12-Fresh Produce Delivery for FCNS Terms and Conditions 120325.pdf

Fresh Produce Delivery for Food and Child Nutrition Services

SCOPE OF WORK:

The scope of this bid covers produce delivery to individual schools, our central kitchen, and potential future locations as mutually agreed upon. The Bid shall be awarded for the period beginning March 27, 2026, through March 26, 2027 (pending estimated Board Approval), with options for Two (2) subsequent One (1) Year period renewals.

The district may also use the Farm to School Produce Program and purchase local produce using commodity funds. In this case, the vendor must deliver Farm to School produce with the school’s regular orders with a set fee per stop. In addition to the commodity programs, the district has a goal to purchase 35% of its produce as locally grown products (grown within the state of Texas).

CATALOG DISCOUNT PROGRAM

A catalog discount line has been added to the bid for items not specified or newly developed items identified by food services. Please provide a percent discount from your catalog price for products your company provides. If no discount, enter a zero, if left blank it will indicate “No Bid”.

1. Bid Award:

A. The bid will be evaluated by the lowest cost proposal based on the delivery charge per stop and the price bid for all items.

B. The delivery charge per stop will contain any vendor expenses such as storage, handling, transportation, etc.

C. If an additional stop is required due to a shortage on the vendor’s part, then the district will not be liable for a delivery charge for that delivery.

D. The amount charged to the district will be the vendor’s purchase price for each item and the stop charge.

E. The vendor’s invoices will be the documentation used to determine the district’s purchase price. The vendor’s invoices will be submitted by the 15th day of each month for audit.

2. Qualifications of Distributors and Selection Criteria:

A. The vendor must have a recognized place of business.

B. The vendor must meet all state and municipal Health Department requirements for said type of business.

C. Vendor must show ability to deliver per the specifications.

D. The records (original) and invoice prices of the supplier will be subject to audit by Dallas Independent School

District (DISD).

E. Vendor must submit their purchase invoices to the DISD Food and Child Nutrition Services by the 15th of each month for audit.

F. Failure to provide all information on the bid form could result in the bid being disqualified.

G. If you have any questions, submit them via the “Vendor Discussion” section in Bonfire by the designated time and date. There is to be no contact between bidders and user department (Food and Child Nutrition Services) or Board Members, except as provided by DISD Board Policy CH (Local) during the bidding process or evaluation process, except for sample instructions. Any attempt by the bidder to contact the departments or Board Members could result in their bid being disqualified.

3. Quantities:

Quantities are estimates and may vary depending on menu changes during the bid period. DISD is not responsible for the product the vendor has at the end of the bid period.

4. Pricing - Invoice Payments

A. Monthly Prices charged to the district will be based on the monthly average landed cost of the produce plus markup and delivery cost per stop.

B. Locally grown products must be indicated on the invoice.

C. Payment terms will be considered in determining the successful bidder.

D. Attached bid pages must be emailed to FCNSAP@dallasisd.org by 3 pm on the last business day of the month. The printed pages of the National Shipping Points Trends Report (obtained from the USDA’s website here https://www.ams.usda.gov/mnreports/fvwtrds.pdf) or any other supporting documentation must be included in the monthly email as needed when needing to justify pricing variances affected by weather, floods, etc.

E. The district reserves the right to cancel the contract at any time without penalty due to unacceptable price variances. The Food and Child Nutrition Services office must receive a current price schedule on the last business day of each month for the following month’s pricing. Advance notification is expected when large market price increases for products occur, so that the district has the option to substitute other menu items to reduce costs.

F. The rationale behind this procedure is to ensure the district gets the lowest price for seasonal fruits and vegetables.

5. Product Specifications

A. Please refer to individual specifications for clarification.

B. All materials furnished must meet or exceed specifications as listed.

C. Specifications as written meet the district’s admissible specified requirements.

D. Whenever an article or material is defined by describing a proprietary product or by using the name of a manufacturer or brand name, the term “or equal”, if not inserted, shall be implied. The specified product shall be understood as indicating the type, function, minimum standard, efficiency, and quality desired and shall not be construed as to exclude other manufactured products of comparable quality, design, and efficiency. Brands of equal quality or type are acceptable.

E. Specifications received from vendors that are different from the original requirements must meet or exceed the original specifications to be considered equivalent. The district will be the sole judge to determine if the products quoted/tested are equal.

F. FCNS reserves the right to make final decisions on comparable items as equals. Be very certain that the items upon which you quoted are equal to the items listed.

G. Items delivered must be the exact item as tested and awarded.

H. New Items, Similar or Like Items may be added to the awarded contract as new products are developed.

This will be done at FCNS's discretion. Pricing will be in line with like products that are awarded.

I. Locally Grown Products:

i. Texas Locally grown products are preferred to non-local products during the Texas harvest season.

ii. Awarded vendor will work with the district to identify local products and farmers to enhance the district's Farm to School initiative. Additionally, the vendor will identify local farmers willing to conduct school visits to Dallas ISD Schools.

6. Delivery Specifications A. All Deliveries shall be delivered to approximately 230 cafeterias between 7:00 am and 2:00 pm on school days. Some schools may require two or more deliveries per week, depending on available storage space.

Delivery will be to the kitchen/cafeteria of each school.

B. Deliveries shall also be made to the Maria Luna Building once a week between 6:00 am-1:00 pm at Dallas ISD Food & Child Nutrition Services Department Warehouse, 1515 Al Lipscomb Way, Dallas, Texas 75215.

C. The list of schools and delivery schedule is attached (see attachments 1 and 2) at the end of the document.

D. The vendor shall electronically receive weekly orders from the Dallas Independent School District Food &

Child Nutrition Services Office.

E. The orders are transmitted on the Tuesday before the item appears on the menu of the following week.

Order procedures are negotiable.

mailto:FCNSAP@dallasisd.org https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.ams.usda.gov%2Fmnreports%2Ffvwtrds.pdf&data=05%7C01%7CMHILLIS%40dallasisd.org%7C38957ce5703244e9808308dad6ded71f%7C800a094b60c842e5afe66ccb630750c2%7C0%7C1%7C638058549832086151%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=PEGrJ2KbCVZ84fEHrdRyp5iuqyuNXv8Hi3N4JM44%2B5s%3D&reserved=0

F. The vendor must correct delivery errors in a timely manner, at no cost to the district.

G. Delivery personnel will take instructions from their company and cafeteria supervisors as instructed by the

Food & Child Nutrition Services Administrative staff. Any questions or concerns raised by either party will be brought to the attention of the respective authority for resolution.

7. Invoicing:

A. The vendor shall provide an individual invoice for each school and leave the original and duplicate with the cafeteria supervisors. The vendor must send a copy of the signed invoice electronically to our Food and Child Nutrition Services Accounts Payable email address, FCNSAP@dallasisd.org, for payment. This must be provided before payment can be made.

B. Incorrect invoices must be picked up in the DISD Food & Child Nutrition Services Office and corrected by the vendor. Invoices must show quantity, unit size, unit price, extended unit price, and total amount of the invoice.

C. The district will not be responsible for unauthorized purchases.

8. Substitutions

The awarded vendor must notify the Food & Child Nutrition Services Department in writing (email is acceptable) of all shortages, backorders, and out-of-stock items at least two business days in advance of the event. 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.

9. Conformity and Inspection All bid items must be in conformance with all applicable federal, state, and local laws and regulations in effect at the time of purchase and must be inspected by the USDA or the appropriate governmental agency. Each company must have a certified HACCP plan available upon request.

10. Origin and Manufacturing

Dallas ISD may give preference to an agricultural commodity produced in the United States and a food product processed in the United States, provided that the food product substantially uses agricultural commodities produced in the United States.

Preference may be given to local products. The definition is Texas and adjacent states within 500 miles.”

11. Product Samples

A. Samples of all items bid are NOT required. Samples may be requested by FCNS if needed for product testing.

B. Samples should come from the production line, in the case that will be delivered after the bid is awarded. The sample must be delivered in an intact case. In the situation that a full case is too large to ship, the box should be opened, broken down, and included in the shipping container. Sample cases will be used for qualification, testing procedures, and/or quality control monitoring at the Food & Child Nutrition Services office and testing facility.

C. Samples should be delivered to the Dallas ISD Food & Child Nutrition Services Warehouse and/or Front Office, between 7:30 am and 2:30 pm, Monday through Friday. - 1515 Al Lipscomb Way- Dallas, Texas 75215 within one week of bid closure.

D. Sample cases of product must be labeled as to company, name, and telephone number of a contact person, content, units/case, bid item number, and have a Product Code Number.

E. The sample shall not be custom-produced. No charge is to be made for samples or their delivery. Failure to follow these instructions will result in the disqualification of the product.

12. Contract Cancellation Dallas ISD reserves the right to cancel the entire contract and/or buy in the open market at the current price if:

A. Any item that is not delivered during the four (4) days specified at the time the order is placed with the supplier.

Prior approval must be obtained if circumstances prevent prompt delivery.

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

C. Formulation of a product is changed.

D. Orders are not delivered within the specified time on the delivery day.

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

F. If one item of an awarded lot is relinquished, all items will be relinquished.

G. If the product deviates from specifications or is found to be inferior or unwholesome, the vendor will be given notice to pick up the product and issue credit to FCNS DISD.

A supplier may be denied the opportunity to receive bids or quotations based on the following reasons:

Unusual delays in the delivery of previous awards.

A. Repetitive failure to respond to requests for bids or quotations.

B. Unauthorized substitution of merchandise in other awards.

C. Previous failure to perform service satisfactorily.

D. Location of supplier not conducive to the level of service required.

E. Discrimination against an employee or applicant regarding race, religion, color, sex, or national origin.

13. Marketing Support and Promotional Assistance.

Awarded vendors are allowed to provide marketing support and promotional assistance to Food and Child Nutrition Services (FCNS) upon terms mutually acceptable to both parties. All marketing support and promotional assistance is to benefit the child nutrition programs only.

Providing marketing materials and services is not required, nor shall receiving such inhibit current FCNS practices that foster a fair, open, transparent, and competitive procurement environment.

The Food & Child Nutrition Services Director of Support Services must approve all marketing materials and promotions used in Dallas ISD schools prior to shipment and/or use. Failure to meet this requirement can result in termination of the agreement.

14. Sanitation Standards Required of Bidder A. All bidders should conduct the following tests to ensure that their plant and products are safe for human consumption.

B. Weekly random samples of produce should be submitted for testing by an ACIL Laboratory certified by the

USDA and FDA. The testing reports must be on file in the produce company office and available for audit by the DISD.

C. Required Chemical Analysis:

Microbiological:

1. Aerobic Plate Count less than 300 gms

2. E. coli Count 3 per gms maximum

3. E Coli 0157: HF Neg.

4. Staph Aureus Coag 3 per gms maximum

5. Coliform less than l00 per gms

6. Salmonella Screen Neg.

7. Listeria L. Monocytogenes Neg.

8. Shigella Neg.

D. Monthly environmental swabs are performed on processing equipment and walls to check for contamination of Listeria and other harmful organisms.

E. A processor should have either a B.S. level Microbiologist on staff or retained as a consultant to perform the swab tests discussed.

The DISD Food & Child Nutrition Services Department may submit samples collected at random from the delivered product during the bid period to an independent laboratory for analysis. Suppliers whose product fails to meet the standards listed above will be expected to pick up the product and reimburse the school district for any cost incurred, including lab tests, cost of purchasing

F. The DISD Food & Child Nutrition Services Department may submit samples collected at random from the delivered product during the bid period to an independent laboratory for analysis. Suppliers whose products fail to meet the standards listed above will be expected to pick up the product and reimburse the school district for any costs incurred, including lab tests, costs of purchasing a replacement product, and any penalties assessed by the U.S.D.A., Health Department, FDA, etc. The cost of testing products that meet all standards will be covered by the school district. For more information on produce safety, you can visit the FSMA Final Rule. https://www.fda.gov/food/food-safety-modernization-act-fsma/fsma-final-rule-produce-safety https://www.fda.gov/food/food-safety-modernization-act-fsma/fsma-final-rule-produce-safety https://www.fda.gov/food/food-safety-modernization-act-fsma/fsma-final-rule-produce-safety

15. Produce Usage Report:

The vendor is required to provide monthly usage reports (by school and by district) of all produce under this contract to the Food & Child Nutrition Services Department by the 10th of each month. The reports will need to be differentiated between local produce, domestic produce, and non-domestic produce.

FOOD & CHILD NUTRITION SERVICES DEPARTMENT

One Day Per/Week Delivery Schedules 2026-2027

Attachment 1 School list and Summer Feeding sites and schedules subject to change as determined by the district.

MONDAY

ADAMS, JOHN Q. HAWTHORNE, NATHANIEL PLEASANT GROVE

ANDERSON, WM. HENRY B. GONZALEZ PERSONALIZED

LEARNING ACADEMY

RUNYON, JOHN W.

BLAIR, W. A. JULIUS DORSEY LEADERSHIP ACADEMY SAMUELL, W. W.

BURLESON, RUFUS C. LAGOW, RICHARD SPRUCE, H. GRADY

COMSTOCK, E.B. MACON, B. H. Sylvia Mendez (CREW) Leadership Academy

CUELLAR, GILBERT MAY, JOSE JOE YOUNG MEN'S LEADERSHIP

ACADEMY

DOUGLASS, FRED MOSELEY, NANCY

TUESDAY

ADAMS, NATHAN JEFFERSON, THOMAS ROSEMONT UPPER

ALLEN, GABE P. Jesus Moroles Expressive Arts Vanguard ROYCE WEST LEADERSHIP

ACADEMY at KENNEDY CURRY

ARCADIA PARK JONES, ANSON RUSK, THOMAS

BETHUNE, MARY M JUNKINS, JERRY SALAZAR, ARTURO

Bishop Arts STEAM Academy

(Reagan)

KAHN, LOUISE WOLFF SKYLINE

BUSH, GEORGE KIMBALL, JUSTIN F. SOLAR PREP SCHOOL FOR BOYS

AT JOHN F. KENNEDY

CAREER INSTITUTE NORTH KNIGHT, OBADIAH SOLAR PREP FOR GIRLS

CARR, C. F. L G PINKSTON HIGH SCHOOL SOTO, CELISTINO M.

CESAR CHAVEZ LEARNING CENTER LAKEWOOD SPENCE, ALEX W.

CHAPEL HILL PREPARATORY LONGFELLOW, H. W. STEMMONS, LESLIE

CIGARROA, LEONIDES G. MAPLE LAWN STEVENS PARK

COCHRAN, NANCY J. Marcus Leadership Academy STOCKARD, L. V.

COWART, LEILA P. MARTINEZ, ELADIO SUDIE L WILLIAMS TAG

DEGOLYER, EVERETTE L. MEDRANO, ESPERANZA "HOPE" SUNSET

DESA MEDRANO, FRANCISCO "PANCHO" THOMAS C. MARSH PREP

DEZAVALA, LORENZO MILAM, BEN TOLBERT, THOMAS

DONALD, L. O. MOLINA, MOISES E. WALKER, E. D.

EDDIE BERNICE JOHNSON STEM

ACADEMY

Montessori Academy at Onesimo

Hernandez

WALNUT HILL

FRANK, ANNE N W HARLLEE WASHINGTON, B. T. (ARTS)

GARZA, TRINIDAD NORTH DALLAS WEST DALLAS JUNIOR HIGH

GENEVA HEIGHTS ELEMENTARY PEABODY, GEORGE West Dallas STEM School

GILL, CHARLES A. PEELER, JOHN F. WHITE, W. T.

GILLIAM, COLLEGIATE ACADEMY PERSHING, JOHN J. WILMER-HUTCHINS ES

GOOCH, TOM Personalized Learning (JW. RAY) AT

SAM HOUSTON

WILMER-HUTCHINS HS

HALL LRNG ACDMY QUINTANILLA, RAUL WINNETKA

HALLIDAY, EBBY RICHARDSON, THELMA P. WITHERS, HARRY

HOGG NEW TECH ROBERTS, ORAN M. ZARAGOZA, IGNACIO

HOOE, LIDA ROSEMONT LOWER -

WEDNESDAY

ALEX SANGER PREPARATORY

SCHOOL

CALLEJO, ADELFA GEORGE B. DEALEY

MONTESSORI ACADEMY

ANN RICHARDS STEAM ACADEMY CASA VIEW GUZICK, FRANK

BAYLES CONNER, S. S. H. S. Thompson

BENJAMIN FRANKLIN ACADEMY CONRAD, EMMETT HEXTER, VICTOR

BLANTON, ANNIE W. DUNBAR, PAUL L. HILL, ROBERT T.

BRYAN ADAMS HIGH SCHOOL

LEADERSHIP ACADEMY

EDUARDO MATA MONTESSORI SCHOOL HILLCREST

BUCKNER TERRACE MONTESSORI

(Rowe)

GASTON, W. H. HOTCHKISS, L. L.

KIEST, EDWIN J. PIEDMONT GLOBAL ACADEMY (Hood) SMITH, LARRY G.

KRAMER, ARTHUR PRESTON HOLLOW STONE, JILL

LANG, HAROLD W. RANGEL ALL GIRLS TASBY, SAM

LIPSCOMB, WILLIAM REILLY, MARTHA T. TATUM, C.A.

LONG, J. L. REINHARDT TITCHE, EDWARD

LOWE, JACK LOW SR. RHOADS, JOSEPH J. TRUETT, GEORGE

MCSHAN ROGERS, DAN D. URBAN PARK STEAM ACADEMY

MOCKINGBIRD ELEMENTARY SAN JACINTO WILSON, WOODROW

MOUNT AUBURN STEAM

ACADEMY

SCHOOL FOR TALENTED AND GIFTED IN

PLEASANT GROVE

YOUNG WOMEN'S STEAM

ACADEMY AT BALCH SPRINGS

Personalized Learning Academy at

Highland Meadows

SILBERSTEIN, ASCHER

THURSDAY

ADAMSON, W. H. BUDD, HARRELL HARRY STONE MONTESSORI

ACADEMY

NEW TECH AT B.F. DARRELL HIGH

SCHOOL

ALBERT C BLACK JR STEM ACADEMY TERRY, T. G.

LINCOLN CARPENTER, JOHN W. OTTO M. FRIDIA

Franklin D Roosevelt High School of Innovation

CENTRAL TURNER, ADELLE

SEAGOVILLE HS Martin Luther King Jr Arts Academy TWAIN, MARK

SOUTH OAK CLIFF JORDAN, BARBARA WEBSTER, DANIEL

CARTER, DAVID W. ERVIN, J. N. WEISS, MARTIN

BARBARA M. MANNS HIGH

SCHOOL (DAEP)

FOSTER, STEPHEN C. ALEXANDER, BIRDIE

MADISON, JAMES HENDERSON, M. B. SEAGOVILLE NORTH ES

TOWNVIEW CEDAR CREST ELEMENTARY YOUNG, WHITNEY

JUDGE LOUIS A. BEDFORD JR. LAW

ACADEMY

KLEBERG STARKS, J. P.

BROWNE, T. W. BRASHEAR, JIMMIE TYLER MCNAIR, RONALD E.

John Lewis Social Justice Academy

At Oliver Wendell Holmes

LEE, UMPHREY MORENO STEAM

STOREY, BOUDE H.I. HOLLAND AT LISBON BOTELLO LRNG EL

DADE, BILLY EARL MARSALIS STEAM ARLINGTON PARK EARLY

CHILDHOOD CENTER

SEAGOVILLE MS William B Miller D A HULCY

DR. FREDERICK DOUGLAS TODD

SR. MIDDLE SCHOOL

TRINITY HEIGHTS TALENTED AND

GIFTED SCHOOL

BIOMEDICAL PREPARATORY AT

UT SOUTHWESTERN

GARCIA, HECTOR P. OLIVER, CLARA BARACK OBAMA MALE

LEADERSHIP ACADEMY AT A

MACEO

HOLMES, ZAN RICE, CHARLES IDEA AT FANNIN

BOWIE, JAMES RUSSELL, CLINTON P. CAREER INSTITUTE SOUTH

BRYAN, J. N. SEAGOVILLE ES

FRIDAY

CENTRAL KITCHEN

FOOD & CHILD NUTRITION SERVICES DEPARTMENT

Two Day Per/Week Delivery Schedules 2026-2027 Attachment 2

School list and Summer Feeding sites and schedules subject to change as determined by the district.

DAYS TBD

BURNET, DAVID G. GREINER, W. E. SALDIVAR, JULIAN

CAILLET, F. P. POLK, K. B.

Fresh Produce Delivery for Food and Child Nutrition Services