26039-RFP-DST_Fresh_Fruit_&_Vegetable_Program-SNS_Final_2.pdf

HillsboroughSchools.org • P.O. Box 3408 • Tampa, FL 33601-3408 • Procurement Services (813) 272-4327 Raymond O. Shelton School Administrative Center • 901 East Kennedy Blvd. • Tampa, FL 33602-3507

February 6, 2026

REQUEST FOR PROPOSALS (RFP)

26039-RFP-DST FRESH FRUIT AND VEGETABLE PROGRAM – STUDENT NUTRITION SERVICES

BID BROADCAST DATE

FEBRUARY 11, 2026

LAST DAY FOR TECHNICAL QUESTIONS:

Friday, February 25, 2026, at 12:00 PM

ADDENDUM DATE

February 26, 2026

PROPOSAL DUE DATE AND TIME

March 11, 2026

TO BE SUBMITTED SOLELY VIA: WWW.MYVENDORLINK.COM

REVIEW DATE

March 12, 2026

ESTIMATED AWARD DATE

August 4, 2026

ESTIMATED START DATE

September 01, 2026

Hillsborough County Public Schools (“HCPS”), on behalf of The School Board of Hillsborough County, Florida (the “Board”), hereby issues this competitive solicitation (“competitive solicitation” or “RFP”), per 6A-1.012, F.A.C., to announce that HCPS is accepting proposals from all qualified firms and individuals interested in providing the commodities and contractual services as described in the Scope of Services section.

QUESTIONS: All technical questions pertaining to this RFP should be submitted online via HCPS’s vendor portal, www.myvendorlink.com, no later than the Last Day for Technical Questions. HCPS will not respond to phone calls.

IMPORTANT DATES: The above event dates and times are subject to change. Any updates will be posted via www.myvendorlink.com.

EBID NOTICE: THIS IS AN ELECTRONIC PROCUREMENT. Submissions will only be accepted electronically via HCPS’s vendor portal https://www.myvendorlink.com, which HCPS uses for accepting and evaluating proposals. To register, visit https://www.myvendorlink.com/external/login. Submitting proposals via the VendorLink portal is mandatory, proposals submitted by any other means including but not limitd to paper, telephone, facsimile transmission, or electronic mail (e-mail) in response to this RFP will be rejected.

HCPS is not responsible for late submittals regardless of cause. HCPS strongly encourages proposers to submit proposals well in advance of the proposal submission deadline. A proposal submission is not considered successful unless all necessary files have been uploaded and in a “Submitted” status. Proposers are responsible for the consequences of any failure to plan ahead in the submission of its proposal. Questions or problems uploading the documents or additional online related assistance is available at support@eVendorlink.com.

http://www.myvendorlink.com/ http://www.myvendorlink.com/ http://www.myvendorlink.com/ https://www.myvendorlink.com/ https://www.myvendorlink.com/external/login mailto:support@eVendorlink.com

Hillsborough County Public Schools Page 2 of 46 Request for Proposals: 26039-RFP-DST Fresh Fruit and Vegetable Program - SNS

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, Florida Statutes. Any protest must be submitted on time to the General Manager of Procurement Services via email at contractsupport@hcps.net.

Lobbying/Cone of Silence. Per Policy 6320, Procurement: https://web.hillsboroughschools.org/policymanual/, any communication regarding an active competitive solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party is prohibited, effective from the time the competitive solicitation is released until an agreement is signed by HCPS or awarded by the Board.

[INTENTIONALLY BLANK]

mailto:contractsupport@hcps.net https://web.hillsboroughschools.org/policymanual/

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TABLE OF CONTENTS

1 SCOPE OF SERVICES

2 PROPOSER INSTRUCTIONS

3 QUALIFICATIONS AND EXPERIENCE

4 REQUIRED FORMS

5 COST/VALUE

6 GENERAL TERMS AND CONDITIONS

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1 SCOPE OF SERVICES

1.1 BACKGROUND

☐ New Solicitation ☒ Replacing an expiring solicitation: 21082-DST-VT Fresh Fruit & Vegetable Grant Program

1.2 ESTIMATED EXPENDITURES/BUDGET

1.2.1 Estimated Budget. HCPS’ performance and obligation to pay under the Agreement are contingent upon an annual appropriation by the Board. For protest purposes, the estimated yearly budget is $600,000.

1.2.2 Federal Funding.

1.2.2.1 Federal Disclosure Statement with Zero Financing from Non-Federal Sources. This program is funded by a grant award totaling $600,000 (100%) from the United States Department of Agriculture (USDA), with $0.00 (0%) financed from non-federal sources.

1.3 AGREEMENT TERMS/RENEWALS

1.3.1 Contract Term with Renewals. The initial term will commence no sooner than the first business day after Board approval or as specified in the Award letter through the last day of the first anniversary month. The Agreement 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 contractual services, and under the same terms and conditions unless either party provides notice to the other party stating that the party wishes to discuss modification of terms or not to renew the Agreement.

1.3.2 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.

1.4 HCPS’ CURRENT STATE

Approximately eighteen (18) elementary schools have currently been awarded the Fresh Fruit and Vegetable Program (FFVP) grant. HCPS is in the process of applying for FFVP grant funding for approximately 20 elementary schools in 2026-2027.

1.5 WHY IS THIS NEW SERVICE NEEDED

Student Nutrition Services (SNS) is currently utilizing RFP 21082-DST for our fresh fruit and vegetable grant program. There are no more renewals left, so we are re-soliciting the RFP.

1.6 TASKS AND DELIVERABLES

Hillsborough County Public Schools is seeking proposals from qualified firms to establish a cost-plus “fixed fee per case” contract for the delivery of fresh, high-quality, specialty fruits and vegetables to select elementary school sites for use in the United States Department of Agriculture (USDA) Fresh Fruit and Vegetable Program (FFVP). FFVP is a federally funded grant program that provides a variety of free fresh fruits and vegetables to students at participating elementary schools two (2) days per week, outside of breakfast and lunch service. Main goals of the FFVP are:

• Serve a variety of raw fresh fruits and vegetables in their natural state and without additives or dips.

• Introduce students to fruits and vegetables that they otherwise might not have had the opportunity to sample.

• Encourage consumption of fruits and vegetables as healthy snack options.

Approximately eighteen (18) elementary schools have currently been awarded the Fresh Fruit and Vegetable Program (FFVP) grant. HCPS is in the process of applying for FFVP grant funding for approximately 20 elementary schools in 2026-2027. It is not known at this time how many of those applications will be approved.

• Awarded schools must serve a fresh fruit or vegetable snack for every student (K-5), two (2) days per week.

• HCPS reserves the right to increase/decrease the number of FFVP sites during the contract period. Any additional FFVP sites shall be serviced at the same rate/cost bid herein.

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• This request for proposal does not include the delivery of fresh produce for use in the National School Lunch Program (NSLP).

1.6.1 Core Requirements.

• FFVP will run from September 1, 2026, to May 1, 2027.

• All produce must be procured from and supplied by GAP-certified farmers.

• HCPS prefers to purchase locally grown and raised agricultural produce for our students “to the maximum extent practicable and appropriate”.

• Only fruits and vegetables that can be consumed raw can be served. No broccoli or cauliflower will be purchased under this contract.

• Fruits and vegetables can only be served during the school day, outside of breakfast and lunch service, and not before or after school or during summer school.

• Make fresh fruits and vegetables available to all enrolled children at participating school sites.

• All produce items delivered are to be pre-cut, pre-packaged, and have a minimum of seven (7) days remaining on the expiration date at the time of delivery. The preferred pack size is 50 units per case. Note: In emergency situations, HCPS will consider whole fruit options.

• Actual number of ounces for individual serving units can vary. No minimum or maximum number of ounces for pre-packaged produce items.

• The Awarded Vendor will be responsible for assisting in selecting produce options and menu development with one menu for all FFVP school sites. Menus are to be developed on a monthly basis and presented to the SNS District Office for review and approval thirty (30) days in advance.

• Pricing for selected weekly produce options must be approved by the SNS District Office prior to produce being ordered from suppliers.

• Deliveries to participating elementary school sites must be once per week, each Monday and Tuesday only between 6:00 am and 2:30 pm. If USDA funds are still available towards the end of the program, deliveries may increase to twice per week. Normal service days at school sites are Tuesday-Thursday, once per day.

• No partial shipments are allowed. Schools must receive enough servings of each menu item to meet enrollment numbers.

• Participating school sites will not place weekly orders. The Awarded Vendor will be responsible for automatically determining and keypunching order quantities, based on enrollment counts, and shipping weekly menu items to participating schools.

• Copies of invoices for FFVP deliveries made each Monday and Tuesday must be submitted to the SNS district accounting office within seven (7) days in one PDF file.

1.6.2 Experience.

• Proposer shall have been in the business of buying, selling, and distributing produce for a minimum of three

(3) years and maintain a current business license from the State of Florida. Proposers shall provide documentation of applicable license, certification, and/or commercial experience. HCPS reserves the right to request documentation at any time during the contract period

1.6.3 Distributor Relationship.

Under this contract, the Awarded Vendor is committed to prioritizing the best interests of HCPS.

• Research and recommend local specialty produce items to assist HCPS meet goals of the FFVP grant program.

• Search for items within the “per portion” price point established by SNS.

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• Inspect produce, prior to shipment, to ensure that school sites are receiving only fresh and quality produce items.

• Inspect quantities received from suppliers to ensure that every participating school site gets a full delivery each Monday and Tuesday with enough servings of each menu item to meet enrollment numbers.

• Interface with packers on problems relating to produce quality.

• Provide, on time, proposed menu items, pricing, and weekly invoices.

1.6.4 Program Review.

The parties must conduct an annual review to discuss and monitor the implementation of this contract and evaluate ways of improving its day-to-day operation and achieving operational and cost efficiencies. Participants in such reviews shall include SNS staff, together with representatives from the awarded distributor.

1.6.5 Estimated Budget.

This contract is grant-funded. The actual budget is dependent upon 2026/2027 allocations.

1.6.6 ESTIMATES.

Quantities stated on Attachment “B” are for bidders’ guidance only and are based on historical data for a 12-month period. It shall be understood by all parties concerned that any contract established as a result of this request for proposal will not oblige HCPS to receive any quantity less than or in excess of actual requirements. School district authorities will make a reasonable effort to fully utilize projected supplies. There will be no stipulation of a minimum order for any bid item.

1.6.7 Pricing.

HCPS requires a firm fixed fee per full case. Fixed fee pricing shall be based on inside delivery and include all components outlined in core requirements and freight to individual FFVP school sites.

• Proposers must submit a fixed fee per full case.

• Proposed Pricing Sheet – For evaluation purposes only, proposers must complete and submit proposed pricing for items on the sample menu with their proposal. Refer to Attachment “B”. After award, actual pricing for all produce items used in this grant program will be open-market cost and be submitted to the SNS district office for approval two (2) weeks prior to the month they are on the menu.

• The fixed delivery fee per full case shall be firm against any increase for at least one (1) year from the effective date of this proposed contract. After this date, it shall be the vendor's responsibility to notify the Procurement Officer in advance of any anticipated changes in prices and submit a request for a price increase by furnishing bona fide manufacturer's documents or a price list reflecting the changes.

1.6.8 Contract Representative.

The Awarded Vendor must assign a contract representative who is responsible for handling all contract-related issues. A local or toll-free phone number and an email address must be provided. Representative shall be required to be available Monday – Friday between 7:00 a.m. and 4:00 p.m.

Contract Representative Name: _______________________________________________________ Local or Toll-Free Number: ___________________________________________________________ Email address: _____________________________________________________________________

1.6.9 Ordering.

The participating school sites will not place weekly orders. The Awarded Vendor will be responsible for automatically keypunching order quantities, based on enrollment counts, and shipping weekly menu items to participating schools in quantities needed.

• Example: Enrollment count at Forest Hills Elementary is 683 students. FFVP menu items for the week are Orange Pepper Slices and Mango Chunks. The pack size is 50 pre-cut and pre-packaged units per case. The

Hillsborough County Public Schools Page 7 of 46 successful vendor would be responsible for shipping 14 cases of each menu item to Forest Hills that week for a total of 28 cases.

• Vendor must complete and send proposed weekly order entry sheet(s) to the SNS District Office for approval a minimum of two (2) weeks in advance of delivery week. Refer to “Attachment A – Sample FFVP Weekly Order Form”

• There will be no stipulation of a minimum order for any produce/menu item.

1.6.10 Monthly Menus.

The Awarded Vendor will be responsible for assisting in monthly menu development with one menu for all FFVP school sites. Monthly menus are to be developed and presented to the SNS District Office, along with unit pricing, for review and approval two weeks prior to the start of the actual menu month.

1.6.11 Delivery Requirements.

Deliveries to participating elementary school sites must be once per week, Monday and Tuesday only, between 6:00 am and 2:30 pm. If USDA funds are still available towards the end of the program, delivery may increase to twice per week. Normal service days at school sites are Tuesday and Thursday, once per day.

• Frequency/Delivery Time Frames – Weekly deliveries must be completed between 6:00 AM and 2:30 PM, each Monday and Tuesday only, except school holidays or closing days. All products must be delivered during mandatory time frames when SNS employees are present. This also excludes leaving products with the custodian or security staff.

• Holidays and Closings - When school holidays/closings fall on a scheduled delivery day, deliveries must be made on the next school day or the prior school day.

• Tinker K-8 School - Tinker K-8 School is located on MacDill Air Force Base. All access to the base is restricted in accordance with Homeland Security rules and regulations. Employees at Tinker Elementary are not allowed to leave the school site and go to the base gate to pick up products. Awarded vendors for SNS must have at least two (2) designated delivery drivers at all times who have a permanent pass issued by MacDill Air Force Base.

Any pass fee(s) associated with this location shall be paid by the Contractor.

• Delivery Acceptance – SNS employees are required to check in orders at the time of delivery. Delivery personnel must cooperate with this process.

• Under no circumstances are orders to be delivered before the SNS Manager or designated representative arrives at the school or district site.

• No school keys will be issued.

• Products may not be left on loading docks before school or other HCPS site hours.

• Sign-in/Sign-out Requirements - 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. Drivers and their helpers must deliver merchandise into designated areas at each school. Drivers are not required to stow merchandise.

• Campus Security - All delivery personnel must close and lock campus gates when entering, while unloading, and then close and lock them again upon leaving a school campus. In addition, delivery drivers are not allowed to prop back doors open to cafeterias when making deliveries. They must have an SNS employee stand by the back door and open and close it as they come in and out of the cafeteria to make the delivery. Repeated occurrences of delivery personnel failing to secure campus gates may result in contract termination.

• Special Deliveries - Special or intermediate deliveries will be required if any bid item is out of stock or the vendor fails to deliver the product on a regular scheduled delivery; in that case, re-delivery must be made within 24 hours. If the vendor delivers an unsatisfactory product that is returned for credit, re-delivery shall be made within 24 hours.

1.6.12 Product Condition.

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All produce must be delivered in refrigerated trucks equipped with back-up warning signals, and under clean and dry sanitary conditions free of dirt, sand, or other foreign materials. At the time of delivery, produce must be top quality, fully mature, and in good condition with regard to the appropriate texture, juiciness, and firmness in accordance with its type and varietal attributes. Processed and pre-packaged produce items must have a minimum of seven (7) days remaining on the “expiration/date code” at the time of delivery. If excessive spoilage is noted, products will be rejected and must be replaced within 24 hours. Unless otherwise specified, all produce must be U.S. No. 1 grade.

1.6.13 Item Substitutions.

One of the goals of this grant program is to make fruits and vegetables available to all enrolled children at participating school sites. Therefore, item substitutions for this program must be kept to a minimum. In the rare event that there is an outage or a delivery is short, re-delivery must be completed within 24 hours. Any substitution must be approved in advance by the SNS District Office.

1.6.14 SNS Invoicing and Payment Requirements.

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

All payments, other than payments for construction services, which are due and not made within the time specified by this section bear interest from 30 days after the due date at the rate of 1 percent per month on the unpaid balance.

• All invoices must include a unique invoice number. Invoice numbers must not be reused or duplicated during the contract term and any subsequent renewals.

• All payments are based on signed and received invoices/delivery tickets.

• Invoices/delivery tickets must show Distributor name, account number, product description and/or name, product code numbers (if applicable), pack size, amount ordered, amount delivered, total cases delivered, unit cost, total cost, and extended cost.

• The SNS Manager or designated receiver is required to verify total quantities ordered against total quantities received and the condition of merchandise at the time of delivery. Delivery personnel must cooperate with this process. All invoice/delivery tickets must be signed by both the SNS Manager and the delivery person.

Shortages, damages, etc. must be noted on each invoice/delivery ticket by the SNS Manager and initialed by both the manager and the delivery person. If re-delivery is required, a separate invoice/delivery ticket must be generated for the re-delivered product.

• The Awarded Vendor will email invoices in an Excel worksheet to SNSinvoices@hcps.net for payment. The Excel worksheet will include the invoice date, invoice number, school site number, and invoice amount. SNS will supply the Excel template.

• Under no circumstances shall the Awarded Vendor sell unapproved items to school sites. Invoices/delivery tickets for unapproved products sold without prior approval from the SNS District Office shall not be paid.

1.6.15 Credits.

The Awarded Vendor must 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.

• Products rejected at delivery are to be 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 delivery, the Vendor will issue a credit memo. The credit memo shall reference the original invoice/delivery ticket number but must have a unique credit memo number and be issued within five (5) business days of request. Credit memo numbers must not be reused or duplicated during the contract term and any subsequent renewals.

1.6.16 Reporting Requirements.

1.6.17 The Awarded Vendor will be required to submit a monthly price and usage report, which will indicate total consolidated monthly usage for each item delivered. The report must include the following: number of consolidated mailto:SNSinvoices@hcps.net

Hillsborough County Public Schools Page 9 of 46 cases, average price for each item, and total extended cost for each item delivered during the calendar reporting month. Reports 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.

1.6.18 Quality Control.

Quality Control Reports are an internal tool SNS managers utilize to communicate with the SNS District Office regarding issues regarding items such as service, delivery personnel, quality of product, and contamination. Quality Control Reports addressing contamination or any other urgent issues 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.

1.6.19 Food Safety & Recalls.

Ensuring the safety of food and supplies is critical to HCPS. Manufacturers, distributors, and importers are expected to comply with all federal, state, and local laws and regulations regarding recalls and are liable if they do not. Recalls are an effective method of removing or correcting consumer products that are in violation of laws administered by the Food and Drug Administration. The potential 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 recall.

• Ensure removal of unsafe products from school sites in an expedient, effective, and efficient manner.

• Streamline the process for reimbursement and recalled products.

• Manufacturers must provide a copy of their food/product recall procedures with their proposal.

• Proposers must provide with their proposal a contact person and a back-up contact person, who is responsible for handling food/product recalls.

1.6.20 FIXED FEE PRICE SHEET – FRESH FRUIT AND VEGETABLE GRANT PROGRAM.

The Proposer must provide the following information:

• VENDOR NAME: ____________________________________________________

• $_________ FIXED FEE TIMES 10,000 CASES PER YEAR $ ______________________

1.7 PRICE/RATE PROVISIONS

All prices, costs, fees, and charges offered herein shall be firm against any increase for the initial term of the Agreement, unless mutually agreed upon or as stated otherwise in this solicitation or its addenda. The Contractor is responsible for notifying Procurement Services at least 60 days before any anticipated price changes. Any request for changes requires the submittal of bona fide manufacturer's documents, including but not limited to Producer Price Index information, Consumer Price Index for the affected market, industry, commodities, and/or manufacturer’s price list. Surcharges are disallowed unless the above conditions are met. HCPS reserves the right to accept or reject, within 30 days. If HCPS denies the request for a price change, said items will cease to be ordered.

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SUBMIT THIS SIGNATURE PAGE WITH YOUR PROPOSAL:

The below signature acknowledges that the Proposer has read the above Scope of Services Section thoroughly before submitting the Proposal, will fulfill the applicable obligations per the above terms and conditions, and is submitting without collusion with any other individual or firm.

Contractor Name

Signature of Proposer’s Authorized Official Date

Name and Title of Proposer’s Authorized Official

[INTENTIONALLY BLANK.]

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2 PROPOSER INSTRUCTIONS

This solicitation will comply with all applicable HCPS policies and federal, state, and local laws and regulations. HCPS reserves the right to qualify proposals that HCPS deems to meet the qualifications listed in this solicitation. HCPS, at its sole discretion, reserves the right to cancel, recall, or reissue all or parts of this solicitation, 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 solicitation. This solicitation does not obligate HCPS to enter into a contract or reimburse any Proposer for 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.

2.1 DEFINITIONS.

The following terms shall have the following meanings.

2.1.1 Addenda/Addendum. HCPS written or graphic instruments posted to www.myvendorlink.com before the solicitation opening date to supersede or modify this solicitation by addition, deletion, correction, or clarification.

2.1.2 Agreement. Unless a separate document is provided for signature by the Parties, the Agreement shall include this solicitation, attachments, appendices, all related addenda, and answers to questions via www.myVendorLink.com, the Proposal, all mutually agreed-upon amendments, and subsequent renewals covering the provision of commodities and services as outlined herein.

2.1.3 Commodities. Commodities shall mean any of the various supplies, materials, goods, merchandise, food, equipment, information technology, and other personal property, including a mobile home, trailer, or other portable structure that has less than 5,000 square feet of floor space, purchased, leased, or otherwise contracted for by HCPS.

2.1.4 Contractor. The Contractor shall mean any business entity awarded by the Board or approved by HCPS’ Procurement Services Department under a Proposal submitted by that organization in reply to this solicitation.

2.1.5 Default. The omission or failure to fulfill a duty, observe a promise, discharge an obligation, or perform as agreed.

2.1.6 Florida Statutes. The codified, statutory laws of the State of Florida.

2.1.7 Procurement Officer shall serve as the primary HCPS representative for this solicitation.

2.1.8 Proposer. The Proposer shall include a vendor that submits a proposal in response to this competitive solicitation.

2.1.9 Renewal. A contract renewal extends or continues an existing contractual agreement between the parties beyond the original expiration date.

2.1.10 Request for Proposals (“RFP”). A written solicitation for competitive sealed proposals. The request for proposals is used when it is not practicable for HCPS to specifically define the scope of work for which the commodity, http://www.myvendorlink.com/

Hillsborough County Public Schools Page 12 of 46 group of commodities, or contractual service is required and when HCPS is requesting that a responsible vendor propose a commodity, group of commodities, or contractual service to meet the specifications of the solicitation document.

2.1.11 Responsible Proposer/Bidder. A supplier with the integrity and reliability, as well as the financial and technical capacity to perform the requirements of the solicitation and subsequent contract.

2.1.12 Responsive Proposal/Bid. A bid, proposal, or offer that fully conforms in all material respects to the solicitation and its requirements, including all form and substance.

2.1.13 Services. An agreement calling for a contractor’s time and effort. The furnishing of labor, time, or effort by a contractor or supplier may involve, to a lesser degree, the delivery or supply of products.

2.1.14 Superintendent. Superintendent shall mean the District’s superintendent or designee. For this solicitation, the General Manager of Procurement Services will serve as the designee.

2.1.15 Vendor. A seller of goods or services whereby the exchange is solely transactional.

2.2 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 solicitation has been issued to allow Proposers to familiarize themselves with this solicitation, 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.

2.3 VENDORLINK (WWW.MYVENDORLINK.COM) REGISTRATION

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 solicitation, 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.

2.3.1 Questions. A proposer with additional questions regarding this solicitation 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 solicitation, received by any method other than an addendum issued in conjunction with this solicitation, is not binding on HCPS. In the event of a conflict between this RFP and any subsequent addendum, the most recent addendum issued will prevail.

2.3.2 Addenda. Those interested in responding to and receiving addenda to this solicitation or any other HCPS procurement opportunity must log on to VendorLink, select "active bids," search for this solicitation, and download the document(s). Downloading the document will enter your email address as a participant and provide notifications and updates for this solicitation. Before submitting the proposal, the Proposer must determine whether addenda have been issued via VendorLink and, if so, download and respond accordingly to such addenda.

2.4 PROPOSAL SUBMITTAL

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

Lobbying/Cone of Silence. Board Policy #6320: The Cone of Silence prohibits any communication regarding an active solicitation between any HCPS employee or Board member and any third-party representative or lobbyist of that party, unless permitted in this section. Any Board member, the Superintendent, Evaluation Committee Member, or any HCPS employee is prohibited from having any communications concerning a solicitation for an active competitive procurement during the Cone of Silence period. Any party, representative, or lobbyist of that party is prohibited from having any communications concerning an active solicitation for a competitive procurement with any Board member, the Superintendent, any Evaluation Committee Member, or any other HCPS employee during the Cone of Silence period, Hillsborough County Public Schools Page 13 of 46 regarding a solicitation for a competitive procurement. Communication by any party, representative, or lobbyist of that party, regarding an active solicitation found to violate this section may result in the rejection of their proposal and may include further sanctions. Any communications, including but not limited to matters of process, procedure, or protest, must be submitted in writing and directed to the assigned procurement officer. The Cone of Silence period shall take effect and remain in effect from the time of the solicitation's release until the Board awards the contract. At the time of issuing the solicitation, the Superintendent or designee shall provide public notice of the Cone of Silence and include this notice in any advertisement or public solicitation for commodities and contractual services, stating the requirements of this section. Unless expressly provided otherwise in the applicable solicitation document, the Cone of Silence does not apply to:

• Oral communications at the pre-proposal or pre-bid conference.

• Communications during evaluation committee meetings, including presentations, demonstrations, or interviews.

• Oral communications during any duly noticed Board meeting.

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

2.4.2 Questions/Due Date Extension. HCPS reserves the right to amend this solicitation’s due date via VendorLink before the posted initially due date.

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

2.4.4 Responsive Proposal. A responsive proposal meets this RFP's requirements, including providing all necessary documentation, supporting exhibits, submitting on time, and obtaining all required signatures. HCPS is not responsible for discrepancies or inconsistencies in the submitted proposal. HCPS may reject any proposal it deems non-responsive.

Failure to comply with these requirements may result in HCPS deeming the proposal non-responsive.

2.4.5 Uploaded Proposal Format. The proposal must be submitted electronically and organized to ensure 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 solicitation to which they pertain.

2.4.6 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.

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

2.4.8 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 are directed to a Proposer’s spam folder.

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

2.4.10 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 of their proposal in response to this solicitation. HCPS will provide for the inspection or copying of any non-exempt portions of any proposal in its possession, as required 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 in response to this solicitation, the Proposer

Hillsborough County Public Schools Page 14 of 46 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 records request, except for 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.

2.4.11 Trade Secret. If applicable, all “trade secret” information submitted in response to this solicitation must comply with §§ 119.07 and 812.081, Florida Statutes, and shall be submitted in a separate file, clearly labeled as such. 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.

2.4.12 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 to the joint proposal.

• Provide all necessary bonding and insurance requirements, execute the contract, complete the proposal, and assume overall accountability to resolve any disputes that may arise from the award. Only a single award with the submitting proposer shall be authorized by HCPS.

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

• Attend any required HCPS meetings, oversee the preparation of reports and presentations, and file notices of protest and final protests as described in this document.

• 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.

2.5 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, non-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 comply 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 solicitation 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

Hillsborough County Public Schools Page 15 of 46 o whether the information provided is in the required sequence to simplify the comparison of proposals.

2.5.1 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 solicitation’s criteria, based on available point totals for each evaluation criterion, rather than a percentage factor. The Committee will evaluate proposals based on the 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

Company History/References 10 Years in business, markets served, current and future marketing plans, and experience in the K-12 foodservice industry.

Capability 20

Ability to seek a variety of specialty produce items, submit timely specialty item suggestions and pricing, and supply items weekly to participating school sites in the enrollment quantities needed.

Partnership 10

Proposer’s commitment to problem resolution, communication, and distributor relationships.

Task Approach/Implementation Plan 20

Proposed approach to providing services and detailed procedures to ensure only quality produce is procured and shipped.

Cost/Value 30

Price and cost effectiveness.

Reporting Ability 10

Submittal of weekly invoices, monthly usage reports, and food safety recalls.

Small Business Encouragement Program (SBEP) 0 Utilization of HCPS-registered vendors. Based on the submitted information in the “SBEP Subcontractor Utilization Letter of Intent,” Procurement Services encourages a percentage of the projected dollar expenditures to be allocated to HCPS-registered OSD vendors. Points shall be allocated based on the percentage of total HCPS dollars under the Agreement: 1 point for each 10% of the funding to the HCPS-registered SBEP. Example: 0 points: 0% to 9%, 1 point:

10% to 19%, 2 points: 20% to 29%, 3 points: 30% to 39%, … No (zero) points are offered for federally funded solicitations.

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

2.5.3 Negotiations. Procurement Services may negotiate the proposed terms, conditions, and rates with the highest-ranked Proposer(s) before submittal to the 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.

Hillsborough County Public Schools Page 16 of 46

2.5.4 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 Development 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 a more significant dollar award for other items within the bid.

• Business located in Florida.

• A flip of a coin.

2.6 AWARD

2.6.1 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 awards from this competitive solicitation shall conform to applicable HCPS, State of Florida, and Federal rules, regulations, and laws.

2.6.2 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.

2.6.3 Rejection of All Proposals. According to §§ 119.07(1), Florida Statutes, and 24(a), Article I of the State Constitution, HCPS may reject Proposals submitted in response to this solicitation 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.

2.6.4 Contract. HCPS deems the provisions of the awarded proposal acceptable, and a best and final offer shall be incorporated into the award, making it legally binding.

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

2.6.6 Notice of Intent to Award/Rejection. HCPS will post a Notice of Intent to Award/Rejection via VendorLink, inviting the Proposer(s) identified…