10812-20240627084020 DCS COMMODITIES.pdf

June 27, 2024

NOTICE TO BIDDERS

Request For Proposals (RFPs) will be received by the DeSoto County Board of Education, DeSoto County Schools, at the Superintendent’s Office at 5 East South Street, Hernando, Mississippi, until 9:00 am, CST, on August, 5, 2024, for Safety/Sanitation System and Services for our Child Nutrition Department for the DeSoto County School District. Bid #313-SS-DCS25

Specifications are on file at the Office of the Superintendent. To receive a copy of the specifications please email your request to dcs.purchasing@dcsms.org.

Official bid documents can also be downloaded from Central Bidding at www.centralbidding.com.

Electronic bids and/or reverse auction bids can be submitted at www.centralbidding.com. For any questions relating to the electronic bidding process, please call Central Bidding at 225-810-4814.

The contract will be awarded to the lowest responsible bidder. The DeSoto County School District reserves the right to waive any informalities and to reject any or all bids.

/s/ Cory Uselton Superintendent of Education

To be published: June 27, 2024 July 4, 2024 mailto:dcs.purchasing@dcsms.org mailto:dcs.purchasing@dcsms.org

BID NOTICE

To: Prospective Bidder

From: Grant Roberts DeSoto County Schools 5 E. South Street Hernando, MS 38632 662-449-7291

Issue Date: March 25, 2021

Request For Proposals (RFPs)

Bid Opening Date: August 5, 2024 Time: 9:00 am, CST Location: DeSoto County Schools

Central Services 5 East South Street Hernando, MS 38632

Bid Items Bid Number: #313-SS-DCS25 Description: Safety/Sanitation System - Child Nutrition

Procurement Schedule:

Public Notice to Newspaper June 25, 2024 Advertisement Publication Dates June 27 and July 4, 2024 Release of RFP June 27, 2024 Deadline for Questions/Clarifications July 24, 2024, 12:00 pm, CST Request for Proposals (RFPs) Due August 5, 2024, 9:00 am, CST Anticipated Board Approval August 15, 2024

2024 Safety/Sanitation System & Services RFP

Desoto County Schools Child Nutrition Safety/Sanitation System and Services

Request for Proposals

To:

Type of Bid:

Bid Opening:

Mail Submission:

Electronic Submission:

Contact:

Parties to the RFP:

Award of RFP:

Prospective Bidder/Bid Coordinator

Safety/Sanitation System and Services

August 5th, 2024

DeSoto County Schools Purchasing Department Attn: Grant Roberts DeSoto County Schools 5 E. South Street Hernando, MS 38632 www.centralbidding.com

All proposals must be submitted in a sealed envelope plainly marked, “Safety/Sanitation System and Services RFP 2024” with date and time of opening in lower left-hand corner. If you choose not to participate, please return proposal marked as a “NO BID”. Mailed or hand delivered bids will be received until 9:00 am, CST, August 5th, 2024. Bids received after the deadline will not be considered.

If you have questions concerning this Request for Proposal, please email them to dcs.purchasing@dcsms.org

Any purchases for districts other than DeSoto County Schools Child Nutrition are the responsibility of that system. DeSoto County Schools Child Nutrition assumes no responsibility, financial or otherwise, for any procurement other than its own.

The RFP will be awarded within thirty (30) days of the bid opening, and bidders will be notified by e-mail of the bid results.

http://www.centralbidding.com/ http://www.centralbidding.com/

USDA 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, religious creed, disability, age, political beliefs, 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:

http://www.ascr.usda.gov/complaint_filing_cust.html, 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.

http://www.ocio.usda.gov/sites/default/files/docs/2012/Complain_combined_6_8_12.pdf http://www.ocio.usda.gov/sites/default/files/docs/2012/Complain_combined_6_8_12.pdf http://www.ascr.usda.gov/complaint_filing_cust.html

Desoto County Schools Child Nutrition Safety/Sanitation System and Services

Bidder/Proposer Information

Firm Submitting Proposal:

Mailing Address:

Telephone:

Fax:

Email Address:

Firm Representative Furnishing Quotes:

Representative Signature:

Date Submitted:

Desoto County Schools Child Nutrition Safety/Sanitation System and Services

Request for Proposals

On behalf of the DeSoto County School District, the DeSoto County Schools Child Nutrition (DCS-CN) is soliciting requests for proposal for Safety and Sanitation System and Services for September 1, 2024 through May 31, 2025.

Mailed or hand delivered bids/proposals will be received until August 5, 2024, 9:00 am, CST, for the service(s) on the RFP.

Proposals will be reviewed by the DCS-CN and Board of Education. The DeSoto County School Board of Education will make the final decision regarding the award of the bid.

The person authorized to bind the vendor contractually must sign the enclosed contract agreement, completing all requested information.

All items contained in this RFP are to be per specifications. All proposals shall be submitted exclusive of all taxes. Documentation of tax exemption will be furnished when necessary.

All proposals shall be submitted on the supplied proposal form. Should the bidder’s response not be submitted on the supplied proposal form, the District reserves the right to reject the bid.

All bids must be enclosed in a sealed envelope and must be properly marked with the words, “Safety/Sanitation System and Services RFP 2024” in the lower left-hand corner of the envelope.

Bid/Proposal Conditions and Agreements

Vendor Qualification Potential bidders must meet the following criteria:

• Be able to provide a quality product/service as specified,

• Offer reasonable pricing,

• Provide dependable delivery of items/service as ordered/scheduled,

• Meet specifications and RFP conditions,

• Demonstrate successful past performance,

• Employee acceptance of products,

• Serviceability of items carried by the vendor.

A potential bidder may be rejected for one or more of the following reasons:

• Inadequate or unacceptable product lines,

• Inadequate technical assistance and product information,

• Inadequate Sanitation and/or lack of HACCP plan,

• Poor recommendations on past job performances,

• Incapable of accommodating timeline of service, installation and/or use.

Bid/Proposal Information: RFPs will be due for delivery by 9:00 am, CST, on August 5, 2024 and will be opened at the DeSoto County Schools Board of Education Building. RFPs will be examined for compliance with specification and conditions outlined in this document.

Consideration will be given to all bids/proposals properly submitted. Bids/proposals will receive appropriate confidentiality before awarding. Errors discovered after public opening cannot be corrected, and the bidder will be bound to honor bid as submitted.

Award Period: The prices in this RFP shall be effective for all services purchased/secured by DCS-CN during the bid period of September 1, 2024 through May 31, 2025.

Award Renewal: There is a renewal option for this award. The award can be renewed an additional (2) one year terms as long as the price remains stable.

Award of Bid/Proposal: The RFP will be scored, ranked, and awarded on a point-based evaluation criteria and must conform to the specifications within this RFP. RFP will be awarded in writing and sent to the successful bidder/proposer via email. DCS-CN reserves the right to award or reject bids on each line item separately, as a group of similar items, or as a whole and further reserves the right to reject all RFPs and to re-issue the solicitation. In this connection, the DCS-CN shall make such determinations and/or selections which, in its sole judgment, are deemed to be in the DCS-CN best interest. This may or may not be the lowest priced proposal.

All bidders/manufacturers will be notified in writing of the award

Prices and Notations: The proposed price shall be for the implementation and delivery of the specified sanitation, safety training program, services and materials on an annual basis. RFP pricing should be quoted as a cost calculation per Total ADP, per school, and listed as an annual cost per location (please see supplied pricing form). Monthly billings will be based on the annual program cost divided by the number of months in an academic year (August thru May). Billing will be 10 equal installments starting August 2021. Schools with year-round calendars or summer feeding programs shall be billed at a prorated monthly rate as agreed upon by DCS-CN and the awarded vendor.

Prices quoted shall be F.O.B. destination to all school locations listed in RFP unless other arrangements are agreed upon by the DCS-CN and the manufacturer of the awarded product.

Prices shall include drayage, freight, packing and insurance at the manufacturer's expense on all items delivered to the DCS-CN. All prices and quotations should be typewritten. The DCS-CN will be responsible for all bids awarded by DCS-CN. Tie bids will be decided by the DCS-CN.

Any additional items offered by vendor that may not be included in the monthly service fee, must be submitted and priced separately, and billed separately each month. Prices quoted must be net delivered price, including all trade discounts. Delivery of products will be made to each individual school cafeteria location. Any minimum quantities or shipping must be stated clearly on the RFP. All pricing should be rounded to the second decimal place in whole dollars and cents on invoicing.

Contract Termination: The district may terminate the contract, if the successful Vendor fails to perform at the level specified in the RFP documentation. The successful Vendor may terminate the contract if the school district fails to meet the specified payment terms, or other conditions arise that prohibits the Vendor from fulfilling contract obligations. Each party shall follow the procedure outlined below, if a contract is to be terminated:

(a) Step 1: Issue warning letter and outline violation(s) and length of time to correct the problem.

(b) Step 2: Issue Letter of Cancel Contract, if the problem is not resolved by given date.

(c) Step 3: Issue letter of Cancel Contract.

Quantities: It shall be understood that any contract established as a result of the bid will not obligate DCS-CN to receive any quantity in excess of actual requirements. The quantities shown are estimates. DCS-CN will make a reasonable effort to fully utilize projected supplies of items placed in inventory specifically for the district. DCS-CN reserves the right to substitute products on a limited basis during RFP award period, if it is determined necessary due to lack of acceptability, failure to meet quality/standards/USDA guidelines, or manufactures develop new products. Pricing for substituted products must be consistent with RFP pricing of comparable items at the time the RFP was awarded. DCS-CN shall be notified of all substitutions and/or deviations from original RFP including additional items. All additional items must have written approval from DCS-CN prior to shipment/delivery.

Fiscal Funding: Circumstances beyond the control of DCS-CN may have an unexpected impact on the projected volume. In the event of the discontinuance or a decrease in federal and/or state funds, DCS-CN reserves the right to change the item identifications, decrease the quantities and/or delete items.

Invoices: Products purchased for DCS-CN will be paid for by DCS-CN. All invoices shall include the purchase order number. Invoices shall be paid within forty-five (45) days after receipt of invoice. However, in the event of a bona fide dispute, DeSoto County School District shall pay only the amount not in dispute.

Taxes: Purchases made under provisions of any bid established as a result of invitation are exempt from federal, state, and local taxes. Bidders should quote prices which do not include such taxes. If requested, tax exemption forms will be issued to the successful bidders following the bid award.

Unacceptable Products: If after receiving and using approved products, the product is not satisfactory based on use, service, and/or comments, the DCS-CN will search for an alternative that is acceptable to the customer. If the problem is not resolved to DCS-CN’s satisfaction within a maximum of 30 days after company notification, the bid may be cancelled. If the contract is cancelled, that product will be excluded from consideration on future bids until the product is proved to be satisfactory through testing by DCS-CN.

Product/Service Acceptability Standards: It is the intent of DCS-CN to afford maximum competition and equal opportunity to any potential proposer. Brand names and products selected for previous contracts since 1985 and have generally been tested and are acceptable to our student population. These products form the basis and standard for brand equality, quality and preference evaluations. It is the proposer’s responsibility to offer a product that meets or exceeds the established standard.

Ability to Deliver Product/Services: Quote prices only if merchandise can be delivered within the requested bid period. Item bid shall be considered binding. DCS-CN shall work with the company to determine a delivery/service schedule. The schedule is for the convenience and efficiency of the DCS-CN.

Warranty: The bidder/manufacturer agrees that all items furnished under this Agreement shall be covered by the most favorable commercial warranties the manufacturer provides any customer for such items, and that the rights and remedies provided therein are in addition to any other provision of this Agreement.

Assignment of Agreement: The successful bidder shall agree not to assign, transfer, convey, sublet, or otherwise dispose of the obligation to perform this Bid Agreement or any rights accruing there under, or any power to execute the same without prior consent in writing from DCS-CN. Notice is hereby given that DCS-CN will not honor any assignment made by the bidder/manufacturer unless consent in writing, as indicated above, has been given.

Hold Harmless Clause: The bidder/manufacturer shall hold harmless and indemnify DCS-CN, their officers and employees, from every claim, demand, suit and award which may be made by reason of:

(a) Any injury to person or property sustained by the supplier or by any person, manufacturer or corporation, employed directly or indirectly by him upon, or in connection with, his performance under the contract, however caused

(b) Any injury to person or property sustained by any person, manufacturer, or corporation caused by any act, neglect, default, or omission of the supplier or any person, manufacturer or corporation, directly or indirectly employed by him upon, or in connection with, his performance under the contract; and

(c) Any liability that may arise from the furnishing or use of any copyrighted or uncopyrighted composition, secret process, or patented or unpatented invention in the performance of the services called for under the contract.

(d) The bidder/manufacturer, at his/her own expense and risk, shall defend any legal proceeding that may be brought against DCS-CN, its officers and employees, on any such claim or demand, and satisfy any judgment that may be rendered against any of them.

Proprietary Information: A bidder may declare certain information submitted as a part of the bid to be proprietary or confidential in nature.

Records Retention: The successful proposer agrees to retain all books, records, and other documents relative to this bid for three years plus the current year after final payment. DCS-CN, its authorized agents, and/or state/federal representatives shall have full access to and the right to examine any of said materials during said period. If an investigation or audit is in progress, records shall be maintained until the stated matter is closed.

Code of Conduct: DCS-CN employees, officers or agents shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors, potential contractors, or parties to sub-agreements. The following conduct will be expected of all persons who are engaged in the award and administration of contracts supported by School Nutrition Program funds:

(a) No employee, officer, or agent of DCS-CN shall participate in selection, or in the award or administration of a contract supported by Program funds if a conflict of interest, real or apparent, would be involved.

(b) Conflicts of interest arise when one of the following has a financial or other interest in the firm selected for the award:

a. The employee, officer or agent

b. Any member of his/her immediate family

c. His or her partner

d. An organization which employs or is about to employ one of the above, has a financial or other interest in the firm selected for award.

Regulation Compliance: Since the goods to be acquired under this procurement will be purchased in part or in whole with federal dollars, products shall be procured, packaged and inspected in accordance with all federal, state, and local government standards and all applicable regulations. DCS-CN procurement is governed by Federal Regulations 7CFR 3016.36 and 7CFR 3016.60.

Each carrier shall furnish a Certificate of Liability and Workers Compensation Insurance issued by an insurance company showing that the DeSoto County Schools Board of Education will be protected from loss or damage to property of third persons or to the carrier's own property, loss of damage to the DeSoto County Schools Board of Education commodities and injury or death to third persons or the carrier's employees. Carrier will assume full common liability of all shipments.

Inspection and Acceptance: Inspection and acceptance of all items shall be at the delivery destination. Items found to be defective or not in accordance with the RFP specifications shall be replaced by the successful Vendor at no cost to DCS-CN. Failures to replace items not meeting the RFP specifications and/or defective items can result in termination of the award.

Reasons for products and/or service rejection may be any one for the following:

(a) Quality/cleanliness

(b) Price

(c) Employee acceptance

(d) Serviceability of item

Non-Performance Penalties: DCS-CN reserves the right to impose any one or combination of the penalties based on the severity and damage incurred to DCS-CN as a result of the non-performance. The penalties for non-performance of this contract include:

(a) Cost adjustment

(b) Termination of RFP Award Contract

(c) Suspension from future bidding for the next bid period

(d) Legal action and civil penalties

(e) Criminal action

Vendor Conflict Resolution: Bidders must comply with the Vendor Conflict Resolution as outlined in Policy Reference: 7CFR, 3016.36 Procurement, (b) (11) & (12) In the event that a vendor has a complaint concerning the bid conditions, bid process or award of the bid, the complaint must be directed to dcs.purchasing@dcsms.org.

The DeSoto County School District will be notified within three working days of the complaint.

The settlement of all contractual and administrative issues arising out of procurements will first be considered at the local level. Examples of issues include source evaluation, protests, disputes, and claims. In the event the vendor and DCS-CN cannot resolve the complaint, the complaint will be presented to the DeSoto County Schools Board Attorney. No procurement can be made under this contract until all protests are resolved.

Safety and Health: The Contractor shall observe all safety precautions throughout the performance of this contract and shall assume full responsibility and liability for compliance with all applicable regulations pertaining to the health and safety of its personnel during the execution of work and shall hold the DCS-CN harmless for any action on its part or that of its employees that results in illness, injury or death.

Uniforms and Protective Clothing: All successful Vendor personnel working in or around buildings designated under this contract shall wear distinctive uniform clothing. The Vendor shall determine and provide additional personal protective equipment required for the safe performance of work. Protective clothing, equipment and devices shall, as a minimum, conform to Occupational Safety and Health Administration (OSHA) standards for the products being used.

Vehicles: Vehicles used by the Contractor shall be identified in accordance with state and local regulations and shall be operated in a safe manner on DeSoto County Schools property. Vehicles must meet Mississippi Department of Transportation requirements.

Description of Safety/Sanitation System and Services Expected

DCS-CN is seeking a Safety and Sanitation Services partner to standardize and control the effective implementation and use of a food service sanitation program. Expectations of service include monthly product delivery and distribution to each site, site visits to verify appropriate product inventory, product use and to conduct on-site employee training to oversee compliance with HACCP safety and sanitation standards.

Included in this partnership is the ability of the contractor to collaborate with DCS-CN to provide nationally certified HACCP trainers on-site to conduct safety and sanitation training that meets the USDA Professional Development standards, on-line training modules to enhance the on-site training, and the ability to track training hours that will meet USDA Professional Development requirements. The Vendor also agrees to supply a trained and certified ServSafe® trainer at no additional cost at least bi-annually to train, test, and certify the employees specified by the school system.

To meet these partnership standards, there are service standards, educational standards, and product standards that will be evaluated in the award of this RFP.

Service Standards

The successful vendor will perform at a minimum:

• Initial ongoing site-based sanitation and safety in-service training. In-service visits every two weeks during initial training period or as needed and/or requested by site manager.

Initial training period should be for a period that is no less than one month,

• Regular delivery schedules to stock product at each school location for just-in-time product use during the regular school year. Successful Vendor must maintain adequate par levels for each site’s needs. Site managers must not be required to place orders,

• A 48 hour response time to any location with re-supply needs or technical issues,

• Visit each school site monthly (within 30 days) at an agreed upon schedule to:

o Verify appropriate use of product by employees, o Verify the appropriate use of labeled bottles/containers, o Verify the accurate dispensing of all product dispensers at sinks, dish machines, and any location where a company dispenser is in use, o Verify the appropriate posting of charts and poster for product use and employee safety, o Verify that employees know and understand the reference and resource guide provided by the contractor, o Serve as inspection source to review site compliance to safety and sanitation standards as noted in both national safety and sanitation standards as well as the system HACCP plan.

• Complete written service reports after each visit documenting product use as well as HACCP standards and review report with site manager,

• A copy of the written service report submitted by the contractor within 24 hours to the DCS-CN director,

• A written reference and resource guide for each location outlining products, product use for safe food handling and work-place safety. Trained service personnel will verify that a complete listing of all products and color-coded Material Data Sheets (MDS) are available and in use at each location in a marked notebook. It is the responsibility of the successful Vendor to keep this book up to date in accordance with the OSHA Hazardous Communication Act,

• All charts, posters, instructional materials, support materials, bottles, containers, etc. for the use of its products are in proper use. All bottles and containers will be appropriately labeled to meet all health department standards and replaced as needed. All materials are to be made available in both English and Spanish as requested,

• On-line training modules to include professional development tracking to meet USDA requirements,

• Annual Hazardous Materials Audit at each site to access potential liability. Within ten

(10) working days of audit, submit written recommendations to the DCS-CN Director with plans and recommendations for elimination of potential liabilities and hazards,

• A procedure and Reference Guide in a washable binder for each site, outlining the safe and effective cleaning chemicals and supplies, safe food handling and workplace safety (prior to publishing, the Director of DCS-CN must approve procedures),

• Direct delivery to each school site cafeteria of cleaning items, training, materials, ect., Educational Standards

The successful vendor will perform at a minimum:

• In-service training as requested by DCS-CN Director. In-service trainings may occur immediately prior to the beginning of each school year, may occur mid-year, or may occur at the end of the school year,

• ServeSafe® certifications classes at no cost beyond books/exams upon request.

ServeSafe® must be taught by a Certified ServeSafe® instructor who is a permanent employee of the successful Vendor. Vendor may not subcontract ServeSafe® training to an outside entity,

• Ongoing training to all staff during each site visit. Training must occur during employees’ normally scheduled work hours. Training should meet current OSHA guidelines for training employees who work with chemicals,

• Training topics must change monthly. Training topics may address, as a minimum:

HACCP, food safety, proper chemical use, proper equipment maintenance, and workplace safety,

• Training verification forms for each site following each training occurrence. Training verification forms must be complete with pre-printed training topics.

Product Standards

Package labeling must exhibit clear dilution and use directions in English and Spanish.

Detergents must dilute instantly in hot or cold, hard or soft water. Products shall make an effective cleaning solution, which leaves no film or residue, and shall not stain or discolor equipment when used at recommended proportions. At minimum, these chemicals and supplies must include:

• All-Purpose Cleaner (for floor cleaning and spray applications) To be used with manual or mechanical methods for floors and all washable hard surfaces.

Biodegradable and phosphate free. Not affected by freezing. Ultra-low VOC content.

To be a low sudsing, easy to rinse detergent. Product to be biodegradable and make a clear, soluble solution which leaves no film or residue and not stain or discolor when used at recommended proportions. Instant dilution in hot or cold, hard or soft water.

Chemical composition: Concentrated liquid blend of organic detergents, solvents, water conditioners and alkaline builders; pleasant scent. Must be pre-measured portion-packed in easy to handle packaging. Must have no OSHA HazCom Standard hazards 29 CFR 1910.1200.

• Multi-Purpose Degreaser (for degreasing floors and spray applications) To be used for heavy-duty cleaning, degreasing of floors, School Nutrition equipment and other difficult-to-clean surfaces. Product to be biodegradable/phosphate free and must dilute in hard or soft, hot or cold water. Not affected by freezing. Chemical composition: Blend of mixed liquid quaternary ammonium chlorides. Must be ultra-low VOC. Must be pre-measured portion-packed in easy to handle packaging. Must have no OSHA HazCom Standard hazards 29 CFR 1910.1200.

• Concentrated Liquid Pot and Pan Detergent Biodegradable and phosphate free. Not affected by freezing. Ultra-low VOC content.

To be a high sudsing, easy to rinse detergent. Product to be biodegradable with instant dilution in hot or cold, hard or soft water. Chemical composition: Concentrated liquid blend of organic detergents, solvents, water conditioners and alkaline builders; pleasant scent. Must be pre-measured portion-packed in easy to handle packaging. Must have no OSHA HazCom Standard hazards 29 CFR 1910.1200.

• Sanitizer (quaternary solution-no chlorine) Concentrated liquid blend of quaternary ammonium compounds for use in manual ware-washing applications, to include sanitizing pots, pans, equipment, food contact surfaces, and wiping cloths. Must be EPA registered. Product to be biodegradable and must dilute in hard or soft, hot or cold water. Must use concentration of at least 200ppm active quaternary ammonium. No potable water rinse required. Product must not be affected by freezing. Chemical composition: Blend of mixed liquid quaternary ammonium chlorides. Must be pre-measured portion-packed in easy to handle packaging. Test strips must be supplied with this product, at no additional charge. Must have no OSHA HazCom Standard hazards 29 CFR 1910.1200.

• Germicidal Detergent (for cleaning and disinfecting) Concentrated liquid quaternary ammonium compound or equally effective compound to provide a broad spectrum of effectiveness against a variety of gram positive and gram negative organisms including antibiotic resistant staphylococcus, HIV-1, MRSA, Influenza A; clean all surfaces including those that are resilient; rid odors by removing odor-forming bacteria; leave no masking or cover-up odor. Must be biodegradable and equal to EPA registration No. 8722-1, USDA list category D-1. Product shall make a clear, with instant dilution in hot or cold, hard or soft water, soluble solution which will leave no film or residue and shall not stain or discolor when used at recommended proportions. Product must not be affected by freezing. Must be EPA registered, and have no OSHA HazCom Standard hazards 29 CFR 1910.1200. Must be pre-measured portion-packed in easy to handle packaging.

• Bio Cleaner (for floors, drains, grease raps, and degreasing hard surfaces) Product must be an enzyme-producing bacteria which digests organic material so it can no longer produce odors. Product must be non-staining, residue free, instant dilution in hot or cold, hard or soft water, and not be affected by freezing. Biodegradable and phosphate free. Ultra-low VOC content. Must have no OSHA HazCom Standard hazards 29 CFR 1910.1200. Must be pre-measured portion-packed in easy to handle packaging.

• Dish Machine Wash Detergent To be used with mechanical methods. To be a low foaming, easy to rinse detergent.

Product to be biodegradable and make a clear, soluble solution which leaves no film or residue and not stain or discolor when used at recommended proportions. Must dilute in hard or soft water, and rinse quickly. Chemical composition: Concentrated liquid blend of organic detergents, solvents, water conditioners and alkaline builders; pleasant scent.

Containing no phosphates or NTA. Must be packaged in closed loop containers, typically in one-gallon size.

• Dishwashing Rinse Must be used in high and low temperature applications as well as hard and soft water.

Must rinse quickly and easily from surfaces and promote spot free drying.

• Dish Machine Low Temperature Sanitizer Chlorine sanitizer effective in low temperatures and hard or soft water. Must fully comply with all local Health Department regulations. Test strips must be provided at no additional charge.

• Dish Machine Delimer/Descaler Rids dish machine of scale and lime formations, due to hard water precipitates. Product must brighten, degrease, delime, and descale internal surfaces of machine, and remove rust, oxidation, scum, and mineral deposits. Must be safe for use on stainless, chrome and brass surfaces.

• Combination Oven Cleaner/Degreaser Alkaline degreaser for use on combination ovens. This product should be suitable for manual cleaning or automatic dosing. This product should have controlled foam levels and be effective for the removal of food deposits, grease, oils and carbonized materials.

Suitable for use in both atmospheric and non-atmospheric (pressurized) ovens.

• Combination Oven Delimer Descaling acid product solvent designed to keep the combination ovens, steamers, and other steam operating equipment at peak performance. Penetrates and removes mineral deposits, water scale, lime, rust and other water-formed deposits. Product must be able to be used in diluted form on exterior stainless surfaces for cleaning.

• Combination Oven Rinse Combination oven rinse, dosed automatically, that neutralizes any alkaline detergent residue and ensures an effective rinse process. Reduces water spot markings and helps to control water scale. Product must be suitable for both atmospheric and non-atmospheric (pressurized) ovens.

• Anti-Microbial Liquid Hand Soap Product must be an anti-microbial hand cleaner with strong washing power and good skin compatibility. Must clean all light dirt without the use of scrubbers or solvents. Product must prevent excessive swelling of the skin. Must maintain the skin’s natural protective acid mantel, which serves to protect it from bacterial or fungal infection. Must be a clear, viscous liquid or foam: density (at 20°C) approximate 1.03 g/cm 5; pH 6 to 8. Must be packaged in ready to use containers that are used in conjunction with a dispenser or be able to be poured into a dispenser. Product will be unscented or lightly scented.

• Medicated Hand Cream/Lotion Product must be only slightly oily/fatty, silicone-free skin care lotion, which spreads easily, works well into skin and leaves no residual fat layer. Product must break the dry skin cycle and restore the skin’s natural moisturizing properties. Must be suitable for the face and all parts of the body it may contact. Product must be white or clear, silicone-free of the water-in-oil emulsion type containing aloe vera and lanolin. Must be packaged in ready-to-use containers or individual tubes for ease of use.

• Protective Barrier Cream Product to be a water-repellent protective cream for the skin for use against aqueous media such as cleaning and disinfectant agents, acids, alkalis and water mixed oils.

Slightly scented or unscented, fatty, silicone-free of the water-in-oil emulsion type.

Product to be packed in individual portions packets or easy to use tubes.

Other items to be included (at no additional cost), but not limited to:

• Elbow-length pot and pan gloves

• Flexible gloves appropriate to wear when cleaning

• Green scouring pads

• Oven scrapers

• Goggles

• Sanitizer test kits

• Dispensing equipment (with OSHA compliant labeling and instructions)

• Hand sanitizer

• Pouch cutters

• Color coded labeled bottles

• Sink labels

• Instructional placards

• Procedure and reference guides

Materials/Ancillary Items Vendor to Provide

The successful vendor will provide at a minimum:

• MSDS sheets, temperature logs, procedures for cleaning materials, charts, posters and any training materials pertinent to employee training and follow-up,

• Adhesive or method to secure posters, ecttc., at each site must be provided,

• Notebooks, binders and any materials deemed necessary for proper documentation and training for each school site,

• Pac cutters, sanitizer test kits, sanitizer logs, oven scrapers, spray bottles, dispensing equipment, dishwashing gloves and goggles as needed, including re-supply throughout the duration of this program,

• All bottles, containers, and dispensing equipment has OSHA-compliant labeling,

• Provide English and Spanish training videos, which will include all the facets of the program to the DCS-CN to be used for continuous training and re-training of staff and new employees. These videos will not replace the personalized training provided by the service personnel,

• Procedure and reference manual covering the mixing, use, and application of all materials use in the program. Reference guide to be complete with bilingual usage, application tools, and task list,

• A detailed schedule of all service call times and dates for each site per semester after the implementation period,

• A staff recognition and motivation program tied into the monthly site visits utilizing a site visit, grade sheet, or rating sheet. Recognition will be on a monthly and yearly basis, based on the director’s request. The DCS-CN and vendor will determine the details,

• Service will also be continued for all sites “remaining open” for summer school/summer programs, which include DCS-CN,

• Shall be sole vendor and shall fulfill all items and requirements of the proposal,

• Dispensing equipment for these products must be provided and installed at each hand-washing sink and each dish machine in every school kitchen (where and when applicable) and maintained as a condition of this contract.

HACCP Development & Training

The successful vendor will:

• Develop the framework to apply HACCP principals with flow diagram for each of the potentially hazardous foods,

• Work with department to identify critical control points using the department and state’s limits/standards,

• Develop written procedures establishing the specific measurable critical limits,

• Develop written procedures for all steps in the HACCP plan,

• Coordinate and participate in staff training with objective and timelines,

• Develop standardized sanitation and safety processes and procedures in each kitchen facility,

• Conduct monthly verification of food safety systems and the due diligence documentation,

• Submit sample HACCP plan with RFP.

Once awarded, the Safety and Sanitation Services Contractor Responsibilities will include:

1. Initial Inspections of Facilities.

The Safety and Sanitation Services Contractor shall conduct a thorough initial inspection of each building within ten days of the notification of the contract award. The purpose of the initial inspections is for the Safety and Sanitation Services Contractor to evaluate the needs of all premises and to identify problem areas and any equipment, structural features or management practices that need to be addressed. Access to building space shall be coordinated with the DCS-CN office. The DCS-CN office will inform the Safety and Sanitation Services Contractor of any restrictions or areas requiring special scheduling.

2. Development of a Safety and Sanitation Plan.

After the proposal award and before rendering service, the Safety and Sanitation Services Contractor shall submit to the DCS-CN office a Plan to provide product, install dispensers, and service each building site. Within ten working days of receiving the Plan, the DCS-CN office will decide if the Plan is acceptable. If aspects of the Plan are incomplete or disapproved, the Safety and Sanitation Services Contractor shall have five working days to submit revisions. The Safety and Sanitation Services Contractor should be on site to initiate service within five working days following notice of approval.

The Plan shall consist of five parts as follows:

A. Proposed methods and equipment for service: The Safety and Sanitation Services Contractor shall provide a schedule of educational training modules, charts, product listing and current labels with Material Safety Data Sheets (MSDS) of all products to be used, list of product dispensers needed, and annual schedule to provide all services under the contract.

B. Proposed methods for monitoring: The Safety and Sanitation Services Contractor shall describe methods and procedures to be used throughout the term of the contract to monitor HACCP Compliance at the locations along with monitoring product usage and inventory levels. In addition, the Safety and Sanitation Services Contractor will work with the DCS-CN office to establish inventory levels and training needs.

C. Service schedules for each building site: The Safety and Sanitation Services Contractors shall coordinate with the DCS-CN office to arrange service schedules. The schedule will include planned frequency of Safety and Sanitation Services Contractor visits (at least every 30 days), recommended day(s) of the week for Safety and Sanitation Services Contractor visits and approximate duration of each visit.

D. Description of any structural or operational change that would facilitate the Safety and Sanitation effort: The Safety and Sanitation Services Contractor shall describe site-specific solutions for observed problems.

E. Certifications: The Safety and Sanitation Services Contractor shall provide a current list of names along with the photocopies of the technicians' certification card for every Safety and Sanitation Services Contractor employee who will be performing on-site services under this contract.

F. Recordkeeping Requirements

Please include a copy of your service/inspection report and invoice.

These records shall include at a minimum:

1. School Kitchen name and physical location

2. Dates and times of inspection/services

3. Name of service company

4. Name and signature of service company agent performing said service

5. Established service frequency and type of service

6. Signature and date of Food Service personnel confirming service completion

The Contractor will describe in detail and show evidence of training modules to meet USDA Professional Development Standards and the recordkeeping program approved by USDA to track all training for all employees.

School site location listing:

1 Center Hill Elementary School 13662 Center Hill Road Olive Branch, MS 38654

2 Center Hill High School 13250 Kirk Road Olive Branch, MS 38654

3 Center Hill Middle School 8756 Forest Hill Irene Olive Branch, MS 38654

4 Chickasaw Elementary School 6391 Chickasaw Olive Branch, MS 38654

5 DeSoto Central Elementary School 2411 Central Parkway Southaven, MS 38672

6 DeSoto Central High School 2911 Central Parkway Southaven, MS 38672

7 DeSoto Central Middle School 2611 Central Parkway Southaven, MS 38672

8 DeSoto Central Primary School 3210 Getwell Road Southaven, MS 38672

9 DeSoto County Alternative Center 6870 E. Center Street Horn Lake, MS 38637

10 Greenbrook Elementary School 730 Rasco Road E. Southaven, MS 38671

11 Hernando Elementary School 455 Riley Street Hernando , MS 38632

12 Hernando High School 805 Dilworth Lane Hernando, MS 38632

13 Hernando Hills Elementary School 570 McIngvale Road Hernando, MS 38632

14 Hernando Middle School 700 Dilworth Lane Hernando, MS 38632

15 Hope Sullivan Elementary School 7985 Southaven Circle W. Southaven, MS 38671

16 Horn Lake Elementary School 6341 Ridgewood Drive Horn Lake , MS 38637

17 Horn Lake High School 3360 Church Road Horn Lake, MS 38637

18 Horn Lake Intermediate School 6585 Horn Lake Road Horn Lake, MS 38637

19 Horn Lake Middle School 6125 Hurt Road Horn Lake, MS 38637

20 Lake Cormorant Elementary School 3285 Wilson Mill Road West Lake Cormorant, MS 38641

21 Lake Cormorant High School 10201 Star Landing Road Lake Cormorant, MS 38641

22 Lake Cormorant Middle School 3203 Wilson Mill Road Lake Cormorant, MS 38641

23 Lewisburg Elementary School 1717 Craft Road Olive Branch, MS 38654

24 Lewisburg High School 1755 Craft Road Olive Branch, MS 38654

25 Lewisburg Middle School 2605 Hwy 305 S. Hernando, MS 38632

26 Lewisburg Primary School 1707 Craft Road Olive Branch, MS 38654

27 Lewisburg Intermediate School 1711 Craft Road Olive Branch, MS 38654

28 Oak Grove Central Elementary School 893 Oak Grove Road Hernando, MS 38632

29 Olive Branch Elementary School 9549 E. Pigeon Roost Road Olive Branch, MS 38654

30 Olive Branch High School 9366 Sandidge Road Olive Branch, MS 38654

31 Olive Branch Intermediate School 8631 Pigeon Roost Olive Branch, MS 38654

32 Olive Branch Middle School 6530 S. Blocker Street Olive Branch, MS 38654

33 Overpark Elementary School 8530 Forest Hill Irene Olive Branch, MS 38654

34 Pleasant Hill Elementary School 7686 Pleasant Hill Road Olive Branch, MS 38654

35 Shadow Oaks Elementary School 3780 Shadow Oaks Parkway Horn Lake, MS 38637

36 Southaven Elementary School 8274 Claiborne Drive Southaven , MS 38671

37 Southaven High School 735 Rasco Road W. Southaven, MS 38671

38 Southaven Intermediate School 175 Rasco Road Southaven , MS 38671

39 Southaven Middle School 899 Rasco Road W. Southaven, MS 38671

40 Walls Elementary School 6131 Delta View Road Walls, MS 38680

**Please note that DCS will be adding a new school for the 2025-2026 school year. There is a possibility that this contract will be renewed and that school will need to be added.**

RFP DIRECTIONS

TO SUBMIT BID:

Place all completed and required documents in a sealed envelope with “Safety/Sanitation System and Services 2024” marked on the outside of the envelope.

Bid submission should include: (3 Copies)

• Hard copy of the Authorization Form.

• A written Technical Proposal document explaining the scope of services provided by the vendor explaining what services are included in the prices listed on the Pricing Form

• List of three current clients with reference contacts

• Hard copy of DCS-CN EXCEL Pricing Form

• Copy of company liability and workers compensation insurance

• Copy of certification for technician(s)

• Sample Inspection/Service log

• Sample Invoice

Bids must be delivered no later than 9:00 am, CST, August 5, 2024 to the following address:

DeSoto County Schools Central Services ATTN: Grant Roberts 5 East South Street Hernando, MS 38632

RFP Evaluation Matrix Weighted Factor Rating System for Evaluating Safety and Sanitation Proposal

FACTORS

MAXIMUM RATING

(Weights) Price Factors 35

Technical Factors: 55 Experience with School System Safety and Sanitation 10 Description of Products 10 Description of Service 10 Descriptions of Educational Services 10 Background/Experience relevant to RFP/School Nutrition Programs 15

Other Factors: 10 Personnel Resources and Certifications 4 Ability to respond to emergency requests/calls for service 2 Reporting Plan 2 Quality of References 2

TOTAL SCORE 100

DCS-CN reserves the right to request to view any product prior to final bid award.

Safety and Sanitation Pricing Form Due 9:00 am, CST, August 5, 2024

Company Name: _________________________________________________________

System School Name Dish

Machine Y/N

Chemical or Heat

Sanitation

Breakfast

ADP

Lunch ADP Total ADP Product Cost per ADP Meal

Total Product Cost per School for 10 months

Total Product Cost per

School for Summer Feeding

Total Annual cost Comments

DeSoto County Schools

1 Chickasaw Elementary Y Heat 224 341 565 $ - $ - $ - $ - 2 Center Hill Elementary Y Heat 238 422 660 $ - $ - $ - $ - 3 Hernando Elementary Y Heat 121 302 423 $ - $ - $ - $ - 4 Hernando High Y Heat 425 425 $ - $ - $ - $ - 5 Hernando Hills Elementary Y Heat 152 341 493 $ - $ - $ - $ - 6 Oak Grove Elementary Y Heat 81 356 437 $ - $ - $ - $ - 7 Hernando Middle Y Heat 552 552 $ - $ - $ - $ - 8 Horn Lake Elementary Y Heat 228 443 671 $ - $ - $ - $ - 9 Horn Lake High Y Heat 643 643 $ - $ - $ - $ - 10 Horn Lake Middle Y Heat 314 760 1074 $ - $ - $ - $ - 11 Walls Elementary Y Heat 348 562 910 $ - $ - $ - $ - 12 Horn Lake Intermediate Y Heat 560 933 1493 $ - $ - $ - $ - 13 Olive Branch Elementary Y Heat 158 311 469 $ - $ - $ - $ - 14 Olive Branch High Y Heat 584 584 $ - $ - $ - $ - 15 Olive Branch Middle Y Heat 557 557 $ - $ - $ - $ - 16 Shadow Oaks Elementary Y Heat 243 369 612 $ - $ - $ - $ - 17 Olive Branch Intermediate Y Heat 163 361 524 $ - $ - $ - $ - 18 Southaven Elementary Y Chemical 430 599 1029 $ - $ - $ - $ - 19 Southaven High Y Heat 797 797 $ - $ - $ - $ - 20 Hope Sullivan Elementary Y Heat 259 463 722 $ - $ - $ - $ - 21 Greenbrook Elementary Y Heat 184 327 511 $ - $ - $ - $ - 22 Southaven Intermediate Y Heat 372 878 1250 $ - $ - $ - $ - 23 Southaven Middle Y Heat 1049 1049 $ - $ - $ - $ - 24 DeSoto Central Elementary Y Heat 455 455 $ - $ - $ - $ - 25 DeSoto Central Primary Y Heat 383 383 $ - $ - $ - $ - 26 DeSoto Central High Y Heat 505 505 $ - $ - $ - $ - 27 DeSoto Central Middle Y Heat 603 603 $ - $ - $ - $ - 28 Pleasant Hill Elementary Y Heat 518 518 $ - $ - $ - $ - 29 Lewisburg Elementary Y Heat 130 383 513 $ - $ - $ - $ - 30 Lewisburg Primary Y Heat 135 301 436 $ - $ - $ - $ - 31 Lewisburg High Y Heat 292 292 $ - $ - $ - $ - 32 Lewisburg Intermediate Y Heat 200 200 400 $ - $ - $ - $ - 33 Lewisburg Middle Y Heat 419 419 $ - $ - $ - $ - 34 Overpark Elementary Y Heat 222 406 628 $ - $ - $ - $ - 35 Center Hill High Y Heat 386 386 $ - $ - $ - $ - 36 Center Hill Middle Y Heat 497 497 $ - $ - $ - $ - 37 Lake Cormorant Elementary Y Heat 241 430 671 $ - $ - $ - $ - 38 Lake Cormorant High Y Heat 506 506 $ - $ - $ - $ - 39 Lake Cormorant Middle Y Heat 241 593 834 $ - $ - $ - $ - 40 DCAC Y Heat 27 94 121 $ - $ - $ - $ -

GRAND TOTAL 5271 19346 24617 $0.00 $0.00 $0.00 $0.00

"This Institution is an equal opportunity provider."

Printed Name Authorized Signature

Brand Product Description Pack/Size Cost

Vendor Name Authorized Signature

OPTIONAL ITEMS OFFERED FROM VENDOR