77-20260528095913 DCS.pdf

BID NOTICE

TO: PROSPECTIVE BIDDER

FROM: JENIFER HALE

DESOTO COUNTY SCHOOLS

5 EAST SOUTH STREET

HERNANDO, MS 38632

662-449-7168

ISSUE DATE: MAY 28, 2026

REQUEST FOR BIDS

BID OPENING

DATE: JUNE 22, 2026

TIME: 9:00 a.m., CST

LOCATION: DESOTO COUNTY SCHOOL DISTRICT

5 EAST SOUTH STREET

HERNANDO, MS 38632

BID ITEMS

BID NUMBER: #405-PROD-DCS27

ITEM DESCRIPTION: PRODUCE – CHILD NUTRITION

PROCUREMENT SCHEDULE:

Public Notice to Newspaper May 26, 2026 Newspaper Run Dates May 28th, 2026, and June 4th, 2026 Release of Bid May 28th, 2026 Question Deadline June 12th, 2026, 9:00 am CST Bid Deadline/Open June 22nd, 2026, at 9:00am CST Approval by Board (tentative) July 2, 2026

CONTRACT SECTION I

Items: Produce (Fresh Fruits and Vegetables) Type of Contract: Type 2 Bi-Annual Fixed Fees Plus Reimbursable Costs Conditions: In Strict Accord With Section I Through V.

Contacts: For questions about the bid please contact DCS Purchasing Department at:

dcs.purchasing@dcsms.org

Name of Firm Submitting Bid:

Date Submitted:

Signing Officer:

Telephone:

A. Full Cartons (wholesale units), >60,000 @ $ EACH = TOTAL $

B. Broken Cartons (less than wholesale units), approximately

>10,000 @ $ EACH = TOTAL $

TOTAL A & B $

Bid will be awarded in this amount, plus reimbursable cost.

SIGNATURE DATE

TITLE

Please fill out in ink. If there are corrections, please cross out and initial. DO NOT ERASE.

mailto:dcs.purchasing@dcsms.org

CONTRACT SECTION II

BID REQUIREMENTS

Sealed, written or electronic bids will be received by DeSoto County School District at the time and place specified on the Request for Bid. Dating of bid form or placing in mail by bid opening date will not meet requirements. Bid must be received on/or before date and time stated. The school district reserves the right to reject any and all bids and to waive any and all informalities.

1. Correction of Mistakes: All quotations must be in ink or typewritten. No erasures are permitted. Mistakes may be crossed out and corrections inserted adjacent. Corrections must be initialed in ink by person signing bid.

2. Return Instructions:

A. The bid form (Section I and IV) must be used without alterations.

B. Bid Section I shall be in a sealed envelope, with the address of the school district, company name, bid number and opening date on the outside of the envelope, as they appear on the Request for Bid. It shall be marked "Contract Section 1".

3. Addendum: No Addendum will be issued five (5) working days prior to bid opening.

4. Quantities: It shall be understood that any contract established as a result of this Invitation to Bid will not obligate the school district to receive any quantities in excess of actual requirements. The quantities shown are estimates and result from actual historic tabulations.

5. Contractor Qualifications:

A. Product Line - The potential contractor shall provide a current product guide or item specification list that identifies the country of origin for products supplied under this contract. Vendor must ensure country of origin is identifiable for all produce items to assist the district in monitoring compliance with the Buy American Provision in accordance with 7 CFR 210.21(d).

B. Physical Facilities -The potential contractor's warehouse and trucks will be inspected by school district officials. The warehouse and trucks shall:

1) Be clean.

2) Be free of insects and rodents and be adequate for storing and delivering products the potential contractor proposes to supply.

3) Delivery trucks shall be refrigerated.

C. Financial Capacity - The potential contractor shall have financing adequate to purchase items in the most economical quantities. All potential contractors shall provide three (3) written references to document adequate financial capacity.

D. Service Level - If the school district does not have adequate historical data to determine the contractor's ability to comply with the service level requirements outlined in this request for bid, then three (3) letters of reference from previous school districts’ customers shall be provided.

E. Accounting Practices - A potential contractor must clearly demonstrate to school district officials the capability to provide accurate, reliable and timely reports, in terms of invoices, statements, and credits.

Statements and Invoices shall be computer generated. Moreover, the potential contractor must demonstrate the capability to spontaneously provide data for periodic reviews of prices by school district officials.

6. Review and Award:

A. After the public opening of the Request for Bid, school district officials will require at least five (5) working days for review.

B. The school district will award the Request for Bid at the next regularly scheduled board meeting after opening.

C. All bids will be checked for accuracy of mathematical calculations.

7. Charges for Inconvenience to the School District or Contractor.

A. After acceptance, the successful contractor will be liable for any expenses, including attorney fees, incurred as a result of violations or attempts to enforce this contract.

B. If the contractor is unable to deliver a product, the school district shall purchase a produce of equal or greater quality from another source. The difference between price paid and contract price will be charged to the contractor.

8. Cost Price:

A. Reimbursable costs - All produce will be invoiced at the contract distributor's cost, delivered to his warehouse, with the fixed fee for service added to this cost. Prices shall be firm for one calendar month.

B. Definition of Cost Prices

Cost prices shall be based on "delivered to distributor’s warehouse" and shall include cooling, refrigeration and other freight related charges. Freight rates shall normally be in carload or truckload quantities of straight or mixed items, except for very small volume items which may be "drop shipped."

Costs shall be based on the "latest invoice," either prior to the merchandise being delivered to the purchaser, or in stock, as the case may be, in accord with the seven (7) day firm price requirement.

Allowable costs will be paid from the nonprofit school food service account to the contractor net of all discounts, rebates and other applicable credits accruing to or received by the contractor or any assignee under the contract, to the extent those credits are allocable to the allowable portion of the costs billed to the school food authority.

The contractor must exclude all unallowable costs from its billing documents and certify that only allowable costs are submitted for payment and records have been established that maintain the visibility of unallowable costs in a manner suitable for contract cost determination and verification:

The contractor's determination of its allowable costs must be made in compliance with the applicable Departmental and Program regulations and Office of Management and Budget cost circulars of the United States Government.

The contractor must identify the amount of each discount; rebate and other applicable credit on bills and invoices presented to the Desoto County School District for payment and individually identify the amount of said discounts or rebates during the required annual audit. Only contractors' actual net allowable costs will be accepted, under OMB regulations.

The contractor must identify the method by which it will report discounts, rebates and other applicable credits allocable to the contract that are not reported prior to conclusion of the contract.

Documentation must be maintained of all costs and discounts, rebates and other applicable credits, and make it available to the Desoto County School District upon request.

9. Price Change Review: Price changes shall be effective on a specific, constant day of the week. Changes shall be submitted to the school district immediately after the day of the price change.

10. Audits A. Audits will be made of a contractor's costs records as follows:

1) Semi-annually,

2) At any time, weekly price reviews indicate that a problem might occur.

B. The contractor shall be given notice of the intent of the district to conduct an audit as follows:

1) The date shall be scheduled a minimum of one month in advance,

2) A list of items and dates of price change shall be given three (3) working days in advance.

C. The contractor shall provide acceptable documentation as follows:

1) Invoices (original)

2) Freight Bill

11. Price Change Dates: All product costs shall remain firm for one calendar month. Fixed fees shall remain firm for the duration of the contract.

12. Service Level: The contractor shall fill all original orders at a monthly average of 97% or above on the scheduled delivery days(s). The remaining 3% shall be delivered within 24 hours of the scheduled delivery day(s).

13. Delivery Time and Place: Deliveries shall be required to all sites listed in Contract Section V.

A. Deliveries shall be required as follows: All sites require delivery ten (10) months per year.

B. The frequency of delivery shall be: Weekly to all school sites.

C. Deliveries shall be made between the hours of 6:30 a.m. and 2:30 p.m.

D. Holiday deliveries (Holiday shall be defined as any week that has less than five (5) school days). Will be required as follows: If the holiday falls on regularly scheduled delivery day, the delivery shall be made the following day.

E. Delivery schedules shall be submitted to school district officials for prior approval and shall remain constant from delivery to delivery.

F. Drivers and helpers shall deliver merchandise into designated storage areas (dry and chilled). Drivers and helpers shall not be required to stow merchandise on shelves.

G. Drivers and helpers shall request the authorized school receiver, or the designated representative, to verify the accuracy of quantities of each item. Each delivery ticket shall be signed by a designated school receiver. Variations from the norm, i.e., shortages, damages, etc., shall be noted on each ticket by the designated school receiver and initialed by both the truck driver and school receiver. The contractor shall not be required to issue credits for errors not detected at the time of delivery, except for hidden damage.

H. Special or intermediate deliveries shall be required only if a contractor fails to deliver a product on a regularly scheduled delivery.

14. Transmittal of Orders: Order guides (preprinted) shall be furnished by contractor upon request of the school district. These order guides shall be used for the transmittal and/or recording of orders.

15. Item Substitutions and Out-of-Stocks: If a contractor is temporarily out of particular item, an equal or superior product at an equal or lower price may be delivered, with prior approval of the school district. The school district shall be notified of all out-of-stock items at least 24 hours prior to delivery. If a contractor is unable to deliver a prior approved substitute product, the school district may, in good faith and in its sole discretion, purchase a product of equal or greater quality from another source. The supplier shall be responsible and liable for the difference in the cost between the amount paid for the substitute item and the amount which would have been paid had the original product been delivered. The supplier shall not be entitled to complain that the substitute product could have been purchased at a lower price.

16. Fiscal Funding: If the effective dates of this bid extend beyond the current State or Federal fiscal year, it shall be understood that purchases in the next fiscal year are conditional on the receipt of federal and/or state funds. In the event of the discontinuance or a decrease in federal and/or state funds, the school district reserves the right to change the item identifications, decrease the quantities and/or delete items.

17. Payments: All invoices for products that are received and inspected will be paid based on NET 45 terms.

18. Term of Contract: July 1, 2026 – December 31, 2026

19. Extensions: This contract may be extended for a period not to exceed three years in total, upon the mutual agreement of both the school district and the contractor. There shall be no escalations of service fees. The total period of the contract including extensions shall not exceed thirty-six (36) months.

20. Termination of Contract: Failure on the part of the school district or the contractor, to comply with the provisions of this contract may result in contract termination.

A. Each party shall follow the procedure outlined below, if a contract is to be terminated.

Step 1: Issue warning letter and outline violations and length of time to correct the problem Step 2: Issue letter of Intent to Cancel Contract, if problem is not resolved by specific date.

Step 3: Issue letter to cancel contract.

B. In the event that the physical facilities of the contractor are destroyed or a labor dispute makes performance under the terms of this contract impossible, the contractor will not be held liable by the school district.

21. Buyer-Contractor Relationship: Under agreements of this contract, it is the contractor's responsibility to serve as the "buyer" for the school district. It is the contractor's responsibility to represent the interest of the school district with respect to the following:

A. Interface with packers on problems relating to product pack and quality.

B. Make purchases of specified items at the lowest price, including freight.

C. Maintain a constant search for substitute items which offer better values.

22. Standard Contract Conditions:

A. This contract shall be governed in all respects - as to validity, construction, performance, or otherwise-by the laws of the State and the United States.

B. Contractors providing service under this Invitation to bid, herewith, assure the school district that they are conforming to the provisions of the Civil Rights Act of 1964, as amended.

C. Contractors shall comply with Executive Order 11246, entitled "Equal Employment Opportunity," as amended by Labor regulations (41 CFR Part 60).

D. State Sales and Use Tax Certificate of Exemption form will be issued upon request.

E. Sales tax shall be included in prices where applicable.

F. Contractor shall comply with applicable federal, state and local laws and regulations pertaining to wages, hours and conditions of employment. In connection with contractor's performance of work under this contract, contractor agrees not to discriminate against any employee(s) or applicant(s) for employment because of age, race, color, sex, national origin or handicap.

G. The contractor agrees to retain all books, records and other documents relative to this agreement for three (3) years after final payment. The school district, its authorized agents, and/or state/federal representatives shall have full access to, and the right to examine any of said materials during this period. If an investigation or audit is in progress, records shall be maintained until state matter is closed.

H. Contractor shall comply with all applicable standards, orders or requirements issued under Section 306 of t11e Clean Air Act (42 U.S.C. 1857 [h], Section 508 of the Clean Water Act (33 U.S.C. 1368), Executive Order 11738 and Environmental Protection Agency regulations (40 CFR 15), which prohibit the use under non-exempt federal contracts, grants or loans of facilities included on the EPA List of Violating Facilities.

I. By signing this document, the contractor certifies that this bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies or equipment and is in all respects fair and without collusion or fraud. The contractor certifies that collusive bidding is a violation federal law and can result in fines, prison sentences, and civil damage awards.

J. Prohibition against conflicts of interest, gratuities and kickbacks: Any employee or any official of the school district, elective or appointive, who shall take, receive or offer to take or receive, either directly or indirectly, any rebate, percentage of contract, money or other things of value , as an inducement or intended inducement, in the procurement of business , or the giving of business, for, or to, or from, any person, partnership, firm or corporation, offering bidding for, or in open market seeking to make sales to the school district shall be deemed guilty of a felony and upon conviction such person or persons shall be subject to punishment or a fine in accord with state and/or federal laws.

CONTRACT SECTION III

PRODUCT PROTECTION GUARANTEES:

School districts have "automatic" product protection recourse against suppliers for product safety. According to federal regulations, the supplier whose name and address appear on the package is the responsible party.

Contractors are expected to take immediate action to correct any situation in which product integrity is violated.

CONTRACT SECTION IV

PRODUCT REQUIREMENTS

GROUP F - PRODUCE

Terms of Reference Specific to Produce

Procedures It is not necessary for bidders to fill in prices on the following list, which is submitted only for the purpose of indicating the types of items normally used in the school food service program. To submit a bid, a dealer only indicates the unit fees, for full and broken cases, on Sheet 2, Section I, and calculates total costs by multiplying the quantities indicated by the fees to obtain a grand total.

Quantities and Items Bidders can discern from the attached list which items are normally delivered to schools in full case quantities and broken case lots. Once a bid is awarded, contract distributors can determine the items required and approximate dates of use by examining menus provided by the school district. A final determination of items will depend on market and product conditions, at the time purchases are made by the dealer.

Orders can be firmed up at least one week in advance of delivery. Distributors should, however, call the school district food service supervisor 48 hours in advance of delivery to confirm the order and discuss any variables which may exist.

Contractor’s Assistance / Buy American Compliance Under this type of contract, the distributor serves as produce buyer for the school district and shall act in the best interest of the school district with respect to product quality, pricing, availability, and compliance with federal Child Nutrition Program regulations including the Buy American Provision.

The contractor shall:

A. Determine order-by-order the manner in which certain products, such as cabbage and apples, will be used so that purchases can be made accordingly.

B. Select products from those available which will provide the best value for the use intended, in accord with market conditions while maximizing the purchase of domestic commodities and products.

C. Select stone fruits, melons, and other produce with respect to maturity which will provide the most effective "ripeness" at time of usage.

D. Select products which can be delivered in optimum "condition" particularly with respect to maturity level, decay, trim, appearance, freshness and color.

E. Comply with the Buy Americans Provision in avoidance with 7CFR 210.21(a). To the maximum extent practicable, all agricultural commodities and food products supplied under this contract shall be domestic commodities or products.

F. Clearly identify the country of origin for all produce items supplied under this contract through product guides, invoices, pack Lange’s, or other supporting documentation upon request by the district.

G. Notify the district prior to delivery of any non-domestic product and provide justification for the exception, including:

a. The domestic product is not produced or manufactured in sufficient and reasonably available quantities of satisfactory quality; or

b. Competitive bids reveal the cost of a domestic product is significantly higher than a non-domestic product H. Maintain documentation sufficient to support compliance with by American requirements and make records available to the district upon request.

With a high level of cooperation between a school district and a contract distributor, produce of high value quality, compliance, and acceptance can be constantly made available to students at reasonable cost.

Product Catalog Requirements Bidder shall submit a current product, catalogue product, guide or item listing for products available through their company. The catalogue shall include sufficient product information to allow the district to evaluate product availability, pack size, and compliance with child nutrition requirements.

At a minimum. the product guide catalogue should include:

A. Product description B. Unit of measurement C. Vendor/ Distributor name D. Brand name (if applicable) E. Manufacturer product code or item number F. Pack size G. Country of origin

The vendor shall ensure country of origin information is identifiable for product supplied under this contract to assist the district and monitoring compliance with the Buy American Provision in accordance with 7CFR 210.(d).

CONTRACT SECTION V

DELIVERY SITES

1. Center Hill Elementary School 13662 Center Hill Road Olive Branch, MS 38654

2. Center Hill High School 13250 Kirk Road Olive Branch, MS 38654

3. Center Hill Middle School 8756 Forest Hill Irene Olive Branch, MS 38654

4. Chickasaw Elementary School 6391 Chickasaw Olive Branch, MS 38654

5. DeSoto Central Elementary School 2411 Central Parkway Southaven, MS 38672

6. DeSoto Central High School 2911 Central Parkway Southaven, MS 38672

7. DeSoto Central Middle School 2611 Central Parkway Southaven, MS 38672

8. DeSoto Central Primary School 3210 Getwell Road Southaven, MS 38672

9. DeSoto County Alternative Center 6870 E. Center Street Horn Lake, MS 38637

10. Greenbrook Elementary School 730 Rasco Road E. Southaven, MS 38671

11. Hernando Elementary School 455 Riley Street Hernando, MS 38632

12. Hernando High School 1200 McIngvale Road, Hernando, MS 38632

13. Hernando Hills Elementary School 570 McIngvale Road Hernando, MS 38632

14. Hernando Intermediate School 700 Dilworth Lane Hernando, MS 38632

15. Hernando Middle School 805 Dilworth Lane Hernando, MS 38632

16. Hope Sullivan Elementary School 7985 Southaven Circle W. Southaven, MS 38671

17. Horn Lake Elementary School 6341 Ridgewood Drive Horn Lake, MS 38637

18. Horn Lake High School 3360 Church Road Horn Lake, MS 38637

19. Horn Lake Intermediate School 6585 Horn Lake Road Horn Lake, MS 38637

20. Horn Lake Middle School 6125 Hurt Road Horn Lake, MS 38637

21. Lake Cormorant Elementary School 3285 Wilson Mill Road West Lake Cormorant, MS 38641

22. Lake Cormorant High School 10201 Star Landing Road Lake Cormorant, MS 38641

23. Lake Cormorant Middle School 3203 Wilson Mill Road Lake Cormorant, MS 38641

24. Lewisburg Elementary School 1717 Craft Road Olive Branch, MS 38654

25. Lewisburg High School 1755 Craft Road Olive Branch, MS 38654

26. Lewisburg Middle School 2605 Highway 305 South Hernando, MS 38632

27. Lewisburg Intermediate School 1711 Craft Road Olive Branch, MS 38654

28. Lewisburg Primary School 1707 Craft Road Olive Branch, MS 38654

29. Oak Grove Central Elementary School 893 Oak Grove Road Hernando, MS 38632

30. Olive Branch Elementary School 9549 E. Pigeon Roost Road Olive Branch, MS 38654

31. Olive Branch High School 9366 Sandidge Road Olive Branch, MS 38654

32. Olive Branch Intermediate School 8631 Pigeon Roost Olive Branch, MS 38654

33. Olive Branch Middle School 6530 S. Blocker Street Olive Branch, MS 38654

34. Overpark Elementary School 8530 Forest Hill Irene Olive Branch, MS 38654

35. Pleasant Hill Elementary School 7686 Pleasant Hill Road Olive Branch, MS 38654

36. Shadow Oaks Elementary School 3780 Shadow Oaks Parkway Horn Lake, MS 38637

37. Southaven Elementary School 8274 Claiborne Drive Southaven, MS 38671

38. Southaven High School 735 Rasco Road W. Southaven, MS 38671

39. Southaven Intermediate School 175 Rasco Road Southaven, MS 38671

40. Southaven Middle School 899 Rasco Road W. Southaven, MS 38671

41. Walls Elementary School 6131 Delta View Road Walls, MS 38680