2-RFP 39300-261 Shelf Stable Meals FINAL.pdf

Request For Proposals 39300-261 for

SHELF STABLE MEAL SERVICES

Purchasing Department Wicomico County Public Schools purchasing@mywcps.org mailto:purchasing@mywcps.org

RFP 39300-261 SHELF STABLE MEAL SERVICES TOC-1

TABLE OF CONTENTS

PROPOSAL DOCUMENTS: The RFP Documents consist of the following:

00030 – Notice to Proposers

00090 – Instruction to Proposers

00100 – General Conditions

00110 – Supplementary Conditions

00111 – Technical Proposal Form Instructions

00300 – Proposal Form - Technical

00301 – Proposal Form - Pricing

01000 – Scope of Work & Specifications

Attachments A – References

RFP 39300-261 SHELF STABLE MEAL SERVICES 00030-1

Rick Konrad Purchasing Manager

410-677-4571 rkonrad@mywcps.org

Business Support Services

NOTICE TO PROPOSERS

RFP 39300-261 - Shelf Stable Meal Services

The Board of Education of Wicomico County will receive sealed proposals for Shelf Stable Meal Services due by March 18, 2026, 2:00 PM EST.

Bids are to be delivered via Euna/Bonfire Procurement Portal at https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities.

This is a services contract. Therefore, a Pre-proposal Conference and site visit are not needed.

No Proposer may withdraw their submission within ninety (90) days of the date and time of RFP opening. The Board of Education may extend the time and place for the opening of proposals by notification via addendum published on the procurement portal site.

The Board of Education of Wicomico County reserves the right to reject any or all submissions and waive formalities, informalities, and technicalities therein. The Board reserves the right to contact a Proposer for clarifications and may, at its sole discretion, allow a Proposer to correct any and all formalities, informalities and technicalities in the best interest of the Board.

Certified Minority Business Enterprises are encouraged to respond to this solicitation notice, but an MBE Plan is not required.

Rick D Konrad Rick D Konrad, NIGP-CPP Procurement Manager purchasing@mywcps.org https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities

RFP 39300-261 SHELF STABLE MEAL SERVICES 00090-1

INSTRUCTIONS TO PROPOSERS

1. CLARIFICATIONS

A. If any person who contemplates submitting an offer is in doubt as to the true meaning of any part of the Terms and Conditions, Proposal Documents, and/or Request for Proposal (RFP), they may submit a written request for an interpretation thereof, delivered to purchasing@mywcps.org with a cc to droberts@mywcps.org no fewer than seven (7) working days prior to the time and date the offers are due.

Answers will be provided within three (3) working days of the solicitation deadline.

B. WCPS will not be responsible for any other interpretations or explanations of the

Terms, Conditions, and/or Specifications that are not provided in writing via addendum.

2. EXCEPTIONS

A. It shall be the responsibility of the Contractor to include with their Proposal a list and clarification of any deviations from or qualifications of the Terms, Conditions and Specifications.

B. The list must be attached to the Price Proposal Form. WCPS will not negotiate exceptions after the submission of the Proposal. Failure to provide a list of all exceptions may result in disqualification or withdrawal of award.

3. INTERPRETATION OF THE TERM "EQUAL"

The Board of Education of Wicomico County (Board) reserves the right to evaluate the quality of articles offered as alternate or equal, and reserves the right to reject any or all articles judged not equal.

4. PROPOSAL SUBMISSIONS: All Proposals must include the Proposal Forms included in the RFP Documents signed by an officer capable of committing the offeror to contractual relationships.

A. Any Proposal may be withdrawn prior to the RFP’s due date and time; however, all

Proposals are considered final after the date and time for receipt of Proposals.

B. Final Proposals may not be altered, withdrawn, or canceled, for a period of 90 days after the time and date designated for receipt of Proposals.

C. Proposals must be delivered to the Purchasing Department via the submission portal mentioned in the Notice to Proposers.

D. Proposal submisisons WILL NOT be accepted through eMaryland Marketplace, fax, email, or regular mail.

5. ANTI-COLLUSION

By signing the Proposal Form, the Proposer understands that, in accordance with the Annotated Code of Maryland Finance and Procurement Article 11-205; a person who, for mailto:droberts@mywcps.org

RFP 39300-261 SHELF STABLE MEAL SERVICES 00090-2

the purpose of defrauding the Board, acts in collusion with another person in connection with the procurement process is liable for damages.

6. ANTI-BRIBERY/DEBARMENT

This procurement is subject to the Annotated Code of Maryland Finance and Procurement Article 16 concerning Debarment of Contractors. By signing this Form of Proposal, the offeror agrees that he understands and is in compliance with Article 16.

7. POLITICAL CONTRIBUTION DISCLOSURE

Election Law Article, §§14-101—14-108, Annotated Code of Maryland, requires that every person that enters into contracts, leases, or other agreements with the State of Maryland, including its agencies or a political subdivision of the State, during a calendar year in which the person receives in the aggregate $100,000 or more shall file with the State Board of Elections a statement disclosing contributions in excess of $500 made during the reporting period to a candidate for elective office in any primary or general election.

8. CHILD SEX OFFENDER NOTIFICATION

A. Maryland law requires certain child sex offenders to register with the local law enforcement agency. One of the purposes of this law, found in Article 17.792, is to inform school systems when a child sex offender is residing or working in the area.

When the child sex offender registers, the local police are required to notify the Superintendent of Schools, and the Superintendent, in turn, is required to send a notice to school principals.

B. As a Contractor working for WCPS, we require that you do not employ convicted child sex offenders to work on projects for our school system if they, as a result, are required to perform delivery, installation, repair, construction or any other kind of services on WCPS property.

9. CRIMINAL BACKGROUND CHECK AND WORKER ASSIGNMENT:

A. Effective July 1, 2015, amendments to 6-113 of the Education Article of the Maryland

Code further require that a contractor or subcontractor for a local school system may not knowingly assign an employee to work on school premises with direct, unsupervised, and uncontrolled access to children, if the employee has been convicted of, or pled guilty or nolo contendere to, a crime involving:

1) A sexual offense in the third or fourth degree under 3-307 or 3-308 of the

Criminal Law Article of the Maryland Code or an offense under the laws of another state that would constitute an offense under 3-307 or 3-308 of the Criminal Law Article if committed in Maryland.

2) Child sexual abuse under 3-602 of the Criminal Law Article, or an offense under the laws of another state that would constitute child sexual abuse under 3-602 of the Criminal Law Article if committed in Maryland; or

3) A crime of violence as defined in 14-101 of the Criminal Law Article, or an offense under the laws of another state that would be a violation of 14-101 of the Criminal Law Article if committed Maryland, including: (1) abduction; (2) arson in the first degree; (3) kidnapping; (4) manslaughter, except involuntary

RFP 39300-261 SHELF STABLE MEAL SERVICES 00090-3

manslaughter; (5) mayhem; (6) maiming; (7) murder; (8) rape; (9) robbery; (10) carjacking; (11) armed carjacking; (12) sexual offense in the first degree; (13) sexual offense in the second degree; (14) use of a handgun in the commission of a felony or other crime of violence; (15) child abuse in the first degree; (16) sexual abuse of a minor; (17) an attempt to commit any of the crimes described in items (1) through (16) of this list; (18) continuing course of conduct with a child under 3-315 of the Criminal Law Article; (19) assault in the first degree; (20) assault with intent to murder; (21) assault with intent to rape; (22) assault with intent to rob; (23) assault with intent to commit a sexual offense in the first degree; and (24) assault with intent to commit a sexual offense in the second degree.

B. Also effective July 1, 2015, amendments to 5-561 of the Family Law Article of the

Maryland Code mandate that each contractor and subcontractor shall require that any individuals in its work-force must undergo a criminal background check if the individuals have direct unsupervised, and uncontrolled access to children.

10. TAXES:

A. Nothing in these Terms and Conditions and Specifications shall be construed as relieving the Contractor of his responsibilities in paying all applicable taxes.

B. Sales of materials used to improve the realty of government entities are taxable. The Maryland Sales and Use Tax Exemption Certificate of the Wicomico County Board of Education should not be used by contractors performing such work.

A. None of the materials to be provided, furnished or installed on this project shall contain asbestos or any other "hazardous substance" as that term is defined by Federal or State law.

11. NONDISCRIMINATION:

A. NONDISCRIMINATION CLAUSE: In accordance with the Annotated Code of

Maryland, State Finance and Procurement Article 13-219, discrimination on the basis of sex, race, age, color, creed, or national origin is prohibited under the terms of this contract by any contractor, sub-contractor, or sub-sub-contractor.

B. Contractors and sub-contractors are required to include similar notification in all sub-contracts for other than standard commercial supplies or raw materials and are required to post notice of this provision so that the notice will be available to the Contractor's and/or sub- contractor's employees and applicants.

12. MINORITY BUSINESS ENTERPRISE PROCEDURES:

A. The Wicomico County Public Schools encourages all qualified Minority Business

Enterprises (MBE) to apply for certification with the Maryland Department of Transportation (MDOT).

B. An MBE Plan is not required for this solicitation.

RFP 39300-261 SHELF STABLE MEAL SERVICES 00090-4

END INSTRUCTIONS TO PROPOSERS

RFP 39300-261 SHELF STABLE MEAL SERVICES 00100 - 1

GENERAL CONDITIONS

1. DEFINITIONS:

Addendum: Written change or revision to the RFP Documents issued to the prospective Proposers prior to the time of receiving Proposals.

Alternate: The sum to be added to, or deducted from, the Base Pricing Proposal if the change in scope of work as described in Alternates is accepted by WCPS.

WCPS: Wicomico County WCPS of Education / Wicomico County Public Schools also WCBE and WCPS.

Furnish: Purchase and deliver to site of installation.

Holidays: The following holidays are recognized for holiday pay rates

New Years Day Memorial Day Independence Day Labor Day Thanksgiving Day Christmas Day

Install: Fix in place, for materials; and fix in place and connect, for equipment.

Owner: WCPS, authorized employees, and authorized representatives.

Secure: Obtain.

2. CONTRACT DOCUMENTS:

A. The RFP Documents as modified by any addenda and the Proprosal shall become the Contract Documents upon award by WCPS.

B. The Contract Documents shall include:

1) Original RFP, Addenda(s), and Exhibits.

2) The completed Technical Proposal Form and the Proposal Pricing Form.

3) And any additional information required with the Proposal Forms.

4) Any modification amending or extending the work shall be proposed and accepted in writing and shall be as binding as if originally included in the Contract Documents.

C. The Contract Documents are complimentary, and anything required by one shall be as binding as if required by all.

RFP 39300-261 SHELF STABLE MEAL SERVICES 00100 - 2

In case of conflicts within the Contract Documents, the order of precedence of interpretation shall be:

1) Original RFP, Addenda(s), and Exhibits.

2) The completed Technical Proposal Form and the Proposal Pricing Form.

3) Any modification amending or extending the work.

D. Should any discrepancy appear or any misunderstanding arise as to the importance of anything contained in the specifications or plans, the matter shall be referred to the Project Manager. Suitable instructions will be given or corrections made when any such error or omission is discovered.

3. SUBCONTRACTORS:

A. Nothing contained in the Contract Documents shall create any contractual relationship between any Subcontractor and WCPS. WCPS shall be deemed to be the third party beneficiary of the contract between the contractor and the subcontractor. If the Contractor does not specify a Subcontractor for any portion of the work to be performed under this Contract, he agrees to perform that portion of the work with their own forces.

B. The Contractor shall not substitute any other person or firm as a Subcontractor, other than those listed in the Proposal submitted by them, without the written approval of WCPS. WCPS reserves the right of approval of all subcontractors proposed for use on this work, and to this end, may require financial, performance and such additional information as is needed to secure this approval.

C. The Contractor shall insert appropriate provisions in all subcontracts pertaining to work on this Project requiring the Subcontractors to be bound by all applicable terms of the Contract Documents.

The Contractor shall be as fully responsible for the acts and omissions of their Subcontractors, and of persons either directly or indirectly employed by them, as he is for the acts and omissions of persons directly employed by them.

4. GOVERNING LAW AND VENUE:

The Contract shall be construed in accordance with, and interpreted under, the Laws of the State of Maryland. Any lawsuit arising out of such Contract shall be filed in the appropriate State Court of competent jurisdiction located in Wicomico County, Maryland.

5. CLAIM AND DISPUTES:

A. The Owner shall in no way be obligated to enter into mediation proceedings with a Contractor for any purpose whatsoever. The Owner will reserve unto itself the right to determine what form of litigation and its locations are appropriate at the time the dispute arises.

RFP 39300-261 SHELF STABLE MEAL SERVICES 00100 - 3

B. The Owner shall in no way be obligated to enter into arbitration proceedings with a Contractor for any purpose whatsoever. The Owner will reserve unto itself the right to determine what form of litigation and its locations are appropriate at the time the dispute arises.

6. INSURANCE

A. The Contractor shall not commence work under this contract until they have obtained all insurance required under this Article and such insurance has been approved by the Owner.

The Contractor shall provide to the Procurment Division a Certificate of Insurance with their submission indicating the coverages below prior to the start of any work and agrees to maintain such insurance until the completion of the contract. The minimum insurance coverages shall be:

B. Workmen's Compensation: The Contractor shall maintain throughout the life of the contract statutory Workers' Compensation, including Maryland benefits and employer's liability with limits of $100,000/$100,000/$500,000 for all of the Contractor's and any sub-contractor's employees who will be engaged in the work at the sites of the project.

C. Commercial General Liability: The Contractor shall establish and maintain throughout the life of the contract Commercial General Liability Insurance - $2,000,000 each occurrence/general aggregate covering all premises and operations and including Personal Injury, Completed Operations, Contractual Liability and where applicable to the project as determined by the Purchasing Agent, Products and Independent Contractors. The general aggregate limit is to apply per project; and

D. Business Automobile Liability: $2,000,000 Combined Single Limit (Owned, non-owned and hired).

E. WCPS requires a forty-five (45) day notice, in writing, of cancellation, non-renewal or change in insurance coverage affecting this project. This written notice shall be furnished by the Contractor's insurance carrier(s) or insurance agent(s) to WCPS's Purchasing Division.

F. All Proposers should have current Certificate of Insurance (ACORD certificates) included with the submission. Failure to provide the ACORD certificate may result in the Proposer’s offer being considered non-responsive.

The Certificate of Insurance shall be provided in the RFP submission with the Proposal Pricing Form file. Wicomico County Public Schools shall be named as an additional insured, including its elected or appointed officials, agents and employees.Coverage must be primary with respect to WCPS, its agents and employees.

7. CODES AND REGULATIONS:

RFP 39300-261 SHELF STABLE MEAL SERVICES 00100 - 4

A. The Contractor shall be knowledgeable of and comply with all codes, ordinances, regulations or orders of properly constituted authority having jurisdiction over the services provided under this Contract.

B. All services and materials shall be in full accordance with the latest rules and regulations and other applicable State laws or regulations.

8. TIME:

A. It shall be understood that time is of the essence of the Contract, and the Contractor must prosecute their services diligently and regularly at such a rate of progress as to ensure completion of the work within, or sooner than, the time specified.

The Contractor shall commence the work on the date indicated in the Notice to Proceed, and they agree to complete all work described by the Contract Documents within, or sooner than, the number of calendar days required in the Contract or within the regular schedule agreed to.

B. Failure to prosecute the work in a timely manner and according to the work schedule is considered a breach of Contract and is cause for termination of the Contract according to the Article on "RIGHT TO TERMINATE CONTRACT."

9. COORDINATION WITH OTHER CONTRACTS:

A. WCPS reserves the right to do other work or award other contracts in connection with this Project. If this is the case, the Contractor shall schedule and coordinate their work in such a manner as not to interfere with the work of others. If conflict arises as a result of other work on this project, the Contractor shall promptly notify the Project Manager.

WCPS will issue such instructions as are necessary to correct the matter. WCPS shall not be liable for the failure of another Contractor to comply with such instructions.

B. If any part of this Contractor's work depends upon the work of a separate Contractor, this Contractor shall inspect such other work and promptly report in writing to the Project Manager any defects in such other work that render it unsuitable to receive the work of this Contractor.

Failure of this Contractor to so inspect and report shall constitute an acceptance of the other Contractor's work, except as to defects which may develop in other Contractor's work after execution of this Contractor's work.

C. If, through acts of negligence on the part of this Contractor, any other contractor or subcontractor shall suffer loss or damage to the work this Contractor shall make a reasonable effort to settle with such other contractor and subcontractor by agreement or arbitration.

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If such other contractor or subcontractor shall assert any claim against WCPS, on account of any damage alleged to have been so sustained, WCPS shall notify this Contractor, who shall defend such proceedings at their own expense and hold harmless WCPS and the from any such claim.

10. PAYMENTS:

A. Invoices for payment shall be submitted to WCPS within 60 days of completion of your work - FAILURE TO DO SO MAY RESULT IN FORFEITURE OF PAYMENT AS ALL POs WILL BE CLOSED AT THIS TIME.

B. Send all invoices, correspondence and required documents to the the attention of WCPS Accounts Payable, 2424 Northgate Drive, PO Box 1538, Salisbury, MD 21801. Invoices may also be sent via eamil to acctspay@mywcps.org.

C. ALL INVOICES MUST REFERENCE THE CONTRACT NAME, NUMBER, AND

PURCHASE ORDER NUMBER. Failure to provide any of this information may result in the return and/or rejection of submitted invoices.

D. WCPS offers the following payment options:

1) ACH payment (preferred)

2) P-Card

3) Physical check

E. Payments Do Not Imply Acceptance of Work: The granting of any progress payment or payments by WCPS or the receipt thereof by the Contractor, shall not constitute acceptance of the work or of any portion thereof, and shall in no way lessen the liability of the Contractor to replace unsatisfactory work or material, whether or not the unsatisfactory character of such work or material was apparent or detected at the time such payment was made.

F. Payment to Subcontractors and Suppliers: The Contractor shall pay each Subcontractor and supplier promptly on receipt of each progress payment from WCPS for the materials, labor and equipment delivered to the site or incorporated in the work by each Subcontractor during the period for which the progress payment is made, less any retention as provided above. In the event of a loss by a Subcontractor or supplier for which insurance monies are paid, the Contractor shall pay Subcontractor or supplier a just share thereof.

G. Release: The Contractor and each assignee under an assignment in effect at the time of final payment shall, if required by WCPS, execute and deliver at the time of final payment and as a condition precedent to final payment, a release in form and substance satisfactory to and containing such exemptions as may be found appropriate by WCPS, discharging WCPS, its officers, agents and employees of and from liabilities, obligations and claims arising under this Contract.

11. MODIFICATIONS OF CONTRACT

mailto:acctspay@mywcps.org

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A. Adjustments To Contract: After award of contract, questions and correspondence relative to request for deviation from the Specifications, Terms or Conditions of the Contract must be directed to the Project Manager.

B. Any adjustment permitted under the terms of this contract will be only as authorized by the Purchasing Division in the form of a contract amendment and/or a written Purchase Order Change Notice.

C. Oral Modifications: No oral statements of any person whom so ever shall in any manner or degree modify or otherwise affect the terms of the Contract. No directive shall be responded to unless direction was made by the Project Manager.

Any changes to the scope of work will be only as authorized by the Project Manager. No other staff member shall be considered authorized.

D. Changes In The Work: WCPS, before the date of acceptance of the work, may order changes in the work (called Modifications) herein required, and may order extra work in connection with the performance of the Contract, and the Contractor shall promptly comply with such orders and any such orders shall be carried out by the Contractor in accordance with the intent of the original Contract specifications.

E. Cost Breakdown: The Contractor shall provide all cost information requested by the Project Manager so that a Change may be processed.

12. HOLD HARMLESS:

A. The Contractor shall, to the fullest extent permitted by law, defend, indemnify and hold harmless WCPS, its elected or appointed officials, employees, and agents from and against any and all claims, damages, losses and expenses including, but not limited to, attorney's fees arising out of or a result of the performance of this contract.

B. Such indemnification shall extend to all claims, demands, or liabilities occurring after completion of the project as well as during the progress of the work.

13. CONTRACTOR’S GUARANTEE:

By offering a Proposal, it is mutually understood and agreed between the Owner and Contractor that the Proposer (Contractor):

A. Certifies that materials used in the product conform to the Specifications contained herein.

B. Guarantees their products against defects.

C. Certifies that any and all liens for labor and materials used in this contract have been resolved or will be resolved, should they be filled, and that the Contractor shall settle any and all claims without annoyance to the Owner.

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D. Guarantees that they will comply with all federal, state, county, or city codes, laws, regulations, and ordinances appropriate to their services and has obtained and paid for any license, permit, or certificate required in the performance of their work.

14. DAMAGE:

The Contractor shall be held responsible for, and shall be required to make good at their own expense, any and all damages done or caused by them or their agent(s) in the execution of this contract.

END OF GENERAL CONDITIONS

RFP 39300-261 SHELF STABLE MEAL SERVICES 00110 - 1

SUPPLEMENTARY CONDITIONS

1. INTENT:

A. These Conditions and Specifications are intended to cover RFP 39300-261

SHELF STABLE MEAL SERVICES for the Wicomico County Public Schools

(WCPS).

B. The successful Proposer is to provide labor, products, and delivery to successfully perform this contract.

2. PERIOD OF CONTRACT:

A. The initial contract period shall begin upon award and remain in full force and effect until December 31, 2027, unless terminated or extended by the WCPS.

B. The Contract shall have the following options: Up to three (3) one-year renewals

C. Price adjustments must be approved by the Project Manager and Purchasing Department as outlined in the Contract documents.

D. All billing must be submitted within sixty (60) days of project completion.

3. TECHNICAL AND PROPOSAL QUESTIONS:

A. All questions must go through the Purchasing Division.

B. The Proposer must contact purchasing@mywcps.org via email and cc:

droberts@mywcps.org no later than 4:30 PM EST seven (7) working days prior to the bid deadline. Questions will not be addressed after this date.

C. All answers will be provided via addendum posted on the Electronic Solicitation Portal by at least 10:00 AM three (3) working days prior to the deadline.

4. RFP DOCUMENTS:

The RFP Documents consist of those documents listed in the table of contents of this RFP packet as well as any addenda released during the solicitation process.

5. METHOD OF PROPOSAL:

A. Projects must be submitted on the basis of Technical Proposal Form as well as

Price Proposal Form submitted as separate documents in the Electronic Solicitation Portal.

B. NOTE: Both Proposal forms must be filled out and signed including the acknowledgement of all addenda on both forms.

mailto:droberts@mywcps.org https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities https://wicomicoschools.bonfirehub.com/portal/?tab=openOpportunities

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C. Prices quoted shall not include Federal Excise or State Sales and Use taxes, or any other taxes from which WCPS is exempt.

D. Exemption certificates will be furnished upon request.

E. Proposals shall not be withdrawn or altered for a period of ninety (90) days after the opening thereof.

6. BASIS OF AWARDING:

A. The award is based on the highest scoring responsive and responsible submission (Best Proposal) as per the scoring matrix provided in Section 01000 Subsection 7.B.

B. WCPS reserves the right to reject any or all offers and waive formalities, informalities and technicalities in any offer.

C. In awarding the contract, consideration will be given to any previous performance for WCPS as to the quality of service and merchandise and with regard to the Contractor’s ability to perform, should they be awarded the contract.

D. WCPS reserves the right to accept that offer which, in its judgment, best serves the interests of WCPS, without regard to the same being the lowest offer.

7. CONTRACT:

Consists of all solicitation documents, the Proposal submission, and the Award Notification. NOTE: Failure to sign the Proposal Form may result in disqualification of the submission.

8. TERMINATION:

A. Breach: Should Contractor fail to fulfill in a timely and proper manner its obligations under this contract or if it should violate any of the terms of this contract, WCPS shall have the right to immediately terminate the contract. Such termination shall not relieve Contractor of any liability to WCPS for damages sustained by virtue of any breach by Contractor.

B. Funding: Should funding for this contract be discontinued, WCPS shall have the right to terminate the contract immediately upon written notice to Contractor.

C. Notice: WCPS may terminate this contract at any time upon thirty (30) days written notice to Contractor.

9. Issued under Local Board of Education authority. Vendors must comply with Maryland laws, MSDE requirements, and USDA regulations.

10. Vendors must comply with federal civil rights laws. No person shall, on the basis of race, color, national origin, sex, age, or disability, be excluded from participation in, be denied benefits of, or be subjected to discrimination under the program. Vendors

RFP 39300-261 SHELF STABLE MEAL SERVICES 00110 - 3

shall display the USDA Non-Discrimination Statement on all materials and provide complaint procedures per FNS guidelines.

END OF SECTION

RFP 39300-261 SHELF STABLE MEAL SERVICES 000111 - 1

TECHNICAL PROPOSAL FORM INSTRUCTIONS

1. General:

All responses to the Technical Proposal Form must include the following information in the sequence and format prescribed in this section.

Failure to submit any of the required information may result in the bid being declared non-responsive.

A. Submit one (1) electronic of each file in the Electronic Solicitation Portal as per the Section 00030 – Notice to Bidders.

B. Technical Proposal is to be submitted as a separate file from the Pricing Form.

C. Format - Provided in PDF format for all files.

2. Required Elements:

The information requested below is to be provided in this numbered format.

Respondents shall carefully read the information below and submit a complete response to all required elements. Incomplete responses may be considered non-responsive.

A. Proposal Form.

1) Provide a signed copy of the PROPOSAL FORM – TECHNICAL part separate from the PROPOSAL FORM – PRICING.

B. Project Experience

1) Submit information on the form supplied (Attachment A) of three (3) successfully completed projects with similar scope which have achieved substantial completion within the past five (5) years.

2) Provide a resume of the firms project lead including their past experience with similar projects.

C. Project Staffing and Schedule.

1) Provide a detailed delivery schedule.

2) Provide a staffing matrix including primary point of contact.

D. Specifications sheets for all products being provided.

E. Provided Documents:

1) Section 00300 Technical Proposal Form including:

RFP 39300-261 SHELF STABLE MEAL SERVICES 000111 - 2

a) Narrative responses to all sections of this RFP, sample menus and shelf-life documentation, USDA meal pattern compliance for all meal kits, required certifications and assurances, and references.

b) USDA SFSP and SSO meal pattern charts for breakfast, lunch, and snack, including component requirements and serving sizes per 7 CFR Parts 210 and 225.

2) Section 00301 Price Proposal Form (Submitted as a in the portal)

3) Attachment A – References with similar scope of work

RFP 39300-261 SHELF STABLE MEAL SERVICES 000300-1

TECHNICAL PROPOSAL FORM

(DO NOT INCLUDE PRICE INFORMATION)

Wicomico County Public Schools, We have examined and understand the Conditions and Specifications for the furnishing services relating to providing Shelf Stable Meals for WCPS in Wicomico County, Maryland.

All Addendums must be acknowledged below.

Addendum #1 _________________

Addendum #2 _________________

Addendum #3 _________________

Addendum #4 _________________

Others ___________________________________________________________

Any exceptions to the Scope of work or Terms and Conditions must be attached to this Price Form. Failure to do so may result in disqualification after award.

We agree to furnish and deliver those items for which our proposal is accepted, in compliance with the terms, conditions, and specifications contained therein, at the prices set opposite each item on the attached pricing sheet.

This offer is binding and cannot be withdrawn until AFTER 90 days from the date of submission.

DOCUMENTS REQUIRED TO BE SUBMITTED WITH THE TECHNICAL FORM OF PROPOSAL:

Checklist:

• TECHNICAL PROPOSAL AS REQUIRED BY SECTION 000111. _____

• ATTACHMENT A – REFERENCES WITH SIMILAR SCOPE OF WORK _____

See next page for signatures

RFP 39300-261 SHELF STABLE MEAL SERVICES 000300-2

Signature Page

Company Name _________________________________________________________________

Address __________________________________________________________________

City/State/Zip __________________________________________________________________

Phone Number ________________ Email ___________________________________

Name (Printed) Title

Signature Date

Please attach this to the end of the Technical Proposal

RFP 39300-261 SHELF STABLE MEAL SERVICES 00300-1

PRICING PROPOSAL FORM

Wicomico County Public Schools, We have examined and understand the Conditions and Specifications for the furnishing services relating to providing Shelf Stable Meals for WCPS in Wicomico County, Maryland.

All Addendums must be acknowledged below.

Addendum #1 _________________

Addendum #2 _________________

Addendum #3 _________________

Addendum #4 _________________

Others ___________________________________________________________

Any exceptions to the Scope of work or Terms and Conditions must be attached to this Price Form. Failure to do so may result in disqualification after award.

We agree to furnish and deliver those items for which our proposal is accepted, in compliance with the terms, conditions, and specifications contained therein, at the prices set opposite each item on the attached pricing sheet.

This offer is binding and cannot be withdrawn until AFTER 90 days from the date of submission.

Company Name _________________________________________________________________

Address __________________________________________________________________

City/State/Zip __________________________________________________________________

Phone Number ________________ Email ___________________________________

Name (Printed) Title

Signature Date

RFP 39300-261 SHELF STABLE MEAL SERVICES 00300-2

DOCUMENTS REQUIRED TO BE SUBMITTED WITH THE PROPOSAL PRICING FORM:

Checklist:

• PRICING SHEET (Next Page) ____

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RFP 39300-261 SHELF STABLE MEAL SERVICES 00300-3

PRICING SHEET

WICOMICO COUNTY PUBLIC SCHOOLS

12 Weeks of Delivery NOTE: Price Should Include Delivery

Weekly Qty. Item Description Unit Price Total

Price

100 3-Day Meal Box Lunch & Supper

100 5-Day Meal Box Lunch & Supper

100 7-Day Meal Box Lunch & Supper

TOTAL COST

Optional Addition:

WCPS reserves the right to exercise an option for shelf-stable meals kits for students during additional out-of-school periods (e.g., intersession programs, District-approved non-instructional periods).

All quantities are estimated only.

Final ordering may vary.

Samples may be required upon request.

RFP 39300-261 SHELF STABLE MEAL SERVICES 00300-4

PRICING SHEET

WORCESTER COUNTY PUBLIC SCHOOLS

12 Weeks of Delivery

NOTE: Price Should Include Delivery

Weekly Qty. Item Description Unit Price Total

Price

225 5-Day Meal Box Breakfast & Lunch

225 7-Day Meal Box Breakfast & Lunch

TOTAL COST

Optional Addition:

Worcester County Public Schools reserves the right to exercise an option for shelf-stable meals kits for students during additional out-of-school periods (e.g., intersession programs, District-approved non-instructional periods).

All quantities are estimated only.

Final ordering may vary.

Samples may be required upon request.

RFP 39300-261 SHELF STABLE MEAL SERVICES 01000 - 1

SCOPE OF WORK

1. Introduction and Background

Wicomico County Public Schools (WCPS) and Worcester County Public Schools (the “Districts”) invite qualified and experienced vendors to submit proposals to provide USDA-compliant, shelf-stable meal kits for students during the summer break with delivery to District-designated sites and/or directly to eligible students’ homes.

The program shall comply with USDA Child Nutrition Program requirements, including 7 CFR Part 225 (SFSP) and 7 CFR Part 210 (NSLP/SSO), and applicable MSDE guidance.

2. Scope of Services

The selected vendor shall provide comprehensive shelf-stable meal services, including menu planning, meal production, packaging, enrollment management, delivery, tracking, reporting, and customer support. All meals must be shelf-stable and suitable for distribution without refrigeration or freezing.

3. Shelf-Stable Meal Compliance and Program Requirements

A. Vendors must provide 100% shelf-stable meals meeting USDA Child Nutrition Program meal pattern requirements (7 CFR Parts 210 and 225). Products must be clearly labeled with shelf life, lot codes, and production information

B. Packaging Requirements - Packaging must be colorful, child-friendly, durable, and appropriate for shelf-stable delivery. Outer packaging must display the USDA Non-Discrimination Statement and required meal pattern components. No inserts or loose paperwork may be included inside meal boxes.

C. Meal Box Configurations

Vendors must offer 3-day, 5-day, and 7-day shelf-stable meal box options with rotating menus. Shelf-stable vegetarian options meeting USDA requirements must be available.

D. Student Privacy and Data Security

Student privacy must be protected at all times. No student names may appear on labels, lists, or reports. Student identification shall be managed using student ID numbers only.

RFP 39300-261 SHELF STABLE MEAL SERVICES 01000 - 2

E. Enrollment Management and Flexibility

Vendors must demonstrate the ability to add or remove participating students on a weekly basis, coordinate opt-in/opt-out processes, and verify delivery addresses.

F. Delivery Standards and Performance

Vendors must deliver meals to District-designated sites and/or directly to eligible students’ homes with a minimum delivery success rate of 90%.

Procedures for addressing missed, delayed, or damaged deliveries must be documented.

G. Tracking, Reporting, and Audit Support

Vendors shall provide an online portal for real-time shipment tracking, historical record retention, and reports that support state and federal audit requirements.

H. Communication and Customer Support

A dedicated account representative shall maintain weekly communication with the District, proactively reporting delivery status, issues, and program updates.

I. Vendor Qualifications

Proposals must demonstrate prior experience providing shelf-stable meals for school nutrition programs, USDA/state compliance, and large-scale distribution capability, including references from school districts or public agencies. Vendors may be required to provide samples upon request.

4. Program Timeline and Contract Term

The contract term shall be one (1) year, with the option to renew for up to two (2) additional one-year periods. Any renewal shall be at the sole discretion of the District and contingent upon satisfactory performance, continued program need, and availability of funding.

5. Pricing Submission

Vendors shall submit clear, complete pricing that includes shelf-stable meal box configurations, delivery methods, and any administrative, tracking, or reporting costs.

RFP 39300-261 SHELF STABLE MEAL SERVICES 01000 - 3

6. Proposal Submission Requirements

Proposals must include narrative responses to all sections of this RFP, sample menus and shelf-life documentation, USDA meal pattern compliance for all meal kits, required certifications and assurances, and references.

Pricing should be provided separately on the Pricing Proposal Form in Section 00301.

7. Evaluation and Award

A. Award will be based on Best Value, considering price, quality, compliance, reliability, and service.

B. Evaluation Criteria and Weights

Evaluation Category Weight

Cost and Pricing 40%

Meal Quality, Variety, and Packaging 20%

References: Delivery Reliability and Success Rate 15%

Tracking, Reporting, and Audit Support 15%

Program Flexibility, Data Security, and Communication 10%

Total 100%

8. Cooperative Purchasing Provision

A. This agreement may be made available for use by other public agencies, including but not limited to school districts, charter schools, non-profit organizations, municipalities, counties, and other governmental entities, in accordance with applicable state and federal procurement laws.

B. With the consent of the awarded vendor, such entities may “piggyback” on this contract and utilize the same terms, conditions, specifications, and pricing, or negotiated pricing, for the procurement of similar goods and/or services.

C. Each participating entity shall execute its own agreement or purchase order directly with the vendor and shall be solely responsible for its own contractual obligations, including payment, ordering, delivery, and compliance with all applicable regulations.

RFP 39300-261 SHELF STABLE MEAL SERVICES 01000 - 4

D. The original contracting agency assumes no responsibility or liability for the performance of the vendor or the participating entity under any piggybacked agreement.

E. Piggyback use of this contract shall be permitted for the duration of the contract term, including any renewal or extension periods, unless otherwise prohibited by law or expressly disallowed by the contracting agency.

F. All piggybacking entities must comply with applicable USDA Child Nutrition Program regulations, including but not limited to procurement standards at 2 CFR Part 200 and 7 CFR Parts 210, 225, and/or 226, as applicable.

9. Optional Addition

The Districts reserves the right to exercise an option for shelf-stable meals kits for students during additional out-of-school periods (e.g., intersession programs, District-approved non-instructional periods).

ATTACHMENT A

BIDDER’S EXPERIENCE/REFERENCES

Name of Vendor ______________________________________________________________________

Each Bidder must submit below a minimum of three (3) references each, from current or past clients, for whom bidder has similar experience and scope of work.

Complete contact information for each reference, including name, telephone number, mailing address and E-mail address, must be included with the proposal.

1) Company Name __________________________________________________________________

Contact Name_______________________________________________________________________

Mail Address ________________________________________________________________________

Telephone Number __________________ Email Address ____________________________________

2) Company Name ___________________________________________________________________

Contact Name________________________________________________________________________

Mail Address ________________________________________________________________________

Telephone Number __________________ Email Address _____________________________________

3) Company Name ____________________________________________________________________

Contact Name________________________________________________________________________

Mail Address _________________________________________________________________________

Telephone Number __________________ Email Address _____________________________________

References stand alone WR (2)