11-5410-002 - OFFERING SPECIFICATIONS 26-021 - Food Safety Monitoring System.pdf

BUFFALO PUBLIC SCHOOLS PROCUREMENT OFFERING

RFP 26-0626E4-010 Food Safety Monitoring System

Offering Summary

SUMMARY:

A freezer monitoring system offers benefits including enhanced food safety, reduced food waste and cost savings, automated compliance with health regulations, and improved staff efficiency through real-time alerts and digital logging. These systems provide continuous, remote temperature tracking and instant notifications, allowing quick corrective action to prevent spoilage and ensure student health.

DESIGNATED CONTACTS:

Owner (Primary): Ruth Conner, Director of Food Service Buyer (Copy To): Michael Moran, Purchase Department

The dates specified on the timeline of this offering are subject to change via addendum

TIMELINE:

Release Date: 9/11/2025 4:00 PM Advertise Dates:

Questions Due*: 9/22/2025 8:00 AM - Website/BONFIRE 9/11/2025 Answers Posted: 9/26/2025 4:00 PM - Buffalo News 9/12/2025 Offering Closed: 10/14/2025 4:00 PM - Contract Reporter 9/11/2025 Presentations: N/A - Rocket 9/18/2025 Tentative Award: 11/19/2025 - Criterion 9/20/2025

*Questions regarding this offering must be submitted via the online offering portal @ https://buffaloschools.bonfirehub.com/portal/?tab=openOpportunities

PROCUREMENT DATA:

Requisition: 03602964 BPS Commodity Code: 048 Prior Offering: N/A Prior Awardee: N/A Prior Award Period: N/A Current Year Award: N/A

OFFERING DATA:

Dates are approximate and dependent upon the award date.

Initial Award & Contract Term: 11/19/2025 TO 6/30/2026 Extensions: 4 Maximum Term End: 06/30/2030

RFP 26-0626E4-010 Food Safety Monitoring System

Offering Summary

OTHER OFFERING PARAMETERS:

Type of Offering: RFP Basis of Award: Best value

Award may be split among respondents: No Award may be consolidated: No Subcontractors may be used: No Insurance is required: Yes NYS DOL Prevailing Reference: N/A Response Surety Required (“Bid Bond”) No Performance Bond Required: No Formal contract required: Yes Proposals valid for: 90 days past closing minimum

SUBMITTAL OPTIONS:

Please refer to the “Standard Terms, Conditions, and Disclaimers” document for more detailed instructions. Only one method of submittal should be used; mailed responses will be entered into the electronic portal by the BPS Purchase Department for evaluation/scoring purposes.

Submittals may be mailed OR submitted electronically per the instructions below:

Mailed or delivered responses must include two (2) printed copies and one (1) electronic copy.

Electronic submittal is ALLOWED (and encouraged) via BPS BONFIRE portal at:

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

Technical assistance with submitting your response electronically is available by contacting the Buyer at the contact information listed on previous page.

THIS PAGE RESERVED FOR OFFERING

SUMMARY

RFP 26-0626-010 – FOOD SAFETY MONITORING SYSTEM

Offering Specification

1) GENERAL INFORMATION

a. GENERAL DEFINITIONS: Please refer to “Standard Terms, Conditions, & Disclaimers”.

b. OFFERING SPECIFIC DEFINITIONS:

Food safety and quality control programs are critical to protecting our students.

The selected system will improve quality standards and control, reduce losses from spoilage, and avoid food safety incidents. This will be a real time monitoring system ensuring food safety.

c. VENDOR INFORMATION:

Qualified vendors are encouraged to submit a response for providing the goods and / or services described. If the vendor plans to subcontract any of the work described in the Scope of Work the vendor must complete all response requirements for the subcontractor.

If a vendor plans a joint venture with another company and/or utilizes subcontractors, the vendor shall specify accordingly and complete all response requirements for each company involved in the offering response.

d. RESPONSES:

Any and all contracts awarded as a result of this offering are subject to the Terms & Conditions stated in the offering. The submission of any other terms or conditions by a respondent may be cause for rejection of the response.

All responses should clearly state/include the following:

STANDARD REQUIREMENTS:

1. Completion of “Offering Questionnaire”, Question Set 1 “Standard Response

Requirements”.

2. Current W-9.

3. Current Certificate of Liability Insurance.

4. Completed “Equal Employment Opportunity Employee Information Report”; form provided.

5. Signed “Non-Collusive Bidding Certification”; form provided.

6. Respondent must provide a list of at least three (3) client references and their contact information. References will be contacted at the sole discretion of the District.

7. Cost proposal in the requested format.

8. Optional items as required by responses to the “Offering Questionnaire”, including but not limited to:

a. “Vendor Information Form”; form provided.

b. “Disclosure Narrative”, any format.

c. “Debarment Narrative”, any format.

d. “Certifications” such as MBE/WBE/SDVOB

e. “Policy 5414 Compliance Narrative”, any format.

f. “Subcontractor Documentation”, any format.

g. “Anti-Lobbying Narrative”, any format.

9. Respondents may submit any other information they consider relevant to their response to this offering by using the “Other Vendor Information” document upload.

2) SCOPE OF WORK

A freezer monitoring system offers benefits including enhanced food safety, reduced food waste and cost savings, automated compliance with health regulations, and improved staff efficiency through real-time alerts and digital logging. These systems provide continuous, remote temperature tracking and instant notifications, allowing quick corrective action to prevent spoilage and ensure student health.

Scope of Work –

1. Wireless sensors- drill free installation and long battery life

2. Full training in usage and monitoring system

3. Unlimited users

4. Live monitoring of freezer/ refrigeration equipment

5. Alerts via text, email or phone when sensors are in alarm

6. Data storage for 30 days in case of power outage with the ability to extract freezer temperatures ensuring food safety.

7. Monitoring 24 hrs./ 7 day- 365 days/ year

8. Contract year July 1- June 30 with annual renewal

OFFERING SPECIFIC REQUIREMENTS:

1. Cost of equipment/ installation/ connection and annual monitoring system fee

2. References of similar size district or volume of monitoring system.

3. System support maintenance to include technical support, on-site services and software updates

SECTION 3 BELOW SHOULD BE COMPLETED FOR RFP/RFPS/RFPQ/RFI AND DELETED FOR

BIDS

***Each requirement included in section 2 “SCOPE OF WORK” thru all the “offering specific requirements” should be assessed in at least one of the evaluation criteria.

Evaluation criteria may also assess any of the “standard requirements” as appropriate.

“Project Requirements” is where you list requirements specific to this offering that did not fit into any of the previous requirement types. The categories above are available to cover a wide range of products and services.

3) EVALUATION PROCEDURES

a. Review of Responses

Responses will be evaluated by a cross functional team consisting of subject matter experts and a Purchasing representative.

b. Respondent’s Presentations Respondents may be required to present once, at the District’s discretion, which will include a question and answer session with the evaluation team. Questions and specific requests to be addressed during the presentation will be forwarded to the respondents.

c. Evaluation Criteria Responses will be evaluated on a 100 point scale as defined in the table below. Cost will be calculated proportionally compared to lowest cost response. Minimum non-cost score is 20/40.

CRITERIA VALUE

COST 60

References of similar size district or volume of monitoring system 20 System support 20

d. Final Selection The Board of Education and its representatives will select a firm based upon the recommendations of the evaluation team. It is anticipated that a firm will be selected by the date listed in the offering summary. Following notification of the firm selected, it is expected that a contract will be executed between both parties. The selected firm must be prepared to begin work upon execution of the BPS contract. The contract will not necessarily be awarded to the response with the lowest cost projection.