4-Dairy RFP26-014 2026.docx.pdf

CHILD NUTRITION PROGRAM DAIRY PRODUCTS

RFP26-014

Start Date: July 1, 2026

Bids must be received by 12:00 p.m. MST on June 8, 2026, via Bonfire

Prepared by:

Ken Crawford, Director of Support Services

GENERAL INFORMATION

Objective

Ogden City School District (“the District”) is soliciting proposals from qualified firms and individuals to deliver dairy products for the Child Nutrition Program to each of sixteen (16) school locations. Dairy deliveries shall be made to each school location two to three (2-3) times per week, and to select schools during the summer months. It is anticipated that this Request for Proposals (“RFP”) will result in a contract awarded to one vendor.

This RFP is designed to provide interested parties with sufficient basic information to submit proposals meeting minimum requirements, but it is not intended to limit a proposal’s content or exclude any relevant or essential data. Respondents are at liberty and are encouraged to expand upon the specifications to evidence service capabilities under any agreement.

I. District Background The Ogden City School District has a student enrollment of approximately 10,000 students. The District currently operates one (1) preschool, ten (10) elementary schools, three

(3) junior high schools, two (2) high schools, and one (1) alternative high school. The District offices are located at 1950 Monroe Boulevard, Ogden, Utah.

II. Scope of Services The Ogden City School District uses over 200,000 ½ (half) pint chug or cartons of aseptic milk each month. The vendor must deliver ½ pint chugs or cartons of aseptic milk to each of the locations listed below, with additional dairy products including sour cream, cottage cheese, gallon milk, and buttermilk.

The approximate split of aseptic milk chug or cartons is 15% white aseptic milk, including 1% and skim; 65% fat free aseptic chocolate milk, and 20% strawberry milk.

Per the 2026 Whole Milk for Healthy Kids Act, pricing is requested for:

Whole White Milk 2% White Milk 2% Flavored Milk

Any milk included in this bid must be free from petroleum-based dyes. Exhibit 1 contains a listing of all school locations covered by this RFP.

III. Proposal Response

Each respondent should set forth its ability to provide Dairy Products based on the scope of services required. All proposals must be organized in the following order (#a-d) and tabbed to comply with the following sections:

a. Attachments - Complete Attachments A-D and submit with proposal.

b. References - Provide a minimum of three references that can validate the respondent’s firm/individual experience and expertise in providing comparable services.

c. Pricing/Costs - Costs will be submitted as a “per case” price for all ½ pints and “each” for all other dairy items. The cost must include all expenses related to the final charges.

Attachment E: Cost Proposal must be submitted separately from other attachments.

d. Protected/Proprietary Information - Ogden City School District, as a state governmental entity, is subject to the requirements of the Government Records and Access Management Act (GRAMA). Utah Code Ann. §63G-2-309 provides that the Ogden City School District may classify information in your proposal as “protected” if you provide the Ogden City School District with a written claim of business confidentiality and a concise statement of reasons supporting the claim of business confidentiality, and the request meets the parameters outlined in 63G-2.

If you are claiming business confidentiality, please provide the Ogden City School District with a determination of what, if any, information in the proposal warrants business confidentiality and a concise statement of reasons supporting the claim of business confidentiality for that information by submitting the Claim of Business Confidentiality Form along with an electronic copy of the redacted proposal. A claim of business confidentiality for information contained within your proposal may be based upon:

i. “trade secrets”, which are statutorily defined as “information, including a formula, pattern, compilation, program, device, method, technique, or process, that (1) derives independent economic value, actual or potential, from not being generally known to, and not being readily ascertainable by proper means by, other persons who can obtain economic value from its disclosure or use; and (2) is the subject of efforts that are reasonable under the circumstances to maintain its secrecy”, or

ii. commercial information if the disclosure of the information could reasonably be expected to result in unfair competitive injury to your company and your company has a greater interest in prohibiting access than the public in obtaining access.

IV. Evaluation Criteria The process of awarding will be by committee. The committee will base its scores on the evaluation rubric below, with a maximum score of 100 points. The proposals will be analyzed, and the top two (2) respondents may be requested to interview with the committee. The purpose of the interview is for clarification and verification of the written proposal. The committee may re-score the proposal after the interview, but may not re-score pricing and costs unless the committee requests a best and final offer. Proposals, however, may be accepted without oral presentations, and the District reserves the right to accept or reject any proposal. It is also the right of the District to waive any formality or technicality if determined to be in the best interest of the District.

V. Evaluation Rubric The proposals will be evaluated, scored, and ranked on the following criteria:

a. 15 points - Responsiveness to the RFP

1. Completeness and conformity of the proposal to the RFP requirements. Perception of the respondent’s ability to accomplish the scope of services.

2. Respondent’s indication of its understanding of the purpose and scope of the proposed services, as evidenced by the quality of the proposal submitted.

b. 45 points - Qualifications, expertise, and strength of references

1. Quality and applicability of feedback received from references. The committee may designate one or a team of two representatives to contact references. This individual or team will then score the proposals accordingly.

2. Respondent’s reputation as presented by references.

3. References from other school districts and organizations.

4. Demonstrated ability to meet the scope of work.

5. Respondent’s ability to prove in written form that they have what it takes to acquire and complete the deliveries as needed.

c. 40 points - Pricing and costs: Attachment E

Overall and complete costs; cost to be considered as all-inclusive.

(Cost Proposal must be submitted separately on Bonfire)

Award shall be made to the respondent deemed most capable of accomplishing the scope of services required, taking into account the proposals and evaluation factors here outlined.

VI. Right of Rejection The District reserves the right to reject any and all proposals or waive any non-statutory informality. While it is the intent of the District to proceed with this appointment, this solicitation does not obligate the District to enter into a contract. The District further reserves the right to make the contract award deemed by the Ogden City School District’s Board of Education (“the Board”) to be in the best interest of the District. The Board’s decision to accept or reject the contract will be final.

VII. Terms of Agreement The contract resulting from this RFP shall result in a one (1) year contract with the option to renew for four (4) additional one (1) year contract periods, subject to annual cost negotiations and budget approval by the District. Annual renewal is contingent upon the District’s satisfaction with the services provided and overall performance of the vendor. The contract may be cancelled after one written warning if the vendor fails to perform or comply with the contract terms and conditions. There is no guarantee to make any purchase quantity under the awarded contract.

VIII. Submitting Proposals

a. Request for Proposals shall be posted on the District’s Purchasing website and online at Bonfire.

b. An electronic copy must be submitted through this same website on Bonfire and must be received by 12:00 p.m. MST on June 8, 2026. Proposals must be submitted in two separate parts. Part one (1) is the technical proposal, and part two (2) is the cost proposal. The cost proposal must be submitted as a separate attachment. If the cost proposal is not submitted separately, then the submission will be deemed non-responsive and will not be scored.

c. All information requested must be completed, including a detailed scope of work, claim of business confidentiality (if applicable), standard terms and conditions, and must be submitted electronically by the date mentioned above. Proposals received after that will be deemed non-responsive.

IX. Tentative Timeline (Subject to Modification)

a. RFP Posted: May 15, 2026

b. Deadline for Questions: June 1, 2026

c. RFP Response Deadline: June 8, 2026, at 12:00 pm MT

d. Evaluation: June 8, 2026

e. Board Action: June 18, 2026

f. Contract Effective: July 1, 2026

X. Questions and Contact Information

Questions, interpretations, clarifications, or communications regarding RFP26-014 must be submitted through Bonfire and must be received by June 8, 2026, at 12:00 pm MT. Responses to any postings shall be the responsibility of: Ken Crawford - Executive Director of Support Services

Contact made with any Ogden City School District personnel during the RFP process concerning the RFP may be considered grounds for disqualification.

RFP26-014 will be posted on Bonfire which is where any addenda to this solicitation will be posted, up to 24 hours before the closing of the bid. It is the sole responsibility of all interested offerors to ensure submittals reflect all the details of the solicitation in its entirety.

XI. Written Agreement Required The selected respondent must be willing to enter into a written agreement with the

District. Respondents are advised that the District is not bound by the terms of the RFP until a written agreement is fully executed. Any activity taken by the respondent before a written agreement is fully executed is done at the respondent’s sole risk.

XII. Laws and Regulations The person or entity contracting with the District under this RFP and any and all supplies and services furnished under this RFP will comply fully with all applicable Federal, State, and

Local laws, codes, rules, regulations, ordinances, including applicable licensure and certification requirements, and District policies and procedures.

XIII. Non-discrimination Statement In accordance with Federal civil rights law and U. S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its agencies, offices, and employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, sex, disability, age, or reprisal or retaliation for prior civil rights activity in any program or activity conducted or funded by USDA.

Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the Agency (State or local) where they applied for benefits. Individuals who are deaf, hard of hearing, or have speech disabilities may contact USDA through the Federal Relay Service at

800.877.8339. Additionally, program information may be made available in languages other than English.

To file a program complaint of discrimination, complete the USDA Program Discrimination Complaint Form (AD-3027) found online http://www.ascr.usda.gov/complaint_filing_cust.html, or at any USDA office, or write a letter addressed to USDA and provide in the letter all of the information requested in this form. To request a copy of the complaint form, call

866.632.9992. Submit your completed form or letter to USDA by:

a. Mail: U. S. Department of Agriculture Office of the Assistant Secretary for Civil Rights

1400 Independence Avenue, SW Washington, C. C. 20250-9410

b. Fax: 202.690.7442; or

c. Email: program.intake@usda.gov

This institution is an equal opportunity provider and employer.

Protected / Proprietary Information Protected information should be identifiable and included in the Detailed Discussion section of the proposal. Do not incorporate protected information throughout the proposal. Instead, provide a reference in the proposal response directing readers to the specific area of this Protected Information Section.

The Government Records Access and Management Act (GRAMA), UCA § 63G-2-305, provides in part that:

The following records are protected if adequately classified by a government entity:

(1) trade secrets as defined in Section 13-24-2, the Utah Uniform Trade Secrets Act, if the person submitting the trade secret has provided the governmental entity with the information specified in UCA § 63G-2-309 (Business Confidentiality Claims); (2) commercial information or non-individual financial information obtained from a person if: (a) disclosure of the information could reasonably be expected to result in unfair competitive injury to the person submitting the information or would impair the ability of the governmental entity to obtain necessary information in the future; (b) the person submitting the information has a greater interest in prohibiting access than the public in obtaining access; and (c) the person submitting the information has provided the governmental entity with the information specified in

UCA § 63G-2-309;

And

(6) records, the disclosure of which would impair governmental procurement proceedings or give an unfair advantage to any person proposing to enter into a contract or agreement with a governmental entity, except, subject to Subsections

(1) and (2), that this Subsection (6) does not restrict the right of a person to have access to, after the contract or grant has been awarded and signed by all parties.

Pricing may not be classified as confidential or protected and will be considered public information after the contract is awarded.

Process for Requesting Non-Disclosure: Any Offeror requesting that a record be protected shall include a Claim of Business Confidentiality with the proposal. To protect information under a Claim of Business Confidentiality, the Offeror must complete the Claim of Business Confidentiality form with the following information:

1. Provide a written Claim of Business Confidentiality at the time the information (proposal) is provided to the state, and

2. Include a concise statement of reasons supporting the claim of business confidentiality (UCA § 63G-2-309(1)).

3. Submit an electronic “redacted” (excluding protected information) copy of the proposal. The copy must be clearly marked as “Redacted Version.”

An entire proposal cannot be identified as “PROTECTED”, “CONFIDENTIAL”, or “PROPRIETARY”, and if so identified, shall be considered non-responsive unless the Offeror removes the designation.

Redacted Copy: If an Offeror submits a proposal that contains information claimed to be business confidential or protected information, the Offeror must submit two separate proposals: one redacted version for public release, with all protected business confidential information either blacked-out or removed, clearly marked as "Redacted Version"; and a non-redacted version for evaluation purposes, clearly marked as "Protected Business Confidential."

All materials submitted become the property of the Ogden School District.

Materials may be evaluated by anyone designated by the District as part of the proposal evaluation committee. Materials submitted may be returned only at the District’s option.

EXHIBIT 1

School Location Directory

School Location

ECC Preschool 1950 Monroe Boulevard, Bldg 7, Ogden, UT 84401 East Ridge Elementary 1300 Ninth Street, Ogden, UT 84404 Heritage Elementary 373 South 150 West, Ogden, UT 84404 Hillcrest Elementary 1121 Vitt Drive, Ogden, UT 84404 Lincoln Elementary 550 Canfield Drive, Ogden, UT 84404 Liberty Elementary 3290 S Monroe Blvd, Ogden, Utah 84403

New Bridge Elementary 2150 Jefferson Boulevard, Ogden, UT 84401

Odyssey Elementary 375 Goddard Street, Ogden, UT 84401 Polk Elementary 2615 Polk Avenue, Ogden, UT 84401

Shadow Valley Elementary 4911 South 1500 East, Ogden, UT 84403 Wasatch Elementary 3370 Polk Avenue, Ogden, UT 84403 Highland Junior High 325 Gramercy Avenue, Ogden, UT 84404

Mound Fort Junior High 1400 Mound Fort Drive, Ogden, UT 84404 Mount Ogden Junior High 3260 Harrison Boulevard, Ogden, UT 84403

Ben Lomond High 1080 Ninth Street, Ogden, UT 84404 Ogden High 2828 Harrison Boulevard, Ogden, UT 84403

ATTACHMENT A

Certification of Proposal

(Must be submitted with RFP to be considered responsive)

We have read the Request for Proposal (“RFP”) herein issued by the Ogden City School District (“the District”) and fully understand its intent. We certify that we have adequate personnel and resources to fulfill all proposal requirements. We further understand that our ability to meet the criteria and provide the required products and services shall be judged solely by the District.

We further certify that, since the receipt of this RFP, no contact, discussion, or negotiation has been made, nor will be made, regarding this proposal with any Ogden City School District employee or School Board Member other than the listed contact person in the RFP. We understand that any such contact could disqualify this proposal.

We further certify that we are properly licensed to conduct business within the scope of this RFP in the State of Utah.

We agree to hold the pricing and costs consistent with our proposal, with an allowance for minimal periodic increases/decreases to cover market fluctuations.

We certify that all schedules and addenda contained herein shall be considered part of the entire RFP response and that the complete document submitted shall be considered a legally binding document.

Certified by:

Individual or Vendor Name

Signature Date

Printed Name Title

Email Telephone Number

ATTACHMENT B

Conflict Of Interest Statement and Disclosure

(Must be submitted with RFP to be considered responsive)

Pursuant to Utah Code Annotated §31A-23a-401 and §31A-23a-501, as part of this Request for Proposal (“RFP”), a conflict of interest statement is required to affirm that the respondent, firm, or any employee in your organization does not have a conflict of interest or potential conflict of interest.

Please review the following initial statement and sign:

“I hereby certify that neither I nor any member of my organization has a material, personal, or financial interest in or fiduciary relationship to the Board of Education, Ogden City School District, and/or District employees who have work-related interest or responsibilities to the services requested in this RFP.”

Individual or Vendor Name

Signature Date

Printed Name Title

ATTACHMENT C

References

Supplier will provide a minimum of three (3) references over the past four (4) years. If possible, these should be from similar institutions. The District reserves the right to independently research and evaluate references of the references provided.

1. Company Name

Contact Name

Address

City State Zip

Telephone Fax

Email

2. Company Name

3. Company Name

ATTACHMENT D

Detailed Response

Provide a one or two-page executive summary to briefly describe the Supplier’s proposal. A complete narrative of the Supplier’s assessment of the work to be performed, the Supplier’s ability and approach, and the resources necessary to fulfill the requirements. This section should demonstrate that the Supplier understands the desired overall performance expectations. Clearly indicate any options or alternatives proposed.

ATTACHMENT E

Cost Proposal

Company Name:

Authorized Representative:

Explanation: The pricing for ½ pint aseptic milk is per case. The pricing for other dairy products is per each.

Item Quoted Price Per (Case or Each)

FF White Aseptic Milk ½ pint chug or carton 50/case

1% White Aseptic Milk ½ pint chug or carton 50/case

FF Chocolate Aseptic Milk ½ pint chug or carton 50/case

FF Strawberry Aseptic Milk ½ pint chug or carton 50/case

1% Gallon

1% Buttermilk ½ gallon

2% Cottage Cheese 5#

18% Sour Cream 5#

Additional charges (if applicable) Fee For Service

Per (Hour/Other)

Description:

Total:

Must be submitted separately from other attachments