RFP 26W-1204

REQUEST FOR PROPOSAL 26W-1204

Food, Food Distribution, and Related Supplies

Scope of Work Specifications

SPECIFICATIONS

Purpose of specifications: Specifications are designed to enable 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 must 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.

Additional references and definitions used for specifications: (acronyms used in the solicitation are noted in bold font below):

Arizona Department of Agriculture and State of Arizona Dairy Code (ADA): www.agriculture.az.gov

Arizona Department of Education (ADE): https://www.azed.gov/hns

Association of Food and Drug Officials (AFDO): http://www.afdo.org

Child and Adult Care Food Program (CACFP): http://www.fna.usda.gov/cacfp

Child Nutrition Program (CNP): https://www.nutrition.gov/child-nutrition-programs

Fresh Fruit and Vegetable Program (FFVP): https://www.fna.usda.gov/ffvp/fresh-fruit-and-vegetable-program

Food and Drug Administration (FDA): www.fda.gov

Global Cold Chain Alliance (WFLO): www.gcca.org/about-us/partners/wflo/

Hazard Analysis and Critical Control Points (HACCP): www.fda.gov/Food/GuidanceRegulation/HACCP

National School Lunch Program (NSLP): https://www.fna.usda.gov/nslp

Nutritional Standards for School Meals (NSSM): https://www.fna.usda.gov/schoolmeals/nutrition-standards

School Breakfast Program (SBP): https://www.fna.usda.gov/sbp

Seamless Summer Options (SSO): https://fns-prod.azureedge.us/summer/sso

Special Milk Program (SMP): https://www.fna.usda.gov/smp/special-milk-program

Summer Food Service Program (SFSP): https://www.fna.usda.gov/sfsp

United States Department of Agriculture (USDA): www.usda.gov http://www.agriculture.az.gov/ https://www.azed.gov/hns http://www.afdo.org/ http://www.fna.usda.gov/cacfp https://www.nutrition.gov/child-nutrition-programs https://www.fna.usda.gov/ffvp/fresh-fruit-and-vegetable-program https://www.fna.usda.gov/ffvp/fresh-fruit-and-vegetable-program http://www.fda.gov/ http://www.gcca.org/about-us/partners/wflo/ http://www.fda.gov/Food/GuidanceRegulation/HACCP https://www.fna.usda.gov/nslp https://www.fna.usda.gov/schoolmeals/nutrition-standards https://www.fna.usda.gov/schoolmeals/nutrition-standards https://www.fna.usda.gov/sbp https://fns-prod.azureedge.us/summer/sso https://www.fna.usda.gov/smp/special-milk-program https://www.fna.usda.gov/sfsp 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 must 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.

NOTE: The required 26W ASPIN Food-Supplies.xlsx and 26W ASPIN USDA Foods End Products.xlsx pricing workbooks contain the product specifications for the requested food and supplies.

Specifications

Comply Exception/

Deviation*

1.1 General Specifications

1.1.01 Contract vendor shall provide food products in response to programs by the USDA Child Nutrition Program (CNP) including, but not limited to: National School Lunch Program, School Breakfast Program, Fresh Fruit and Vegetable Program, Special Milk Program for Children, Child and Adult Care Food Program, Summer Food Service Program, and Seamless Summer Option.

1.1.02 Food products furnished under this contract shall comply with the Buy American requirement of Section 104(d) of the William F. Goodling Child Nutrition Reauthorization Act of 1998 (Public Law 105-336) requiring School Food Authorities (SFA) to purchase food products that consist of domestic commodities or products processed in the United States, to the maximum extent practicable.

1.1.03 If a non-domestic agricultural product is to be provided to member as an alternate product, contract vendor shall obtain prior written approval from member for the substitution. The written approval shall include the reason(s) the original product was unavailable.

1.1.04 Contract vendor shall participate in the Net Off Invoice (NOI), Fee- For-Service Through a Distributor (FFSD), and Modified Fee-For- Service (MFFS) methods for processed USDA foods.

1.1.05 Contract vendor shall provide products that comply with all applicable federal and state laws, regulations, and requirements governing child nutrition programs, including, but not limited to: the Healthy, Hunger- Free Kids Act of 2010 (Public Law 111-296), A.R.S. § 15-242.01 regarding ultra-processed foods, and any subsequent amendments or successor laws, regulations, and guidance issued by federal or state authorities.

1.1.06 Contract vendor may provide products for adult and catering programs that do not comply with Public Law 111-296.

1.1.07 Contract vendor shall provide current and/or updated nutritional information for food products offered throughout all terms of an awarded contract(s). Nutritional information shall be provided as Nutritional Data Sheets, Product Formulation Statements, and/or Child Nutrition (CN) Labels.

1.1.08 Nutritional information shall include, but not be limited to: ingredients, nutrition information, allergen information, preparation instructions, storage requirements, shelf-life information, and case global trade item number (GTIN).

1.1.09 Contract vendor shall provide initial nutritional information for all awarded food products prior to the effective date of any awarded contract(s). Details for submitting nutritional information will be provided in the award letter.

Specifications Comply

Deviation*

1.1 General Specifications (Cont’d)

1.1.10 Contract vendor facilities used to store frozen and/or chilled food products shall follow the temperature and climate recommendations of WFLO and/or manufacturers’ recommendations.

1.1.11 Contract vendor’s buildings, fixtures, and other physical facilities used to receive, store, make ready for shipment, and load food shall be maintained in sanitary conditions and shall be kept in sufficient repair to prevent food from becoming adulterated.

1.1.12 Contract vendor shall not substitute an approved food product, unless authorized by member. When a product on the contract list is not available, all substitutions shall be approved in advance by member prior to delivery. A similar product of equal or superior quality shall be substituted at the same or lower price.

1.1.13 Contract vendor may provide menu planning services to meet the USDA Child Nutrition Program Regulations. Provide pricing in the Additional Pricing Info. worksheet of the 26W ASPIN Food- Supplies.xlsx.

1.1.14 Contract vendor may provide rental freezers and/or refrigeration trailers to members. Pricing may be provided per day, per week, and per month and may include delivery and pickup fees. Provide pricing in the Additional Pricing Info. worksheet of the 26W ASPIN Food-Supplies.xlsx.

1.2 Food Product Specifications

1.2.01 Contract vendor shall provide grain-rich bread and grain products per

ADE National School Lunch and School Breakfast Program guidance that meet USDA whole grain-rich requirements.

1.2.02 Contract vendor shall offer milk that complies with current ADE, NSLP, and SBP requirements, including the Whole Milk for Healthy Kids Act of 2025. Contract vendor shall provide, at a minimum, two fluid milk varieties as requested by members. Milk varieties may include, but not be limited to: whole, reduced-fat (2%), low-fat (1%), or fat-free milk, flavored or unflavored, as permitted by current regulations.

1.2.03 Contract vendor shall provide milk that is Grade-A, homogenized, pasteurized, vitamin fortified, and packaged under sanitary conditions in accordance with the current applicable State of Arizona Dairy Code.

1.2.04 Contract vendor shall provide CN label or signed Product Formulation Statement stating Meat/Meat Alternate (M/MA) meal pattern contribution for NSLP/SBP.

1.2.05 Contract vendor shall provide fruit products that include, but are not limited to: fresh, fresh frozen, canned, dried, or juice. Fruit products should be creditable toward the fruit component of USDA meal-pattern crediting. Yield documentation shall support stated serving for USDA meal pattern requirements.

1.2.06 Contract vendor shall provide vegetables that include, but are not limited to: dark green, red/orange, beans/peas/legumes, starchy, or other. Vegetables shall be creditable toward the vegetable component of USDA meal-pattern crediting. Yield documentation must support stated serving for USDA meal pattern requirements.

1.2.07 Contract vendor may provide combination foods that provide for a combination of two or more USDA meal-pattern components.

1.2.08 Contract vendor shall provide CN label or signed Product Formulation Statement for processed or combination products. USDA meal-pattern crediting shall be supported by USDA compliant documents.

Deviation*

1.3 Pricing Specifications

1.3.01 The product specifications provided in the 26W ASPIN Food-

Supplies.xlsx or 26W ASPIN USDA Foods End Products.xlsx pricing workbooks define the quality and characteristics of the desired products. “No Bid” items shall be marked in the appropriate pricing cell in the required pricing workbook.

1.3.02 Unless specifically noted in a specification in the 26W ASPIN Food- Supplies.xlsx or 26W ASPIN USDA Foods End Products.xlsx pricing workbooks, the number of units per package is a suggested quantity.

Contract vendor may propose alternative packaging configurations and shall identify any package variances in the applicable pricing workbook.

1.3.03 Contract vendor shall provide fixed pricing from manufacturers for listed products for the period of December 4, 2026 through May 4, 2027 in the 26W ASPIN Food-Supplies.xlsx and 26W ASPIN USDA Foods End Products.xlsx pricing workbooks.

1.3.04 Contract vendor shall hold pricing for USDA Foods End Products for the initial first term of an awarded contract, this period covers the school year beginning July 1, 2027 through June 30, 2028.

1.3.05 Pricing for butter, cheese, and produce shall be based on distributor invoice pricing for the period of November 14, 2026 through November 21, 2026.

1.3.06 Contract vendor may submit updated pricing for fresh produce, shell eggs, dairy and dairy products, and market-based products prior to contract effective date. All future pricing updates will be per Specifications 1.3.10 and 1.3.11.

1.3.07 Contract vendor shall provide updated pricing for this contract by April 1 annually, after initial term; pricing will be effective July 1 through June 30.

1.3.08 Contract vendor shall maintain the percentage per case delivery fee for the initial term and each successive contract term.

1.3.09 Contract vendor shall maintain the fixed per case delivery fee for the initial term and each successive contract term for USDA foods.

1.3.10 Contract vendor may update fresh produce and shell egg pricing weekly. Updates shall be submitted to ASPIN/Mohave for approval.

1.3.11 Contract vendor may update fresh dairy products and market-based products monthly. Updates shall be submitted to ASPIN/Mohave for approval.

1.4 Delivery Specifications

1.4.01 Contract vendor shall provide delivery to all regions of Arizona.

1.4.02 Contract vendor shall complete all deliveries between 6:00 a.m. and

2:00 p.m., Monday through Friday, unless member has made arrangements for off-hour deliveries.

1.4.03 Contract vendor delivery employees shall act in a professional manner while on the member’s property and comply with all instructions pertaining to conduct and building regulations issued by member.

1.4.04 Contract vendor delivery employees shall be dressed in clean industry standard or company uniform with appropriate company identification.

1.4.05 Contract vendor shall ensure delivery temperature of frozen and chilled foods be maintained in accordance with the AFDO Code, as recommended by the FDA.

1.4.06 Contract vendor shall ensure all chilled and frozen food be delivered in a refrigerated truck and be immediately placed in member’s refrigerated storage area.

Exception/

Deviation*

1.4 Delivery Specifications (Cont’d.)

1.4.07 Products shall be delivered in the original cases and/or package from the manufacturer. Damaged cases and/or packages are not acceptable and shall not be delivered.

1.4.08 Contract vendor shall be responsible for any shortages due to damaged cases and/or packaging or order build error. Contract vendor shall correct shortages within two business days.

1.4.09 Contract vendor shall pick-up reusable product delivery containers and pallets that are the property of contract vendor on a regular basis.

1.5 Ordering and Payment System Specifications

1.5.01 ASPIN/Mohave and its members require online order capability. The online ordering capability shall be provided through one or more of the following: secure website or secure application.

1.5.02 Contract vendor shall provide reports in response to requests from ASPIN/Mohave. Reports shall include, at a minimum, the following information: member name, site, and delivery location at site, if site has multiple delivery locations.

1.5.03 ASPIN/Mohave shall administer the contract and process contract vendor payments for all member purchases.

1.5.04 In order for ASPIN/Mohave to provide payment, ASPIN/Mohave requires the awarded contract vendor to provide the following:

o Daily transaction reports in Excel and/or text format.

o Transaction report shall provide the following detail to include, but not be limited to: customer name, customer number, delivery date, delivery site, delivery location at site, invoice number, product description(s), product code(s), and product price at time of delivery.

o Contract vendor shall provide electronic access to signed copies of all member invoices within three days of delivery.

1.6 Summary End Product Data Schedules (SEPDS) for USDA

Food Requirements

1.6.01 Contract vendor shall provide SEPDS for all USDA Food End Products offered under contract. The SEPDS shall include the following information:

o Processor Signature o USDA Signature o Distribution/Value Pass Through Method (NOI, FFSD, MFFS, Rebate, etc.)

o Pass Through Value of USDA Foods

1.6.02 Contract vendor shall provide the SEPDS to ASPIN/Mohave by the effective date of the awarded contract and then annually with contract renewal.

*Exceptions/deviations must 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 must 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.)