7-JB27-301 IFB Olive Oil, Sour Cream Pancake Mix Bid Specifications.pdf

1 | P a g e GSD, Sour Cream, Olive Oil & Pancake/Waffle Mix (JB27-301 IFB)

INVITATION FOR BID

GSD Purchasing Department on behalf of

GSD Bates Central Kitchen/Child Nutrition Department

2500 South State Street

Salt Lake City, UT 84115

No. JB27-301 IFB

Project: Sour Cream, Olive Oil & Pancake/Waffle Mix

2 | P a g e

NOTICE OF INTENT

Products and services awarded through this Invitation for Bid (IFB) must meet or exceed minimum industry standards as specified in this document, complying with all relevant federal, state, and local technical, environmental, and performance standards.

DEFINITIONS

For clarity within this IFB and any resulting contract, the following terms are defined:

Term Definition

U3P Utah Public Procurement Place.

Contract An agreement between the District and a Vendor resulting from this IFB, including all addenda, the Vendor’s bid, and District contract forms (e.g., written contract or purchase order).

GSD / the District Granite School District.

IFB Invitation for Bid (this document).

Bidder The person or firm submitting a bid in response to this IFB.

Project The Scope of Work outlined in this IFB for providing goods and services.

Bid The documents a proposer submits to address the IFB’s scope and requirements.

Responsible Vendor

Vendor with adequate financial resources (or ability to obtain such resources), who can comply with the delivery requirements, and is a qualified and established firm regularly engaged in the type of business that provides the goods herein.

Responsive Bid

A complete bid that meets all IFB requirements, qualifications, and demonstrates a history of satisfactory performance.

Vendor The individual(s) or entity/entities awarded a contract under this IFB.

General Terms Singular terms include the plural, and gender references apply to all genders.

NOTICE

Where the terms bid, bidder, bidding, or quote are mentioned in this solicitation, they should be interpreted as offeror, as defined in 63G-6a-103(30), and the terms RFP or Request for Proposals, as per 63G-6a-103(38). This procurement will adhere to the provisions set forth in 63G-6a-701 to 63G-6a-711.

3 | P a g e

PURPOSE

This Invitation for Bid (IFB) is to secure firm competitive pricing from qualified vendors to provide Sour Cream, Olive Oil and Pancake/Waffle Mix for the Child Nutrition Department. This IFB provides essential information to assist potential bidders in submitting bids that meet minimum requirements, without restricting any relevant or beneficial information that might enhance the bid.

Granite School District will not be liable for any costs vendors may incur during the preparation and submission of their bids.

ELIGIBILITY REQUIREMENTS

To be eligible for award, bidders must:

A. Be properly licensed to conduct business in the State of Utah.

B. The bidder must disclose any food safety violations issued by a state or local health authority during the past three (3) years.

C. The bidder must provide documentation demonstrating a current certified third-party food safety audit score of at least ninety percent (90%).

D. Comply with all applicable federal procurement and Child Nutrition Program requirements, including but not limited to:

a. Contract provisions as required in Appendix II to 2 CFR 200. (Provided in files)

b. 2 CFR parts 200.318-327 General Procurement Requirements

c. Federal Code 7 CFR, Part 220.16(d) Buy American Agriculture Provisions

d. Federal code 7 CFR 215.14a, 225.17, 226.22 and 250.4(d)

e. Federal code 7 CFR 210.19-21 additional responsibilities and Buy American provisions

f. Contract provision as required in 7 CFR 250.17- Buy American to maximum extent possible.

g. Equal Employment Opportunity 41 CFR part 60.

h. Contract Work Hours and Safety Standards Act 40 U.S.C. 3701-3708.

i. Clean Air Act (42 U.S.C. 7401–7671q), Federal Water Pollution Control Act (33 U.S.C.

1251–1387), Executive Order 11738, and EPA regulations (40 CFR Part 15). Vendors shall report environmental violations to the USDA and the U.S. EPA Assistant Administrator for Enforcement and shall not use facilities listed on the EPA's List of Violating Facilities.

j. State Energy Policy and Conservation Act (P.L. 94-165), when applicable.

k. Rights to Inventions Made Under a Contract or Agreement (37 CFR Part 401), when applicable.

E. All food products provided must be Zero Trans-fat in the product and all ingredients.

F. Submit a Food Recall Plan, including primary and secondary contacts, in accordance with 7

CFR 250.14(a), Attachment I.

CONTRACT REQUIREMENTS

G. All shipments shall be accompanied by a packing slip.

H. Invoice(s) must include the purchase order number.

I. Provide expiration date or “use by” date on all products, if applicable.

Vendors must adhere to all federal, state, county, and city anti-discrimination laws, ordinances, rules, and regulations throughout the bidding and contracting period. Violation of this provision will

4 | P a g e be treated as a material breach of the contract, and may result in termination, suspension, or cancellation of the contract.

BID OPENING

Bids must be submitted by the posted deadline. Review all specifications, terms, and documents in the “Public Files” on Bonfire before submitting. Use the Bidders Document Checklist to ensure your package is complete.

ESTIMATED USAGE

The District makes no guarantee of volume. Quantities and service needs are good-faith estimates and may vary.

BIDDER DOCUMENTS & ADDENDA

All documents, questions, answers, and updates are available through U3P at:

https://utah.bonfirehub.com/portal/?tab=openOpportunities.

• Submit all questions through U3P before the deadline.

• Any clarifications or changes will be issued as addenda. Vendors are responsible for reviewing and acknowledging all addenda, which become part of the contract.

SUBMISSION & COMMUNICATION

• All communication must go through the designated GSD procurement officer. Contact with other staff or offering gifts may result in disqualification.

• Hard copy bids must be delivered to:

2500 S. State Street, Salt Lake City, UT 84115

• Allow sufficient time for both electronic and hard copy submissions. Late bids will not be accepted.

PRICING ADJUSTMENTS

Pricing shall include all delivery charges (FOB Destination) with no additional surcharges and shall remain firm for the initial one (1) year contract term.

For approved contract renewals, the Vendor may request a price adjustment by submitting a written request to Granite School District Purchasing at least thirty (30) days before the proposed effective date. Requests must be supported by verifiable documentation, including Producer Price Index (PPI) data, supplier invoices, manufacturer notifications, or other documentation acceptable to the District.

Price adjustments shall reflect actual changes in cost and shall not be used to increase profit margins. Any decrease in supplier costs shall be passed on to the District.

All requested price adjustments are subject to District review and written approval. Approved adjustments shall apply only to the applicable renewal period.

SUBSTITUTIONS/ADDITIONAL ITEMS

Due to USDA school nutrition regulation changes, Granite School District reserves the right to approve a substitute product if an awarded item is discontinued, the manufacturer changes the product number, or the product is otherwise no longer available. Any substitute product must be of https://utah.bonfirehub.com/portal/?tab=openOpportunities

5 | P a g e equal or greater quality, meet all specifications of this IFB, and be approved by the District prior to delivery.

DELIVERY REQUIREMENTS

Deliveries will be required throughout the school year on an as needed basis. In your bid response, specify any minimum delivery requirements and lead times. If none are specified, the District will assume no minimum and place orders accordingly at the bid price.

Products will be delivered to (after receipt of a District Purchase Order):

GSD Bates Central Kitchen/Child Nutrition Warehouse 4161 West 2200 South

WVC, UT 84120

Deliveries must be pre-scheduled by contacting Nutrition Services at 385-646-9277. Deliveries without an appointment may be rejected. All shipments must include a delivery receipt with the purchase order number, which should also appear on invoices. All delivery costs, including drayage, insurance, and freight, are the responsibility of the bidder.

Upon award notification, each bidder must maintain sufficient product stock to ensure prompt delivery. Purchase orders will be emailed to awarded vendors from the Purchasing Department.

WRITTEN CONTRACT

The selected vendor will be required to enter a written contract with Granite School District (GSD).

Upon awarding the bid, the contract will be finalized and executed with the successful vendor(s).

CONTRACT PERIOD AND RENEWALS

The contract will begin on date of award and continue for one (1) year. Granite School District may renew the contract annually for up to four (4) additional years with vendor agreement. Renewals will be issued by amendment at least sixty (60) days before contract expiration and will follow the same terms, conditions, and pricing unless mutually agreed in writing.

Annual extensions are subject to the following conditions:

• GSD Nutrition Services is satisfied with the vendor’s products and services.

• The vendor submits any proposed price increases with supporting documentation for the upcoming fiscal year.

If not renewed, the contract will automatically terminate at the end of its term.

TERMINATION OF CONTRACT

If the vendor fails to deliver on time or meet contract requirements, Granite School District (GSD) may cancel the contract. Likewise, the vendor may cancel the contract if GSD fails to meet its obligations. Either party may terminate the contract with 30 days’ written notice.

PROCUREMENT CONTACT AND CONTRACT MANAGER

Jess Brophy GSD Purchasing Department Email: jdhaws@graniteschools.org

6 | P a g e

All contract-related correspondence must go through the contact above.

NUTRITION LABELS

All bidders must submit nutrition labels, Child Nutrition (CN) labels, or Product Formulation Statements (PFS), when applicable, for each food item offered by the bid closing date. Failure to submit the required documentation may cause the bid to be deemed non-responsive.

By submitting nutrition documentation, the bidder certifies that the product offered is the product that will be supplied if awarded. Failure to supply the awarded product without prior written approval from the District may result in rejection of the shipment, contract remedies, or disqualification from future solicitations.

If products or manufacturers change, updated nutrition statements must be submitted within 30 days. Comparable substitute items must be accompanied by a nutrition statement and free samples for consideration.

SAMPLES

GSD reserves the right to request samples of bid items before awarding, particularly if the bidder is offering items or brands other than those specified, or if no brand is indicated in the bid document.

Samples must be provided at no cost to GSD, and failure to do so may result in bid disqualification.

USAGE OR VELOCITY REPORTS

Upon request, the Vendor shall provide Granite School District with product usage reports in a format acceptable to the District. Reports shall include, at a minimum, the item description, item number, quantity purchased, unit price, total cost, and reporting period. Reports shall be provided within ten (10) business days of the District's request.

PRODUCT RECALLS

The proposing supplier must submit their recall policy with the bid and adhere to all Federal, State, and Local regulations regarding the identification and recall of food products. The recall process must ensure accurate and timely communication with GSD, as well as the prompt identification and removal of unsafe products from District/School sites. The supplier must maintain all necessary documentation for the immediate and proper notification of recalls for both full and split cases. The recall policy should also include a primary point of contact and a backup, with their name, phone number, and email address.

STANDARD TERMS AND CONIDITIONS

Bidders must review the GSD Standard Terms and Conditions (in U3P). Any awarded contract must comply.

Exceptions or additions are discouraged and must be included with the bid. Submissions after the deadline, including website URLs or references, will not be considered. URLs are not allowed in the final contract.

The District may reject excessive or unfavorable exceptions. If negotiations are required, contractors must provide editable Word documents and a designated legal contact.

7 | P a g e

BRANDS, SIMILAR PRODUCTS, “OR EQUAL”

When Granite School District specifies a product by proprietary description or brand name, “or equal” is implied even if not explicitly stated. The specified product represents the type, function, and minimum standards for design, quality, and efficiency desired, and does not exclude other comparable products of similar quality, design, and functionality, as applicable (2 CFR 200.319(6)).

CODE OF CONDUCT

Individuals responsible for drafting specifications or descriptions for procurement are prohibited from submitting bids for those products or services. No employee, director, or agent of GSD shall participate in awarding or managing a bid or contract supported by federal funds if a conflict of interest, whether actual or perceived by a reasonable person, exists.

SMALL BUSINESS, MINORITY & WOMEN’S BUSINESS ENTERPRISES (MWBE)

The supplier shall take all necessary affirmative steps to ensure the inclusion of small businesses, minority-owned businesses, women-owned businesses, and labor surplus area firms in the procurement process whenever feasible. Upon request, the vendor must provide GSD with reports on efforts and outcomes related to the engagement of these business enterprises and labor surplus

INSPECTION OF FACILITIES/VEHICLES

The District reserves the right to inspect the Bidder’s facilities before awarding the contract. The District may also request to review the Bidder’s current Hazard Analysis Critical Control Points (HACCP) food safety system to ensure optimal storage and distribution practices.

The supplier’s facilities and delivery vehicles must be inspected by local health authorities or similar agencies to confirm compliance with all Food and Drug Administration (FDA) and USDA health and safety guidelines. In accordance with governing regulations, or within ten (10) business days—whichever is sooner—the supplier must notify the contracting institution in writing if it fails to maintain a satisfactory status with its governing authorities.

SAFETY AND SANITATION

Food Services staff will only receive product that meets all food safety and sanitation requirements, therefore Food Services staff may at any time:

• Inspect delivery trucks for any signs of contamination.

• Check all expiration and best if used by dates.

• Use thermometers to check temperatures.

• Accept product only at acceptable temperatures.

• Reject unacceptable items.

PROTEST PROCEDURES

For details on protest procedures, please refer to the State of Utah Procurement Code 63G-6a-16.

The designated contact for protest inquiries is the Director of GSD Purchasing, located at 2500 S.

State Street, Salt Lake City, UT. Specific submission dates and additional information can be found within the code procedures.

“BUY AMERICAN”

8 | P a g e

As a sponsor of the National School Lunch and School Breakfast Programs, the District will only consider products that comply with the Buy American provisions (7 CFR 210.21(d) and 220.16(d)).

School Food Authorities (SFAs) must purchase domestic commodities or food products to the maximum extent practicable.

A domestic commodity or product is defined as:

1. An agricultural commodity that is produced in the United States; or

2. A food product that is processed in the United States and substantially (51% or more) consists of agricultural commodities produced in the United States.

Limited Exceptions:

Non-domestic food products may only be purchased if:

1. The product is listed on the Federal Acquisitions Regulations (FAR) Non-available articles list (48 CFR 25.104); or

2. Competitive bids reveal that the cost of the U.S. product is significantly higher than the non-domestic alternative.

The District reserves the right to purchase non-domestic food products if the cost of the U.S.-produced item, which contains at least 51% domestically grown commodities, is deemed significantly higher. For the purposes of this IFB, Granite School District considers any item with a price that exceeds the non-domestic product by ten percent (10%) or more to be significantly higher.

In such cases, the vendor must provide supporting documentation to justify the exception. However, items listed on the FAR Non-available Articles List do not require additional documentation but must still be tracked and reported as part of the total non-domestic purchases.

Certification forms for “Buy America” products and “Buy America” Waiver Exception list are included in this IFB.

For compliance and auditing purposes, the GSD Child Nutrition Program requires in writing from the Supplier delivery invoices and receipts identifying the country of origin as being the United States or territories, and in the case of a non-domestic product, a limited exception.

Failure to comply with Buy American requirements may result in product rejection at vendor expense or contract termination for default.

ACCEPTANCE/REJECTION OF BIDS

The District reserves the right to accept or reject any bid, in whole or in part, and to determine product equivalency. Lowest price does not guarantee award. Bids may be rejected if non-responsive, non-responsible, or improperly submitted. Award results will be posted on U3P.

Unsolicited items, services, or incentives will not be considered. If the awarded vendor cannot fulfill purchase orders, the District may re-award to the next highest-scoring offer.

BID SIGNATURES

All bids must show the company name and must be signed by a responsible officer or employee fully authorized to bind the organization to the terms and conditions herein.

RESPONSIVENESS

GSD may reject a bid as nonresponsive for any of the following reasons:

9 | P a g e

• Incomplete submission, including missing documents listed in the Bidders Document Checklist.

• Submission of a bid that deviates from the requirements, unless allowed by an amendment.

• Failure to meet minimum qualifications or any IFB requirements, including attachments.

• Submission of incorrect, misleading, or false information.

• History of unsatisfactory contractual performance.

PUBLIC INFORMATION AND PROTECTED RECORDS

In accordance with the Utah Government Records Access and Management Act (GRAMA), this Contract, related purchase orders, pricing documents, invoices, and the Contractor’s bid will be public records, unless properly classified as protected under GRAMA. Granite School District may distribute copies of these documents without notifying the Contractor.

Vendors wishing to protect specific information (such as trade secrets or non-public financial data) must submit a Claim of Business Confidentiality as outlined in Utah Code §63G-2-308 at the time of bid submission. The claim must include:

1. A written confidentiality claim form,

2. A concise statement of reasons supporting the claim, and

3. An electronic “redacted” version of the bid, clearly marked “Redacted Version.”

An entire bid may not be protected. Pricing and service elements are generally public. The confidentiality claim form is available at:

http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc

AWARD

Award will be made to the lowest responsive and responsible bidder meeting requirements by line item. Granite School District reserves the right to reject the lowest bid if the offered products do not meet acceptable standards. To be considered for award, bids must be complete, comply with all IFB instructions and conditions, and be received by the stated deadline.

The award decision, including any cancellation, will be posted on U3P. The award becomes effective on the date of the announcement. GSD reserves the right to reject the lowest bid if products are not equal to or better than specified items and may choose not to make an award or to waive minor bid irregularities.

If the awarded vendor cannot fulfill purchase orders, GSD may re-award to the next qualified, lowest-priced vendor. This contract is non-exclusive, allowing GSD to source unique products and volumes outside this agreement.

http://www.purchasing.utah.gov/contract/documents/confidentialityclaimform.doc

10 | P a g e

SUPPLIER PERFORMANCE RECORD

All contract correspondence between the supplier and GSD must be directed to the Contract Manager.

PERFORMANCE RATING SYSTEM

A GSD stakeholder will be asked to periodically submit a scorecard for the awarded supplier’s performance. Scoring will be from 1-5 with the ratings listed below:

Rate the supplier with the following:

• 1 = Poor or Inadequate Performance

• 2 = Below Average

• 3 = Average

• 4 = Above Average

• 5 = Excellent

These scores will be applied to the following criteria:

Criteria Score

Timeliness of performance (order and delivery)

2 Customer Service (interaction between Vendor & GSD staff, timely response to complaints, inquiries

3 Condition of Delivery (condition of goods delivered including appropriate temperature, product boxes condition, organization of pallets)

4 Replacement of Damaged or Unacceptable Goods Delivered (frequency and response from Vendor in replacing goods, issuing credits)

5 Accuracy and Timeliness of Billing and/or Invoices (accuracy and timeliness of off invoices, and response to corrections)

MINIMUM PERFORMANCE RATING THRESHOLD

If the supplier scores a three (3) for each of the criteria, the total would be fifteen (15). Any total score of fifteen or higher with no individual score less than three (3) will be considered satisfactory.

PERFORMANCE RATING THRESHOLD PENALTY

A total score lower than fifteen (15) or an individual score less than three (3) will result in an email from the GSD Contract Manager. The performance issue will be documented in the file, accompanied by notes for the stakeholder. If a supplier has a total of three (3) project scores below fifteen (15) in a three (3) month period, it may result in a ten (10) day notice to cure or contract cancellation.

PERFORMANCE RATING FREQUENCY

The Performance Rating system will be used during the first year of the contract. The timing of the evaluations will be at the discretion of the GSD Contract Manager. Frequency for subsequent years will be negotiated by the supplier’s scores at the completion of the first year.

Granite School District

Contract Management

PURPOSE