3-RFI Certifications-Licenses 25-26.pdf

LAREDO INDEPENDENT SCHOOL DISTRICT

I. PURPOSE:

The Laredo Independent School District is requesting information from vendors who provide fresh produce to utilize in the preparation of nutritious student meals. This request is to establish a pre-qualified list of responsive and responsible vendors to bid on specific items on a weekly basis.

II. BACKGROUND INFORMATION:

The Laredo Independent School District (LISD) was established in 1882. LISD is a district sprawling more than 13 square miles. The Laredo Independent School District is made up of 33 educational institutions: 20 elementary schools, four middle schools, and four high schools including Early College High School located on the campus of Texas A&M International University, the Lara Academy, our alternative education campus, the Valdez Non-Traditional High School, and four magnet schools. The four magnet schools are the Vidal M.

Treviño School of Communications and Fine Arts, located across the street from Nixon High School, Dr.

Dennis D. Cantu Early College High School, located at Martin High School, Sabas Perez School for Engineering and Technology Education, located at Cigarroa High School and the new Business, Industry and Public Service Early College Academy at Nixon High School.

The district has a yearly average student enrollment of 21,000 and over 3,761 employees striving for academic excellence. At LISD, learning is the key to a bright and successful future. By setting high standards, the district plays a crucial role in preparing the students to meet the challenges and demands of today's high-tech and multicultural work place.

III. SCOPE SPECIFICATIONS/SUBMISSION:

Scope of Work

The vendor will supply the District with the following needs:

a. Vendor Packet: Vendor packets will be requested every 3 years, unless changes in law require it sooner. Vendors are responsible to notify the Procurement Department of any changes to their contact information (email address, phone number, remit to, etc.)

b. Licenses and Certificates: The District will request licenses, certificates, and proof of insurance every year. The following are some of the licenses and certificates that may apply to your company, additional documents may be submitted. Failing to meet these requirements may result in suspension of bidding privileges.

1. Current City Food License

2. Current Texas Health Food Establishment License

3. Current USDA PACA License

4. Current City/ County Health Inspection Certificate

5. Current Food Handler’s Certification

6. Current Food Production Manager Certification

7. Current FDA Facility Registration

8. Current HACCP Food Safety Plan (5 page sample)

9. Current Certificate of Liability Insurance

c. Questionnaire: The vendor shall respond to the questionnaire with Vendor Contact Information and the Certifications & Licenses Checklist. If no certificate or license is uploaded, please provide a reason for the missing information.

d. Bids: If qualifications are met, vendors will receive invitations to bid on weekly produce orders.

Produce items and specifications may vary on a weekly basis. Vendors will submit a price per unit of measurement requested and the Country of Origin for the produce item. Bids that do not meet specifications will read as “alternate” and not considered. In the event of a tie, preference will be given to local vendors; a tie between 2+ local or 2+ non-local vendors will be decided by a drawing of lots in Procurement/ Finance Dept.

e. Buy America Provision: As required by the USDA Buy American Provision, all awarded products must be of domestic origin as required by 7CFR Part 210.21(d). Exceptions will be made for the following products that are commonly not produced in sufficient quantities in the USA: bamboo shoots, bananas, brazil nuts, capers, cashew nuts, chestnuts, coconuts, coffee, grapefruit sections, olive oil, green olives, mandarin oranges, pineapple, tapioca, tea, and water chestnuts. An exception may also be made if competitive bidding reveals that the cost of the domestic product is significantly higher than the non-domestic product.

f. Full and Open Competition: All possible bidders have the same opportunity to compete for the purchase of products by receiving all the information necessary to respond to the solicitation

(USDA grade, Pack Size, Delivery Date, etc.). If your company chooses not to bid on a particular week, please submit a bid table with “No Bid” listed.

g. Opening of Proposals: Bidders are invited to the weekly bid opening held at the Laredo ISD

Procurement Department Conference Room. Date and time are indicated on the weekly bid.

h. Vendor Selection Process: The Child Nutrition Program reviews and recommends awards by line item based on the Buy America Provision and best delivery option for the District.

i. Notice of Award: A notice of award or non-award will be issued for each weekly bid along with a final bid tabulation. This letter is not a guarantee of purchase. The District will issue a Purchase

Order as a confirmation of purchase. Do not deliver items if a Purchase Order has not been issued.

j. Delivery: Vendor must notify the District within 24 hours of award notification if the product is no longer available. If the product gets delayed or cancelled for any other reason, please notify the

District via email as soon as possible. Deliveries must arrive by 8:00 a.m. on the scheduled delivery date. Produce will be inspected for accuracy, temperature, and quality. Rejected produce will be documented, provided to the delivery driver, and emailed to the sales representative.

k. Payment: The District has a 30-day net payment policy. Once deliveries have been verified and invoices have been received, CNP will submit the proper documentation to Accounts Payable. The

District is not responsible for items delivered without a Purchase Order.

Submittal Checklist

Listed below are the required documents and information needed to complete your submission. Failure to properly complete and submit any of the required documents may subject your proposal to disqualification.

☐ RFI Questionnaire (Q-13EH)

(Document can be retrieved directly from Bonfire Portal – failure to submit Questionnaire (Q-

13EH) document may result in disqualification)

☐ Laredo ISD Vendor Packet

☐ Vendor(s) will be required to submit certification of insurance (Form ACORD 25) with Laredo

ISD named as the “Certificate Holder” within 10 days of award date.

(Please refer to #15 in the “General Terms and Conditions” and the “Certificate of Liability

Insurance Sample - Acord 25” attached under the “Supporting Documentation” section of this

RFP on the Bonfire Portal.)

Other Information

a) Proposals received via phone, facsimile, email or other medium will not be accepted or considered.

b) Proposals must be timely submitted in the District’s electronic Bonfire Portal OR physically received and date stamped in the Procurement Department on or before the time and date stated on page 1.

c) The District reserves the right to reject any or all proposals received, waive any or all irregularities, choose the most advantageous price, discount and warranty for each service, and to award a contract only upon availability of funding.

d) Visitor Badges: Vendor must provide all their workers with a company ID, showing company name, and photograph of employee. Company ID shall be worn visibly at all times while on District property.