Request for Proposal 26C-0320

Milk and Dairy

Scope of Work Specifications

SPECIFICATIONS

Purpose of specifications: Specifications are designed to enable an offeror to satisfy a requirement for a product, material, process, or service. A specification may be expressed as a standard, part of a standard, or independent of a standard. No specification is intended to limit competition by eliminating items capable of satisfactorily meeting the requirements of the procurement. If offeror believes a specification is unnecessarily restrictive, offeror shall notify Mohave prior to specified proposal due date and time.

Partial proposals: Mohave may consider partial proposals for award of a contract.

Use of brand names: Brand names, trade names, model numbers, and/or catalog numbers may be used to describe the standard of quality, performance, and other characteristics needed to meet member requirements. Use of the name of a manufacturer, brand, make, or catalog number is not intended to limit or restrict competition, nor does it restrict offeror from the submission of brand equivalent offers. However, Mohave reserves the right to decide whether alternatives are equivalent to the materials and/or equipment described in the solicitation. Mohave shall be the sole judge of equivalent quality, and Mohave’s decision shall be final.

Compliance with specifications: Offerors shall offer products, materials, processes, or services they believe meet the specifications. The fact that a manufacturer, supplier, or offeror chooses not to produce or provide product, material, process, or services to meet the specifications shall not be considered sufficient cause to adjudge the specifications as restrictive.

References Used for Terms and Conditions

Acronyms used in the solicitation are noted in bold font below:

Arizona Administrative Code (A.A.C.) https://azsos.gov/rules/arizona-administrative-code Arizona Executive Orders: https://azgovernor.gov/executive-orders Arizona Revised Statutes (A.R.S.): https://www.azleg.gov/arstitle/ State of Arizona Accounting Manual (SAAM) - Travel: https://gao.az.gov/travel/welcome-gao-travel Code of Federal Regulations (CFR): http://www.ecfr.gov/ Davis-Bacon Act: https://www.dol.gov/agencies/whd/laws-and-regulations/laws/dbra Education Department General Administrative Regulations (EDGAR):

https://www2.ed.gov/policy/fund/reg/edgarReg/edgar.html E-Verify: https://www.e-verify.gov/employers/enrolling-in-e-verify Public Law: https://www.congress.gov/public-laws/116th-congress Uniform Commercial Code as adopted by the State of Arizona (UCC):

https://www.azleg.gov/arsDetail/?title=47 United States Department of Housing and Urban Development (HUD): https:// www.hud.gov Additional references and definitions used for specifications: (acronyms used in the solicitation are noted in bold font below):

Arizona Department of Agriculture (ADA): http://www.agriculture.az.gov/ Arizona Department of Education (ADE): http://www.ade.az.gov/ Arizona Revised Statutes (A.R.S.): https://www.azleg.gov/arstitle/ Federal Acquisition Regulation (FAR): https://www.gsa.gov/policy-regulations/regulations/federal-acquisition-regulation-far Federal Immigration and Nationality Act (FINA): https://www.uscis.gov Federal Market Orders: www.federalregister.gov/milk-marketing-orders GDSN Connect, powered by Nourish to Flourish Database and hosted by 1WorldSync: https://1worldsync.com/trading-partners/nourish-to-flourish/#trading-partner-form Hazard Analysis and Critical Control Points (HACCP): https://www.fda.gov/food/guidance-regulation-food-and-dietary-supplements/hazard-analysis-critical-control-point-haccp Occupational Safety and Health Administration (OSHA): http://www.osha.gov/ National School Lunch Program (NSLP): http://www.fns.usda.gov/nslp/national-school-lunch-program School Breakfast Program (SBP): http://www.fns.usda.gov/sbp U.S. Department of Agriculture (USDA): http://www.usda.gov/

SPECIFICATION INSTRUCTIONS

Exceptions/Deviations from specifications: Offerors will respond to each numbered specification by checking the appropriate “Comply” or “Exception/Deviation*” box. “No Bid” items shall be marked as such in the appropriate “Exception/Deviation*” box. Your exceptions/deviations shall be clearly explained. Reference the specification that you are taking exceptions/deviations to detail any proposed substitute language, and clearly explain how the exceptions/deviations meet or exceed specifications. Unacceptable exceptions/deviations shall remove your proposal from consideration for award. Mohave shall be the sole judge on the acceptance of exceptions and Mohave’s decision shall be final. Details for exceptions/deviations shall be listed by specification number on the Scope of Work and Specifications Acceptance Form.

Specifications

1.1 General Specifications

1.1.01 Contract vendor shall provide milk and related dairy products that comply with all current applicable regulations, including Public Law 111-296 (Healthy, Hunger-Free Kids Act of 2010), Whole Milk for Healthy Kids Act of 2025 and its implementing requirements, ARS §15-242.01, including requirements regarding fluid milk options, nutritional standards, and ultra-processed products. The vendor must also comply with any additional regulatory requirements adopted during the term of the contract.

1.1.02 Contract vendor’s products shall meet Hunger-Free Kids Act of 2010 grade level caloric, sodium, saturated fat and trans-fat requirements.

1.1.03 In addition to meeting specifications 1.1.01 and 1.1.02, contract vendor may provide milk and related dairy products for adults and catering programs that do not meet Public Law 111-296.

1.1.04 Offered milk prices shall be based on Federal Market Order #131 for Class I milk (3.5% butterfat) for February 2026. Contract vendor pricing may increase or decrease in accordance with changes to the applicable Federal Market Order. Price adjustments shall take effect on the first day of the month following USDA publication of the revised Federal Market price and must be submitted to Mohave for approval prior to offering or invoicing members. Escalation price documentation will be considered only after the contract has been in effect for a minimum of thirty (30) days.

1.1.05 Based on the Federal Market Order, for each $0.15 change in the blended hundredweight and the prevailing over market premium, the cost of a half pint of milk could move up or down ($0.001). Cost of dairy products would change according to the monthly butterfat content and Federal Market Order. Other non-Federal Market Order related pricing may be adjusted at time of renewal for any increases in the costs.

1.1.06 Contract vendor shall provide Nutritional Data Sheets for all products offered. Include Nutritional Data Sheets as attachments under Section 11. Vendor Submissions - Question 4.2. Supplementary Questions

1.1.07 It is Mohave’s preference that the contract vendor publish Nutritional Data using Global Trade Item Numbers (GTINs) for all products to GDSN Connect, powered by the Nourish to Flourish Database and hosted by 1WorldSync. During the term of the contract, the contract vendor may be required to publish product GTINs to GDSN Connect. Registration link is provided in Additional References GDSN Connect, powered by Nourish to Flourish Database and hosted by 1WorldSync.

1.1.08 Milk and related dairy products shall be processed in the United States according to Section 104(d) of the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Public Law 105-336), along with Section 12(n) of the NSLP and SBP. These provisions require School Food Authorities to purchase domestically grown and processed foods to the maximum extent practicable.

Specifications

1.1 General Specifications (Cont’d.)

1.1.09 Milk shall be Grade A, homogenized, pasteurized, and vitamin fortified. Milk shall be packaged in ½-pint cartons under sanitary conditions set by the current State of Arizona Dairy Code.

1.1.010 Contract vendor may substitute a product listed in the pricing workbook with a product of equal or superior quality at the same or lower price, if member grants approval prior to delivery.

1.1.011 Contract vendor must obtain prior written approval from member before providing a non-domestic agricultural product as an alternate. The written approval must state the reason(s) the original product is unavailable.

1.1.012 Contract vendor shall include all applicable Mohave administration and delivery fees in the unit price for orders meeting the minimum order requirements. See Special Terms and Conditions, Pricing A and B.

1.2 Delivery Specifications

1.2.01 Delivery requirements vary by member. Larger member agencies may require daily delivery. Smaller member agencies may only require one (1) to two (2) deliveries per week. Provide any applicable minimum delivery requirements in the Section 11. Vendor Submissions, Question 4.4.

1.2.02 Milk and dairy products shall be delivered in an appropriate temperature controlled vehicle and placed immediately into proper storage upon delivery. Product temperature at delivery shall meet current applicable delivery standards for that delivery’s location. Products that fail to maintain required temperatures during handling, storage, or transport may be rejected.

1.2.03 The “Use By Date” on the delivered milk and dairy products shall be at least ten (10) days from the date of delivery.

1.2.04 Contract vendor shall make deliveries between 6:00 a.m. and 2:00 p.m., Monday through Friday, unless arrangements are made by member for off-hour delivery.

1.2.05 Contract vendor must deliver products in the manufacturer’s original packaging and in undamaged condition. Damaged cases or packages will not be accepted.

1.2.06 Contract vendor shall be responsible for all shortages in delivered products and shall, at no additional cost to members, promptly replace or refund shorted items or issue a credit.

1.2.07 Contract vendor shall correct any shortages within no more than three (3) days from the date of delivery. It is preferred that shortages be corrected within two (2) days.

1.2.08 Contract vendor shall provide a complete listing of all delivery routes, including:

· Route identification or description

· Name of the driver or delivery company completing the route

· Phone number for the driver or delivery company Include delivery route information in Section 11. Vendor Submissions - Question 4.2.

1.2.09 Contract vendor shall provide the name and phone number of the vendor contact responsible for each route or region. This contact will serve as the primary point of communication for Mohave regarding delivery issues.

1.2.010 Contract vendor contact must be available during normal business hours and authorized to address delivery concerns promptly. If member escalates a delivery issue to Mohave, Mohave will contact the designated vendor contact initially to resolve the matter.

Specifications

1.2 Delivery Specifications (Cont’d.)

1.2.011 Contract vendor shall ensure that all drivers and delivery personnel, including independent distributors, wear either an industry-standard uniform or the company’s uniform and display proper company identification.

1.2.012 All milk and related dairy product crates are the property of contract vendor and shall be picked up on a regular basis.

1.2.013 Delivery to all regions of the state is preferred. However, contract vendor may specify which counties they are offering delivery to. Indicate if your firm is offering delivery statewide or by county in Section 11. Vendor Submissions Questions 4.4.

*Exceptions/deviations shall be listed on the Scope of Work and Specifications Acceptance Form. List the specification number for each exception/deviation.

Scope of Work and Specifications Acceptance Form

Signature on the Offer and Acceptance Form certifies complete acceptance of the Scope of Work and Specifications in this solicitation, except as noted below (additional pages may be attached, if necessary).

Check one of the following responses to the Scope of Work and Specifications:

We take no exceptions/deviations to the Scope of Work and Specifications.

(Note: If nothing is listed below, it is understood that no exceptions/deviations are taken.)

We take the following exceptions/deviations to the Scope of Work and Specifications. All exceptions/deviations shall be clearly explained. Reference the corresponding Scope of Work or Specifications that you are taking exceptions/deviations to. Provide details on your exceptions/deviations below:

(Note: All requested exceptions/deviations shall be clearly explained. Reference the specific language that you are taking exceptions/deviations to detail any proposed substitute language, and clearly explain how the exceptions/deviations meet or exceed Scope of Work and Specifications. Unacceptable exceptions/deviations may remove your proposal from consideration for award. Mohave shall be the sole judge on the acceptance of exceptions/deviations and Mohave’s decision shall be final.)

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