42418FinalMilkspecificationsforBid2018.pdf

WASHTENAW AND LIVINGSTON SCHOOLS

COOPERATIVE MILK PURCHASING

PROGRAM

Year 1: July 1, 2018 – June 30, 2019

MILK BID SPECIFICATIONS AND NON-PRICE

CRITERIA

Quotations for the purchase price and delivery of half-pint cartons of milk and other products must be submitted in accordance with the following specifications and instructions:

1. PRODUCTS: Milk includes fluid type of 1% low-fat white milk, 1% low-fat chocolate milk, 1% low-fat strawberry milk, fat free vanilla milk, fat free chocolate milk; fat free strawberry milk, and fat free white milk. All milk will be grade "A" pasteurized and homogenized with vitamin A and vitamin D added as specified by the Federal Food and Drug Administration

(FDA). Milk shall be fortified with 400 I.U. of Vitamin D per quart, and 2,000 I.U. of Vitamin

A per quart of low-fat and skim milk. Selections are the choice of the school.

2. QUALITY: Milk should be of first class quality, which meets all Federal and Michigan State

Standards for such milk products. All products are to be delivered fresh with adequate shelf life (no less than seven days from day of delivery). Freshness of Inventory: Upon delivery and Product Shelf Life

3. CONTAINERS: Milk is to be delivered in full ½ pint clean containers in clean cases.

Cartons are to be made of plastic coated paper, square in shape, or made of other satisfactory container material (if other - specify). Cartons are to be clean and dry outside (no leakers).

Packaging; Adherence to Storage and Handling Practices; Food Safety Standards Meet or Exceed Standards at School Level

4. MILK TRADE NAME: Milk supplied will be limited to one trade name for the bid period.

5. DELIVERY: At least two deliveries will be made a week for all school milk before 10:00 a.m. at buildings designated by the school representative, with more or less service by mutual agreement. At delivery milk should be rotated. Delivery may include summer program meals.

In general, each individual school district’s food service program will communicate, in advance, the order of specific quantities of product with the awarded vendor. However, the cooperative is requesting pricing, if available, from interested vendors providing “Peddle

Style” delivery of milk products. Please review the Bid Form and complete all fields accordingly. Vendors are not required to provide “Peddle Style” delivery in order to be considered for bid award. Service; Deliveries per week – one, two, or three; Adherence to

Food Safety Standards; Inventory turnover/management

NOTE: All milk shall be delivered at 35 degrees to 38 degrees, and shall at no time exceed 40 degrees Fahrenheit

6. DRIVERS All drivers should maintain good personal hygiene, good customer service and wear visible identification, i.e. company uniform, name badge, etc. Delivery Vehicle and

Driver Requirements

7. REFRIGERATION: In general, refrigeration units shall be furnished and maintained for the bid period by each school. The cooperative requests pricing that does not include refrigeration cost in the milk bid prices. However, the cooperative also requests “alternate pricing” for those districts/schools who may find a need to lease or rent refrigeration. Please review the Bid Form and complete all fields accordingly. Vendors are not required to provide refrigeration in order to be considered for bid award. Storage and Handling Practices; Service

8. COMMUNICATIONS: All service, delivery, and invoice matters will be handled directly between the vendor and the individual food service director at the school district. Service

9. BILLING: Each school participating in the program will be billed separately for products delivered. Delivery Slips must contain the Total Price per school. (Required by District

Auditors.)

10. BID FORM: All bids must be submitted on the Bid Form attached to these specifications. Do not make changes on the Bid Form. Attach any requested documents/verifications listed on the bid form. Complete the form including authorized signature and date.

11. DUE DATE: Sealed bids will be received until 11:00 a.m. EST, Tuesday, May 15, 2018.

Bids may be hand-delivered, mailed, or shipped via carrier. NO bids may be submitted via facsimile (FAX); email, or verbally. The outside of the envelope must be clearly marked

"Milk Bid – Do NOT Open" and addressed to Diane Sevigny, Operations Manager, 1819 S.

Wagner Road, Ann Arbor, Michigan 48103.

12. BID OPENING: Sealed bids will be publicly opened and read out loud on Tuesday, May 15, 2018, at 11:05 a.m. in the Washtenaw Intermediate School District Teaching & Learning

Center Building, 1819 S. Wagner Road, Ann Arbor, Michigan.

13. AWARDING OF CONTRACT: The contract will be awarded after the committee has had adequate time to examine and review the bids, check school references, recall practice and last inspection certificate and make a determination.

14. PRICE ADJUSTMENT: Price changes will be allowed based on the increase or decrease of

Class I raw milk price as announced by the Michigan Milk Producers Association. The milk price adjustment will be in direct relationship to the announced price increase or decrease. Use the "Adjustable Price Milk Bid Form" for submission of an adjustable price bid under this item.

Service

NOTE: Bidder must provide with the bid a statement of: the ratio of MMPA price change to the change of product cost; and the MMPA milk price at time of bid

▪ If raw milk price increase adjustments are necessary, a written notice shall be mailed to

Washtenaw Intermediate School District and to the Food Service Director at each participating school district by the vendor at least 21 days prior to the effective date of price increase. This notice must include: (1) the MMPA announced price; (2) the effective date of the increase and; (3) the revised ½ pint prices.

▪ If raw milk price decreases, a written notice shall be mailed to Washtenaw

Intermediate School District and to the Food Service Director at each participating school district by the vendor within 10 days prior to the effective date of price reduction. This notice must include (1) the MMPA announced price; (2) the effective date of the decrease and, (3) the revised ½ pint prices.

NOTE: No other price increases will be allowed during the time of this bid period.

15. TERMINATION: Any cooperating school reserves the right to terminate their contract agreement with the awarded company due to unsatisfactory price adjustment, service, or other related problems. A 30-day written notice of termination must be provided by the school district to the vendor company.

16. CONTRACT EXTENSION: The milk bid committee reserves the right, at its sole discretion, to extend the bid for an additional period up through June 30, 2020.

17. GENERAL INFORMATION: It is the purpose of this bid to secure a quality product at the most reasonable price which is delivered by a reliable service company.

▪ Bidders should not change or add to items on the Bid Form.

▪ These Bid Specifications must be considered as minimum requirements. Therefore, comments on the Bid Form or attached letters must not reduce these minimum requirements or the bid will be considered "non-responsive" and may be discarded.

▪ However, comments or conditions that exceed the minimum specification requirements will be considered.

▪ The Milk Bid Committee reserves the right to accept or reject any or all bids, in whole or in part, in the interests of the school district, or for reasons of establishing uniformity, to award the contract to other than the low bidder.

All questions concerning these specifications or bid procedures may be directed to Diane

Sevigny, Operations Manager, Washtenaw Intermediate School District, 1819 S. Wagner Road, Ann Arbor, Michigan 48103 - phone (734) 994-8100 ext. 1403.

MILK Estimated Quantities for Schools

July 1, 2018 through June 30, 2019

(Estimated are based on projected enrollment and prior years purchasing.

The Washtenaw Intermediate School

District provides no guarantee of participation or quantities purchased by each individual school)

MILK TYPE Quantity Size

Fat Free Vanilla Milk

27,540 8 oz.

Fat Free Chocolate Milk

884,400

Fat Free Strawberry Milk

70,200

Fat Free White Milk

69,780

1% Low Fat White Milk

33,080

1% Low Fat Chocolate Milk

245,853

1% Low Fat Strawberry Milk

63,498

MILK DELIVERY SPECIFICATIONS

(Addresses and delivery dates are provided for convenience and vendor consideration based on previous participation in the cooperative pricing agreement. The Washtenaw Intermediate School District provides no guarantee of participation. Additional districts and/or local school agencies eligible as part of the consortium may elect to enter into service with the awarded bidder or past participating districts may elect to procure milk from other providers.)

School Address # Of Drops

Per Week

Washtenaw Intermediate School District 1735 S. Wagner Rd., Ann Arbor 2

Dexter High School 2200 N. Parker Rd., Dexter 2

Mill Creek Middle School 7305 Dexter-Ann Arbor Rd., Dexter 2

Creekside Intermediate School 2615 Baker Rd., Dexter 2

Wylie Elementary School 3060 Kensington St., Dexter 2

Cornerstone Elementary School 7480 Dan Hoey Rd., Dexter 2

Bates Elementary School 2704 Baker Rd., Dexter 2

Brighton High School 7878 Brighton Rd., Brighton 2

Scranton Middle School 8415 Maltby Road, Brighton 2

Maltby Intermediate School 4740 Bauer Road, Brighton 2

Hawkins Elementary School 8900 Lee Road, Brighton 2

Hilton Elementary School 9600 Hilton Road, Brighton 2

Hornung Elementary School 4680 Bauser Rosa, Brighton 2

Spencer Elementary School 10639 Spencer Road, Brighton 2

Hartland High School 10635 Dunham Rd., Hartland 2

Ore Creek Middle School 3250 Hartland Rd., Hartland 2

Farms Intermediate School 581 Taylor Rd., Brighton 2

Creekside Elementary School 3480 East Street, Hartland 2

Lakes Elementary School 687 Taylor Rd., Brighton 2

Round Elementary School 11550 Hibner, Hartland 2

Village Elementary School 10632 Hibner, Hartland 2

Howell High School 1200 W. Grand River Ave., Howell 2

Freshman Campus High School 1400 W. Grand River Ave., Howell 2

Highlander Way Middle School 511 N. Highlander Way, Howell 2

Parker Middle School 400 Wright Rd., Howell 2

Challenger Elementary School 1066 W. Grand River Ave., Howell 2

Hutchings Elementary School 3503 Bigelow, Howell 2

Northwest Elementary School 1233 Bower St., Howell 2

Southwest Elementary School 915 Gay St., Howell 2

Three Fires Elementary School 4125 Crooked Lake Rd., Howell 2

Voyager Elementary School 1450 Byron Rd., Howell 2

Fowlerville High School 700 N. Grand Ave., Fowlerville 2

Fowlerville Jr. High School 7677 W. Sharpe Rd., Fowlerville 2

Kreeger Elementary School 430 N. Hibbard, Fowlerville 2

H.T. Smith Elementary School 440 N. Hibbard, Fowlerville 2

Whitmore Lake High School 7430 Whitmore Lake Rd., Whitmore Lake 2

Whitmore Lake Elementary School 1077 Barker Rd., Whitmore Lake 2

Whitmore Lake Middle School 8877 Main St., Whitmore Lake 2

Washtenaw Intermediate School District:

Washtenaw/Livingston County Schools Cooperative Milk Purchasing

Bid Due Date: May 15, 2018, 11:00 a.m. EST

BID PRICE FORM

Weight for all UNITS is 8 fluid oz.

Note any minimum order “per address” ____________ UNITS. If no minimum applies, please enter

“N/A.”

ALTERNATE

Milk Cooler (refrigeration) Lease/Rental Available: □ YES □ NO

If YES, cost structure and pricing:

COOLER LEASE

(if applicable)

COST PER UNIT COST PER MONTH (OTHER TERMS;

PLEASE DESCRIBE)

Vendor Name: ________________________________

Vendor Address: ________________________________________________

Contact Name: _________________________________________________

Contact phone, email: _____________________________________________

Signature: ______________________________________________________

MILK TYPE UNIT PRICE

PRE ORDERED

UNIT PRICE

“PEDDLE” STYLE

DELIVERY

Fat Free Vanilla Milk

Fat Free Chocolate Milk

Fat Free Strawberry Milk

Fat Free White Milk

1% Low Fat White Milk

1% Low Fat Chocolate Milk

1% Low Fat Strawberry Milk