1-Request for Proposal - Shelf Stable Meals Component.pdf

REQUEST FOR PROPOSAL (RFP)

Procurement of Shelf-Stable Meal Components Non-Congregate Meal Program (Truckload & Pallet Pricing) Athenian eAcademy

1. Overview Athenian eAcademy (SFA) is seeking proposals from qualified vendors to supply shelf-stable, individually packaged food items for use in a non-congregate summer meal program.

This procurement will consist of a one-time, large-volume purchase to support summer meal distribution during June and July. Due to the variety of products requested, the total procurement may include a combination of truckload quantities and pallet-level purchases.

This procurement is conducted in accordance with all applicable Federal, State, and Local procurement regulations, including 2 CFR Part 200 and USDA Child Nutrition Program requirements.

2. Scope of Products Requested The SFA is seeking vendors who can supply a variety of shelf-stable, individually packaged food items suitable for USDA Child Nutrition Programs.

Requested product categories include, but are not limited to:

Protein / Meat Alternate Items

● Shelf-stable nut or seed butter (as needed)

● Hummus (approx. 4.5 oz portions)

● Bean-based dips (approx. 4.5 oz portions)

● Roasted sunflower seeds or similar seed-based protein items

● Legume-based snack products (e.g., fava beans in various flavors)

Dairy / Dairy Alternate

● Shelf-stable yogurt products (e.g., strawberry, vanilla or similar flavors)

Grain Items

● Crackers (including flavored and whole grain varieties)

● Snack-style grain items suitable for meal kits

Combination / Snack Items (Creditable)

● Individually packaged items such as fruit crisps and grain-based snacks

Beverage & Fruit Items (Shelf-Stable)

● Shelf-stable smoothies or drinkable fruit-based products

● Shelf-stable fruit cups

All items must meet USDA crediting requirements where applicable.

3. Product Requirements

● Must be shelf-stable (no refrigeration required during distribution)

● Must be individually packaged

● Must include CN labels and/or Product Formulation Statements (PFS) if applicable

● Must comply with USDA Child Nutrition Program meal pattern requirements

● Must be suitable for bulk distribution in meal kits

● Products must be available in sufficient and consistent quantities

4. Pricing Structure & Volume Expectations The SFA anticipates a one-time bulk purchase. Due to the variety of products requested, procurement may include a combination of truckload quantities and pallet-level purchases.

Vendors are encouraged to provide:

● Firm, fixed pricing for the contract period

● Pricing at the case, pallet, and/or full truckload level, as applicable

● Minimum order quantities and pallet configurations

● Any available volume discounts or incentives

Vendors may submit pricing for:

● Full truckload shipments (preferred for large-volume, consolidated orders)

● Pallet-level shipments (acceptable for specialty or limited product categories)

The SFA reserves the right to:

● Award based on best value by product category, line item, or total proposal

● Combine or separate purchases based on pricing and operational needs

● Make adjustments to product quantities based on final menu planning and availability

5. Estimated Volume

One-time purchase to support approximately 140,000 meals.

Product mix will include a combination of:

● High-volume staple items used consistently across meal kits

● A variety of items are used on a rotating basis to support menu diversity

Quantities are estimates and not guaranteed.

6. Delivery Requirements Vendors must indicate available delivery options and demonstrate the ability to meet the SFA’s delivery constraints.

Delivery options may include:

● Delivery to a central warehouse (Nicholas) for bulk distribution

● Delivery to the SFA’s central warehouse location (if applicable)

● Direct shipment to designated sites (up to four locations)

Important Delivery Conditions:

● The SFA does not have loading docks or forklifts available at delivery sites

● Deliveries must be made in a manner that allows for manual unloading

● Products must be delivered in cases or units that can fit through standard doorways

● Liftgate service is required for any palletized deliveries to SFA sites

● Vendors may be required to break down pallets or deliver by case for site deliveries

Direct shipment to sites is preferred when products are not distributed through Nicholas, provided vendors can meet the delivery conditions outlined above.

Vendors must provide:

● Delivery method(s) available

● Freight terms (FOB destination preferred)

● Any associated delivery costs

● Estimated delivery timelines and coordination requirements

7. Vendor Qualifications Vendors must demonstrate:

● Ability to fulfill large-volume orders

● Reliable delivery and order accuracy

● Ability to provide required product documentation (CN labels, nutrition specs)

● Compliance with all applicable food safety regulations

8. Evaluation Criteria Proposals will be evaluated using the following criteria:

Criteria Weight

Product Availability & Variety 40%

Cost (Price) 30%

Ability to Meet Specifications 20%

Delivery & Service 10%

Award will be made to the responsive and responsible vendor(s) whose proposal is most advantageous to the SFA, by product category, line item, or total proposal, price, and other factors considered.

9. Procurement Method This procurement is conducted using the competitive proposal method (RFP).

All proposals will be evaluated in accordance with the criteria outlined in this document.

10. Contract Award The SFA reserves the right to:

● Award one or more contracts

● Make awards by product category or line item

● Reject any or all proposals

● Waive minor informalities in proposals

11. Contract Term and Renewal The initial contract will be for a one-time purchase for the 2026 summer meal program.

The SFA reserves the option to renew or extend the contract for up to four (4) additional one-year periods, based on:

● Satisfactory vendor performance

● Continued program need

● Pricing remaining fair and reasonable

● Mutual agreement of both parties

● Availability of funding

Renewal is not guaranteed and will be at the sole discretion of the SFA.

12. Buy American Provision In accordance with the Buy American provision (7 CFR Part 210.21(d)), the SFA requires that all food products be domestic.

Exceptions must be clearly identified and justified by the vendor.

13. Submission Instructions & Requirements Submission Method:

Proposals must be submitted via email to:

Ashleysmith@aea.rocks

Submission Deadline:

Proposals must be received no later than May 1, 2026 at 2:00 PM Mountain Time (MT).

Late submissions will not be accepted.

Format:

Proposals should be submitted as a PDF or Excel attachment.

Vendors must submit:

● Product list with pricing

● CN labels and/or Product Formulation Statements

● Delivery capabilities and timelines

● Minimum order quantities

● Company contact information

14. Questions & Clarifications All questions regarding this RFP must be submitted via email to:

Ashley Smith Ashleysmith@aea.rocks

Questions must be received no later than April 24, 2026 at 2:00 PM Mountain Time (MT).

Responses may be shared with all prospective vendors to ensure fair and open competition.

15. Timeline

● RFP Issued: April 20, 2026

● Questions Due: April 24, 2026 at 2:00 PM MT

● Proposal Submission Deadline: May 1, 2026 at 2:00 PM MT

● Award Notification: May 8, 2026

16. Equal Opportunity Statement This institution is an equal opportunity provider.

17. Protest Procedures Vendors may protest the award of this contract in writing within 5 calendar days of award notification.