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Northville Public Schools

Fresh Made Pizza for Lunch Service

RFP

District Wide Food Service

Bidding Documents

August 5, 2019

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Request for Proposal

The Northville Public Schools (also referred to as the District or NPS in these documents) will accept proposal for:

2019 Fresh Made Pizza for Lunch Service

The RFP specifications and bidding documents will be made available on line at:www.michigan.gov/sigmavss or www.northville.k12.mi.us.

Proposals should be submitted to Michael Zopf, Assistant Superintendent, Northville Public Schools. Proposals are to be submitted no later than 11:00AM, Tuesday, August 20 at the Board of Education Office (Old Village School, 405 W. Main Street, Northville, MI 48167). The District will not consider or accept an electronic proposal, or a proposal received after the date and time specified for submission.

The Board of Education reserves the right to accept or reject any or all proposals in whole or in part; or, for reasons of establishing uniformity, delivery time or preference, to award the contract to other than the low bidder.

The contents of the RFP and Bidder’s (also referred to as Vendor in these documents) Proposal will become contractual obligations, if a contract ensues. Failure of the Bidder to accept these obligations will result in cancellation of the award.

In compliance with MCL 380.1267, the proposal shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board, or the superintendent of the school district. Additional certifications and acknowledgements are required, and the Board shall not accept a bid that does not include these disclosures, certifications and/or acknowledgements.

All bids shall be firm for at least sixty (60) days from the date of opening of bids. Length of time required for completion shall be specified in the bid. All bids submitted must meet or exceed all specifications herein.

Bids are to be submitted on our Bid Proposal Form, signed by the bidder, in a sealed envelope clearly marked. Two (2) copies of the Bid Proposal Form should be addressed to the attention of:

Mr. Michael Zopf Northville Public Schools 405 W. Main Street Northville, MI 48167 “2019 Fresh Made Pizza for Lunch Service”

One (1) copy of the bid package should be retained for your files. Any questions regarding bid specifications should be referred to Ms. Carrie Morfino, morfinoca@northvilleschools.org, 248-344-3690, between 8 a.m. and 4:00 p.m.

EST.

LATE BIDS WILL NOT BE ACCEPTED

http://www.michigan.gov/sigmavss http://www.northville.k12.mi.us/ http://www.northville.k12.mi.us/ mailto:morfinoca@northvilleschools.org, Page | 3

INSTRUCTIONS TO BIDDERS

Proposal/Intent

Provide up to 14,000 fresh made pizzas for lunch service at the elementary, middle and high schools during the school year.

Note: The District may award the contract to multiple vendors to meet the volume requirement and provide variety of offerings at school locations.

Types of Proposal

Provide pricing based on bid proposal form for all sites and for individual sites.

Bidders’ Qualifications

Bidders shall be able to demonstrate the following (listed in no particular order):

● Price

● Product Specifications for Pizza Pie and Student Serving/Quality of Product

● Ability to meet delivery requirements

● Production Facilities (health inspection rating)

● Facility location/number of locations to meet volume

● # of employees per location to meet volume

● Client recommendation/references

● Nutritional Data Analysis

● Child Nutrition Meal Pattern Requirements (as specified below)

Child Nutrition Meal Pattern Requirements

Pizza shall be 14 inch inches diameter and sliced into 8 equal slices. Each slice should meet the Nutritional Data specifications set forth by the National School Lunch Program for student servings (listed below for each pizza separately). At the time of delivery, pizza must be greater than 140 degrees Fahrenheit. The completed Nutrient Analysis Data Sheet must be submitted

Page | 4 with the bid. This information is required per Federal regulations (see attached form). The slice of pizza must meet the federal meal pattern requirements. The vendor must provide certified proof at time of bid opening.

Cheese pizza shall be 14” in diameter and sliced into 8 equal slices: total weight 38.1 ounces.

Light Mozzarella (low sodium) 16 oz total (2.0 ounces per slice): Crust and sauce specifications:

Crust needs to equal two (2) bread equivalents per slice and be whole grain. Sauce total is 6.0 ounces and needs to be low sodium and equivalent to 1/8 cup Fruit/Veggie Alternate.

Pepperoni pizza shall be 14” in diameter and sliced into 8 equal slices: total weight 38.1 ounces.

Light Mozzarella (low sodium) 14 oz total (1.75 ounces per slice). Pepperoni needs to be reduced fat & sodium 2 oz total (.25 oz meat alternate per slice). Crust needs to equal two (2) bread equivalents per slice and be whole grain. Sauce total 6.0 ounces and needs to be low sodium and equivalent to 1/8 cup Fruit/Veggie Alternate.

If your pizza is cut into rectangular slices the slices must be 4X6. (These are State and Federal

Requirements that have been certified by the USDA). All preparation of the pizza must meet sanitary conditions that comply with the State and County Health Department regulations.

Delivery - The vendor(s) must be able to display the ability to provide volume needed at district school sites. All products are to be prepared fresh immediately prior to delivery. Products are to be delivered no earlier than 30 minutes prior to scheduled delivery time. Pizzas must be delivered in cardboard boxes with lid and in insulated bags or hot boxes.

Advertisement- The vendor is to provide temporary advertisement at the serving line, free of charge and only for the duration of this agreement, as per the Northville School District

Administrative Procedure. Signage must be professional and branded. One of the advantages of serving purchased pizza versus district-made is name-brand appeal. This will be considered in the bid award.

Volumes - The selected vendor(s) will be required to make pizza deliveries to the schools based on the anticipated schedule below. Anticipated weekly volumes are listed below for each individual school along with the delivery day and time. Final delivery information will be provided in the awarded contract. Multiple vendors may be awarded the contract to meet the weekly

Page | 5 and/or daily volume requirement for each individual school site. In the case of school cancellation, the school district will attempt to contact the vendor by 8:00 a.m. of the day that school is cancelled. Vendor must provide a reliable means of communication (phone number with voicemail or email) that the school district can contact prior to business hours. Vendor is also encouraged to monitor local news media for school closings.

Anticipated weekly volume by school site:

School Name Delivery Day Delivery Time # of Pizza Required Weekly

Amerman Elementary School Friday 11:30 35

Moraine Elementary School Friday 11:45 25

Ridge Wood Elementary School Friday 11:30 35

Silver Springs Elementary School Friday 11:15 20

Thornton Creek Elementary School Friday 11:30 35

Winchester Elementary School Friday 11:45 30

Hillside Middle School Monday-Friday 10:30 160

Meads Mill Middle School Monday-Friday 10:30 125

Northville High School Friday 10:00 and 11:00 85

Payment terms- The vendor is to complete a delivery verification form and must leave a copy at each building with the delivery of product. The delivery verification form will be used as supporting documentation for the monthly statement of account. The delivery verification form must be 8 ½ x 11, must be numbered, dated and signed by a kitchen member. The form must also include the school location’s name, number of pizzas delivered, the price per pizza and the total invoice price.

Delivery slip dropped and signed upon satisfactory product delivery. Weekly invoice provided by the vendor and payment is made by the school district on a weekly basis.

The Food Service Department will not be responsible for pizza ordered by other departments.

Billing for the lunch service pizza order must be done separately from any other district pizza order. Any contract awarded for the school lunch service pizza does not bind the school district with the awarded vendor under any exclusivity agreement. School organizations and events may order from any desired local area vendor during the school year. Volume based pricing provided to the food service department may be extended to other school organizations and event orders at the discretion of the vendor.

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Customer Credit- Samples of any unacceptable product will be returned to the vendor for full credit. Failure to repeatedly meet quality and meal pattern requirements and/or delivery timing may be cause for the school district to request a full credit refund and or discontinue future agreements with vendor.

SAMPLES of the product, meeting the specifications, must be brought in for a tasting evaluation at the BID OPENING. Please provide (2) two hot pizzas (meeting specifications) packaged in your company‘s pizza box (as it would be delivered to our schools); one cheese and one pepperoni.

This bid is made without any previous understanding, brand names, or catalog numbers used in the specification and are there for the purpose of establishing and describing general performances and quality levels. Such references are not intended to be restrictive, and bids are invited on these and comparable brands or products of any manufacturer.

Submittal of Bid

Before submitting a proposal, bidders shall carefully read all of the specifications in order to avoid omission or duplications. Any exceptions to the terms and conditions contained in this

RFP or the form Contract attached to this RFP, if there is one attached, or any other special considerations or conditions requested or required by the bidder MUST be specifically enumerated by the bidder and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions of this RFP or form of Contact cannot be met by, or in the bidder’s opinion should not be applicable to, the bidder. The bidder shall be required and expected to meet the specification and the requirements as set forth in this RFP and the form of

Contract in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the bidder’s Proposal and those exceptions or special considerations or conditions are expressly accepted by the District.

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Certifications / Disclosures / Acknowledgements

Familial Relationship

All bidders must provide familial disclosure in compliance with MCL 380.1267 and attach this information to the bid. The bid shall be accompanied by a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the board or the superintendent of the school district. The District shall not accept a bid that does not include this sworn and notarized disclosure statement.

Equal Opportunity Statement

Each bid must include a signed Equal Opportunity Statement.

Iran Economics Sanctions Act

Each bid must be accompanied by a sworn and notarized statement certifying that the Contractor is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act.

Suspension & Debarment

By submitting a signed bid, neither the vendor or its principals, certifies that to the best of their knowledge and belief, are presently suspended, debarred, proposed for debarment or otherwise declared ineligible for the award of contracts by any Federal agency by the exclusion of the contractor or its principals in the current “LIST OF PARTIES EXCLUDED FROM FEDERAL

PROCUREMENT OR NONPROCUREMENT PROGRAMS” published by the U.S.

Government’s System for Awards Management.

Further, the vendor understands that it shall provide immediate written notice to the District if at any time the contractor learns that its certification was erroneous when submitted or it has become erroneous by reason of changed circumstance.

Owner Is An Equal Opportunity Employer

The Owner is an Equal Opportunity Employer. Pursuant to the Executive Order 11246 as amended, you are advised that under the provisions of this order, Contractors and Subcontractors

Page | 8 are obligated to take affirmative action to provide equal opportunity without regard to race, creed, color, national origin, age or sex.

Withdrawal of Proposal

Any bidder may withdraw his bid at any time prior to the scheduled time for receipt of proposal.

No proposals may be withdrawn for at least sixty (60) days after the scheduled closing time of the bid.

Firm Prices

Prices and notations must be typed or in ink. No erasures are permitted. Mistakes may be crossed out and corrections entered and initialed, in ink, by the person signing the proposal.

In the event of discrepancy between the unit price and the extension, the UNIT PRICE SHALL

GOVERN. The price inserted must be net including all freight, discounts, rebates, and allowances.

Termination by the District for Convenience

The District may, at any time, terminate the Contract for the District’s convenience and without cause.

Upon receipt of written notice from the District of such termination for the District’s convenience, the Contractor shall:

(1) Cease operations as directed by the District in the notice;

(2) Take actions necessary, or that the District may direct, for the protection and preservation of the

Work; and

(3) Except for Work directed to performed prior to the effective date of termination stated in the notice, terminate all existing subcontracts and purchase orders and enter into no further

Subcontracts and purchase orders.

Compliance with School Safety Initiative Legislation;

The Bidder is required to verify that none of the vendor’s personnel have a “listed offense” within the Michigan School Safety Initiative Legislation (MCL 380.1230, 380.1230a, 380.1230c, 380.1230d and 380.1230g).

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The Bidder shall be responsible for all costs and expenses associated with criminal history and background checks. Documentation of background checks may be required upon request to the school district. All vendor background checks and criminal history information must be kept up to date at the vendor site. Vendor delivery personnel should not have any other violation of a law of the state or a local ordinance of municipality that by its nature constitutes a sexual offense against an individual who is less than 18 years of age.

The Bidder shall indemnify, defend and hold the District, its employees, Board of Education, and each member thereof, agents and consultants, harmless from and against any and all claims, counter-claims, suits, debts, demands, actions, judgments, liens, liabilities, costs, expenses, including actual attorney’s fees and actual expert witness fees, arising out of or in connection with any violation of, or the Bidder’s failure to comply with the above paragraphs.

General Conditions

The District reserves the right to accept or reject any or all proposals in whole or in part, to waive irregularities, and to accept a proposal which, in the District’s opinion, is in the District’s best interest.

The District reserves the right to declare as non-responsive, and reject, any bid which is incomplete or where material information requested in not furnished, or where indirect or incomplete answers or information is provided.

In the event, the Administration Building is closed due to unforeseen circumstances on the day

Proposals are due, Proposals will be due at the same time on the next day that the District and/or the Administration Building is open.

Negligence in preparation, improper preparation, errors in, or omissions from, proposal shall not relieve a bidder from fulfillment of any and all obligations and requirements of the proposed

Contract Documents.

The bid/ contract price is the total amount of the project. Any additional costs must be approved by the owner in advance.

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Voluntary alternates for proposal are acceptable but should NOT be put in the space for the

Base Bid on the Bid Response Form but on an attached sheet, clearly labeled Voluntary

Alternative. Such Alternates should be described in enough detail for the District to understand the Bidder’s intent.

Any exceptions to the terms and conditions contained in this RFP or any special considerations or conditions requested or required by the Vendor MUST be specifically enumerated by the

Vendor and be submitted as part of its Proposal, together with an explanation as to the reason such terms and conditions of this RFP cannot be met by, or in the Vendor’s opinion should not be applicable to, the Vendor. The Vendor shall be required and expected to meet the specifications and the requirements as set forth in this RFP in their entirety, except to the extent exceptions or special considerations or conditions are expressly set forth in the Vendor’s Proposal and those exceptions or special considerations or conditions are expressly accepted by the District.

No responsibility shall attach to the District, or the authorized representatives of the District, for the premature opening of any proposal, which is not properly addressed and identified.

The Contract Documents, as outlined in the executed Agreement, shall imply the inclusion of the entire agreement between the parties thereto, and the Bidder shall not claim any modification thereof resulting from any representation or promise made at any time by an officer, agent or employee of the District or by any other person. Changes in the contract must be discussed and agreed upon prior to work being done.

16. Opening and Awarding of Proposal

Bids will be opened and read aloud publicly August 20, 2019 at 11:00 a.m. Proposal will be reviewed and the low bidder(s) contacted. If the low bidder(s) are found to have an incomplete bid, the next lowest bidder will be contacted. Final award will be at the August 26, 2019 Board of

Education meeting.

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OFFICIAL BID REQUIREMENTS

“FRESH MADE PIZZA” Bid

NAME OF COMPANY

REPRESENTATIVE

BUSINESS ADDRESS

CITY, STATE, ZIP DATE

The bidder above-mentioned declares and certifies:

A. That said bidder is of lawful age and the only one interested in this bid; that no one other than said bidder has any interest herein.

B. That this bid is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purpose, and is in all respects fair and without collusion or fraud.

C. Bid prices MUST include ALL delivery charges.

D. Specifications: Any deviation from the specifications set forth must be clearly identified and detailed on the bid proposal form; otherwise, it will be considered that items offered are in strict compliance with these specifications, and successful bidder will be held responsible. In the event that a supplier wishes to bid a voluntary alternate in addition to the base bid (and as a cost savings consideration for the District), such alternate shall be submitted with the bid, on separate sheets and labeled as such with a brief description of the difference and rationale. However, if any substitution or departure is not clearly noted and described, it will be understood that the bid intends to exactly meet the specifications.

E. That the prices quoted herein are net and exclusive of all federal, state and municipal sales and excise taxes. TAXES- The successful company within this context is considered to be providing a service in which the company is the consumer of all equipment, supplies and materials used in providing this service. The company must pay tax on all equipment, supplies and materials used. When it comes to the affixation of materials to real property or the purchasing of services from a company, the school district’s exemption does not flow through to the company who is the consumer of material for tax purposes. Any questions regarding this issue of tax, please contact the Michigan Department of the Treasury at 517.339.1123.

F. All price proposals and delivery terms shall remain firm for ninety days after the date of bid opening and pricing should be based on current market value with agreement to invoice according to any price reduction that may occur prior to final delivery.

G. District reserves the right to award this bid separately or in total, or for reasons of establishing uniformity, to other than the low bidder.

H. No member of Northville Public Schools Board of Education, or any officer, employee or person whose salary is payable in whole or in part from the treasury of said Board of Education is directly or indirectly interested in this bid or in the supplies, materials, equipment, work, services or any portion of the profits thereof to which it relates.

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I. The bid MUST be signed by an authorized company agent and submitted on the attached forms (School District designed form).

J. Under penalty of perjury, the vendor bidding certifies that this bid has not been arrived at collusively or otherwise in violation of Federal or State anti-trust laws. The bidder also certifies that their bid is made without any previous understanding, agreement or connection with any other person, firm or corporation making a bid for the same purpose, and is in all respects fair and without collusion or fraud

K. All bids must be accompanied by the following statements:

1) Familial Disclosure Statement – sworn and notarized.

2) Affidavit of Compliance – Iran Economic Sanctions Act – sworn and notarized.

3) Acknowledgement of Suspension/Debarment status (by signing below)

4) Equal Opportunity Statement

No bid shall be accepted that does not include all of these statements.

L. Any error or omission found within this specification packet shall be communicated to all bidders as soon as possible. Bidders will not be allowed to take advantage of any errors or omissions in the specifications of this bid. Full instructions shall be given regarding any errors and omissions if called to the attention of Northville Public Schools within two working days of the bid date.

M. Bidder must be a firm established not less than three (3) years in the field for which this bid is solicited.

N. Additional references may be requested after the bids are submitted. When requested, references are to be furnished as called for. Failure to honor this request will cause the bidder to be subject to rejection.

O. The undersigned certifies that the bid contained herein meets or exceeds specifications.

Signature Print Name

Title

Date

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VENDOR PROFILE:

Northville Public Schools requests that vendors participating in the “FRESH MADE PIZZA” Bid provide specific information about their company. This information will be taken into consideration when the bids are evaluated.

CONTACT INFORMATION:

NAME OF COMPANY: _ _ _ _

ADDRESS

CITY/STATE/ZIP: _ _ _

PHONE: _ _ FAX: _ _ _

SALES MANAGER: _ _ _

Email address

NO. YEARS IN BUSINESS: _ TOTAL NUMBER OF EMPLOYEES:

CLIENT CONTACTS:

Please provide a list of the three (3) or more references of school districts and/or companies using the products or services recommended in this bid proposal:

NAME OF SCHOOL DISTRICT/COMPANY: _

Contact/position

Email Address

Address: _ _

City: _ _ _ PHONE: _ _

Estimated volume of business per year: $ _

NAME OF SCHOOL DISTRICT/COMPANY: _

City: _ _ _ PHONE: _ _

Estimated volume of business per year: $ _

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NAME OF SCHOOL DISTRICT/COMPANY: _ _

City: _ _ _ PHONE: _ _ _

Estimated volume of business per year: $

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Price Bid Sheet

“FRESH MADE PIZZA” BID

Company Name:

Address:

Signature:

Title:

Date:

One vendor will be awarded the fresh made pizza contract for all elementary sites, one vendor will be awarded the fresh made pizza contract for the high school and up to two vendors will be awarded the contract for both middle school sites.

Please specify which site(s) you are providing a bid for Northville Schools Fresh

Made Pizza RFP.

Any school sites you are not interested in bidding should clearly be marked N/A.

❏ Elementary School (6 sites)

❏ Middle Schools (2 sites)

❏ High School

Total price, as specified, to include delivery.

$ Price per Pepperoni pizza (8 slice/14-inch)

$ Price per Cheese pizza (8 slice/14-inch)

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FAMILIAL RELATIONSHIP

Pursuant to MCL 380.1267, a sworn and notarized statement disclosing any familial relationship that exists between the owner or any employee of the bidder and any member of the Northville Public Schools Board or the Northville Public Schools Superintendent must be accompanied with the bid. Bids without this disclosure statement will not be accepted.

The members of the Northville Public Schools Board are: Matthew Wilk, Cyndy Jankowski, Angela Jaafar, Roland Hwang, Laurie Doner, Suzanne Lynn and Sarah Prescott.

The Northville Public Schools Superintendent is: Mary Kay Gallagher

□ The Following are the familial relationships:

□ There are none.

STATE OF MICHIGAN )

COUNTY OF )

) ss

The undersigned, authorized representative of bidder (insert name) does hereby acknowledge that bidder has read the foregoing disclosure statement and the statements herein contained are true.

Signature of Bidder Representative

Print Name

Title

Subscribed and sworn to before me this day of , Notary Public, County, Michigan My commission expires: / /

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AFFIDAVIT OF COMPLIANCE – IRAN ECONOMIC SANCTIONS ACT

Michigan Public Act No. 517 of 2012

The undersigned, the owner or authorized officer of the below named contractor (the “Contractor”), pursuant to the compliance certification requirement provided in the Northville School District (the “School District”) Request For Proposals For “FRESH MADE PIZZA” (the “RFP”), hereby certifies, represents and warrants that the Contractor (including its officers, directors and employees) is not an “Iran linked business” within the meaning of the Iran Economic Sanctions Act, Michigan Public Act No.

517 of 2012 (the “Act”), and that in the event Contractor is awarded a contract as a result of the aforementioned RFP, the Contractor will not become an “Iran linked business” at any time during the course of performing the work or any services under the contract.

The Contractor further acknowledges that any person who is found to have submitted a false certification is responsible for a civil penalty of not more than $250,000.00 or 2 times the amount of the contract or proposed contract for which the false certification was made, whichever is greater, the cost of the School District’s investigation, and reasonable attorney fees, in addition to the fine. Moreover, any person who submitted a false certification shall be ineligible to bid on a request for proposal for three (3) years from the date it is determined that the person has submitted the false certification.

CONTRACTOR:

Name of Contractor

By: Its: Date:

STATE OF )

)ss.

COUNTY OF )

This instrument was acknowledged before me on the day of , 20 , by

, Notary Public

County, My Commission

Expires:

Acting in the County of :

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EQUAL OPPORTUNITY STATEMENT

Northville Public Schools:

It is the publicly stated policy of not to discriminate against any employee, applicant for employment, contractor, or material supplier, because of race, religion, national origin, ancestry or sex. With regard to employment, such non-discrimination includes, but not limited to, our (my) policies of recruitment, recruitment advertising, selection for apprenticeships or other training, rates of pay, promotion, transfer, lay-off or termination.

In all advertising for employment, subcontractors, or suppliers we (1) shall state all applicants or respondents will receive consideration without regard to race, religion, color, national origin, ancestry or sex.

We ( I ) understand that any contract for the Northville Public Schools shall be in consideration of our maintaining the above mentioned non-discrimination policy.

We ( I ) understand that we ( I ) may be required to submit further information covering the race, color and work classification for our employees and those of subcontractors to be employed on this project.

NAME OF BIDDER (COMPANY)

SIGNATURE: _

NAME: _

TITLE: _

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NUTRIENT ANALYSIS DATA SHEET

SCHOOL LUNCH NUTRIENT BASED

14” CHEESE PIZZA

Serving Size: Number of Servings:

Amount Ingredient/Food Item

NUTRIENT PER SERVING PER

100G

Gram weight (g)

Calories (kcal)

Protein (g)

Carbohydrates (g)

Dietary Fiber (g)

Total Sugars (g)

Fat (g)

Saturated Fat (g)

Trans Fatty Acid (g)

Cholesterol (mg)

Sodium (mg)

Calories from Fat(kcal)

Number of meat/meat alternate equivalents per slice

Number of bread equivalents per slice

Number of vegetable

● Whole Grain Requirement met for all pizzas prepared for school district? (Y/N) _______

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NUTRIENT ANALYSIS DATA SHEET

SCHOOL LUNCH NUTRIENT BASED

14” PEPPERONI PIZZA

Serving Size: Number of Servings:

Amount Food Item

NUTRIENT PER SERVING PER

100G

Gram weight (g)

Calories (kcal)

Protein (g)

Carbohydrates (g)

Dietary Fiber (g)

Total Sugars (g)

Fat (g)

Saturated Fat (g)

Trans Fat Acid (g)

Cholesterol (mg)

Sodium (mg)

Calories from Fat(kcal)

Number of meat/meat alternate

Number of bread equivalents per slice

Number of vegetable

● Whole Grain Requirement met for all pizzas prepared for school district? (Y/N) _______