17-RFP OS-250447 SNACK FOODS TERMS AND COND.pdf

Dallas ISD Food and Child Nutrition Services • T&C revised 10-8-2026-2

RFP- OS 250447 Nutritious Snack Foods for Food and Child Nutrition Services

Justification - This solicitation will allow the purchase of snack food products from selected suppliers for delivery to Dallas ISD’ Food Services warehouse located at 1515 Al Lipscomb Way, Dallas, Texas 75215. Food & Child Nutrition Services (FCNS) offers nutritional snack products approved by the USDA Smart Snacks program. These products include various flavors of whole grain chips and crackers, protein snacks, fruit and veggie snacks, and various mixes and specialty items. All awarded products will be delivered to our Food Services warehouse at 1515 Al Lipscomb Way, Dallas, TX 75215.

1. Purpose and Scope Dallas ISD seeks qualified manufacturers, foodservice and specialty distributors, and direct delivery providers to help achieve the Food and Child Nutrition Vision: To provide every student with access to nutritious, well-balanced meals that support learning and create healthy lifelong eating habits. These products will supply nutritious snack-foods for elementary, middle and high schools, alternative education sites, and applicable meal programs. These items may support reimbursable meals, after-school snacks and suppers, summer meals, breakfast in the classroom, second chance breakfast, and ala carte sales. Deliveries under this solicitation are to the Maria Luna Facility Warehouse at 1515 Al Lipscomb Way, Dallas, TX 75215, unless the District specifies otherwise in writing.

The District seeks reliable, cost-effective products that meet applicable nutrition and meal crediting requirements, appeal to students, and support efficient ordering and delivery. Awarded vendors are encouraged to recommend new or improved products and provide data that supports menu planning, student acceptability, nutritional analysis and cost per serving.

2. Contract Term, Award and Quantities Contract term. The initial award period is January 29, 2027, through January 28, 2028, pending Board approval, with two optional one year renewals at Dallas ISD’s sole discretion. Renewal decisions may consider pricing, service, compliance and District needs. The District may terminate a resulting multi-year contract without penalty for non-appropriation or unavailability of funds by giving written notice stating the extent and effective date of termination.

Bid award. Dallas ISD intends to award contracts to multiple qualified vendors whose proposals are responsive and compliant, meet product standards and technical specifications, and offer the best overall value as determined by FCNS. The District may award by item, category or aggregate offering, as permitted by the solicitation.

Estimated quantities. Bid form quantities are estimates based on projected menus and prior usage. Dallas ISD guarantees no purchase of any listed item or quantity. The District may purchase more than the estimate after verifying a price no higher than the awarded price and unchanged bid terms; it may purchase less or nothing without penalty, adverse action or a change to awarded prices or terms. Awarded prices apply to full and less than full truckload orders, without an additional charge or penalty for ordering less than a truckload.

3. Product Categories and Program Needs Vendors may propose items in one or more categories. Products offered for a la carte sale must meet applicable

Smart Snacks in School standards; items used in reimbursable meals must also meet applicable meal pattern and crediting requirements. (https://www.fna.usda.gov/school-meals/nutrition-standards/smartsnacks)

4. Nutrition, Ingredients and Sourcing Nutrition and Meal Crediting. Vendors shall keep products compliant with federal child nutrition requirements in effect at delivery. Competitive foods shall meet applicable Smart Snacks limits, including calories, sodium, fats and sugars. Reimbursable meal items shall meet applicable grade meal patterns, whole grain criteria and phased sodium and added sugar requirements. For each creditable item, provide a Child Nutrition label or signed manufacturer product formulation statement, a current Nutrition Facts panel, ingredients, major allergen declaration including sesame, and a specification sheet showing pack, serving size, net weight, storage and shelf life. Supply documentation electronically for FCNS menu planning and nutrient analysis; update it within ten business days of a product change and notify FCNS in writing of reformulations affecting compliance, crediting or allergens.

Ingredient review. FCNS will evaluate ingredients under its clean label requirements in Appendix A and may accept or reject a product based on the ingredient list. Vendors should identify options without artificial colors, artificial flavors, high fructose corn syrup or partially hydrogenated oils and disclose potential allergen cross contact. Lower sodium and lower sugar options are encouraged.

Domestic sourcing. Products shall comply with applicable federal Buy American requirements for school meals.

Provide domestic content documentation on request and disclose and obtain written approval for any applicable exception before delivery. Dallas ISD may give preference to products produced or processed in the United States and to local products. For this solicitation, the draft definition of local is Texas and adjacent states within 500 miles.

5. Food Safety, Packaging and Quality Food safety and traceability. Vendors and manufacturers shall maintain documented HACCP (Hazard Analysis and Critical Control Points) or equivalent preventive controls, current third-party food safety audit evidence, allergen controls and lot level traceability. Provide records upon request. Notify FCNS within 24 hours of a recall, market withdrawal or safety alert affecting delivered products, identifying affected lots, quantities and delivery locations. Remove affected products and provide replacement or full credit at no cost to the District.

Shelf life. Deliver shelf stable items with at least two thirds of their total shelf life remaining or at least 90 days remaining, unless FCNS approves an exception. Maintain inventory rotation and provide temperature records upon request for refrigerated and frozen products.

Packaging and labeling. Provide appropriate single serve and bulk packaging, including easy open packages for younger students where applicable. Individual packages shall identify the product, net weight and allergens.

Cases shall display contents, quantity, UPC or other identification, lot or manufacturer code, pack or best by date, and storage requirements. Packaging should protect products in transit and permit safe handling and storage. Identify available recyclable or reduced material packaging and associated costs.

Product acceptance. Products must arrive wholesome, free of contamination, infestation, abnormal odor, damaged packaging, evidence of thawing or refreezing, and other defects. FCNS may inspect delivery cases and reject nonconforming products. If defects are found later, the vendor shall collect the affected items and replace them or issue full credit. If a product deviates from specifications, is inferior or differs from the product bid, Dallas ISD may require pickup and credit and may terminate the contract for that product and award to the next lowest priced awarded bidder.

6. Ordering, Delivery and Warehouse Requirements

Purchase orders. FCNS will send purchase orders electronically before the required delivery date, taking account of the manufacturer lead time submitted with the bid. The purchase order Need By date is the preferred delivery date. Vendors must correct delivery errors promptly at no cost to the District.

Scheduling. Coordinate delivery schedules after award. Deliver to the Maria Luna Facility Warehouse, 1515 Al Lipscomb Way, Dallas, TX 75215, Monday through Friday, 6:00 a.m. to 12:00 p.m. Schedule an appointment sufficiently in advance to meet the Need By date. A purchase order number is required. Call the FCNS Warehouse at 214-932-5510; appointments are made by phone only. Only warehouse personnel may schedule deliveries. Do not ask FCNS procurement staff who issued the purchase order to schedule one.

Vehicles and personnel. Vehicles should be clean, pest-free and temperature controlled as required by the product. Drivers shall follow applicable check in and security procedures. Delivery issues shall be referred to the designated FCNS and vendor contacts. The bill of lading shall show the correct purchase order number, products and quantities, including shipments carried by a third party.

Pallets. Palletize product orders on 48 by 40-inch pallets, no higher than 50 inches and no heavier than 3,000 pounds. Shrink wrap or film wrap pallets. Keep each product and each best by date on a separate pallet; do not mix products or dates on large order pallets. The supplier bears the costs of nonconforming loads and any needed palletization at the dock. The supplier may use its driver or arrange and pay for a lumper; FCNS does not provide contracted lumper services. Fees apply if FCNS must supply pallets.

Temperature. Refrigerated time and temperature controlled for safety foods must be at or below 41°F at receipt.

Products labeled frozen must arrive visibly solid frozen, with a preferred maximum internal temperature of 0°F.

Frozen bread showing moisture or ice crystals that indicate temperature abuse will be refused. FCNS may pull test cases to check temperature. Nonconforming loads may be refused; the supplier shall reload and remove them. FCNS may accept a timely replacement; if a substitute must be purchased to avoid service disruption, the nonconforming supplier shall pay any additional cost.

Availability and substitutions. Vendors shall notify FCNS in writing of known shortages, backorders and out-of-stock products at least two business days before the expected event, or immediately upon learning of a disruption when less notice is possible. No substitution may be delivered without prior written FCNS approval. An approved substitute shall meet or exceed the original product’s quality, nutrition and crediting requirements; provide its documentation before delivery; and cost no more than the awarded item. If the vendor fails to give required notice, FCNS may buy elsewhere and charge any additional cost to the awarded vendor. Vendors should demonstrate capacity for a 98% fill rate and describe emergency delivery capability.

7. Pricing, discounts, invoices and reporting

Pricing. Prices shall remain firm for the initial period. State case and serving prices and case configuration. The awarded price includes delivery of all order sizes under Section 2. Any proposed price adjustment for a renewal period shall be requested in writing at least 120 days before renewal, supported by documented market or manufacturer cost changes, and shall take effect only after District written approval.

Discounts and credits. Invoices shall reflect applicable USDA donated food indirect sales discounts through net off invoicing, direct sales discounts and any other discounts due to Dallas ISD. Awarded manufacturers are responsible for pricing deviations and billbacks with distributors. Vendors shall disclose and pass through applicable credits, rebates, discounts, allowances and promotional incentives that lower the distributor’s cost, in accordance with applicable USDA requirements, per Federal Regulation 7 CFR210, and provide quarterly reconciliation reports.

Invoices. Provide one original, uniquely numbered invoice for each shipment after delivery by email to FCNSAP@dallasisd.org. FCNS will not process an invoice sent before delivery or without the correct purchase order number. Each invoice shall include the contract and purchase order numbers, delivery location, item description, quantity, Dallas ISD SKU and customer assignment numbers when provided on the order, unit size, unit price, extended price and total. Issue credits for shortages, damage and recalls within 30 days.

Reporting. Provide monthly purchase reports by item, quantity, value and delivery location; quarterly rebate and allowance reconciliation; fill rate and substitution reports; recall reports as applicable; annual usage summaries;

and domestic sourcing documentation when required. Reports shall be electronic.

Catalog discount. For catalog discount bid line item 1, vendors may offer a percentage discount from catalog price for unspecified or newly developed products. Discounts may differ by product or manufacturer and may be zero. A blank line means No Catalog Bid. Include a current catalog or link to the online catalog with the bid.

8. Samples, marketing and vendor support

Samples. Samples are not required with the bid. After bid closing, FCNS may request up to one case of a product for qualification or testing, including student taste tests. If requested, deliver within two to three days, Monday through Friday, 7:00 a.m. to 3:30 p.m., to the FCNS Front Office, 1515 Al Lipscomb Way, Dallas, TX 75215, attention Lakeshia Jones, care of Robert Cantu. Do not charge for samples or delivery.

Marketing support. After award, Dallas ISD shall review and approve technical support, training and promotional items related to awarded products. Vendors may provide mutually agreed marketing and promotional assistance only for the benefit of child nutrition programs. Such assistance is optional and shall not interfere with fair, open and competitive procurement. The FCNS Director of Support Services must approve all materials and promotions used in schools before shipment or use; failure to obtain approval may result in termination. All promotional activity shall follow the District’s local wellness policy.

Account service. Assign an account representative familiar with school nutrition programs and maintain a customer service line during operating hours with urgent escalation contacts. The representative shall support quarterly business reviews, resolve ordering, delivery and invoicing issues within two business days, coordinate no charge samples, and provide information on compliant product development, menus and student acceptance.

9 Vendor qualifications and evaluation Vendors should document experience serving comparable school nutrition programs, distribution capacity and inventory, regulatory knowledge, food safety and recall controls, financial stability, and licenses, permits and insurance. Submit three comparable customer references with contact details, contract period and scope.

Explain Small Business Enterprise (SBE) certification and participation, including certified firms, committed work or spending, good faith efforts, reporting, and approval before substitution of an SBE partner.

Appendix A

Clean label ingredient review

The table below contains a list of non-preferred ingredients in line with Legislative Bill #314. 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 NON-PREFERRED INGREDIENTS

INGREDIENTS INDUSTRY NAME

Artificial Colors Synthetic Food Dyes (Blue 1, Blue 2, Green 3, Red 3, Red 40, Yellow 5, Yellow 6, Citrus Red 3, Orange B), Caramel Color CL3-4, Color additive Titanium dioxide (TiO2)

Artificial Flavors Any & All Additives Considered Artificial and unspecified natural flavors, Monosodium Glutamate

(MSG)

ANTIOXIDANTS

BHA Butylated Hydroxyanisole (BHA) BHT Butylated Hydroxytoluene (BHT) Propyl Gallate Propyl 3, 4, 5 Trihydroxybenzoate Propyl Paraben Propyl 4-hydroxybenzoate TBHQ Tertiary Butylhydroquinone (TBHQ)

EMULSIFIERS

BVO Brominated Vegetable Oils (BVO) CMC Carboxymethylcellulose (CMC), Polysorbates

SWEETNERS

HFCS High Fructose Corn Syrup (HFCS) NutraSweet Aspartame Stevia Rebaudioside Stevia Extracts Sweet' n Low Saccharin Sugar Alcohols Erythritol, Lycosin, Lactitol, Maltitol, Sorbitol, Xylitol, Hydrogenated Starch Hydrolysate (HSH), etc.

FLOUR/FLOUR ADDITIVES

Flour Treatment Agents Azodicarbonamide (ADA), Bromated Flour/Potassium Bromate, Potassium Iodate

MEAT ALTERNATIVE PRODUCTS MEAT ALTERNATIVE PRODUCTS

Meat alternative products Mycoprotein

CHEMICALS USED IN PACKAGING CHEMICALS USED IN PACKAGING

Bisphenol A (BPA) Appears in polycarbonate plastics used in food and drink packaging and in coatings on metal food cans and bottle tops

**Regarding Caramel Color Class III and Class IV, the FDA does not mandate specifying the class of caramel coloring in the ingredient list. Questions & Answers About 4-MEI | FDA

For all food bid submissions that contain caramel color as an ingredient, vendors must specify the Caramel Class upon bid submission for FCNS to carefully review and assess compliance of specifications.

2026-2027 Solicitation timeline.pdf