12-FCN Scope of Work and Specifications Template.docx

The Dallas Independent School District (“The District”) sits in the heart of a large, diverse and dynamic region with a metropolitan population of 6.5 million people in the 12 counties in North Central Texas. The District comprises 384 square miles and encompasses the cities of Dallas, Cockrell Hill, Seagoville, Addison, Wilmer, Hutchins and parts of Carrollton, DeSoto, Duncanville, Farmers Branch, Garland, Highland Park, Lancaster, Mesquite, Balch Springs, and Combine. The district is the second-largest public school district in the state and the 16th-largest in the nation. We are proud of our award-winning schools, outstanding teachers and staff, committed parents and volunteers who comprise the dedicated team that serves approximately 141,000 students in prekindergarten through 12th grade, in 240 schools, served by more than 23,000 dedicated professionals.

1) Specifications

a) Origin and Manufacturing: The District must give preference to an agricultural commodity that is produced in the United States, and a food product that is processed substantially in the United States using agricultural commodities that are produced in the United States

i) A product stated as of U.S. origin must list the actual location where the item was produced (e.g., “grown and manufactured in McAllen, Texas”)

ii) Substantially means that “substantial” parts and processing that go into the product are of U.S. origin, and that foreign component, if any, be of “negligible” content.

iii) Preferences may be given to local products. The District’s Food & Child Nutrition Services defines “Local” as of the state of Texas and Adjacent states within 500 miles.

b) No Substitutions without prior approval

i) A manufacturer/vendor may not make any substitutions for a product for which a Purchase Order has been issued, without first obtaining approval from Food and Child Nutrition Services.

ii) The awarded vendor must notify the Food & Child Nutrition Services Department in writing (email is acceptable) of all shortages, back-orders, and out-of-stock items a minimum of two (2) business days in advance of the event.

iii) Food & Child Nutrition Services will determine if the proposed substitute meets the specification of the original product and will consult with The District Procurement Services to be sure the substitution is allowed according to regulations.

iv) Substitutions must be of the same or higher quality and invoiced at the original bid price. If the vendor does not contact the DISD Food Service Department as outlined above, the department reserves the right to purchase the product(s) from another source and charge the difference in cost, if any, back to the awarded vendor.

c) List of Non-Preferred Ingredients: Please see appendix for list of non-preferred ingredients. Food & Child Nutrition Services reserves the right to accept, or not accept, a product based on the product’s ingredient list. Products submitted should not contain any of the ingredients listed.

d) Product Quality Requirements

i) No physical damage to the packaging.

ii) No abnormal odor to the packing, packaging or contents.

iii) No physical evidence of rodent, insect or bacterial contamination.

iv) Vendor will allow the District to inspect deliveries for imperfections (i.e.: weevil infestation).

v) If such imperfections are found, the supplier shall pick up items and replace the item or issue a credit for the full purchase amount.

vi) Vendor is responsible for ensuring all products are wholesome and free of contamination throughout the delivery process until accepted at the District FCNS Warehouse dock.

vii) Pallets shall be pallet-wrapped so they arrive in their original "as made" condition (i.e.: badly torn pallet wrap, damaged cartons, collapsed cartons, and cartons showing signs of thawing and refreezing will be rejected).

e) Warehouse Delivery Requirements

i) All Deliveries shall be FOB to the District Food & Child Nutrition Services Department warehouse, 1515 Al Lipscomb Way, Dallas, Texas 75215.

ii) Appointments must be made sufficiently in advance to have product arrive by "Need-By" date. Normal delivery times are Monday-Friday, 7:00 A.M.-1:00 P.M. CST, depending on the availability of appointment times. Please call our warehouse at 972-925-5528 for appointments.

iii) A purchase order for each product will be furnished to the successful bidder before the required delivery date based on the Lead Time provided by the manufacturer in the bid documents. The "Need-By" date on the P.O. is the preferred date we want to have the product delivered by. Actual date and time of delivery will be established when the supplier or truck line calls to schedule the delivery appointment.

iv) Delivered Products shall be on 40" x 48" pallets stacked a maximum of 50" high and weighing a maximum of 3000 lbs. The supplier is responsible for all costs related to loads that do not meet these requirements and need to be palletized at the dock (i.e.: you will have to pay a lumper to accomplish this task, we do not have the staff to do this).

v) Bill of Lading needs to show the correct PO number with product and quantity shipped.

2) Performance Standards

a) If the product deviates from specifications or it is found to be inferior or is not the original product bid, the supplier will be given notice to pick up the product and issue credit to The District.

i) The District reserves the right to terminate the contract for said product and award the bid to the next lowest bidder.

ii) All repairs must be performed to manufacturer specifications.

b) Safety, Conformity & Inspection

i) All items must be in conformance with any federal, state, and local laws or regulations in effect at the time of purchase and be inspected by USDA or the appropriate governmental agency.

ii) Each company must have a certified HACCP or other recognized Food Safety processes in place and be able to produce proof of such certifications if requested.

iii) Service personnel must be properly trained and certified for the equipment being serviced.

c) Reporting & Documentation

i) Vendor must provide service logs detailing all maintenance and repairs performed.

ii) Monthly performance reports must be submitted, including response time statistics and completed work.

iii) Invoices must include detailed breakdowns of labor, parts, and any additional charges.

3) Contract Terms

a) Term & Renewal

i) Initial contract term: [e.g., 1 year].

ii) Renewal options: [e.g., two additional one-year renewals, subject to district approval].

b) Invoicing

i) The vendor shall electronically transmit to the Dallas Independent School District Food & Child Nutrition Services Office an individual weekly invoice for each school and leave the original with the cafeteria supervisor. This original invoice is the official pay document used by the Accounts Payable Department of The District. E-Mail invoices to Food & Child Nutrition Services at FCNSAP@dallasisd.org.

ii) Provision of electronically submitted invoices should be determined by contacting the Accounts Payable Department.

iii) Invoices shall be numbered with no duplicate numbers.

iv) Invoices must show quantity, The District SKU number, The District customer assignment number (to be provided on order form), unit size, unit price, extended unit price and total amount of invoice.

c) Performance Incentives & Penalties

i) Delivery issues occur on a regular basis, such as no-show appointments, late arrivals, delivering without an appointment, product out-of-temp, damaged product, etc.

ii) Brands of merchandise other than brands named on the bid are delivered without prior approval.

iii) The formulation of a product is changed.

iv) Orders are not delivered within the specified time period within the delivery day.

v) Pack changes and written notification has not been made at least two weeks prior to delivery.

vi) If the product deviates from specifications or is found to be inferior or unwholesome.

vii) The students' preference is a factor of contract performance. If students' preference shows a decrease in participation, this may cause cancellation of the contract.

viii) Failure to meet service levels may result in penalties, including:

(1) Financial deductions

(2) Contract termination for repeated failures

4) Bidder’s Conference

a) Join Meeting [Insert Link]

b) Meeting ID: XXXXX

c) Passcode: #####

Enclosure(s):

List of Non-preferred Ingredients

List of Non-Preferred Ingredients The table below contains a list of non-preferred ingredients. Food and Child Nutrition Services reserves the right to accept, or not accept, a product based on the product’s ingredient list. Products submitted should not contain any of the following ingredients:

NON-PREFERRED INGREDIENTS

ANTIOXIDANTS

EMULSIFIERS

SWEETNERS

FLAVOR ENHANCERS

FAT/OIL SUBSTITUTES

FLOUR/FLOUR ADDITIVES

CHEMICALS USED IN PACKAGING

9400 N. CENTRAL EXPRESSWAY | DALLAS, TEXAS 75231 | 972.925.3700 | WWW.DALLASISD.ORG 9400 N. CENTRAL EXPRESSWAY | DALLAS, TEXAS 75231 | 972.925.3700 | WWW.DALLASISD.ORG image1.jpg