35445_Mar_16_26_solicitation_doc.pdf

This is a Request for Proposal (RFP) solicitation document issued by the Nutmeg Buying Group, a Connecticut consortium comprising six school districts: New Milford, Plainville, Region 15, Thomaston, Watertown, and Wolcott. The solicitation seeks sealed proposals for frozen dessert products and weekly delivery services for the 2026-2027 school year (July 1, 2026 through June 30, 2027). The procurement serves approximately 13,980 students across multiple school locations with average daily meal service of 8,320 lunches and 2,400 breakfasts. Vendors must provide frozen dessert items from a pre-approved product list of 31 items meeting Connecticut Nutrition Standards and USDA "Buy America" requirements, with weekly delivery scheduled between 7:00 AM and 1:00 PM, with products placed in freezer storage coolers by the distributor. Sealed proposals must be submitted to Plainville High School, Attn: Ashley Carl, RDN, Director of Food and Nutrition, 47 Robert Holcomb Way, Plainville, CT 06062, by Wednesday, April 22, 2026, at 10:00 AM. Awards are expected within two weeks of the due date. The contract includes an option to renew for one additional year (2027-2028) with written consent of both parties prior to the anniversary date.

Pricing must remain fixed for the entire contract period with no fuel charges permitted as part of the proposal, and delivery terms are specified as Free On Board (FOB) Destination with payment terms to be specified by vendors. The solicitation is open to all vendors with no stated set-aside designations or organizational type restrictions. Evaluation will be conducted on a 100-point scale: 60 points for lowest price, 15 points for accuracy of delivery and timeliness, 10 points for customer service, 10 points for past history and references, and 5 points for availability of online ordering. No incumbent vendor information is provided in the solicitation materials. All products must meet USDA "Buy America" requirements with domestic production mandated unless exceptions are approved in writing, and vendors must demonstrate appropriate insurance coverage and safe food handling practices. The Nutmeg Buying Group reserves the right to award by category, line item, or distributor based on best value and may cancel or alter the contract due to enrollment changes, budget considerations, or unforeseen circumstances. For additional procurement details and specifications, vendors should contact Ashley Carl at (860) 793-3234 or Carla@planvilleschools.org.