Attachment_B_-_Instructions_for_Completing_Response_Sheets_Paper_Products.pdf

This is an instruction document for completing price response sheets for a paper products procurement by Hillsborough County Public Schools (HCPS) on behalf of The School Board of Hillsborough County, Florida, for the Student Nutrition Services (SNS) department. The document provides detailed guidance for bidders completing response sheets for food service paper products including food storage bags, containers, trays, cups, lids, wraps, utensils, gloves, and cleaning supplies needed across approximately 219 school sites supporting the National School Breakfast and National School Lunch programs. The instructions outline twelve columns that bidders must complete: item number, HCPS stock number, current pack size, product description with minimum specifications, bid unit, estimated annual quantity, vendor number of units per case, adjusted estimated quantity (with examples of recalculation when pack sizes differ), bid unit cost, total extended cost, brand name, and product code number. The RFP was issued on January 16, 2026, with technical questions due by January 30, 2026, at 12:00 PM and proposals due February 27, 2026, at 5:00 PM via www.myvendorlink.com, with review scheduled for March 2, 2026, and an estimated award date of June 2, 2026, with contract commencement on July 1, 2026. The initial contract term extends through the end of the first anniversary month with options for up to four additional one-year renewals contingent upon appropriations, contractor performance, and continued need.

The contract utilizes a cost-plus fixed delivery fee model with an estimated annual extended cost of $193,221 across 114 line items, with estimated annual quantities ranging from 10 units for specialized items to 52,500 units for lunch trays. The contract is funded entirely by United States Department of Agriculture (USDA) federal funds with an estimated annual budget of $5,800,000 and zero percent state, local, or non-federal funding. Payment terms are net 45 days under Florida's Prompt Payment Act with a 120-day deadline for final invoice submission, and initial cost prices remain firm through December 30, 2026, after which prices may adjust every six months effective July 1 and January 1 with SNS District Office approval. The incumbent contract (RFP 20126-DST-IV) expires June 30, 2026, with no renewals available. Bidders must comply with extensive federal compliance requirements including USDA certifications, drug-free workplace requirements, non-collusion affidavits, debarment verifications, and Buy American provisions mandating domestic product preference with non-domestic food purchases capped at ten percent. The vendor must provide weekly deliveries to 219 school sites during the school year with delivery timeframes between 6:00 AM and 3:30 PM Monday through Friday, inside delivery capability, electronic ordering, and monthly price and usage reports, and must accept proprietary and logo products at cost from the incumbent vendor without additional pick-up fees by June 22, 2026. Small business enterprises, minority-owned businesses, and service-disabled veterans are encouraged to apply with potential enhanced payment terms.