1-Request for Bids - Nutrition Services Disposable Paper Products.pdf

Fargo Public Schools (FPS) Request for Bids Nutrition Services – Disposable Paper Products

Due: May 21, 2026 at 10:00 a.m.

Introduction:

The Fargo Public School District (District) is seeking bids from qualified vendors to provide the Nutrition Services Department with disposable paperwares with fixed pricing for a 1-year contract covering the 2026-27 school year with the opportunity for up to four (4) 1-year contract renewals.

Vendors responding to this request must submit their bid in accordance with the enclosed specifications and should reference the Euna Procurement (Bonfire) Submission Instructions attached separately for instructions on the District’s electronic submission process.

All submissions must be submitted through the online Euna Procurement (Bonfire) Portal at:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

Vendors should contact the Euna Support team at Support.Bonfire@eunasolutions.com for technical questions.

Vendors can also visit Bonfire’s help forum at https://vendorsupport.gobonfire.com/hc/en-us.

Any communication related to submissions, including the posting of Addenda, will be available on https://fargok12.bonfirehub.com Any questions can also be asked through the available communication tools.

Vendors must be registered and logged in to ask questions.

Request For Proposal (RFP) Timeline:

Legal Ad Publication May 6 & 13, 2026

Bids Due May 21, 2026, at 10:00 A.M.

Board Approval June 9, 2026

Overview:

District enrollment is 11,300 students. The contract will be awarded to one vendor for all bid items who can meet the terms and conditions, who can supply all the specified items in the listed quantities, and proposes the bid resulting in the lowest financial cost to the District. The vendor’s bid pricing submitted on the required Specifications Sheet shall be the final delivered price. By submitting a bid, a vendor is signifying agreement to the outlined terms and conditions. Quoted prices must stay in effect for the term of the contract. The contract includes a price escalation clause. The contract term is one (1) year from July 1, 2026 to June 30, 2027. The contract will allow the opportunity for up to four (4) 1-year contract renewals contingent on the school determining any proposed price adjustments made by the distributor are valid and justified based on market assessments and any changes from the original contract are immaterial.

Award or Rejection:

It is the intention of Fargo Public Schools (District) to have a fair and open bid process. Vendors shall prepare their submission in compliance with the instructions in this package. Failure to do so will constitute a No Bid. Proposal requires the submission of the following electronic forms:

https://fargok12.bonfirehub.com/portal/?tab=openOpportunities mailto:Support.Bonfire@eunasolutions.com https://vendorsupport.gobonfire.com/hc/en-us https://fargok12.bonfirehub.com/portal/?tab=openOpportunities

1. FPS NS Disposable Paper Products Bid Worksheet 26.27 (excel)

2. Fargo Public Schools NS Bid Proposal Form Disposable Paper Products 26.27

Item Specifications:

Specifications for requested items are provided along with an estimated quantity to be purchased throughout the school year. Reference to a brand name and manufacturer number for each item are included as a means of fully describing the required item and establishing a minimum acceptable level of quality standards. A process for bidding alternative items is available. In some instances, specific brands and models may be required to coordinate with the department’s existing resources. These items will be specified as requiring the brand name and model.

Bidding Alternative Items:

In all cases where products or items are described by a particular manufacturer, brand name, or number, and the Vendor desires to quote a substitute; they may do so by submitting a proposal on such substitute of equal merit. In such event however, the proposal must so state the manufacturers, name, trade name, or number of the substitute and must be accompanied by a sample, if requested. When the manufacturer’s name, brand name, or number designated has not been changed by the Vendor, it shall be agreed and understood that said Vendor will furnish the exact item described in the specifications. The District shall govern as to what alternate product is equal to or better than the specified product named. The costs of any samples shall be the responsibility of the vendor bidding the alternative product other than what has been specified.

In the event of any claim by any unsuccessful vendor concerning or relating to the issue of “alternate to specified, equal or better” or “or alternate equal,” the unsuccessful vendor agrees, at his own cost and expense, to defend such claim or claims and agrees to hold the District free and harmless from any loss or damage arising out of this transaction.

Price Escalation Clause:

Vendor may request a price adjustment during the contract timeframe if there is a documented increase in the Vendor’s costs that materially impacts their cost of providing the paper wares under this Agreement.

Any requested price increase shall:

• Be limited to the actual, demonstrable increase in the Vendor’s direct costs;

• Be supported by reasonable written documentation evidencing the cost increase.

• Not occur more than once in any sixty (60) day period.

• Be communicated to the District at least fifteen (15) days’ prior in written notice. The notice shall include supporting documentation and the effective date of the proposed increase.

• Allow, if a proposed price increase exceeds 10% of the then-current pricing, the District within fifteen (15) days of receipt of notice, either:

(a) accept the proposed increase in writing; or

(b) choose an alternative replacement item that may not meet the original specifications

(c) terminate the Agreement without penalty upon written notice prior to the effective date of the increase.

• shall apply prospectively only and shall not apply to purchase orders accepted prior to the effective date of the adjustment.

Service Requirements: Nutrition Services (NS) prefers to place orders electronically with a minimum notice of three business days. NS prefers delivery to seven locations at a minimum of 2 times per week restricted to Mondays through Fridays regardless of order size. Delivery times and adjustments due to closures will be negotiated with the successful vendor.

Sales representatives will be required to visit the office of Fargo Public Schools upon request. Upon request, vendor will provide monthly product purchase reports, and summary information at the end of the contract period, with detail by delivery location and summary for all locations.

Product Requirements: No damaged packages will be accepted. Credits will be given on damaged product. No substitutions will be allowed without authorization by the Nutrition Services Department. Products must be delivered in the original package of the manufacturer.

Evaluation Criteria: The Business Office will be responsible for leading the evaluation process and maintaining evaluation records. The Board of Education of the City of Fargo will give ultimate approval. The contract will be awarded to one responsible vendor who can meet the terms and conditions, who can supply the specified services resulting in the lowest financial cost to the District. The Total Price listed on the proposal shall be the final delivered price. By submitting a proposal, a vendor is signifying agreement to the outlined terms and conditions.

Geographic Preference: No Geographic Preference (advantage based on location) is allowed with federal funds except for documented Farm to School (Farm to Plate) efforts. Therefore, as part of Farm to School, Fargo Public Schools may choose to apply a geographic preference when procuring unprocessed locally grown or locally raised agricultural products only.

Buy American: Fargo Public Schools will adhere to “Buy American” for the food service program. Therefore, Nutrition Services is required to purchase, to the maximum extent possible, domestic products for use in meals served in our Child Nutrition Program. Exceptions are allowed when:

• Food preferences can only be met with foreign goods, such as bananas.

• Insufficient quantity and/or quality is available in the USA.

• Domestic cost is significantly higher.

Fargo Public Schools requires successful vendor(s) to be certified as Equal Employment Opportunity Affirmative Action Employers and comply with Civil Rights regulations and the Americans with Disabilities Act.

Sales Tax: Prices should NOT include Sales Tax. Do NOT include Federal Excise Tax as the District is exempt.

Delivery Charges: All delivery charges, if applicable, must be included in the bid price.

Award of Bid: Upon Board approval, the successful vendor will execute a contract for services and corresponding Purchase Orders.

Nondiscrimination Statement: In accordance with Federal civil rights law and U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g. Braille, large print, audiotape, American Sign Language, etc.), should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing or have speech disabilities may contact USDA through the Federal Relay Service at (800) 877- 8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form, (AD-3027) found online at: How to File a Complaint, and at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

1. Mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410;

2. Fax: (202) 690-7442; or

3. Email: program.intake@usda.gov.

This institution is an equal opportunity provider.

https://www.usda.gov/sites/default/files/documents/USDA-OASCR%20P-Complaint-Form-0508-0002-508-11-28-17Fax2Mail.pdf https://www.usda.gov/oascr/how-to-file-a-program-discrimination-complaint mailto:program.intake@usda.gov

Fargo Public Schools NS Bid Proposal Form

Disposable Paper Products 26.27

Company Name _________________________________________________________

Address________________________________________________________________

City, State, Zip Code______________________________________________________

Phone________________________ Email___________________________________

TOTAL BID AMOUNT (from excel worksheet) $_______________________

I certify by my signature below that the terms and conditions of this bid are understood and accepted, and that I have the authority to obligate the company listed above to perform under the conditions outlined in the attached bid and response remains valid for 30 days following the submittal date.

Authorized Representative_________________________________________________

Signature_______________________________________________________________

Date________________________________