2-Chemicals RFQ 27-SNS-003.pdf

Rochester Public Schools | ISD 535 Student Nutrition Services

RFQ # 27-SNS-003 | Chemicals Page 1 of 7

REQUEST FOR QUOTATION

Chemical Products Student Nutrition Services Department

RFQ # 27-SNS-003

Issue Date June 8, 2026

Submission Deadline June 19, 2026 at 1:00 pm CST — via Euna eProcurement only

RFQ # 27-SNS-003 | Chemicals Page 2 of 7

Rochester Public Schools (RPS), Independent School District 535, invites qualified vendors to submit quotations for the 2026–2027 school year for the supply and delivery of chemicals and related products for use by the Student Nutrition Services Department.

This procurement is conducted in accordance with:

• 2 CFR Part 200 (Uniform Administrative Requirements)

• 7 CFR Part 210 (NSLP regulations)

• Minnesota Department of Education Procurement Guidance

• Minnesota Statute 123B.52

Award will be made to the lowest responsive and responsible vendor(s) meeting specifications.

RFQ Contact

All communication regarding this RFQ must be conducted through the Euna eProcurement system and directed to: Tanner Sorensen, Purchasing Manager.

Respondents and their representatives are prohibited from contacting any RPS employees, officers, agents, elected or appointed officials, or other representatives regarding this RFQ, other than the RFQ Contact. Failure to comply with this requirement may result in disqualification and rejection of the respondent’s quotation.

Scope of Work

Product Requirement

• All chemical products must meet applicable federal, state, and local regulations, including NSF/USDA standards where applicable for food service environments.

• Products must perform satisfactorily in both soft and hard water conditions.

• Vendor shall provide service and maintenance for vendor-owned equipment located within the District as requested. Must supply vendor-owned chemical dispensing systems, including installation, maintenance, and replacement of injectors, pumps, aspirators, tubing, fittings, and test kits as required.

• Service response will be in a timely manner, within twenty-four hours and to the District's satisfaction.

• All products must be compatible with existing Student Nutrition Services equipment and operations.

• Vendor must provide a complete list of available chemicals, concentrations, and intended uses.

Health and Safety

• The vendor shall provide on-site training for District staff as required. All instructional materials and training aids shall be supplied by the vendor, including but not limited to flip charts, product manuals, ordering guides, Safety Data Sheets (SDS), and any other supporting training resources.

• The vendor is responsible for providing Safety Data Sheets (SDS) for all chemical products to ensure a safe working environment and compliance with all applicable local, state, and federal regulations governing hazardous materials.

• Any chemical product not previously approved by the District must have an SDS submitted and reviewed for approval prior to shipment. No unapproved chemical products shall be delivered.

RFQ # 27-SNS-003 | Chemicals Page 3 of 7

• The vendor shall maintain a 24-hour, 7-day-per-week emergency contact number to provide immediate assistance related to chemical spills, exposure incidents, accidents, or other emergencies involving vendor-supplied products.

• The vendor shall coordinate and maintain an ordering system in collaboration with the Student Nutrition Services (SNS) leadership team, utilizing an online ordering platform and/or approved order forms.

Estimated Usage

• Approx. 173 school days

• Quantities are estimates only - no guaranteed minimum purchase

Delivery Requirements

• Delivery to District sites required

◦ Longfellow Elementary start date: July 20, 2026

◦ District-Wide schools start date: August 24, 2026

• Chemicals must be delivered in appropriate, sealed, and labeled containers

• Products must be stored and transported in compliance with all applicable safety regulations

• No minimum order requirements

• No fuel surcharge, delivery charge, or other additional charges

Product List and Estimated Quantities

The following table reflects the District’s estimated annual chemical usage. Quantities are provided for evaluation and planning purposes only and are not guaranteed. Actual usage may fluctuate based on operational needs and program requirements. The Owner reserves the right to increase or decrease the quantities.

Item # Product Description Est. Annual Qty Unit

1 Dish Machine Detergent, Solid 100 4/8lb

2 Fast Drying Rinse Additive 100 4/1gal

3 Lime Scale Remover 90 4/1gal

4 Multi Quaternary Sanitizer 40 4/1gal

5 Liquid Pot and Pan Detergent 40 4/1gal

Vendor Requirements

Vendors are responsible for ensuring all required information and supporting documentation are included with their quote submission at the time of submission.

Vendors must have been continuously operating in business for a minimum of three (3) consecutive years prior to January 1, 2026.

RFQ # 27-SNS-003 | Chemicals Page 4 of 7

Required at Submission

• Quote

• Pricing Sheet

• SDS for all products being quoted

• References from at least three similar contracts that demonstrate the vendor’s capability to fulfill the contract.

• Signed Vendor Acknowledgement

• Completed IRS Form W-9

Incomplete submissions - missing pricing on any line item, no Acknowledgment, or no W-9 will be deemed non-responsive.

Pricing, Contract Term and Option to Renew

Pricing

• Firm, fixed unit pricing

• FOB Destination (delivered to each site) required

• Must include all costs related to freight, handling, and delivery (including bulk cartons, bags, etc.) - no hidden fees

• No Minimums or Service Charges: The District will not accept proposals that include minimum order requirements or additional service charges. All proposed pricing must be fully inclusive, with no additional fees for delivery, pick-up, handling, or administrative costs.

• No cost-plus-percentage pricing allowed (2 CFR 200.323(d))

• Option to extend the contract for additional terms provided all pricing, terms, and conditions remain unchanged, the quality of service remains satisfactory to the District, and all specifications continue to be met.

• A performance review will be conducted jointly by the vendor and the District at the conclusion of the twelve (12) month term if the District elects to extend the contract. The review process will serve as a benchmark for continued improvement and service quality.

Contract Term

• July 1, 2026 – June 30, 2027

Option to Renew

● The contract may be extended for additional periods provided all terms and conditions remain unchanged, service quality continues to meet District expectations, and all specifications are satisfied. The District reserves the sole right to extend the agreement for up to an additional twenty-four (24) months

Quote Submission

All quotes must be submitted via Euna eProcurement.

• No late submissions accepted

• No email or paper submissions

• See complete list of required documents under Vendor Requirements

Quote Confidentiality:

RFQ # 27-SNS-003 | Chemicals Page 5 of 7

All quotes submitted through Euna eProcurement are confidential and will not be disclosed to other vendors or the public prior to award. Vendors must not share their pricing with other vendors during the solicitation period. Any breach of confidentiality may result in disqualification.

Evaluation and Award

Award will be made to the lowest priced, responsive and responsible vendor meeting all specifications.

• Meets all product specifications

• Submitted all required documentation by the submission deadline

• Meets all delivery requirements

• Complies with the Buy American provision (7 CFR 210.21)

Award Notification:

All vendors who submitted a quote will be notified of the award decision in writing through the Euna eProcurement platform. Notification will be issued following Board approval or administrative award, whichever applies.

RPS reserves the right to:

• Award by item, group, or total

• Award multiple vendors if it benefits the district’s operational efficiency

• Reject any or all quotes, waive defects, or cancel contracts due to non-performance.

• Select the quote that best meets the district’s needs and requirements

• Select the next best responsive quote if the initially selected vendor fails to meet requirements

• Issue a new RFQ if deemed necessary

• Take any other action that is in the best interest of the district

• A purchase order will serve as the binding contract for this award, subject to compliance with all stated terms and conditions.

• The District will be the sole and final authority in determining the successful vendor.

Terms and Conditions

The vendor shall comply with all applicable federal, state, and local laws and regulations, including those governing the National School Lunch Program (NSLP), as well as the Rochester Public Schools Terms and Conditions, which are incorporated herein by reference and apply to this RFQ and any resulting contract.

Equal Opportunity Vendor must comply with Title VI Civil Rights Act and USDA nondiscrimination requirements.

Non-Discrimination The vendor shall comply with Minnesota Statute 181.59 and shall not discriminate in hiring or employment practices based on race, color, creed, religion, national origin, sex, marital status, disability, public assistance status, sexual orientation, or age.

Buy American

RFQ # 27-SNS-003 | Chemicals Page 6 of 7

The vendor shall comply with the Buy American provision (7 CFR 210.21). To the maximum extent practicable, only domestic agricultural commodities and products shall be provided unless an approved exception applies.

Debarment and Suspension The vendor certifies that it is not debarred, suspended, or otherwise excluded from participation in federally funded programs (2 CFR Part 180 and 200.214). Certification is made through the signed Vendor Acknowledgment.

Rights to Inventions (37 CFR Part 401) Any invention made by the vendor or its employees in the performance of work under this contract that is supported by federal funding is subject to the rights and obligations set forth in 37 CFR Part 401 and applicable federal agency regulations. The vendor agrees to comply with all reporting and licensing requirements related to such inventions.

Affirmative Steps – Small, Minority, Women’s, and Veteran-Owned Businesses (2 CFR 200.321) The vendor shall take affirmative steps to include small businesses, minority-owned businesses, women’s business enterprises, veteran-owned businesses, and labor surplus area firms in subcontracting opportunities where possible. The District, as the recipient, has taken affirmative steps to solicit this procurement from such firms. This requirement applies to all contracts and subcontracts at any tier.

Recovered Materials (2 CFR 200.323 / Solid Waste Disposal Act §6002) To the extent applicable, the vendor shall comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. For products designated by the U.S. Environmental Protection Agency under 40 CFR Part 247, the vendor shall procure items composed of the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition.

Lobbying Certification If the total value of this contract equals or exceeds $100,000, the vendor certifies, by submission of a quote, that: (1) no federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence a federal employee or member of Congress in connection with the awarding of any federal contract, and (2) the vendor shall disclose any lobbying activities using non-federal funds as required by 31 U.S.C. §1352 and applicable regulations. This certification is required regardless of the procurement method used.

Pricing All pricing shall be firm and fixed for the contract term and shall include all costs associated with delivery. Cost-plus-percentage-of-cost pricing is not permitted.

Delivery The vendor shall meet all delivery requirements as specified in this RFQ. The vendor is responsible for all transportation costs, including freight charges, as well as any shortages or damage that occur during transit. Failure to meet delivery expectations may result in corrective action or contract termination.

Payment Payment will be made within 35 days of receipt of a complete and accurate itemized invoice, in accordance with Minnesota prompt payment requirements.

RFQ # 27-SNS-003 | Chemicals Page 7 of 7

Rochester Public Schools is exempt from federal excise taxes and Minnesota sales and use taxes. The district will provide tax-exempt documentation upon request.

Record Retention The vendor shall retain all records related to this contract for a period of three (3) years after final payment and shall make such records available upon request.

Termination for Cause and Convenience The district reserves the right to terminate this contract for cause due to vendor non-performance or failure to meet contract requirements. The district may also terminate the contract for convenience with a 30-day written notice.

Right to Reject The district reserves the right to reject any or all quotes, waive informalities, and make the award in the best interest of the district.

Subcontracting No subcontracting shall occur without prior written approval from the district.

Force Majeure The vendor shall not be held responsible for delays due to events beyond reasonable control, including acts of God, government actions, or other unforeseen circumstances.

Contract Formation A purchase order issued by the district shall serve as the binding agreement between the parties.