOOD SCHOOL DISTRICT CHILD NUTRITION SERVICES

GENERAL CONDITIONS AND SPECIFICATIONS

ICE CREAM BID

2026-27 SCHOOL YEAR

1. Sealed bids must be received either via e-mail or at the Rockwood Child Nutrition Services Office at 17146 Manchester Rd., Wildwood, Missouri 63040 no later than 9:30 a.m. on April 24, 2026. Based on the 2025-26 school year, an average of 180 cases of ice cream were purchased each month. At this time, all bids will be publicly opened and read. There will be no exceptions.

2. Contract Time Period:

a. Initial Term: The initial term of this contract, which results in the award of this bid is July 1, 2026 and ends June 30, 2027.

b. Extension Option: This contract may be extended up to two additional terms of ONE YEAR at a time at the same terms and conditions upon the mutual agreement of all parties. In no event shall the term of this contract, including renewals, exceed three years.

3. Ice cream products are to be delivered to schools in the Rockwood School District on days that school is in session or a mutually agreed upon schedule. A map of the school locations is attached.

4. A brand and description of each item with nutritional information is required. All products are to be Smart Snack compliant.

5. Each item must be labeled with the flavor, all ingredients and allergens.

6. No delivery or fuel charges will be paid by Rockwood Child Nutrition.

7. Ice cream products are required Monday through Friday between 6:30 a.m. and 10:00 a.m. or after lunch service, between 1:00 p.m. and 2:00 p.m. unless otherwise approved and coordinated by the Director of Child Nutrition Services and the successful bidder.

8. If inclement weather forces cancellation of a school day, the supplier will be informed by public radio, television or the Rockwood website before 7:00 a.m. of that day. If the closure has an effect on the delivery schedule, information on an alternate schedule must be emailed to the Rockwood CNS Director.

9. All ice cream products are to be kept at proper temperature to maintain food safety and quality during transport and delivery to buildings. Freezer trucks are the required means of transportation to maintain a safe and sanitary product. Deliveries are to be placed in designated walk-in freezers or ice cream freezers at each site and stock is to be rotated.

10.Good condition of the product will be at the discretion of the District. Products that do not meet quality standards with the proper temperature upon delivery will be rejected and credited.

Product, upon discovery within 5 days after delivery, that appears to have melted and refrozen, shall be credited as long as Rockwood freezers are not at fault.

11.Each delivery must be accompanied by a legible delivery ticket with the name of the school, date of delivery, quantity of each item delivered and total cost. Successful bidder will provide the Child Nutrition Services office with a monthly statement for each building.

12.If you plan to supply a brand specific freezer, Rockwood School District is not responsible for its maintenance. Is a brand specific freezer required? Yes __ / No __

13.Provide the minimum order requirement for delivery (Qty or Dollar Amount): ___________

I have read the above conditions and I agree to the terms of the Rockwood Ice Cream Products bid for the 2026-27 school year.

Company Name: __________________________________________________________

Authorized Signature: _______________________________________________________

Printed Name: _____________________________________________________________

Date: ____________________________________________________________________

Telephone: ________________________________________________________________

Email: ____________________________________________________________________

Example of Bid Requested

Products to Bid:

1) Please provide a spreadsheet with the following details for all items available.

a) Manufacturer or Vendor Item #

b) Name of Item

c) Qty per Case

d) Price per Case

e) Unit Cost

Example:

Vendor Item#

Name of Item Quantity / Case Price / Case Unit Cost

Item# 1234 Cone, Cookies N Cream 24 Cones/Case $6 / Case .25

Item# 1235 Ice Cream Sandwich, Vanilla 24 Ice Cream Sandwiches/Case

$2.40 / Case .10

2) A brand and description of each item with a list of ingredients, allergens and nutritional details must be included. (Ingredient labels and allergens are required on the products.)

3) All products are to be Smart Snack compliant. Please refer to the USDA resource: Guide to Smart Snacks in Schools

4) A blank spreadsheet for the bid is attached if needed.

https://www.fns.usda.gov/tn/guide-smart-snacks-school https://www.fns.usda.gov/tn/guide-smart-snacks-school