7-26027AIT Beverages for Student Meals - Proposal.docx

Request for Proposal

*THIS IS NOT AN ORDER*

Continuation for RFP: 26027AIT Beverages for Student Meals _____________________________________ Company Date of RFP Opening: April 30, 2026

CLARK COUNTY SCHOOL DISTRICT

Request for Proposal This is not an Order

Title of RFP: Beverages for Student Meals RFP No: 26027AIT Date and Time of RFP Opening: April 30, 2026

SUBMIT RESPONSE ELECTRONICALLY VIA EUNA PROCUREMENT (Formally named Bonfire) AT https://ccsd.bonfirehub.com

OR

SUBMIT RESPONSE VIA HARD COPY TO:

Clark County School District Attn: Director of Purchasing and Warehousing 4212 Eucalyptus Avenue, Bldg. #7 Las Vegas, Nevada 89121

Submit Questions to: https://ccsd.bonfirehub.com or 0071-Bid-Questions-Inbox@nv.ccsd.net in accordance with the Food Service Request for Proposal General Terms and Conditions

INVITATION TO RFP

*THIS IS NOT AN ORDER*

Date of RFP Opening: ________________________

Form Pur-F0069 Revised January 26, 2023

Page 2 of 8 PUR-F0026 Revision Date September 24, 2009 Table of Contents RFP: 26027AIT Beverages for Student Meals Cover 1

Table of Contents 2

Respondent’s Instructions and General Conditions 3

A. Submitting a Response via Euna Procurement: 3

B. Submitting a Hard Copy Response: 3

C. Clark County School District Ordering Policy: 3

D. Order Placement Options and Requirements: 3

E. Freight Instructions: 4

F. Delivery Instructions: 4

G. Installation: 4

H. Contract Term: 4

I. Standard Terms and Conditions: 4

J. Additional documents attached hereto and made part of this RFP: 4

K. Shipping Instructions 5

Special Conditions: 6

Signature Page: 10

Attachment A Bid Table (BT-78TY) ………………………………………….……………………..… Provided Separately

Attachment B Bid Table Balance of Line (BT-78QY)……………………………………………… Provided Separately

Respondent’s Instructions and General Conditions

The Clark County School District, herein referred to as “District”, is requesting Responses for goods and/or services as specified herein.

A. Submitting a Response via Euna Procurement: The District strongly prefers electronic submissions via Euna Procurement. Respondents may register with Euna Procurement and access this RFP at: https://ccsd.bonfirehub.com. Pricing shall be submitted via Bid Tables in Euna Procurement at https://ccsd.bonfirehub.com or via Attachment A if submitting RFP via hard copy. Responses will be evaluated using Euna Procurement. Any hard copy (including flash drives) Responses received will be uploaded into Euna Procurement by District staff. The District accepts no responsibility or liability for either the Respondent(s)’s errors and/or omissions in its Response, or errors committed by District staff in uploading Responses to Euna Procurement.

B. Submitting a Hard Copy Response: If a Respondent chooses not to submit a Response via Euna Procurement, the Response must be mailed or delivered in a sealed envelope with the RFP number clearly displayed on the outside of the envelope. Respondent must submit one (1) original and one (1) copy of all pages with signature blocks. Each RFP Response shall also include one (1) clearly labeled response in electronic form in Microsoft Excel or Microsoft Word on a flash drive. All items requested shall be submitted together or the RFP Response may be considered non-responsive. Faxed or emailed Responses are not acceptable. Submit Responses to:

Clark County School District

C. Clark County School District Ordering Policy: Schools and departments may purchase items up to $3,000.00 on their individual District credit cards. Purchases over $3,000.00 must be processed through the District’s centralized Purchasing Department. Respondent(s) that ignore or circumvent this policy are jeopardizing their future business with the District. Respondent(s) are put on notice that the District will not honor purchases made by individuals who disregard this policy.

D. Order Placement Options and Requirements: Please provide the following information:

Can Respondent accept orders and issue invoices via SAP ____ Yes ____ No Business Network (Ariba)?

Will credit card orders be accepted? ____ Yes ____ No (Note: The Supplier shall not charge a fee for credit card orders)

Respondent’s Instructions and General Conditions - Continued

E. Freight Instructions: All items must be offered F.O.B. Destination, with shipping charges being included in the unit price of each item.

F. Delivery Instructions:

____ Direct to school(s)/site(s)

_X__ Bulk to warehouse(s)

____ After delivery to schools the Supplier shall fax a signed and dated delivery receipt bearing the written signature and printed name of the District employee that received the delivery. Note: Specific delivery requirements are expressed in the Special Conditions.

G. Installation: If required by the RFP documents, the Supplier shall be responsible for the removal of all packing and shipping materials from District property on a daily basis. Supplier is prohibited from using the District’s trash receptacles.

H. Contract Term: The contract will be in effect for one (1) year after award. Thereafter, the District reserves the right to extend the contract for six (6) additional one-year periods, subject to the same terms and conditions if the contract is performed to the District’s satisfaction.

I. Standard Terms and Conditions: By this reference, the attached Food Service RFP General Terms and Conditions, Form Pur-RFP-002 (revised August 18, 2025), are made part of this RFP. These documents may be obtained via Euna Procurement or by downloading them from: http://ccsd.net/departments/purchasing-warehousing/doing-business-with-ccsd

J. Additional documents attached hereto and made part of this RFP:

i. Public Disclosure Form

ii. Supplier Federal 2 CFR 200 Certifications Form

iii. Supplier Application/Update Form

iv. W-9

v. Supplier Contact List Designation Form

vi. Pricing:

a. Bid Tables if submission is via Euna Procurement

b. Attachment A if submission is a hard copy

c. Attachment B if submission is a hard copy

Respondent’s Instructions and General Conditions - Continued

K. Shipping Instructions:

____ Complete shipments only- no backorders / partial orders not accepted

__X__ Ongoing shipments allowed

__X__ Backorders/partial shipments accepted

Special Conditions

A. Response Openings and Negotiations: Responses shall not be opened publicly. Response information shall not become public record until an award recommendation has been made and posted publicly on Euna Procurement at https://ccsd.bondfirehub.com, prior to the Board of School Trustees voting on the recommendation. The District may, at its sole option, open negotiations with responsive Respondent(s) after submission of RFP responses. The District also reserves the right to award without negotiations by accepting the response(s) as submitted.

B. Balance of the Line Discount (BOL): This discount provides the District an opportunity either to add new items after awarding this contract for future requirements or to accept replacement models if any of the specified products become obsolete. Respondent(s) are highly encouraged to provide a fixed discount, and the District reserves the right to factor in the level of, or absence of, a discount in the award process. For a more in-depth explanation of this provision, Respondent(s) are instructed to refer to Part 4 of the Food Service Request for Proposal General Terms and Conditions. Amount of BOL purchases will not exceed $250,000.00.

C. Delivery Requirements: The Supplier shall deliver product F.O.B. to the District’s Food Service Warehouse located at: 6350 E. Tropical Pkwy, Las Vegas, NV 89115, between the hours of 7:30 A.M. to 1:00 P.M., Monday through Friday, District observed holidays exempted. For each delivery, the Supplier shall schedule a delivery appointment with the Food Service Warehouse. After receipt of the purchase order, the Supplier shall be able to deliver up to 99% of the estimated quantity of any item(s) within 30 days and continue this rate of delivery as required by the District. In addition to the above listed requirements, the Supplier shall send proof of delivery, via email attachment, to the Buyer indicated on the purchase order and include the purchase order number on the document. Pallets used as part of the shipment delivery become property of the District at the time of product receipt.

If Supplier requires additional lead-time for orders, they shall indicate the time frame here: ____________________.

D. Buy America: The District participates in the National School Lunch Program and School Breakfast Program and is required to use the nonprofit food service funds, to the maximum extent practicable, to buy domestic commodities or products for Program meals. A ‘domestic commodity or product’ is defined as one that is either produced in the U.S. or is processed in the U.S. substantially using agricultural commodities that are produced in the U.S. as provided in 7 CFR 210.21(d). Non-domestic product is acceptable when domestic is not available.

E. Solicitations: All solicitations shall be made through the Purchasing Department. Respondents/Suppliers are prohibited from contacting School Cafeteria Staff to sell product(s). Those who ignore or circumvent these instructions may be disqualified from current and/or future competitive opportunities.

F. Questions & Answers: Questions shall be submitted no later than April 16, 2026, to the email address listed on page 1 of this document or via Euna Procurement. Questions will be answered in the form of an Addendum after this date.

Special Conditions - Continued

G. Price changes: By submitting a Response, the Respondent is certifying that it has read and will fully comply with the District's price escalation procedure as identified in its Food Service Request for Proposal General Terms and Conditions, and if applicable, any modifications to it contained in the Special Conditions.

H. Manufacturer Brand Names: The utilization of a brand name(s), if used, in this RFP is made for the purpose of illustrating products which may be representative of the District's requirements relative to performance, design, durability, etc. The District is not compelled to accept any manufacturer's product which does not meet the requirements and/or intent of this RFP, even if such products were referenced by brand name.

I. Model Number(s): In the event the RFP calls out a specific manufacturer’s part number(s), which do not match written specification(s); the written specification(s) shall take precedence over the "non-matching" part number(s). Respondent shall be responsible for ensuring that they are offering products which conform to the written specification(s).

J. Pictures: If requested, the Supplier shall provide electronically formatted pictures for the actual products supplied under this contract within 60 days after notification. Picture format requirements: JPEG, minimum 300 pixels, provided with a naming convention to be determined by the District at a later date.

K. Purchase Quantities: Will the Respondent agree to enter into earnest negotiations to reduce cost(s) in the event the District purchases exceed the estimated purchase quantities by 25% or more?

L. Advertising: Product packaging shall not include any advertising, promotions, and/or contests.

M. NSLP: The Respondent shall comply with the National School Lunch Program Requirements (NSLP). Please refer to this website for details: http://www.gpo.gov/fdsys/pkg/FR-2012-01-26/pdf/2012-1010.pdf

N. Shelf Life: The Respondent shall list the minimum shelf life commencing the day after delivery in the proper column.

O. Failure to Deliver: Many of the product bids are USDA-mandated meal components required for Federal meal reimbursement to the District. Reimbursement cannot be claimed for meals served without a variety of food groups available. Supplier’s failure to deliver will result in significant loss of funds to the District. If the Supplier’s failure to deliver results in lost reimbursement to the District, the loss will be charged back to the Supplier.

P. Estimated Annual Usage: The projected annual servings are estimated per flavor, and quantities may vary based on shelf life and student acceptance.

Q. Purchase Quantities: Will the Respondent agree to enter into earnest negotiations to reduce cost(s) in the event that District purchases exceed the estimated bid quantities by 25% or more?

R. Samples: Samples may be requested after RFP submission for evaluation. If samples are requested, one (1) full case will be required for each item identified on the request. Shipping costs for delivery and return will be the responsibility of the Respondent. Samples shall arrive within seven (7) days of request. The submitted samples must match the Respondent's bid item(s) submitted with the manufacturer name and part number, with the product information clearly marked on the case. Samples will not be acceptable if they are not provided in the manufacturer's case as required under this condition. Suppliers that do not follow the request requirements will be deemed Non-Compliant. All manufacturer product specifications must have been submitted on the RFP in order for samples to be accepted. All determinations regarding the quality of the product will be made by the Food Service Department during the testing/evaluation phase.

S. State of Delivery for Frozen Foods: The state of the product upon delivery shall be frozen. Deliveries shall be made in trucks that are capable of maintaining frozen products at 0 degrees Fahrenheit +/- 10 degrees. Delivery trucks/trailers shall be equipped with constant monitoring devices for temperature as well as intrusion alarms. The District reserves the right to log the temperature of the truck upon delivery. Products shall not be frozen more than once. Any products or packages received out of condition or not completely frozen may be refused and returned for full credit.

T. Inspections: The Supplier shall maintain a Grade "A" health rating certificate from the Southern Nevada Health Department or equivalent non-Nevada governing agency. Respondents shall submit copies of their health rating certificate and their last two health inspection reports with this bid response. A health inspection rating with red critical items of four points or more, or an accumulation of six points of red critical items, may lead to the Respondent being deemed as non-responsive. Failure to maintain an "A" rating during the contract period may be considered a material breach of contract and may lead to termination of the contract. If the Respondent is a USDA-inspected facility, the Respondent shall include appropriate documentation as proof.

U. Nutritional Analysis: The Respondent shall submit an accurate nutritional analysis and product specification sheet for each item submitted with its response. The product specification sheet shall include shelf life, nutritional facts, country of origin, product number, and manufacturer’s name. Respondent shall provide a master key for any codes listed. Each sheet shall be added individually as an attachment and named by line number and product number. (i.e., Line 1-1 Product 3456)

V. Truckload Pricing: Approximately 50% of the purchases will be conducted on a full truckload basis. Please indicate in the appropriate columns on the Pricing Sheet if there is a cost differential for full truckload (FTL) versus less than truckload (LTL) orders. Also, indicate below if the Respondent will accept orders with mixed SKUs per FTL/LTL and extend the FTL discount if any. Order frequency will vary based on FTL/LTL size, shelf life, student acceptance, and any changes to the District’s school schedule. If individually wrapped items are not available as requested on the Bid Table, bulk quantities will increase to meet District demands.

W. Nut Free: No products submitted for consideration shall contain peanut or tree nuts as an ingredient. Product packaging and/or the nutritional analysis shall state this.

X. Food Testing: Upon request, food products bid shall be submitted for testing and approval along with nutritional verification documentation prior to RFP award. Acknowledging that test appeal is an important aspect of a quality food product, the Respondent agrees that the District may also reject any product that is deemed unappealing.

Y. Preservatives and Artificial Colors: Products with no preservatives and no artificial colors are preferred and shall be awarded additional points in the evaluation process.

End of Special Conditions

To the Board of School Trustees of the Clark County School District: We (I) hereby agree to furnish the offered goods and/or services listed in the Response at the prices and terms stated therein and in accordance with all the RFP Specifications, Addenda, General Terms and Conditions, and Special Conditions.

Form Pur-F0069 Revised January 26, 2023 image1.png