25134-RFP-DST_Fresh_Delivered_Pizza_-_NSLP_P_2.pdf

April 11, 2025

HILLSBOROUGH COUNTY PUBLIC SCHOOLS

PROCUREMENT SERVICES DEPARTMENT

REQUEST FOR PROPOSALS

FOR

25134-RFP-DST FRESH DELIVERED PIZZA - NATIONAL SCHOOL LUNCH PROGRAM (NSLP)

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this competitive solicitation (“Request for Proposals,” “RFP,” or “solicitation”), per Rule 6A- 1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms or individuals interested in providing the commodities and contractual services as described in this RFP. The proposal must describe the Proposer’s qualifications, experience, availability, approach, and work plan so that they will best serve HCPS's overall needs. They must also be submitted in a format commensurate with the sections in this RFP. HCPS reserves the right to waive any formalities, reject all proposals, re-advertise, or withdraw all or part of this RFP at any time to protect HCPS’ interests.

The Proposers are asked to be thorough yet concise in their responses. Failure to respond in the manner prescribed herein may be grounds for disqualification or loss of awarded points.

BID BROADCAST DATE

FRIDAY, APRIL 11, 2025

LAST DAY FOR TECHNICAL QUESTIONS

FRIDAY, APRIL 25, 2025

Technical questions regarding this competitive solicitation must be received in writing via www.myvendorlink.com no later than the last day for technical questions.

ADDENDUM DATE

APRIL 28, 2025

PROPOSAL DUE DATE

FRIDAY, MAY 09, 2025

REVIEW DATE

MAY 12, 2025

ESTIMATED AWARD DATE

JULY 19, 2025

VendorLink Technical Support. The Proposer must allow adequate time to upload their submittal on VendorLink and is solely responsible for contacting VendorLink technical support at support@eVendorLink.com if technical difficulties arise during the proposal submission.

Notice. Failure to file a protest within the time prescribed in §120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under Chapter 120, F.S. Any protest must be timely filed with the General Manager of Procurement Services via email at contractsupport@hcps.net.

mailto:contractsupport@hcps.net

Lobbying/Cone of Silence. Per policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/, prohibits any communication regarding an active solicitation between any HCPS employee or School Board member and any third party, representative, or lobbyist of that party, in effect from the time of the release of the solicitation until an agreement is signed by HCPS or awarded by the Board.

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1 CONTACT INFORMATION & CERTIFICATION

2 SCOPE OF SERVICES

3 PROPOSER INSTRUCTIONS

4 QUALIFICATIONS AND EXPERIENCE

5 REQUIRED FORMS

6 COST/VALUE

7 INSURANCE REQUIREMENTS

1 CONTACT INFORMATION & CERTIFICATION

The Proposer must supply the information listed below for consideration. In case of a dispute or if further clarification becomes necessary, please indicate your representative’s contact information. The General Manager of Procurement Services shall serve as HCPS’ representative.

LOCAL CONTACT INFORMATION

Account Representative Name Title

Local Address

Phone Number Cell Phone Number

Email Address Fax Number

X Signature of Owner or Authorized Officer Date

CORPORATE INFORMATION

Representative's Name Telephone Number

Company Name

Principal Place of Business Address

Remit-To Address (if different from above)

☐ Corporation ☐ Sole Proprietor/Partnership ☐ Limited Liability Corp.

FEIN or SS# ________________________________ ☐ Other. ______________________________________ The preferred method to receive a purchase order. ☐ US Mail ☐ Fax ☐ Yes ☐ No. Is the vendor Workers’ Compensation Exempt? If Yes, attach proof of exemption.

☐ Yes ☐ No. Is your company registered as an SBE with the HCPS Office of Supplier Diversity?

☐ Yes ☐ No. Is your company SMWBE certified with any of the following agencies?

• City of Tampa,

• FL. Statewide & Inter-Local Certification,

• Hillsborough County BOCC,

• Florida State Minority Supplier Development Council, or

• City of St. Petersburg.

2 SCOPE OF SERVICES

2.1 INTENT

Hillsborough County Public Schools (HCPS) in Florida is seeking proposals from qualified firms to establish fixed pricing for the delivery of high-quality, brand recognizable fresh-baked pizzas that meet the nutrition standards of the National School Lunch Program (NSLP) for reimbursable school meals to high school locations.

HCPS proposes to contract with the highest-ranked proposer(s) to facilitate and to establish firm fixed pricing for the delivery of brand recognizable fresh baked pizzas that meet the nutrition standards of the National School Lunch Program (NSLP) for reimbursable school meals to high school sites.

2.2 HCPS’ CURRENT STATE

HCPS Student Nutrition Services (SNS) offers pizza weekly at high school locations.

2.3 WHY IS THIS NEW SERVICE NEEDED

Establish firm fixed pricing for the delivery of brand recognizable fresh baked pizza that meets the nutrition standards of the National School Lunch Program (NSLP) for reimbursable school meals to individual high school sites.

2.4 SPECIFIC NEEDS AND GOALS

HCPS is seeking proposals from qualified firms to establish firm fixed pricing for the delivery of brand recognizable fresh baked pizzas that meet the nutrition standards of the National School Lunch Program (NSLP) for reimbursable school meals to high school sites. The work to be done under this contract includes, but is not limited to; providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the work in accordance with the specifications contained herein. Proposers must clearly note any deviations from these specifications and supply detailed descriptions and/or illustrations with the Bid for consideration.

HCPS reserves the right to change the number of schools during the contract period. Any new school site(s) shall be serviced at the same cost/rate proposed within.

2.4.1 Experience

The successful proposer must be in the fresh delivered pizza business for a minimum of three (3) years and maintain a current business license from the State of Florida. Bidders must provide documentation of applicable license, certification, and/or commercial experience.

2.4.2 Local Facility. The Proposer must have a local facility in Hillsborough County. The Proposer must provide documentation of local facility with their bid.

2.4.3 Award

This bid may be awarded to more than one (1) proposer meeting the specifications contained herein. To be considered for the award, the proposer must be able to service all school sites on the store assignment sheet.

Independently owned franchises shall be required to submit one bid and identify one contact person representing all franchises servicing Hillsborough County Public Schools. One point of contact who is responsible for resolving all delivery, ordering and proposal-related issues will need to be assigned by the vendor. A local or toll-free phone number, cell phone number and email address must be provided. The representative shall be required to be available 7:00 am to 4:00 pm, Monday through Friday, except for school holidays or closing days.

Name: ___________________________________________________________________

Title: ____________________________________________________________________

Telephone: __________________________ Cell: _________________________________

E-Mail Address: ____________________________________________________________

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2.4.4 Item Requirements. The vendor must provide the following:

• Each slice of pizza must meet nutrition standards for reimbursable school meals for the NSLP and provide two

(2) ounces meat/meat alternate and two (2) ounces grain servings.

• Finished pizza products must provide the following:

o Dough that is 51% whole-wheat flour to provide minimum of 2 ounces of grain per serving.

o Cheese Pizza: Minimum of 16 ounces light reduced sodium mozzarella cheese to provide minimum of 2 ounces of meat/meat alternate per slice.

o Pepperoni Pizza: Minimum of 14 ounces light reduced sodium mozzarella cheese and reduced fat pepperoni slices to provide a minimum of 2 ounces of meat/meat alternate per slice.

• Pizzas shall be no less than 14” diameter, cooked consistently/evenly, and delivered UNCUT.

• Attachment B - Nutrition Analysis Form including list of ingredients much be submitted for each flavor.

2.4.5 Delivery Requirements

• Pizza boxes shall be placed inside of a thermal delivery pouch to ensure the temperature does not drop below 140° F.

• Pizzas shall be delivered on time and in exact quantities ordered.

• Delivery vehicle(s) must be clearly marked with the company name, in good working condition, and safely operated.

• Delivery drivers shall deliver pizzas to cafeterias only, remove boxes from insulated bags, and place them in the Food Service area as directed by the Cafeteria Manager. This may include placement of pizza boxes in warming cabinets. Delivery drivers will not be required to remove pizza from pizza boxes or place pizza on serving lines.

• Pizza delivery pouches shall be removed after each delivery.

• Participating school sites will require a minimum of two (2) and up to four (4) deliveries each day depending on the number of serving periods and meals served.

• Deliveries must be made no more than ten (10) minutes prior to each serving period.

• School sites have the option to refuse a delivery if it is delivered more than ten (10) minutes after the last serving period started.

• Excessive late deliveries may be the cause of contract cancellation.

• Products must be prepared daily (no earlier than 30 minutes prior to scheduled delivery time), delivered fresh, UNCUT and hot in an insulated bag or insulated container.

• All products must be delivered under clean and sanitary conditions free of dirt, grease, sand or other foreign material.

• Security note: All delivery personnel, i.e. drivers and helpers, must sign in and out on the “Visitor’s Log” in the cafeteria at each school site at the time of delivery.

• The district shall not be charged for delivery of pizza for quantities above those ordered by cafeteria managers.

2.4.6 Health Inspection Reports

Proposers must submit with their proposal the last two (2) most recent sanitation inspection reports for each participating franchise location. If the results of any of these reports contain either critical or non-critical violations, then the steps done by the proposer to correct these violations must also be included, as well as documentation from the Health Department that these corrections are acceptable. Failure to include inspection reports may result in rejection of the proposal.

2.4.7 Taste Test

Proposers who have received HCPS confirmation that their pizza products meet nutritional requirements for the National School Lunch Program (NSLP) should be prepared to submit two (2) whole pizzas of each flavor to be tested.

The exact date and delivery location of samples will be advised after the due date of the proposal. Failure to furnish samples if requested may cause us to consider the proposal non-responsive and it will not be evaluated. All samples are to be furnished at no charge.

2.4.8 Ordering

Orders will be arranged directly between the successfully awarded proposer and the participating school site Cafeteria Manager. At the Cafeteria Manager’s discretion, orders may be called on the day prior to delivery to the vendor’s representative or a standing order is arranged in advance between the awarded vendor and the Cafeteria Manager. The Cafeteria Manager may change the delivery times/quantities needed upon 24-hour advance notice to the vendor(s) representative.

Only pizza products that appear in this proposal are approved for purchase by Hillsborough County Student Nutrition Services. Under no circumstances shall the awarded vendor sell unapproved pizza items to participating school sites.

2.4.9 Packaging

Pizza is to be delivered in packaging that ensures freshness and protects against damage. Each pizza shall be packaged individually in a container suitable for its intended purpose and marked clearly on the outside with brand identification and the type of pizza. Each pizza shall be packaged in a container with either a corrugated sheet or a sheet of waxed deli style paper between the bottom of the pizza and the container. To prevent the container from being crushed, “tent” shall be placed inside of the container between the top of the pizza and the container lid. Packaging shall be disposed of daily and new packaging will be used for new deliveries.

2.4.10 Identification

Vendor(s) and their delivery drivers are required to have visible Jessica Lunsford Act (JLA) badges, personal identification, and company name displayed on their shirts and vehicles. They are also required to wear attire appropriate for a school environment. Clothing displaying nudity, obscene symbols, political or pro-drug slogans are prohibited.

2.4.11 Minimum Order Requirements

Vendors must not refuse to accept an order from a participating school site. All orders must be filled 100% of the time. Cafeteria Managers may, at their sole discretion:

• Increase or decrease order quantities on a daily basis in order to best serve their student population.

• Change the mix of pizza products ordered.

• Increase or decrease the number of daily scheduled deliveries.

• There will be no stipulation of minimum order requirements for any delivery location.

2.4.12 Point of Sale Materials

The awarded vendor must supply pizza paper for the purpose of serving the pizza. Point-of-sales (POS) materials such as banners and tent cards must be provided to each participating school site prior to the start of service. Samples and/or pictures of POS materials should be submitted with the proposal.

2.4.13 Pricing

HCPS requires a firm fixed price per whole pizza pie. Pricing must include all costs for inside delivery to each individual participating in the school site.

2.4.14 School Locations - Vendor Store Assignment Sheet:

A list of participating school sites is included in this solicitation and must be returned with vendor servicing store information. To be considered for award, Proposers must be able to service all participating school sites and submit Attachment C - Delivery Locations and Estimated Usage with their proposal.

2.4.15 SNS Invoice and Payment Requirements

HCPS complies with the Florida Prompt Payment Act (ss. 218.70-218.80). The invoice payment is Net 45 days from the date of delivery or the receipt of satisfactory invoice, whichever occurs last, unless invoices specify early payment discounts.

• The SNS manager or designated receiver is required to verify the total quantities and condition of pizzas at the time of delivery. Delivery personnel shall cooperate with this process. All invoices/delivery tickets must be initialed by both SNS staff and delivery personnel.

• Shortages, damages, etc. shall be noted on the invoice/delivery ticket and initialed by both SNS staff and delivery personnel. If re-delivery is required, a separate invoice/delivery ticket shall be generated.

• Each independently owned franchise will be required to submit an Excel file weekly to SNS accounting for payment. The Excel file must include the school site number and name, customer number (if applicable), delivery date, invoice number, and invoice amount. SNS will supply the Excel template.

2.4.16 Credits

The awarded vendor shall agree to accept, for full credit, the return of any item received which is found by the SNS Manager to be defective in quality or defective in packaging to render the item unusable for its intended purpose. The cafeteria manager shall note defective pizza which includes, but is not limited to, damaged packaging, over-cooked product, product received at a temperature below 140°F, or product that does not comply with the specifications contained in this proposal.

Products rejected at delivery are to be individually credited by marking through the individual product on the original invoice/delivery ticket. Both the SNS Manager and the delivery person will initial the changes. The SNS Manager will adjust the invoice/delivery ticket by subtracting the value of the rejected product from the total due. For price discrepancies or products found to be defective after the delivery, the vendor will issue a credit memo. The credit memo shall reference the original invoice/delivery ticket number and be issued within five business days of request.

2.4.17 Annual Performance Review Plan

The parties shall conduct, at minimum, an annual review to discuss this contract and evaluate ways of improving their day-to-day operation and achieving operational and cost efficiencies. Participants in such reviews shall include Student Nutrition Services staff together with representatives from the successful vendor.

2.4.18 Reporting Requirements:

The awarded vendor will be required to submit a monthly price and usage report to the SNS District Office, which will indicate total monthly usage for each item delivered. The report must include the following:

• product description and;

• packaging, brand name and;

• total quantities purchased, as purchased, in their actual delivered unit (i.e., case or broken case unit) and;

• individual cost and total cost/extended cost for each item.

The report must be submitted to the SNS District Office by the 15th day of each month for the previous month’s deliveries. Failure to do so may result in contract cancellation.

2.4.19 Competition with HCPS School Food Program

During the school day, the awarded vendor will agree not to sell or furnish free-of-charge products to any clubs or organization connected with any HCPS school site until one hour after the last serving period. It is also agreed that any products sold to any club or organization during the times permissible will be sold at a price equal to or greater than the prices established by this contract and that all sales will meet HCPS wellness guidelines. Violation of this clause may result in immediate discontinuation of services for the remainder of the contract period.

2.4.20 Food Safety & Recalls

Ensuring the safety of the food supply is critical to HCPS. Manufacturers, processors, and distributors are expected to comply with all federal, state, and local laws and regulations regarding recalls. The proposer must have a process in place to effectively respond to a product recall which should include the following objectives:

• Provide accurate and timely communication to HCPS regarding food recalls.

• Ensure that unsafe products are removed from school sites in an expedient, effective and efficient manner.

• Streamline the process for reimbursement for recalled products.

• Proposers must provide with their proposal with a contact person who is responsible for handling food/product recalls and a brief summary of how food/product recalls will be handled.

2.4.21 Quality Control:

Quality Control Reports are an internal tool that SNS managers utilize to communicate issues regarding items such as service, product quality, and/or possible contamination. Quality Control Reports addressing urgent issues, such as a contaminated food product, must be responded to with immediate action and a subsequent written report. All other quality control reports will be forwarded to the vendor and the vendor must respond, in writing, within five (5) days of notification. Failure to respond, in writing, to quality issues/reports may result in contract termination.

2.4.22 Changes In Scope of Services. HCPS may order changes in the required commodities and contractual services, which may consist of additions, deletions, or other revisions within the general scope of the solicitation. Unless accepted by a mutually signed written amendment, The Awarded Vendor may make no changes related to the scope of services, amount of compensation, or any other adjustments to the Agreement. If the Awarded Vendor believes that a commodity or contractual service is not within the scope of services of the Award, is a material change, or will otherwise require additional compensation to the Contractor, the Contractor must immediately notify the General Manager of Procurement Services in writing of this belief. If the General Manager of Procurement Services agrees that the commodity or contractual service is within the scope of the award, as written, the Awarded Vendor shall continue providing the commodities or contractual services as changed and at the cost stated for the product or service within the scope. The Awarded Vendor must assert its right to an adjustment under this clause within 30 days from receipt of the written order. The General Manager of Procurement Services reserves the right to negotiate with the Contractor without completing the competitive bidding process for commodities and contractual services like those specified within the solicitation for which requirements were unknown upon release of the solicitation.

2.5 ESTIMATED EXPENDITURES

HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. The budget is approximately $2,400,000 per year.

2.5.1 Federal Funding. This competitive solicitation is supported by Student Nutrition Services budget as part of a financial assistance award totaling $2,400,000 annually, with 0% funded by other sources.

2.6 AGREEMENT TERMS/RENEWALS

The initial term will begin with approval by the Board or as specified in the Award letter. It shall automatically renew for up to four (4) additional one (1) -year periods as appropriations allow in the budget, the Contractor’s performance, the continued need for the commodities and services, and mutual agreement between HCPS and the Contractor to provide the commodities and services required under the Agreement as outlined in the Scope of Work/Services and maintain the same terms and conditions as delineated herein.

2.6.1 Temporary Renewal. If HCPS needs to extend the Agreement beyond the stated renewal period(s), HCPS and the Contractor may agree to renew the Agreement for a period not to exceed 180 days.

2.6.2 Price/Rate Provision. Pricing shall remain firm for the contract period.

2.6.3 Price increases for packaging and/or raw ingredients, after the initial term of the contract, shall be limited to an actual net cost increase to the vendor and be documented by providing a bona-fide manufacturer’s price list reflecting any changes. Price de-escalation may be offered to HCPS at any time during this contract.

HCPS reserves the right to accept or reject within thirty (30) days after the request for a price change. If the price change is rejected, the specific item in question will be canceled. If the price change is approved, the price will remain firm for at least one (1) year from the date of the change.

2.7 COVER LETTER

The Proposer shall provide a one to two-page cover letter to include the Proposers:

• understanding of the requirements and scope of services of this solicitation; and

• interest and ability to perform the requirements of this solicitation; and

• principles, including contact information; and

• representatives, including the contact information, of those who will represent Proposer during the solicitation process; and

• signature (by an authorized representative who may legally bind Proposer to the promises provided in its proposal)

3 PROPOSER INSTRUCTIONS

This RFP will comply with all applicable HCPS policies and federal, state, and local laws. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this RFP. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this RFP, to reject any proposal, to waive any formality and irregularity, or to re-advertise the identical or revised specifications. HCPS may investigate the qualifications of any proposer under consideration, require confirmation of information furnished by a proposer, and require additional evidence of qualifications to perform the services described in this RFP. This RFP does not commit HCPS to enter into a contract nor obligate HCPS to reimburse any proposer for any costs incurred in preparing and submitting a proposal or anticipating a contract. Furthermore, HCPS may:

• evaluate the Proposer’s past performance with HCPS and other customers or

• reject any or all proposals; or

• issue a subsequent solicitation for the same commodities and services or

• cancel the entire solicitation; or

• remedy solicitation errors; or

• reduce the scope of services (if deemed in HCPS’ best interest and at HCPS’ sole discretion); or

• appoint an evaluation committee to review the proposals; or

• seek the assistance of technical experts to review the proposals or

• approve or disapprove the use of subcontractors and suppliers; or

• award a contract to one or more (or none) of the proposers; or

• accept other than the lowest-priced proposal; or

• waive informalities and irregularities in the Proposals; or

• award a contract without discussions or negotiations; or

• disqualify proposals upon evidence of collusion with intent to defraud or other illegal practices by a proposer.

3.1 PRE-PROPOSAL CONFERENCE/SITE VISIT (“CONFERENCE”)

If applicable, see the cover sheet. HCPS may conduct a Conference (attendance may be mandatory or voluntary, or a site visit (mandatory attendance, as required by HCPS) to explain the procurement requirements. The Conference or site visit will be held long enough after the RFP has been issued to allow proposers to familiarize themselves with this RFP but sufficiently before the due date to enable the consideration of the Conference results in preparing their proposals.

Nothing stated at the Conference, or site visit shall amend this RFP unless and until a change is made via written addenda on VendorLink.

3.2 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

http://www.myvendorlink.com/

HCPS will post all solicitations and supporting documents on VendorLink. It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates. Each proposer must have a vendor application on file with VendorLink to conduct business, receive updates and addenda, and ask questions under any HCPS solicitation.

Additionally, to conduct business under this RFP, HCPS requires that all its Contractors have a current vendor application on file with www.myVendorLink.com. HCPS may rescind an award for failure to comply with this condition.

3.2.1 Questions. A proposer with additional questions regarding this RFP or a related document(s) may submit a written request for clarification via VendorLink no later than the “last day to request additional information or clarification.” Any interpretation to a proposer shall be via written addenda posted on VendorLink before the proposal’s due date. Any information that amends any portion of this RFP, received by any method other than an addendum issued to this RFP, is not binding on HCPS. Where there appears to be a conflict between this RFP and any addendum issued, the last addendum issued will prevail.

3.2.2 Addenda. Those interested in responding to and receiving addenda to this RFP or any other HCPS procurement opportunity must log on to VendorLink, select "active bids," search for this RFP, and download the document(s).

Downloading the document will enter your email address as a participant and provide notifications and updates for this RFP. Before submitting the proposal, the Proposer must determine whether the addenda was issued via VendorLink and, if so, download and respond accordingly to such addenda.

3.3 PROPOSAL SUBMITTAL

The Proposer is solely responsible for the on-time delivery of the proposal solely via VendorLink. No mailed hardcopies will be accepted. HCPS will not review proposals before the due date and time.

3.3.1 Lobbying/Cone of Silence. Per policy 6320, Procurement:

https://web.hillsboroughschools.org/policymanual/, any communication regarding an active solicitation between any HCPS employee or School Board member and any third party, representative, or lobbyist of that party is prohibited, in effect from the time the solicitation is released until an agreement is signed by HCPS or awarded by the Board.

3.3.2 Submittal Delays. Possible delays to the last day for questions or the submittal due date may involve the following, without limitation:

3.3.3 Questions/Due Date Extension. HCPS reserves the right to amend this RFP’s due date via VendorLink before the originally posted due date.

3.3.4 Weather Conditions. Should weather conditions require HCPS to close its offices on the Proposal due date, it will become effective on the same hour of the following HCPS business day or as posted by HCPS via VendorLink.

3.3.5 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing all documentation, supporting exhibits, on-time submission, and all required signatures. HCPS is not responsible for the proposer’s discrepancies or inconsistencies provided in the proposal. HCPS may reject any proposal it deems as non-responsive. Failure to comply with these requirements may cause HCPS to deem the proposal non-responsive.

3.3.6 Uploaded Proposal Format. The proposal must be electronic and organized to maintain comparability and consistency in the evaluation process. Avoid elaborate promotional materials and provide only requested information.

All supporting materials should reference the portion of this RFP to which they pertain.

3.3.7 Variance from Terms. Regardless of how slight, the proposal must identify all variances from specifications, terms, and/or conditions. Otherwise, HCPS will assume that the proposed commodities and services shall fully comply with the specifications, terms, and conditions.

3.3.8 Forms. Unless otherwise specified, proposers must use the form(s) furnished by HCPS. Failure to do so may cause the rejection of the proposal.

3.3.9 Missing Attachments/Documents. The proposal must include all required attachments and requested documentation. HCPS will neither review nor acknowledge receipt of a proposal before the due date and time. HCPS cannot accept any missing documents after the due date unless HCPS deems the missing document as non-material to the proposal evaluation. All missing documents must be submitted to the Procurement Officer within 72 hours of the submitted request, excluding Saturdays, Sundays, and state holidays. All communications between Procurement

Services and the proposer shall be via email. HCPS shall not be responsible for emails that flow into a proposer’s spam folder.

3.3.10 Signatures. An officer or employee with the authority to bind the organization must sign the proposal in ink or digitally.

3.3.11 Public Inspection of Proposal. HCPS will provide a Proposer’s representative with written notice if a public records request has been made for a confidential portion(s) of their proposal to this RFP. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession by applicable law. If a Proposer wishes to preclude the inspection or copying of any non-exempt portions of its proposal or if a dispute exists as to whether such portions are entitled to an exemption, the Proposer must obtain a protective order from a court of competent jurisdiction prohibiting the inspection or copying of the requested materials. The failure to initiate such legal proceedings on time shall constitute a waiver by the Proposer of any applicable exemption or confidential status of the requested materials. By submitting a proposal to this RFP, the proposer agrees to waive any cause of action or claim for damages it may have against HCPS for its release of records in response to a public record request other than those that are prepared and labeled as confidential or exempt as described in this section. The Proposer agrees to hold HCPS harmless from any award to a plaintiff for damages, costs, or attorney’s fees based upon HCPS’ non-disclosure of portions of the Proposer’s response that have been prepared and labeled as confidential or exempt from public inspection and further agrees to reimburse HCPS for any attorney fees and costs it may incur in the defense of such non-disclosure.

3.3.12 Trade Secret. If applicable, all “trade secret” information submitted in response to this RFP shall comply with §§119.07 and 812.081, Florida Statutes, and shall be submitted in a separate file and so named. A failure by the proposer to prepare and label the confidential or exempt portions of their proposal in the manner specified herein shall constitute a waiver by the proposer of any applicable exemptions from disclosure or any confidential status, including ones that may apply to trade secrets under Florida law. If challenged, the proposer who submits the trade secret information shall bear all costs associated with defending their position.

3.3.13 Joint Proposal. HCPS will recognize a single proposer as the primary contractor should multiple proposers submit a joint proposal in response to the competitive solicitation. If offering a joint proposal, the prime contractor must:

• include the name and address of all parties of the joint proposal and

• provide all bonding and insurance requirements, execute the contract, complete the proposal, and have overall and complete accountability to resolve any dispute arising within the award. Only a single award with the submitting proposer shall be authorized by HCPS and

• be responsible for the performance of services associated with the response to this RFP and overall contract administration and

• preside over other Proposers participating or present at HCPS meetings, oversee the preparation of reports and presentations, and file any notice of protest and final protest as described herein and

• prepare and present consolidated invoice(s) for services performed. HCPS shall issue only one check for each consolidated invoice for services performed to the prime contractor.

3.4 EVALUATION PROCESS

Procurement Services shall forward only those on-time proposals to the assigned HCPS Evaluation Committee (the “Committee”) for further evaluation. HCPS will not evaluate non-responsive/responsible proposals. The Committee may consist of HCPS personnel and additional stakeholders who will review, discuss, and rank the proposals. Procurement Services personnel will participate as facilitators. The Committee may deem additional Proposers as non-responsive or non-responsible and will not pursue further evaluation. Please note that HCPS reserves the right to:

• prefer to contract with the proposer(s) that fully complies with the provided terms and conditions stipulated in this RFP. However, a proposal with alternatives may be considered after the allowance for any deviations. HCPS cautions proposers to indicate all restrictive deviations from the desired terms and conditions and

• select the proposal(s) deemed to be in its best interest and shall be the sole judge and final arbiter of its own best interest, the evaluation of submissions, and the resulting negotiated agreement; and

• deem that if receiving adequate proposals, HCPS may choose to evaluate only those proposals as submitted and require no additional clarifications and/or information. The proposer should provide complete and thorough proposals, including the proposer’s most favorable terms.

• cancel this RFP or reject proposals at any time before an award and without further discussion; and

• perform a side-by-side comparison of like proposals. Procurement Services shall perform the preliminary phase upon initial proposal screening, and this phase shall pass or fail, as determined by Procurement Services as to whether:

o all required forms are signed, submitted, or obtainable; and o the Proposer meets the minimum requirements; and o whether the information provided is in the required sequence to simplify the comparison of proposals.

3.4.1 Evaluation Phase 1. The Committee will rank proposals based on the stated summarized Weighted Criteria. The award method will be based on a qualitative appraisal rating and ranking of responsiveness to this RFP’s criteria, based on available point totals for each evaluation criteria and not on a percentage factor. The Committee will evaluate and rank responsive proposals on the evaluation criteria listed below. The requirements are itemized with their respective weights for a maximum of 100 points. A proposer may receive the maximum points or a portion of this score depending on the merit of its proposal, as determined by the Committee.

EVALUATION PHASE I: DESCRIPTION WEIGHT

Capability 20

Ability to service the needs of participating high school sites.

Meets Nutritional Requirements 20

Pizza products must meet nutritional standards for reimbursable meals for the National School Lunch Program.

Cost/Value 30

The price proposal shall be evaluated to determine the overall best value. Average cost based on 65% Pepperoni/ 35% Cheese pizza purchases.

License and Health Inspection Reports 10

The proposer must submit copies of each restaurant license and the two most recent health inspection reports for each participating location.

Taste Test 20

Evaluation of samples in terms of taste and texture.

TOTAL 100

3.4.2 Evaluation Phase 2 (Optional). A short list of proposers may be invited to provide Phase 2 presentations or provide answers to additional questions (via written, virtual/online, or phone means). For presentations, the proposers are encouraged to offer a multi-media presentation to include, but not limited to, additional discounts, answers to provided questions, question and answer session, and a summary of its capabilities and industry advantages within the HCPS-allotted time. All invited proposers shall be allotted the same amount of presentation time. Upon completing this phase, the Committee will re-evaluate, re-rate, and re-rank the remaining proposals based on the written documents combined with the oral presentation or answers to questions and the best and final offer.

3.4.3 Negotiations. Procurement Services may negotiate the proposed terms, conditions, and rates with the highest-ranked Proposer(s) before submittal to the School Board. HCPS may seek to reach acceptable terms with any Proposer or terminate discussions as it deems to be in its best interest. HCPS may continue the process until an agreement is reached or the process is terminated. For Single Negotiations, HCPS negotiates with the top-ranked Proposer. For concurrent negotiations, HCPS negotiates simultaneously with two or more top-ranked proposers after Phase 1.

Negotiations continue simultaneously until a ‘best and final offer’ is reached, resulting in a satisfactory agreement.

3.4.4 Tie Proposals. Tie Proposals that are identical in the Evaluation Committee scoring and meet all the requirements and criteria outlined in the competitive solicitation. If this should occur with the highest-ranked Proposals, priority for the award shall be given to vendors in the following sequence:

• A business that certifies that it has implemented a drug-free workplace.

• Office of Supplier Diversity certified small business vendor.

• Small/business certified by a governmental entity in Hillsborough County.

• Small/business certified by a governmental entity in the Tampa Bay area.

• Florida-certified small/business.

• Business located in Hillsborough County.

• Businesses receive the more significant dollar award on other items within the bid.

• Business located in Florida.

• A flip of a coin.

3.5 AWARD

3.5.1 Award by Group, Category, Area, or Item. As deemed to be in its best interest, HCPS reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof on a geographical basis and an HCPS-wide basis with one or more Proposals; to reject any or all offers or waive any irregularity or technicality in Proposals received. The Proposer is cautioned to make no assumptions unless their Proposal has been evaluated as responsive.

Any or all award(s) made because of this competitive solicitation shall conform to applicable HCPS, State of Florida, and Federal rules, regulations, and laws.

3.5.2 No Award. HCPS shall have the authority to reject any proposals submitted in response to this competitive solicitation and request new proposals or purchase the required commodities and services in any other manner authorized under Rule 6A-1.012, F.A.C.

3.5.3 Rejection of All Proposals. Per §§119.07(1), Florida Statutes, and 24(a), Article I of the State Constitution, HCPS may reject Proposals submitted in response to this competitive solicitation and shall remain exempt from §§119.07(1), Florida Statutes. and 24(a), Article I of the State Constitution, until HCPS provides notice of an intended decision concerning the reissued solicitation or until HCPS withdraws the reissued solicitation, not to exceed twelve (12) months from the date of the Notice of Rejection.

3.5.4 Contract. HCPS deems the provisions of the awarded proposal acceptable, and a best and final offer shall be incorporated as the award and become legally binding.

3.5.5 Additional Awardees. HCPS reserves the right to award additional vendors throughout the Agreement term to meet HCPS' needs promptly.

3.5.6 Notice of Intent to Award/Rejection. HCPS will post a Notice of Intent to Award/Rejection via VendorLink to enter into one or more contracts with the Proposer(s) identified therein.

3.5.7 No Contract Until Execution. A notice of intent to award under this RFP shall not constitute or form any contract between HCPS and the proposer. No contract is formed until HCPS provides notice of award or purchase order.

3.5.8 Committee Tabulation. The Committee’s tabulation will be posted via VendorLink. Tabulation of Proposal selections may also be viewed via the Board’s View Current Agendas page link:

https://go.boarddocs.com/fl/sdhc/Board.nsf/Public.

3.6 PROTEST

A Proposer who wishes to file a proposal protest must file a notice and follow procedures prescribed by §120.57(3), Florida Statutes, for resolution. For bids solicited by Procurement Services, the notice must be filed with the General Manager of Procurement Services. Any person who files an action protesting a decision or intended decision concerning a Proposal under §120.57(3)(b), Florida Statutes, shall post, at the time of filing the formal written protest, a bond payable to the Board for $5,000 or three (3%) percent of the estimated value of the contract, whichever is greater, conditioned upon payment of all costs and fees which may be adjudged against the protestor in the administrative hearing. If at the hearing, the Board prevails, it shall recover all costs, excluding attorney's fees, from the protestor; if the protestor prevails, the protestor shall recover from the Board all costs, excluding attorney's fees.

Failure to file a notice of intent to protest or failure to file a formal written protest within the time prescribed in §120.57(3), Florida Statutes, shall constitute a waiver of proceedings under Chapter 120, F.S.

3.6.1 Purchase Order. An award by the Board does not constitute an order. The Awarded Vendor must receive an HCPS purchase order before providing any product or service. Shipments shall conform to the proposal form, specifications, and general instructions specified in the purchase order.

3.7 GENERAL TERMS AND CONDITIONS FOR REQUEST FOR PROPOSALS

Read and sign the “Appendix: General Terms and Conditions for Request for Proposals” document at www.myvendorlink.com. In a conflict between the solicitation documents, the order of precedence shall be the best and final offer, negotiated terms and conditions, HCPS-issued addenda, this competitive solicitation, and the Appendix:

General Terms and Conditions for Request for Proposals.

3.8 FEDERAL FUNDING

Read and sign the separate document titled “Federal Funding” at www.myvendorlink.com. All purchases involving federal expenditure, whether full or partial, must comply with Appendix II to 2 CFR Part 200. The following certifications and provisions are required and apply when HCPS expends federal funds for any purchase resulting from this Agreement. HCPS will follow §§200.317 through 200.327 of the general procurement standards. Contract provisions for any agreement that involves, receives, or utilizes Federal Grants funding must state that the following terms and conditions shall be a part of this Agreement, and the Contractor accepts and acknowledges that it is compliant and will continue to comply with the applicable terms and conditions for the term.

SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL

A signature acknowledges that the Proposer has:

• thoroughly read the above section and

• read the General Terms and Conditions and

• filled in and submitted the W-9 Form) and

• the Proposer has submitted the Proposal without collusion with any other individual or firm.

Vendor Name

Signature of Proposer’s Authorized Official Date https://go.boarddocs.com/fl/sdhc/Board.nsf/Public

4 QUALIFICATIONS AND EXPERIENCE

4.1 QUALIFICATIONS SUMMARY

The Proposer shall provide a 2-4 page summary of their qualifications, including related skills and market strengths. If applicable, include subcontractor qualifications. Provide information regarding past working relationships on similar projects. This section also consists of the following:

• Key Personnel. Identify key personnel and provide biographical information (resumes) about their backgrounds, expertise, and job descriptions. Also, a staffing plan should be provided (including key personnel, the number of dedicated team members, and team members’ professional qualifications).

• Technical Staff. The Proposer must provide the number of technical personnel employed and how many will be available to support HCPS.

• Proposer Resources/Equipment. The Proposer must list all resources available to provide the required contractual services. At a minimum, list all applicable assets, such as equipment, vehicles, and any applicable specialized skills.

4.2 MINIMUM QUALIFICATIONS

Please read carefully: The Proposer must provide, with the proposal, proof that they meet the following minimum qualifications. A Proposer submitting a Proposal that fails to meet the minimum qualifications will be deemed non-responsible and will not be evaluated. The Proposer must prove the validity of the stated documents to be in effect at the time of the Proposal's due date. The proposer must meet the following minimum requirements. Below, respond as to whether you meet the following minimum requirements. You must explain each exception.

Requirement: All marked Exceptions require further explanation from the Proposer.

4.2.1.1 Experience (Corporate). The Proposer shall have been in the provision of the required commodities and contractual services herein for a minimum of three (3) years and must provide proof along with the proposal (including but not limited to):

• articles of incorporation; or

• Sunbiz.org screenshot (or equivalent from the Proposer’s home state if solely shipping commodities); or

• business tax receipts…).

__ Agreed

__ Exception

4.2.1.2 Authorization To Do Business In The State of Florida. Foreign corporations and foreign limited partnerships must provide proof of authorization to do business in Florida. Domestic corporations must be active and in good standing in Florida. The Proposer must provide proof of registration on www.sunbiz.org unless a Contractor will solely provide commodities via mail.

__ Agreed

__ Exception

4.2.1.3 E-Verify. Per §448.095, Florida Statutes, all employers within the state shall use the U.S. Agency of Homeland Security’s E-Verify system, https://e-verify.uscis.gov/emp, to verify the employment eligibility of all employees hired during the term of the Agreement. The Contractor shall also require all subcontractors performing work under the Agreement to use the E-Verify system for any employees they may hire during the Agreement term. The Contractor must provide evidence of compliance with §448.095, Florida Statutes.

Evidence may consist of, but is not limited to, providing notice of the Contractor’s E-Verify number. Failure to comply with this provision is a material breach of the Agreement, and HCPS may choose to terminate the Agreement, at its sole discretion. The Contractor may be liable for all costs associated with HCPS securing the same services, inclusive, but not limited to, higher costs for the same services and bidding costs (if necessary). E-Verify #: _______________________________________________________

__ Agreed

__ Exception

__ Does not employ Florida workers.

4.2.1.4 Proof of Insurance. The Proposer must provide proof of insurance. Also, upon award, at its own expense, the Contractor must maintain an insurance policy in effect at all times during the performance of this Agreement with an insurance company licensed or authorized to do business in Florida having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the below coverage amounts. Failure of the Contractor to maintain the required insurance will constitute a material breach entitling HCPS to immediately terminate this Agreement for default.

__ Agreed

__ Exception

4.2.1.5 Subcontractors. The Contractor shall serve as a prime contractor, shall be responsible for all actions taken by its subcontractors, and shall bear all liability for the subcontractors’ action under the Award. HCPS must pre-approve each subcontractor and must follow all of the Awarded Vendor’s requirements herein. All Contractor’s requirements and references to the Contractor herein shall apply to all HCPS-approved subcontractor(s). The subcontractor includes any organization whom the Contractor utilizes for the provision of commodities and contractual services subject to the Award. The Contractor must notify HCPS for prior approval as to the use of or replacement of any subcontractor. If applicable, list all subcontractors:

__…