1456584-event.pdf

PDF 562 KB Posted Oct 12, 2026

Attached to: Milk & Dairy Products for the State of Iowa
Solicitation number: 005-RFB-3142-2027
Issued by: Iowa

About this file

Written by GovTribe AI · Oct 19, 2026

This is a Request for Bids (RFB) document issued by the State of Iowa Department of Administrative Services for milk and dairy products to supply all State of Iowa agencies. The solicitation seeks multiple qualified bidders to provide a comprehensive range of fluid milk products in various sizes and fat percentages, including whole milk, 2% milk, 1% milk, and skim milk in gallon, half-gallon, quart, and half-pint containers, along with specialty dairy items such as chocolate milk, buttermilk, half & half, heavy whipping cream, cottage cheese, sour cream, yogurt, and ice milk mix. Historical usage data indicates significant demand for certain items, with whole milk in half-pints showing the highest annual consumption at 114,300 units and skim milk in half-pints at 280,200 units. The solicitation opened on October 12, 2026, at 1:00 PM CDT, with bids due on October 28, 2026, at 1:00 PM CDT. No bidders conference or site visits are mentioned. The initial contract term runs from January 31, 2027, through January 30, 2028, with the option to renew by mutual agreement for up to two additional years. The resulting contract will be available for use by all State of Iowa agencies and eligible political subdivisions.

Pricing for fluid milk products is subject to an escalator clause based on the September Class I price per hundredweight published by the United States Department of Agriculture for Iowa Federal Orders 65 and 79, with all prices including delivery on an FOB Destination, Freight Prepaid basis. Pricing for non-milk dairy products and orange juice is firm throughout the contract term. The State of Iowa allows 60 days for payment of invoices and prefers payment via its Purchasing Card Program. Bidders must submit quarterly sales reports in Microsoft Excel format within 30 days following the end of each calendar quarter. All bidders must certify compliance with Iowa Executive Order 18 regarding prohibited companies as defined in Iowa Code section 12K.1(4). Bidders must also complete standard certifications regarding debarment, litigation, and confidential information treatment, and acknowledge understanding of delivery coordination requirements, product quality standards, inspection and acceptance procedures, and agency-specific receiving requirements. The contact for questions regarding this solicitation is Randy Bennett at randy.bennett@das.iowa.gov or +1 515-322-1210.

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12 October 2026

Milk & Dairy Products for the State of Iowa The State of Iowa is seeking a multiple Bidders to provide Milk & Dairy Products to all Agencies.

12 October 2026

Open 10/12/2026, 1:00 PM CDT Type RFB - Request for Bids Close 10/28/2026, 1:00 PM CDT Number 005-RFB-3142-2027 Currency US Dollar

Sealed Until 10/28/2026, 1:00 PM CDT

Contacts Randy Bennett randy.bennett@das.iowa.gov

Phone +1 515-322-1210

Commodity Codes Commodity Code Description

38000 FOODS: DAIRY PRODUCTS, FRESH

38075 Milk, All Types

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Description The purpose of this Request for Bids (RFB) is to solicit competitive bids from qualified Bidders to provide the goods, services, or both described in this RFB for the Lead Agency and any Participating Agencies.

The Lead Agency intends to award one or more contracts for the term identified in the solicitation. At its sole discretion, the Lead Agency may extend the contract(s) for up to the number of annual renewal periods specified in the solicitation. Any contract awarded as a result of this RFB shall be non-exclusive, and the Lead Agency and Participating Agencies reserve the right to procure similar goods or services through other contracts or procurement methods as permitted by law.

This RFB is intended to provide Bidders with the information necessary to prepare responsive and competitive bids.

The solicitation process is conducted for the benefit of the Lead Agency and Participating Agencies to obtain the information needed to evaluate bids and select the Bidder(s) whose bid best meets the requirements of this RFB. This RFB is not intended to contain every detail or consideration that may be relevant to preparing a bid. Each Bidder is solely responsible for reviewing the solicitation and obtaining any additional information necessary to prepare a complete and responsive bid.

Bid Submission and Amendments

Bidders are encouraged to Save Progress frequently, particularly after uploading documents.

If a Bidder opens a bid after it has been certified and submitted, the bid must be certified and resubmitted.

Opening the bid does not remove previously entered information or uploaded documents.

If the Issuing Officer issues an amendment after a bid has been submitted, the Bidder must review and acknowledge the amendment, then certify and resubmit the bid. All previously submitted information and attachments will remain intact.

Instructions for Responding to an Amendment

1. Review the amendment in the solicitation.

2. Complete any newly added or revised questions in the Questions section, if applicable.

3. Acknowledge the amendment.

4. Certify and resubmit the bid before the solicitation closing date and time.

Contract Term

The initial term of the Contract shall begin on 1/31/2027 and end on 1/30/2028.

The Contract may be renewed by mutual agreement of both parties for up to two (2) years.

The resulting Contract will be available for use by all State of Iowa Agencies and other eligible Political Subdivision.

This contract will be awarded to multiple bidders to support all Agencies across the State of Iowa.

Milk Products Delivery

1. Scope

The Bidder will provide delivery of milk and other approved dairy products to Agencies and facilities of the State of Iowa in accordance with the quantities, product specifications, delivery schedules, and locations established by each Agency.

These specifications apply to all deliveries made under the resulting contract.

2. Delivery Coordination

1. All deliveries must be arranged in advance with the receiving Agency.

2. The Bidder will contact the appropriate Agency representative before each delivery to confirm:

o Delivery date;

o Estimated delivery time;

o Delivery location;

o Quantity and products to be delivered; and o Any special instructions or requirements.

3. Deliveries will not be made to an Agency without prior coordination unless the Agency has provided standing delivery instructions or an approved recurring delivery schedule.

4. The Bidder will make reasonable efforts to provide deliveries within the delivery window established by the Agency.

5. If the Bidder anticipates a delay, shortage, or inability to complete a scheduled delivery, the Contractor will notify the Agency as soon as reasonably possible.

3. Delivery Conditions

1. All milk products will be delivered in a clean, sanitary, and properly maintained delivery vehicle.

2. Products will be transported and maintained at an appropriate temperature and handling conditions from the point of shipment through delivery.

3. Products will be properly packaged and protected against contamination, damage, leakage, spoilage, or other conditions that could affect product quality or safety.

4. The Bidder will comply with all applicable federal, state, and local laws, regulations, food-safety requirements, and applicable agency requirements governing the transportation and delivery of dairy products.

4. Inspection and Acceptance

1. The receiving Agency has the right to inspect products at the time of delivery.

2. The Agency can refuse acceptance of any product, that is:

o Damaged;

o Leaking or improperly packaged;

o Spoiled or otherwise unfit for use;

o Delivered at an unacceptable temperature;

o Contaminated or suspected of being contaminated;

o Past the required expiration or use-by date;

o Not the product ordered; or o Otherwise not in compliance with the purchase order, contract, or product specifications.

3. If products are damaged upon delivery, the Agency may refuse delivery of the damaged products.

4. Refused products will remain the responsibility of the Bidder and will be removed from the Agency's premises unless otherwise directed by the Agency.

5. The Bidder will replace refused products at no additional cost to the Agency when replacement is required by the Agency.

5. Product Quality

All milk and dairy products will be fresh, wholesome, commercially acceptable, and suitable for their intended use.

Products will be delivered with sufficient remaining shelf life to permit reasonable use by the receiving Agency.

6. Shortages and Incorrect Deliveries

1. The Agency will have the right to identify shortages, overages, substitutions, or incorrect products at the delivery time.

2. The Bidder will not substitute products without prior approval from the receiving Agency.

3. The Bidder will promptly correct shortages or incorrect deliveries when requested by the Agency.

4. The Agency will not be responsible for payment for products that were not ordered, were refused, or were not accepted by the Agency.

7. Failure to Meet Delivery Requirements

Repeated failure to coordinate deliveries, deliver products within agreed delivery windows, provide conforming products, or properly handle damaged or refused products may be considered a failure to meet contract requirements and may result in corrective action or other remedies available to the State under the contract.

8. Changes to Delivery Schedules

Agencies may request reasonable changes to delivery dates, delivery times, quantities, or delivery locations.

The Bidder will coordinate such changes directly with the requesting agency and confirm the revised arrangements before delivery.

9. Summary of Key Requirements

At a minimum:

• All deliveries must be arranged with the receiving Agency.

• The Agency will refuse damaged products at the time of delivery.

• The Bidder is responsible for removing refused products.

• The Bidder will replace or credit refused products as directed by the Agency.

• Milk products must be properly handled, transported, packaged, and maintained at appropriate temperatures.

• The Bidder may not make unauthorized substitutions.

• The Bidder remains responsible for products until acceptance by the agency.

• Agency-specific receiving and security requirements must be followed.

Required to View Event

Prerequisites Required to Enter Bid

12 October 2026

1. Bidder shall read and make certifications of the their Bid.

2. Bidder shall read and authorize to release information for their Bid.

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Buyer Attachments There are no Buyer Attachments added to this event.

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Questions Required Questions

Group 1: Form of Bid

Instructions: Bidder shall read and answer the following questions. If you have exceptions to the Terms and Conditions, submit an question(s) in the Question and Answer Section with your exception(s).

1.1 Enter the Bidder's contact name, telephone number, email address, and shipping address for questions regarding this solicitation.

1.2 Enter the Bidder's State or Foreign Country of Residence.

1.3 Bidder shall enter the Resident Preference given by the State or Foreign Country of the Bidder’s residence. Enter the resident preference in the text box or indicate "no preference".

1.4 Bidder shall read, fill-out and upload the Terminations, Litigation and Debarment document.

1.5

Form 22 – Confidential Treatment of Information – All Bidders are required to submit a Form 22 indicating whether or not they are requesting confidential treatment of specific information within their response (see form attached). If Bidder DOES NOT request confidential treatment, Bidder must complete Part 1 of Form 22 and upload in response to this question. If Bidder DOES request confidential treatment of specific information, Bidder must: (1) fully complete and sign Part 2 of Form 22 and upload in response to this question; (2) prepare and upload a “Public Copy” of the Bid to the "Supplier Attachments" tab from which the confidential information has been redacted as described in Form 22.

1.6 The State of Iowa requires shipping to be FOB Destination, Freight Prepaid. Does the Bidder agree to the terms?

Group 2: Terms and Conditions

2.1 Bidder shall read the RFB Definitions and enter a response.

2.2 Bidder shall read the Administrative Terms and enter a response.

2.3 Bidder shall read the Contract Terms & Conditions and enter a response.

2.4 Bidder shall read the Specification Terms and enter a response.

2.5 Bidder shall read the Terms and Conditions for GOODS and enter a response.

2.6 Bidder shall read the Federal Terms and Conditions and enter a response.

2.7 Bidder shall read the Insurance Requirements and enter a response.

2.8 Public Entities (Political Subdivisions) - The resulting Contract will be made available to Political Entities, i.e. cities, counties, and schools. Bidder shall enter a response.

2.9 Nonprofit Entities - The resulting Contract will be made available to nonprofit entities that qualify under I.R.S. § 501 (c) provisions. Bidder shall enter a response.

2.10

Quarterly Sales Report - The Bidder shall submit a complete and accurate Quarterly Sales Report in Microsoft Excel for net sales made under the resulting Contract.

Reports shall be submitted in the format and by the method prescribed by the State and shall be received by no later than thirty (30) calendar days following the end of each calendar quarter. Net sales means the total invoiced sales less credits, returns, refunds, and canceled orders. Bidder shall enter a response.

2.11

Pursuant to Iowa Executive Order 18 (February 10, 2026), the State of Iowa may not purchase equipment, supplies, or services from a Prohibited Company. For purposes of this solicitation, "Prohibited Company" has the meaning set forth in Iowa Code section 12K.1(4) – please see a copy of Iowa Code section 12K.1 attached for your reference.

Bidder shall either hereby certify that “no” it is not a Prohibited Company as defined in Iowa Code section 12K.1(4), or “yes” it is a Prohibited Company as defined in Iowa Code section 12K.1(4). If the Bidder answers "yes," the Department of Administrative Services reserves the right to reject and not evaluate the Bidder's proposal.

2.12 Please indicate which list(s) identified in Iowa Code section 12K.1(4) that Bidder is included on and provide additional clarification or information about Bidder’s inclusion on this list.

Group 3: Payment Terms

3.1 Payment Terms - Per Iowa Code § 8A.514 the State of Iowa is allowed sixty (60) days to pay an invoice submitted by a Bidder. Does the Bidder agree to the terms?

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3.2 Terms of Pcard Acceptance - The State of Iowa prefers to pay Bidders using its Purchasing Card Program (Pcard) whenever possible. Bidders accepting Pcard payments shall comply with the Terms of Pcard Acceptance.

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Product Line Items Product Line Items

1. Bid Specifications. Bidder must satisfy all the specifications to be deemed a Responsible Bidder # Item Name, Commodity Code, Description Allow

Alternates Qty. UOM Requested Delivery

P1 Milk, White, Whole, Gallon 1 EA - Each

Quoted Price Subject to Escalator Clause. Pricing shall be bid and awarded for Fluid Milk based on September, Class I price per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include delivery.

Last years usage: 9,977

P2 Milk, White, Whole, Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 999

P3 Milk, White, Whole, Quart 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 520

P4 Milk, White, Whole, Half Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 114,300

P5 Milk, White, 2% Five Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 0

P6 Milk, White, 2%, Gallon 1 EA - Each

Quoted Price Subject to Escalator Clause. Class I price per

CWT

published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include delivery.

P7 Milk, White, 2%, Half Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P8 Milk, White, 2%, Quart 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P9 Milk, White, 2%, Half Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P10 Milk, White, 1%, 5 Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P11 Milk, White, 1%, Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P12 Milk, White, 1%, Half Gallon 1 EA - Each

12 October 202612 October 202612 October 202612 October 2026 per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P13 Milk, White, 1%, Half Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P14 Milk, White, Skim, Five Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include delivery.

Last year's usage:

Last year's usage: 5106

P15 Milk, White, Skim, Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P16 Milk, White, Skim, Half Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P17 Required Milk, White, Skim, Half Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 280,200

P18 Milk, Chocolate, 2%, Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P19 Milk, Chocolate, 2%, Quart 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's usage: 3,144

P20 Milk, Chocolate, Skim, Half Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P21 Milk, Chocolate, Skim, Half Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P22 Milk, Nourish, 2%, Half Gallon 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

Last year's Usage: 0

P23 Half & Half, Pint 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P24 Heavy Whipping Cream, Quart 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P25 Buttermilk, Quart 1 EA - Each per CWT published by the United States Department of Agriculture, in Iowa Federal Order 65 & 79. All prices include

P26 Orange Juice, 100%, Gallon 1 EA - Each